Overview of Procedures along a timeline

Starting from your PhD application to the final phase; you will find all the steps to take on this page.

APPLICATION

Action Who
a Apply to an already funded PhD vacancy or Aspired PhD candidate
b Persons with their own funding can approach a Graduate School with a general application. Aspired PhD candidate

REGISTRATION and ADMISSION

Action Who
The Chair group informs the Graduate School about the intended registration of the PhD candidate. Chair group
The Graduate School opens registration in Hora Finita. Graduate School
PhD candidate uploads the necessary documents in Hora Finita. PhD candidate
The PhD candidate is admitted to the PhD programme by the Doctoral Service Centre. Doctoral Service Centre
The supervisor consults a HR advisor to arrange an employment contract or guest employment. For candidates in the WGS sandwich PhD programme specific labour contract forms are developed. Chair group and HR advisor
Contract or guest employment agreement with the department is signed, and tuition fees are paid when required. PhD candidate / HR
Graduate School and PhD candidate arrange an introduction meeting. Graduate School / PhD candidate
The PhD candidate must be registered as a student via the Graduate School, if MSc courses need to be taken. PhD candidate

FIRST PHASE of the PhD trajectory

When Action in Hora Finita Who
Within 3 months 1. If applicable and still necessary: The proof of English proficiency must be approved and registered in Hora Finita by Doctoral Service Centre. PhD candidate / Doctoral Service Centre
2. Submission of a TSP. PhD candidate
Within 6 months 1. Submission of the research proposal to the Graduate School. PhD candidate
2. Submission of the data management plan. PhD candidate
3. Submission of the non-payroll agreement (if applicable). Supervisors
Within 8-15 months The progress and academic skills of each PhD candidate will be evaluated by the supervisors. To be able to continue, the following criteria have to be met:
1. If required, the result of the qualifying exam must be approved in Hora Finita. PhD candidate / Doctoral Service Centre
2. The TSP and research proposal (if applicable) must be approved in Hora Finita. PhD candidate / Graduate School
3. The data management plan must be approved in Hora Finita. Supervisors
4. The non-payroll agreement (if applicable) must be approved in Hora Finita. Doctoral Service Centre
5. Go/No-Go evaluation submitted in Hora Finita. PhD candidate / Supervisors

ANNUALLY

Action Who
The PhD candidate must re-register as a student via their Graduate School (only if MSc courses still need to be taken) PhD candidate
Have an annual progress and development evaluation (called "R&O" meeting for employees of WUR) and registering this as the annual meeting milestone in Hora Finita. Supervisors/ PhD candidate

The FINAL PHASE

When Action Who
At least 15 weeks before the desired date of public defence 1. PhD candidate submits the manuscript, propositions and authorship statement in Hora Finita. This version of the thesis manuscript must contain: PhD candidate
• Table of Contents;
• General Introduction (no co-authors, chapter should be written by the PhD candidate alone);
• All Chapters (clearly stating all (co)authors);
• General Discussion/synthesis (no co-authors, chapter should be written by the PhD candidate alone);
• List of References;
• English Summary.
2. Supervisor approves the manuscript and author statement in Hora Finita. Supervisor
3. Supervisor proposes opponents via Hora Finita. Supervisor
4. After the Dean of Research approves the manuscript and the opponents on behalf of the Academic Board, the supervisor books a date for the doctoral defence ceremony in Hora Finita. Supervisors/Chair group secretariat
5. PhD candidate requests a Training and Education Certificate from the Graduate School. PhD candidate/Graduate school
6. Propositions must be approved by the Academic board. If the propositions have not been approved 9 weeks before the public defence, the defence will be postponed. Propositions are submitted by the PhD candidate via Hora Finita. Please see the criteria here. Academic board
At least 2 weeks before the thesis is sent to the printer 1. The PhD candidate submits cover, the first four pages and the last inside page of the thesis (i.e. the page with acknowledgements of financial support) in Hora Finita. PhD candidate
2. The Doctoral Service Centre approves the cover, the first four pages and the last inside page of the thesis. Final date for public defence is confirmed. Doctoral Service Centre
At least 2 weeks before the date of public defence 1. PhD candidate submits 15 copies of the thesis to the Doctoral Service Centre. This amount includes copies for the opponents and the copy for the Library. PhD candidate
2. PhD candidate submits in Hora Finita an electronic version as PDF file to the library that includes propositions, a summary and the front and back covers. The submission includes an abstract and a request for an embargo period when needed. PhD candidate
Just before the date of public defence PhD candidate meets with Rector Magnificus or her representative. PhD candidate
Information is given to the PhD candidate about the ceremony (programme, dress code). Doctoral Service Centre
After the public defence Information about legalisation is given to the PhD candidate. Doctoral Service Centre