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
The FINAL PHASE
When |
Action |
Who |
6 months before desired date of public defence |
Supervisor books a date for the doctoral defence ceremony in Hora Finita. |
Supervisors / Chair group secretariat |
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. PhD candidate requests a Training and Education Certificate from the Graduate School. |
PhD candidate / Graduate School |
|
5. Thesis committee needs approval. |
Dean on behalf of the academic board |
|
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 |
|
3. Request your DOI |
PhD candidate |
At least 2 weeks before the date of public defence |
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 |
Just before the date of public defence |
PhD candidate meets with Rector Magnificus or his 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 |
From July 2024 on, the timing to book a date for the doctoral defence ceremony is changed. The timeline with the new procedure is as follows:
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 |
|
3. Request your DOI |
PhD candidate |
At least 2 weeks before the date of public defence |
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 |
Just before the date of public defence |
PhD candidate meets with Rector Magnificus or his 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 |