In the event of any inconsistency between the Danish and English language versions of the document, the Danish version prevails

 

PhD students, salary

Circular no. 9124 of 26 March 2012 on the collective agreement for state-employed academics; appendix 5, entry on PhD fellows; appendix 5a, agreement on PhD fellows enrolled at foreign institutions during the entire PhD programme; and appendix 5b, agreement on remuneration for PhD students for work performed in connection with the PhD programme

Appendix 5

Entry on PhD fellows

This appendix contains:

I. Entry on PhD fellows

This entry covers PhD students with a Master's degree who, in connection with enrolment at an institution of higher education in Denmark or abroad, are granted a fellowship for completing the PhD programme and in this context obtain employment.

The entry also contains an agreement on PhD fellows enrolled at foreign institutions during the entire PhD programme (appendix 5a).

II. Agreement on remuneration for PhD students for work performed in connection with the PhD programme (appendix 5b)

This agreement covers PhD students who are enrolled as PhD students, but who are not employed as PhD fellows. The agreement is only relevant for persons enrolled on the 4+4 programme and for persons whose PhD fellowship payments have ceased, but who have not completed their PhD dissertation.

Circular comments on the entry on PhD fellows:

The PhD fellow's main workload consists of completing the PhD programme which was determined for the relevant PhD fellow in connection with his or her enrolment as a PhD student, see the Ministry of Science, Technology and Innovation's order no. 18 of 14 January 2008, Ministerial Order on the PhD Programme at the Universities (PhD Order) (Bekendtgørelse om ph.d.-uddannelsen ved universiteterne (ph.d.-bekendtgørelsen)). Furthermore, the PhD fellow must perform work for the institution according to its directions, to a specified extent, see Article 7. In addition, PhD fellows may take on other paid work provided that this is compatible with the completion of the PhD programme and within the framework defined by the employer.

Reference is made to the following circulars:

1) Circular of 13 June 2007 on the job structure for academic staff at universities (State Employer's Authority no. 055-07).

2) Circular of 5 March 1997 on the job structure for academic staff involved in research activities at archives, libraries, museums etc. under the Ministry of Culture (State Employer's Authority no. 019-97).

3) Circular of 10 August 2001 on the job structure for academic staff at the Royal School of Library and Information Science under the Ministry of Culture (State Employer's Authority no. 022-01).

4) Circular of 23 June 2003 on the job structure for academic staff at the School of Conservation (State Employer's Authority no. 056-03).

5) Circular of 25 March 2011 on the job structure for artistic/academic staff at the Royal Danish Academy of Fine Arts, the School of Architecture under the Royal Danish Academy of Fine Arts and the Aarhus School of Architecture under the Ministry of Culture (State Employer's Authority no. 005-11).

6) Circular of 5 July 2010 on the job structure for academic staff at the Geological Survey of Denmark and Greenland (GEUS) (State Employer's Authority no. 024-10).

7) Circular of 22 September 2010 on the job structure for academic staff involved in research activities at the governmental research institutions (State Employer's Authority no. 029-10).

Entry on PhD fellows

1. Scope

The entry covers academics employed as PhD fellows within the scope of the collective agreement.

PhD fellows are covered by the collective agreement on the terms and conditions set out in this entry.

Employment under this entry is conditional on the person in question:

1) Having obtained a Master's degree within one of the study programmes listed in appendix A to the collective agreement and

2) Being enrolled as a PhD student at an institution of higher education in Denmark.

It is normally a condition for employment that the person in question does not already hold a PhD degree.

Circular comments on Article 1:

Only holders of a Master's degree may be employed under this entry.

The Master's degree is deemed to have been obtained when all grades have been awarded and documentation is available therefor in the form of a diploma or another statement from the educational institution. In cases where the study programme is completed with a written thesis, it is sufficient, however, if a preliminary approval can be produced, i.e. a statement signed by the supervisor and the external examiner indicating that the thesis will be approved. The statement must be confirmed by the educational institution.

Medical doctors at institutions of higher education and governmental research institutions are covered by the entry.

A PhD fellow enrolled at an institution of higher education in Denmark, but who, according to his or her study plan, completes part of the programme at a foreign research institution is also covered by the entry during the stay abroad.

2. Appointment

PhD fellowships are normally advertised.

The period of employment is a maximum of three years if the PhD programme is planned as a full-time course of study, see, however, Article 2(2). However, the period of employment can never exceed the period during which the person in question is enrolled as a PhD student.

The employment terminates without special notice at the end of the employment period.

(2) In the event of absence due to maternity/paternity leave or adoption leave, the appointing authority is obliged, upon application from the employee, to extend the employment period for a period corresponding to the length of the period of absence.

The employment period may, as a maximum, be extended by the number of weeks of absence to which the employee is entitled during maternity/paternity leave or adoption leave.

If the employment period expires during maternity/paternity leave or adoption leave, the employment period is extended as a maximum by the period of time during which the employee has been on leave in the employment period. The extension of the employment period is not commenced until at the end of the period of leave.

The employment period may also be extended in the event of extended illness where such illness has demonstrably delayed the study programme or as a result of the employee doing military service.

Circular comments on Article 2(1):

It is a precondition for appointment that the person in question has been enrolled as a PhD student. The date of employment cannot be prior to the study start date.

The three-year employment period is calculated on a full-time basis.

If a person is awarded an SU PhD scholarship before obtaining his or her Master's degree (for example under the so-called 4+4 scheme), the period as PhD fellow must be reduced by the time with which the PhD programme is thus reduced after the Master's degree has been obtained.

In connection with appointment in accordance with the entry, the institutions are requested to notify the relevant organisation thereof as soon as possible.

The PhD fellow’s employer is the institution that enrols or issues a letter of appointment to the PhD fellow.

In all other respects, appointment takes place pursuant to the Ministerial Order on the Appointment of Academic Staff at Universities (the Appointment Order) (Bekendtgørelse om ansættelse af videnskabeligt personale ved universiteter (Ansættelsesbekendtgørelsen)) applicable at any time.

3. Salary

Based on the employee's educational background and seniority, his or her pay grade is determined in accordance with the relevant base pay scale defined in the collective agreement.

(2) PhD fellows enrolled before having obtained a Master's degree, e.g. under the so-called 4+4 scheme, are placed on the base pay scale once the Master's degree is obtained, and the PhD fellow subsequently accumulates seniority in accordance with the collective agreement.

4. Supplement

Employees with a pay grade at base pay level 4 and above are awarded a non-pensionable supplement of DKK 14,900 (DKK 11,395).

(2) In addition, local supplements may be agreed subject to the provisions set out in the collective agreement.

Circular comments on Article 4:

PhD fellows are not covered by centrally or locally agreed supplements under Clause 5(1) and (2) of the collective agreement.

5. Salary adjustment

The total pay in accordance with Articles 3 and 4 is adjusted in accordance with Clause 7 of the collective agreement.

6. Pension contribution

The appointing authority pays a total pension contribution of 17.1%, one-third of which is considered the employee's own contribution. The pension contribution is calculated on the basis of the following pay elements:

1) 85% of the base pay

2) Locally agreed permanent supplements

3) Locally agreed temporary supplements, unless otherwise agreed in the specific agreement on supplements.

(2) Upon the employee's request, the part of the pension contribution exceeding 16.8% may be disbursed as salary, see Clause 11 of the collective agreement.

7. Workload

The PhD fellow's study performance must meet the requirements set out in the plan for the programme, see the PhD Order, including the study trips required in accordance with the study plan.

(2) The PhD fellow must perform work for the institution of employment according to its directions, corresponding to 840 working hours for a three-year term of employment.

(3) If the work indicated in Article 7(2) exceeds the 840 hours performed for the institution of employment, the employee will be paid at an hourly rate corresponding to 1/1,924 of the annual pay set out in Articles 3 and 4.

Circular comments on Article 7:

No payment for additional work may be awarded to PhD fellows, see, however, Article 7(3).

The appointing authority is obliged to pay full salary even though the institution does not utilise the 840 working hours, which are net working hours, within the three-year period. The work may include dissemination, research, teaching, library or other academic activities (excluding administrative work) which may relieve the other academic staff members.

It is assumed that, in connection with the employment as a PhD fellow, both study plans and work tasks will normally be appropriately organised over the entire PhD programme period. It is also assumed that the tasks to be performed within the 840 working hours are normally finally agreed and mutually binding for one semester at a time.

Following a specific motivated request, the PhD fellow may in special cases be granted reduced working hours (reduction of the 840 working hours) against a corresponding salary reduction. Cancellation of all 840 working hours, for example, corresponds to the salary being reduced by one-sixth during the entire fellowship period. Upon agreement between the PhD fellow and the institution, an agreement may be made on work exceeding the 840 hours if this is compatible with the studies, see Article 7(3).

8. Leave

Unpaid leave may be granted subject to agreement between the PhD fellow, the educational institution and the appointing authority.

The provisions on leave set out in the collective agreement are applicable in all other respects.

9. Termination of employment

PhD fellows are covered by the rules on termination and dismissal set out in the collective agreement, subject to the exception mentioned in Article 9(2).

(2) When the enrolment at the institution of higher education terminates or is terminated, the employment terminates without special notice, unless otherwise agreed.

Circular comments on Article 9:

The employment terminates without special notice at the end of the employment period.

The enrolment may be terminated upon the PhD fellow's request or in accordance with the provisions of the ministerial orders on the PhD programme and the PhD degree issued by the Danish Ministry of Science, Technology and Innovation and the Danish Ministry of Culture.

Dismissal may not normally be motivated by lack of funding.

10. Reimbursement of expenses and relocation allowance

PhD fellows are not comprised by the rules in the collective agreement on reimbursement of expenses pertaining to official trips and relocation allowance.

Circular comments on Article 10:

This does not mean that expenses related to trips and stays abroad cannot be reimbursed in specific instances, the maximum limit for such reimbursement, however, corresponding to the rules applicable to travelling expenses as well as hourly and daily allowances for public servants.

Appendix 5a

Agreement on PhD fellows enrolled at foreign institutions during the entire PhD programme

PhD fellows enrolled on a PhD programme abroad during the entire programme may be employed under the entry on PhD students on the following conditions:

1. Study performance

The PhD fellow must perform the work required for the programme, but he or she is not obliged to perform the work indicated in Article 7(2) of the entry on PhD fellows (appendix 5).

2. Salary

The annual base pay amounts to DKK 231,987 (DKK 177,000) net.

3. Pension contribution

The annual pension contribution totals DKK 43,265 (DKK 33,010), consisting of the employee's own contribution of DKK 14,422 (DKK 11,003) and the employer's contribution of DKK 28,843 (DKK 22,007).

(2) Upon the employee's request, the part of the pension contribution exceeding 16.8% – i.e. DKK 759 (DKK 579) – may be disbursed as salary, see Clause 11 of the collective agreement.

Circular comments on Articles 2 and 3:

As is the case for other PhD fellows, the employer is the authority which issues the letter of appointment to the PhD fellow.

The salary and pension contribution are indicated in annual basic amounts (31 March 2012 level). The salary is fixed under the assumption that it is tax-free in Denmark under Section 33A of the Danish Tax Assessment Act (Ligningsloven). No allowance will, however, be paid concurrently with this under Section 7, Item r, or Section 9(5) of the Danish Tax Assessment Act, i.e. the PhD fellow will not be paid hourly and daily allowances during the stay at the foreign educational institution.

The pension contribution has been calculated at 17.1% of 85% of an annual basic amount of DKK 297,660 (DKK 227,107) (calculation basis).

Appendix 5b

Agreement on remuneration for PhD students for work performed in connection with the PhD programme

In accordance with the general agreement concluded between the Danish Ministry of Finance and the Danish Confederation of Professional Associations (AC) of 28 May 1991, the Ministry of Finance and the Danish Confederation of Professional Associations have agreed on the following remuneration for PhD students for work performed in connection with the PhD programme.

Circular comments:

This agreement only covers PhD students who are not covered by the entry on PhD fellows.

These are, for example, PhD students who:

1) Are enrolled on a PhD programme before having obtained a Master's degree, or

2) Are enrolled on a PhD programme after having obtained a Master's degree, but who are not employed as PhD fellows (e.g. a person whose PhD fellowship has terminated, but who has not yet completed his or her PhD dissertation).

If the employment is for a duration of more than one month, and if the average weekly working hours exceed eight hours (calculated over a four-week period), the employer must notify the employee in writing about the conditions of employment (see the Ministry of Finance's circular of 14 June 2002 on the obligation of the employer to inform the employee of the terms of employment).

1. Scope

The agreement covers PhD students who, in accordance with the Ministry of Science, Technology and Innovation's ministerial orders on the PhD programme and the PhD degree, are enrolled as PhD students, but who are not employed as PhD fellows.

(2) The work tasks consist of teaching, assistance in connection with research projects, dissemination and other work which may relieve the other academic staff members.

2. Salary

A basic hourly rate of DKK 199.22 (DKK 152) per working hour is paid.

(2) The salary is disbursed monthly in arrears.

3. Salary adjustment

The hourly rate mentioned in Article 2 is adjusted in accordance with the provisions thereon in the collective agreement.

4. Holiday allowance

In addition to the hourly rate (see Article 2), a holiday allowance is paid in accordance with the provisions of the Danish Holiday Act (Ferieloven), currently 12.5%.

5. Termination etc.

The employment terminates without special notice at the end of the employment period.

(2) In all other respects, the employment may be terminated according to the applicable terms of notice for hourly paid non-salaried staff stipulated in the collective agreement.

A longer notice may be agreed between the employer and the employee for the individual employment contract.