Regulations and forms
A credit transfer means that you are permitted to substitute a part of your study programme with another activity such as a study period at another university or previous studies.
If you are going to study at another university, credit is transferred after you have passed the activity. Remember to submit an application for prior approval for credit transfer to the Study Board before leaving. Read more under the section “Prior Approval of Credit Transfer'.
Study at another university
When you return from your study period at another university, the semester will be registered as passed once you submit a degree certificate from the other university (30 ECTS) or certificates for the agreed upon number of courses. Send the certificates to the Study Board of Energy in Aalborg or the Study Board of Build, Energy, Electronics or Mechanics in Esbjerg.
Once you have completed your study period at another university, please submit your application for credit transfer as soon as possible and preferably before 1 February.
If you have completed any degree programme elements (courses) previously, you may be eligible for credit transfer. Credit transfer will be awarded if the Study Board considers your previously acquired skills to be equivalent to skills students will acquire in specific courses of the programme. If you are awarded credit transfer, you cannot take the course in question and this may therefore shorten the time you need to study at Aalborg University.
If you have previous uncompleted studies that correspond in both level and content to the study programme you have been admitted to, you must apply for a credit transfer. Please send an email, including relevant documentation, to the Study Board of Energy in Aalborg or the Study Board of Build, Energy, Electronics or Mechanics in Esbjerg.
The semester coordinator plays a central role in the coordination and quality assurance of teaching activities. The semester coordinator reports to the Study Board of Energy and is in charge of overall planning, control, monitoring and evaluation of the teaching activities and other academic activities. The semester coordinator has regular meetings with the students (such as semester commencement, semester group meetings, semester evaluations, etc.) and lecturers.
Course module leader
The course module leader plays a central role in planning and organising teaching activities in accordance with the curriculum and ensures the quality of teaching activities.
Project and course examinations
Submitting a project report to the Digital Project Library
The Digital Project Library is the institutional storage space for projects completed by students at Aalborg University. All students must submit an electronic version of their project via the Digital Exam System.
The Study Board of Energy has decided that students must submit an electronic version of their project report. Electronic submission of project reports will help improve working procedures in connection with archiving.
Procedure for submitting project records
Students should upload their project report as a pdf file to the Digital Exam System before the submission deadline. Annexes and similar can be submitted as optional files. Extra material for the project e.g. videos, data files, etc., can also be uploaded.
Joint responsibility for content
By granting approval to the student uploading the project, all members of the project group declare that they are co-authors of the project. With their approval, the students affirm that everyone has participated equally in the project work and that they share joint responsibility for the content of the project report. All group members are liable for any plagiarism contained in the report.
All project reports must be submitted to the Digital Exam System, regardless of any confidentiality agreement. All non-confidential project reports will be available for students and employees at Aalborg University via the Digital Project Library after the exam has been passed by all group members. Non-confidential theses will also be publicly available.
Disciplinary rules regarding plagiarism
Read more about rules regarding exam cheating and plagiarism.
7-Point grading scale
Read more about the 7-point grading scale (pdf).
Joint programme regulations and examination policies and procedures
Joint programme regulations and examination policies and procedures apply to the Faculty of Engineering and Science, the Faculty of Medicine, and the Technical Faculty of IT and Design at Aalborg University. These include the overall regulations for examinations.
CensorNet (in Danish) - External examiner corps for engineering programmes and technical diploma programmes
'Commencement of Studies Exam'
There is a 'Commencement of Studies Exam' for all students during the first semester of the Bachelor's programmes.
The exam will be carried out during the first few weeks of September. The exam is a closed book test and lasts for 90 minutes. The exam is passed when it has been completed and handed in.
The purpose of the 'Commencement of Studies Exam' is to determine whether new students have actually commenced their studies. New students must complete and pass the exam in order to continue their study programme. The 'Commencement of Studies Exam' covers, for example, the reasons for the students' study choices as well as their expectations and motivations for studying.
The exam also screens a student’s mathematical skills in order to suggest areas that may be improved by participating in certain courses, such as Math101.
The exam consists of a section containing several general questions regarding the student’s expectations of their study programme and the basis for their choice of programme (questionnaire) as well as section with questions covering a number of different mathematical disciplines (quiz). After completing the exam, students will be able to compare their answers to the answer key.
Only one re-examination will take place. If a student does not participate in the first test or the re-exam, the student will be withdrawn from the programme before 1 October. The Study Board of Energy may grant exemption from rules concerning the 'Commencement of Studies Exam' in exceptional circumstances.
As a student at Aalborg University, you have the opportunity to study at another university (in Denmark or abroad) as part of your study programme.
The first step in the process of preparing an exchange with another university is to decide where you want to do your exchange. You can search for exchange agreements via the International Office database (in Danish). There is additional information and guidelines about study periods abroad at the International Office.
You can also contact the Study Board of Energy or the Department's student counselors.
Students at AAU Aalborg
Students on the campus in Aalborg should contact the International Office, firstname.lastname@example.org, when they have selected their preferred exchange university.
Students at AAU Esbjerg
Students at AAU Esbjerg should contact Heidi Valdkilde Abrahamsen, email@example.com. Heidi will guide you through the process.
Example of studies abroad
The example below is a systematic guide to planning a study period at another university:
Prior approved credit transfers and credit transfers
If you do an exchange with another university, apply well ahead of time to the Study Board of Energy for prior approval of credit transfer for your selected courses. There is more information about prior approval of credit transfer under ‘Prior Approval of Credit Transfer'.
Please note that the final credit transfer will only take place after you have submitted documentation for completing a semester (30 ECTS) at another university. Read more under ‘Credit Transfer'.
You can apply the Study Board for funding excursions in connection with the project work.
A maximum of DKK 200 can be granted per student per semester - any additional expenses must be covered by the students themselves.
Complete the online form if you would like to apply for funding:
When you have completed your application, click "send" and the application will be sent to your AAU email account. After this, send the application to firstname.lastname@example.org from your AAU email account.
The Study Board processes your application for funding, and you will receive an email with the grant, if your application is approved. The email will also contain a procedure of how to complete reimbursement via eForms.
If you use your own vehicle, the following information should be entered in eForms:
- AAU email
- Address of the company
- Names of all passengers
- Exact route description (address from and to)
- Purpose of field trip
- Car registration number
- Supervisor’s confirmation in an email
If the trip is completed using public transport, eForms should be completed as above; however, please upload Rejsekort receipts or original train tickets.
When you have completed the eForms correctly, a receipt will be sent to your AAU email. The travel/expenses system will process the travel expenses and the amount will be transferred to your account approximately 4-6 weeks after you have completed the reimbursement via eForms.
An exemption is a dispensation from the general regulations. An exemption can only be granted in exceptional circumstances (e.g. illness).
An application for exemption must contain:
- The name and study number of the applicant.
- A specific description of what the application pertains to
- The reason for seeking the exemption
- Evidence for how an exemption may remedy the issue
- A medical certificate or other documentation, e.g. an action plan (word template Aalborg or word template Esbjerg), when applying for additional examination attempts.
The Study Board may not grant an exemption on the basis of a lack of academic aptitude (for example the test being too difficult or insufficient preparation by the student).
When you have completed your application, click "send" and the application will be sent to your AAU email account. After this, send the application to Study Board of Energy in Aalborg or Study Board of Build, Energy, Electronics and Mechanics in Esbjerg from your AAU email account. You do not need to sign the application when you send it from your AAU email account - your AAU email functions as your signature.
Deadline for submission
Send your application for exemption in good time and no later than seven working days before the next Study Board meeting.
Exemption for a fourth examination attempt
The Study Board may grant an exemption in exceptional circumstances. If the Study Board does not grant the exemption for a fourth examination attempt, the student will be withdrawn from Aalborg University no later than 14 days after the decision, as the student will have used up all the examination attempts permitted.
Exemption from the first-year exam
The first year examination consists of two requirements: the requirement to take the exam and the requirement to pass the exam. Both requirements must be fulfilled before a student can continue the study programme.
Participation requirement: Prior to the end of the first academic year of the Bachelor's programmes, students must take, i.e., obtain an assessment, in all exams, either ordinary examinations or re-examinations.
Requirement to pass the exam: The student must pass all exams in the first and second semesters before the end of the second year of study after the start of the first semester, i.e. within 24 months.
The Study Board may grant exemption in exceptional circumstances.
Conditional admission to the master's programme
Note, that admission to a Master's programme requires that you have completed your Bachelor’s programme before 1 September. However, if you still need to pass minor parts of your Bachelor’s programme, the Study Board may grant you exemption from this rule. You must apply for an exemption; and the Study Board will then assess whether you would be able to pass your Bachelor’s programme or not while attending courses at your Master’s programme.
If the Study Board approves your application, the following conditions will apply:
- You will be enrolled under an exemption framework that allows you to sign up for a total of 30 ECTS.
- You can e.g. earn 10 ECTS during the first semester and 20 ECTS during the second semester.
- If you earn 30 ECTS during the first semester, you will not be permitted to participate in teaching activities, group formation or receive supervision during the second semester, if you still have not completed/passed all your Bachelor's programme modules. If you earn e.g. 20 ECTS during the first semester, you will not be permitted to participate in modules worth more than 10 ECTS during the second semester.
Please note that you will not be officially enrolled in a Master's programme until you have completed your Bachelor's programme. This will affect your state educational grant (SU). Read more about SU at Aalborg University.
Read more about admissions when you are delayed in completing your Bachelor's programme. The application form is available from the above link and should be sent to the Study Board of Energy in Aalborg or the Study Board of Build, Energy, Electronics and Mechanics in Esbjerg.
Link to admission to a Master's programme is available at AAU's homepage How and when to apply.
If the company wishes to make a non-disclosure agreement (NDA), the following AAU standard agreements are to be used
- Non-Disclosure Agreement for Student Project
The purpose of this agreement is to secure an agreement in relation to trade secrets
- Non-Disclosure and Rights Agreement for Student Project
Company and students want an agreement, which includes confidentiality obligation and rights in connection with utilising the project results
Possible agreement must be signed no later than one week after the semester commencement. If an agreement is made, it must be sent to the project supervisor and the Study Board on email@example.com.
Read more in the Study Board's guidelines.
AAU is in principle not a part of the agreement, which is made exclusively between the student and the company. Some companies wish to use their own agreement templates in relation to student projects, where they require AAU / supervisor to be a part of the agreement. AAU has a series of approved company standard agreements that may be used directly. These can be accessed with a personal AAU login from SharePoint.
If the student receives an agreement from a company not covered by the above set-up to which AAU is a part, the student must contact Kontraktenheden.
Students are welcome to contact the Study Board of Energy, firstname.lastname@example.org, if questions.
Especially for students in the first and third semesters of the master's programme
If a company requests to make use of a non-disclosure agreement (NDA) in the project collaboration, it is a requirement that the student inserts the following passage as section 6.3 in the agreement. With this passage, the company allows the student to participate in the student conference (CES conference) and thus comply with the learning objective in the curriculum, which is about the presentation of a scientific article at the student conference (CES conference).
As part of the Master's programme, the students participate in a student conference (CES), where the students of the semester in question present their project work and experiences to their fellow students of the semester. Notwithstanding the provisions of the agreement, the Company agrees that the Student participates in the student conference and presents his or her problem, his or her preliminary project results and experiences, which are not based on confidential knowledge, to the other students. Confidential data and information handed out by the Company are omitted in the presentation. The Company and the Student may agree that the presentation be discussed with the Company beforehand.
A prior approval of credit transfer means that you are permitted to substitute a part of the study programme with another activity.
A prior approval of credit transfer is granted before you have passed an activity, and is therefore a guarantee by the Study Board that you will receive credit for the activity if you pass. This applies in particular to study periods abroad.
- Guide to Credit Transfer for a Stay at Another University (pdf)
- Application for Prior Approval of Credit
When you have completed the application, click “send” and the application will be sent to your AAU email account. After this, send the application to the Study Board of Energy in Aalborg or the Study Board of Build, Energy, Electronics and Mechanics in Esbjerg using your AAU email account. You do not need to sign the application when you send it from your AAU email account - your AAU email functions as your signature.
Please note that the final credit transfer will only take place once you have submitted documentation for completing a semester (30 ECTS) at another university. Read more under the section “Credit transfer'.
Deadline for application is 1 April
Prior approved credit transfers are processed and approved by the Study Board. Allow approximately one month for case processing.
A Project-Oriented Study, e.g. in a company, takes place during the third semester of a Master's programme. The Study Board's guidelines and agreement template can be found via the following links:
- Guidelines for 'Project-Oriented Study in an External Organisation' (pdf)
- Agreement Template for 'Project -Oriented Study in an External Organisation' (word)
When you have filled out the agreement template and collected signatures from the AAU semester coordinator on the third semester Master's as well as the external organisation supervisor, please send the agreement via your AAU email to the Study Board of Energy, email@example.com, for approval.
Deadline is 30 June.
If the company wishes to make a non-disclosure agreement (NDA) on the implementation of the student project, there is a standard non-disclosure agreement, which has been pre-approved by AAU - see 'Non-disclosure agreements for student projects' above.
If looking for a business for your Project-Oriented Study, it is recommendable to check the International Office’s Moodle room. Here they publish offers from businesses which you may find relevant to your studies.
If you have further questions about the process or want some inspiration, you can read more on the AAU Careers website where you can find information on the rules for compensation and acknowledgments in connection with the Project-Oriented Study in an External Organisation.
Accident insurance for students in laboratories
Aalborg University has taken out collective accident insurance for students working in laboratories. The insurance covers injuries sustained by students in connection with laboratory experiments or other laboratory work carried out as part of their studies. The insurance also covers circumstances where laboratory work or experiments are carried out in connection with excursions, trips, internships or similar. It also covers injury sustained while abroad.
Laboratory safety at AAU Energy
There are safety regulations for work carried out in the laboratories on Pontoppidanstræde in Aalborg and Niels Bohrs Vej in Esbjerg. Please note that these safety regulations must be followed and you must fill out a Work Place Permit. The Work Place Permit must be signed by your supervisor and Jan Christiansen (Aalborg) or Henry Enevoldsen (Esbjerg) before commencing work in the lab.
The Study Board recommends that project groups enter into a so-called Contract of supervision with the supervisor. The purpose of this document (pending) is to optimise the supervision situation between the students and the supervisor. This is done by reconciling the mutual expectations that exist between the supervisor and the students. Furthermore, this document outlines the practical aspects of the supervision.
The document should not be seen as a legal text, but as an outline for a discussion. This discussion will take place at the first supervisor meetings, and students can download the document in advance so that they can prepare.
Before you write your Master's Thesis, please fill out the contract below. If several group members are submitting one contract for all of them, the contract must include the names, student numbers and email addresses of all the group members.
The contract must be signed by the student(s) and the supervisor and then sent to the study secretary.
The contract should be sent for approval no later than one month after project start, i.e. for a long Master's Thesis 1 October and for an ordinary final project 1 March. (a Long Master's Thesis combines third and fourth semester with a project of 50 ECTS credits)
If a non-disclosure agreement is necessary, you can download a template on the AAU Match's homepage (at the foot of the page).
Students who are granted postponement by 3 months (excluding July) due to special circumstances may submit early, but the exam date is fixed and will not be moved accordingly.