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Brief practical information guide during the Ph.D.
Prof. Guy Vandenbosch
How does Alexander get started (1)
Promotor scientific community- private contacts- websites (ADS, ...)- ...
Alexander, John, ...
(1) vacancy
CVmotivation
proof experience...
contact person:Faculty (Veronique Cortens)Department (Lut Vander Bracht)
(2) selection
How does Alexander get started (2)
Contact person
Alexander
Doctoral school
Pre-docor not !
FDCIAES form
entry form: step 1- predoc or not ?- no assessors !
E-application
IAES unit
HR department
Contact person
Faculty
Department:L. Vander BrachtI. Verbauwhede
Advise Pre-doc
How does Alexander get started (3)
Contact person
Alexander
Promotor
contract
EEA:questionaire
BCF
IAES unit
HR department
non EEA:questionaire
BCF
adm. + contr.
Academic Admission requirements
• 5 full-time study years = 300 ECTS– EER: admission if student has distinguished himself
• K.U.Leuven students, no extra documents needed• non K.U.Leuven students: documents (copy diploma’s, certificate
distinction, …) + supervisor motivates the suitability of the candidate
– non EER: • 12 s.p. courses (possible exemptions)• 3 s.p. shortened predoctoral examination (with presentation)
• 4 full-time study years = 240 ECTS(a.o. Ind. Ing.)
• Program of 60 s.p.• special cases: no pre-doc possible if
“master na master” from Belgian University
“tweede cylcus” education at Belgian University
Reg
istr
atio
n
Uni
vers
ity e
nrol
lmen
t
App
rova
l of d
octo
ral p
lan
App
rova
l man
usc
ript
App
oint
men
t of
su
perv
isor
y co
mm
ittee
Pre
sen
tatio
n d
oct
oral
pro
ject
& f
eedb
ack
Rep
ort
to d
oct
oral
com
mitt
ee
Sub
mis
sion
of
man
uscr
ipt
Pre
limin
ary
defe
nse
Def
initi
ve m
anus
crip
t &
ele
ctro
nic
arch
ivin
g
Pub
lic d
efen
se +
P
rom
otio
n
Sub
mis
sion
of
doc
tora
l pla
n
max 1 year
max 2 year
min 1 year
min 2 year
min 3 weeks
min 10daysmin 4
weeks
Time-line PhD
Pro
pos
al e
xam
ina
tion
boa
rd
min 8 weeks
Com
plet
ion
of d
octo
ral t
rain
ing
prog
ram
me
max 3 months
Pla
n f
or t
he f
inal
pha
se
3.5 year
Registration
University enrollment
Appointment of supervisory committee
max 3 months
Start of the doctorate
ESAT-specific procedure
Registration
Minimal:• Data doctorandus
(CV, copy diploma’s, …)• Title en short description of proposed research
• Name and signature of the supervisor(s)• Signature of the department chairman
Registration formhttp://gexacte.kuleuven.be/doctoral/doctoraatsopleiding/entry.php
• Print, sign and deliver via department responsible to the secretariat of the faculty
Registration (cont’d)
Preferably supervisory committee:• Can be named within 3 months after registration
Appointment/change supervisory committee
Supervisor
• Supervisor-spokesman = professor of the Faculty of Engineering
• Possibly extra (co-)supervisor(s) (at most 2)• Lecturers (with PhD) at ‘hogescholen’• Postdocs with at least 3 year postdoc
experience and employed full-time at K.U.Leuven
• Nominatim list
Supervisory committee(Faculty specific !!!)
• (co-)supervisor(s) + at least 2 professors of the K.U.Leuven or of other universities
• Possibility to include additional experts• Members of the committee belong to at least 2
different research groups• In the committee at least 2 full-time professors
member from the FirW.
ESAT procedure for advisory committee (1)
PhD student:Alexander
ESAT’s FDC representative:(Guy Vandenbosch)
Departemental secretary(Lut Vander Bracht)
proposal in “entry form” in word
feedback in case of non-compliance
ESAT-website
approvalfirst step
proposal (pdf)
mailpool of ESATassessors
proposedamendments
ESAT’s FDC representative:(Guy Vandenbosch)
ESAT procedure for advisory committee (2)
Promotor
Time schedule: see ESAT website:- processing days at ESAT: 1 week before FDC- deadline for amendments: 3 weeks before FDCspecific ESAT-rules- at least one member physically full-time working at ESAT
PhD studentNEW “entry form” with signatures
Department chair person(Michiel Steyaert)
+ signature =ESAT approved
ESAT’s FDC representative:(Guy Vandenbosch)
FDC
upgraded proposal
Departemental secretary(Lut Vander Bracht)
NEW “entry form” with all
signatures
FDCapproval
Promotor
Registration
Approval of doctoral plan
Presentation doctoral project& feedback
Report to doctoral committee
Doctoral plan
max 2 years
max 1 year
Final phase
Progress of the doctorate
Doctoral plan
• To be presented within 1 year after registration• FWO-grant, IWT-grant
doctorate plan = FWO/IWT-applicationcopy-paste on the form
• Fill in the form doctoral planPrint, sign and deliver to the secretariat of the faculty
Presentation of doctoral project
• Within 2 years after registration• Presentation followed by a feedback discussion
with the guidance committee• Fill in the form presentation doctoral project • Print, sign and deliver to the secretariat of the
faculty• The report can also be used by personnel
department for extension of the scholarship or appointment
Registration
Approval of doctoral plan
Submission of manuscript
min 1 year Doctoral training programme finished
Doctoral training programme
Doctoral training programme (cont’d)
• Compulsory elements; PhD students must:– get at least one peer reviewed article published in an
international journal or conference proceedings (writing skills);
– teach two research seminars at K.U.Leuven (oral presentation skills);
– take part in an active way in at least one international conference (networking skills);
– attend 1 seminar series– take part in a substantial number of teaching related
activities;– report on their research progress to the supervisory
committee
Doctoral training programme (cont’d)
• Supplementary elements:– Subject-specific components– Skill techniques
Doctoral training programme (cont’d)
Additional competences and skills training:• the doctoral student and his/her supervisor
agree on a training programme in specialist areas; they also set up a programme for developing the required skills;
• the doctoral student is asked to set out his own competence profile; apart from this, he must specify how he sees his future career.
See competenceshttps://www.kuleuven.be/personeel/competentieprofiel/index.htm
Doctoral training programme (cont’d)
• Report via doctoral diary form• Completed → print, signatures
→ deliver via department responsible
to FDC responsible → doctoral programme certificate.
ESAT procedure for Doctoral Diary form
PhD student:Alexander
ESAT’s FDC representative:(Guy Vandenbosch)
Departemental secretary(Lut Vanderbracht)
Doctoral Diary Form (DDF)(HARDWARE COPY with
signatures)
feedback in case of non-compliance
FDC
ESATapprovedDDF
DDF
FDCapproval
Promotor
Registration
Approval of doctoral plan
Submission of manuscript
Public defense + Promotion
min 1 year
min 2 year
Plan for the final phase
3.5 year
Doctoral training programme finished
Global time-line + final phase
Timetable for the final phase of the doctorate
Approval manuscript
Submission of manuscript
Preliminary defense
Definitive manuscript & electronic archiving
Public defense + Promotion
min 3 weeks
min 10 days
min 4 weeksmax 8 weeks
Proposal examination board
min 8 weeks
Final phase doctorate
Examination board(Faculty specific !!!)
• Members of supervisory committee• + at least 2 professors K.U.Leuven or other
universities• at least one external examiner who is not
attached to K.U.Leuven.• + chairman appointed by the faculty (same for
preliminary en public defense)• Fill in the form examination board
and deliver to the secretariat of the faculty
Preliminary defense
• will take place in a closed meeting room with the examination committee
• candidate will outline his work and argue his approach and his results (defense)
• external members will be invited to attend but may also submit their reports in writing.
• Conclusions of the discussions are summarized in a report that also state one of the following decisions: form preliminary defense– the manuscript is approved (subject to certain
conditions) and public defense is scheduled;– the manuscript is not approved.
Definitive manuscript
• Apply for an ISBN number• Adhere to the lay-out of the faculty• Electronic archiving is required• Summary for the popular scientific press
Public defense
• In the Arenberg castle• At 10u, 13u30 or 17u• 45 minutes presentation followed by discussion
with (complete !!!) examination committee and public
• Total at most 120 minutes• Immediately followed by deliberation and
promotion