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

email

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

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P

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Sub

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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

mail

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