Guests - scientists, PhD students, and interns

Guest stays at AGRO – important information

Guests include researchers not employed at AU, PhD students not enrolled at AU, and students on internships not enrolled at AU (called “interns”). They also include persons performing research support work or using research equipment at AU who are not employed by the university (unless their access to the university is covered by a separate agreement).

The guest procedure must always be followed, regardless of the type of guest you are inviting. Please contact your section coordinator as early as possible in the process.

Before the stay can be approved

Your section coordinator and section head will assess whether the section is able to host the guest. This assessment will take into account, among other things, the section’s diversity and the number of guests already hosted by the section.

As the contact person/supervisor, you must also arrange an online interview with the prospective guest. The section head must participate in the interview in order to assess the guest’s spoken English proficiency.

If the guest is from China, Iran or Russia, you must contact Karina immediately. A risk assessment must be completed before an interview can be arranged and an invitation letter issued. The guest’s CV and list of publications must be sent to Karina, and the process can only continue once the background screening has been approved.

Conditions for the stay

As a general rule, AGRO only accepts guest stays of up to 6 months. Longer stays require prior approval from the Head of Department before an invitation letter can be issued.
The stay is conditional on the guest being fully funded by their home institution. As a general rule, AGRO does not offer top-up scholarships. If AGRO is to provide a scholarship/funding in special cases, this must be stated when the form is submitted.
As a general rule, guests do not receive an AU email account or access to AU shared drives. The exception is interns placed through companies.
Guests must have an access card to AU’s buildings. They may book and drive AU vehicles with permission. Guests are expected to work within normal working hours and therefore do not normally receive a door code for access outside these hours.
In very special cases, access to buildings outside normal working hours may be granted. This also includes access to email and network. If such access is needed, a reasoned application must be sent to the Head of Department at head.agro@au.dk.

Documents to be completed

If the section head approves the guest’s English proficiency, the following documents must be completed and signed:

As the supervisor/contact person, it is your responsibility to ensure that all relevant parties sign the documents.

For AU students, a copy of the Master’s contract/study agreement may be attached instead of the two agreements.

Once the exact arrival date has been confirmed, the “Guests and students” form must be completed via the blue button above.

Important information about processing time and expenses

Please always allow 2–3 months of processing time in connection with applications for a work and residence permit.

AGRO does not reimburse:

the SIRI fee in connection with applications for the correct work and residence permit
travel expenses

Visitors

Stay under 1 month

Visitors include university guests, conference guests, visiting students not mentioned below and visiting members of the technical/administrative staff (e.g. external consultants or technicians). The person will be here for up to one month and will not be issued an access card and is only expected to enter AU buildings when accompanied by AGRO employees.

Interns/trainees

MSc and BSc students, not enrolled at AU

A trainee from a non-European Union (EU) country, or a non-European Economic Area (EEA) country must have a work- and residence permit for AGRO. This is extremely important, and it may impose fatal consequences on AU, if we do not comply with this. Tourist Schengen visa for other EU countries is not sufficient, and it is also not enough to be enrolled in another EU country. The trainee must have a work permit for AGRO in order to work and stay at our department.

Students from Denmark, the Nordic countries, the EU, and the EEA countries may arrive at the department without a work- and residence permit.

You may find further informtion on this website: http://www.au.dk/en/internationalcentre/international-students/internships/.

Guest PhD students and guest scientists

Researchers not employed at AU, PhD students not enrolled at AU

PhD students and guest scientists arriving from EU/EEA, the Nordic Countries, and Denmark can travel freely into Denmark and need no work- and residence permit.

PhD students and guest scientists arriving from countries outside the EU/EEA countries, and who need to stay more than 90 days in Denmark, must have a work- and residence permit as a guest PhD student.

People holding a Master's degree and who need to be in Denmark less than 90 days can arrive on a business visa. Please be aware that they will not be able to get a Danish CPR number and therefore also not a Danish bank account.