Guest researchers, PhDs and interns

As an employee at the Department of Mechanical and Production Engineering, you are welcome to invite guests. If you want to invite a guest, please read and follow the procedure below.

Guests are welcome at the Department of Mechanical and Production Engineering.

To have a guest, please fill out the form at the bottom of this page. Please note that:

the stay must be approved by your Head of Section and by the Head of the Department.
the guest must be able to finance the stay without financial support from Aarhus University.
both paid and unpaid work requires a Danish work permit.
guests must be background screened if they come from either Russia, China or Iran.

Background screening of candidates and guests from Russia, China and Iran

As a host of guests, you are responsible for initiating background screening.

The host must:

Complete part 1 of the background screening form (AU VPN is required). You must answer all the questions. If you need help, please read this guide (AU VPN is required).
Get a CV and a list of publications from the visiting researcher in question.
Contact the Background Screening Office at AU when you have completed the form. Send the form in an email to: backgroundscreening@au.dk

Once the background screening is approved, go ahead to fill out the form below to begin the process of inviting a guest.

Read more about background screening of guests here: Background screening on visiting scholars - Aarhus University

The form is valid for all guests (EU + non-EU) no later than 3 months before the expected arrival date

When the form is filled out and you press submit, it will be sent to Helle Alfastsen – hea@mpe.au.dk Helle will then contact the guest and arrange the formal part of the paperwork.

Guest Researchers, PhDs and Interns

Your name*

Your e-mail*

Approval from your head of section*

Approval from the supervisor*

Copy of the background screening

Copy of the guest's passport

Room number of office in your section*

Name of the guest*

Title of the guest*

Researcher

PhD

Student/intern

Arrival date of the guest*

Departure date of the guest*

Email address of the guest*

Citizenship of the guest*

Home university of the guest*

At which department address will the guest be staying?*

Declaration of Consent*

I give my consent to the use of my personal information within this formular to be stored and processed by Aarhus University with the purpose of handling my request regarding guest researchers. My information can be stored until the end of that guest's stay after which they must be anonymized and only be used for statistical purposes. My consent can at any moment be withdrawn.

Don't fill this field!

If the guest ends their stay before the agreed period, a notification must be sent to hea@mpe.au.dk – this is due to work and residence permits, for which the Department of Mechanical and Production Engineering is responsible.

If the guest requires a formal invitation letter, please send the request to mpe@au.dk, and the secretariat will arrange for the letter to be drafted and signed by the head of the department. Please note that only the head of the department is authorized to sign invitation letters.

At the Department of Mechanical and Production Engineering, we ONLY use our own AU-approved Internship Agreement, which can also only be signed by the head of the department.

Please be aware that both paid and unpaid work require a Danish work and residence permit.

Contact:

Helle Elbæk Alfastsen

Secretariat Staff Member

M hea@mpe.au.dk
H 5128, 234
P +4593522585
P +4593522585

Revised 05.03.2025