institute of mechanics, materials and civil engineering · the institute of mechanics, materials,...

2015

Institute of Mechanics,

Materials and Civil engineering

AC-iMMC

Welcome to the Institute of Mechanics, Materials

and Civil Engineering

a guide for new researchers

Preliminary Note

Members of the Researchers Association of the Institute of Mechanics, Materials

and Civil engineering (AC-iMMC) have put together this welcome guide. The aim of

this guide is to give all the available information concerning the life of a PhD

student in IMMC. Most of these information are available on the UCL website.

This document is based on the guide for the new researcher of the Earth and Life

Institute. The text is adapted in order to introduce the information relative to the

Institute of Mechanics, Materials and Civil engineering.

The document does not claim of to be perfect, so if you see any way to improve it,

please send an email to the president (you can find the organization chart on

https://www.uclouvain.be/324969.html).

Note about the UCL website

The UCL website is complex and contains thousands of pages. However, a simple

trick makes it simple to remember the page reference.

Every web page follows the naming convention:

www.uclouvain.be/page_number or www.uclouvain.be/page_name

To access the English version of a web page (if it exists), add en- in front of the

page name or number:

www.uclouvain.be/en-page_number or www.uclouvain.be/en-page_name

Some pages have restricted access for UCL members only. To see them, log in with

the button which can be found on the top right corner of every page of the UCL

website.

PhD Welcome Guide in the institute of Mechanics, Materials and Civil Engineering

first edition - 2015

Editors: Damien Christiaens ([email protected])

Yann-Alex Janssens ([email protected])

Valentin Vallaeys ([email protected])

David Vincent ([email protected])

AC-iMMC

What is UCL? UCL is a multisite university with six campuses more than 26 000 students and

more than 5000 staff. Prof Vincent Blondel is the rector of the university. The

university can be divided into two parts: the administration and the three

academic Sectors (Human Sciences, Health Sciences, and Sciences &

Technologies). Each Sector is further divided into Schools responsible for the

undergraduate teaching and Institutes responsible for the scientific research.

Faculties include several Graduate Schools that provide the graduate courses.

Should you wish any supplementary pieces of information, the website of the

university includes complete information about the university, organization and

everyday life on the campuses

What is iMMC? The Institute of Mechanics, Materials, and Civil Engineering (iMMC) at the Louvain

School of Engineering (EPL) of the Université catholique de Louvain (UCL) is a

leading international center for research in engineering. Its core strengths span

several of the major engineering disciplines, and are grouped into five inter-

related topics:

• energy, thermodynamics, and chemical engineering

• mechatronics and biomechanics

• processing, materials, assembly, and structures

• fluid mechanics, environmental engineering, and geomechanics

• numerical and computational methods

The institute is part of the Sciences and Technologies sector. It is further divided

into five Poles: Civil and Environmental Engineering (GCE), Materials and Process

Engineering (IMAP), Mechatronics (MCTR), Mechanics and Mathematics (MEMA),

Thermodynamics and Fluid Mechanics (TFL). Each Pole is further separated into

various working groups that represent the functional day-to-day structure,

managed by academics. Graphics describing the main scientific activities and the

active professors in each pole are available at pages 28 to 32.

More about the institute of Mechanics, Materials and Civil Engineering and the

research Poles is available from the website.

What is CORSCI? CORSCI is the official representative of the scientific body (CORps SCIentifique) of

the UCL. It includes, inter alia, the assistants, the teaching assistants, the senior

researchers and the FRIA and FNRS grantees.

UCL

www.uclouvain.be

UCL - Authorities

www.uclouvain.be/en-96852

www.uclouvain.be/en-autorites

iMMC

www.uclouvain.be/en-immc

www.uclouvain.be/gce

www.uclouvain.be/en-imap

www.uclouvain.be/en-mctr

www.uclouvain.be/en-mema


CORSCI

www.uclouvain.be/corsci

A video describing Louvain-la-Neuve and the UCL is available on the internet:

www.uclouvain.be/etudiant-international-decouverte

1 |

4

AC-iMMC

INTRODUCTION

AC-iMMC

5

What is the AC-iMMC? The Association of Researchers of the Institute of Mechanics, Materials and Civil

Engineering (AC-iMMC) has the primary objective of promoting the status and

interests of the researchers affected by and affiliated to iMMC. It represents the

iMMC scientific body in various organs of the Institute, the Sector and the

University. Moreover, iMMC also aims to provide scientific activities within the

institute and to build relationships between researchers from different

backgrounds. A list of AC-iMMC activities as well as of the representatives at the

different levels is available on the website (on the left column). Don’t hesitate to

get in touch with the representatives in your pole.

AC-iMMC

www.uclouvain.be/324922

6

AC-iMMC

AC-iMMC

Newcomers UCL The information that newcomers at UCL will need are presented on the UCL

website. A map of Louvain-la-Neuve is available on the website and you can

find a customized map of the main iMMC buildings on page 6.

If you have a smartphone, the LLNcampus app is an interactive interface that will

provide tailored maps, info and agenda. It might prove very useful to you.

Registration at UCL

For staff member registration:

You will receive by post mail a file to complete and send back to UCL or FNRS (for

FRIA and FNRS grant).

For PhD registration:

see section 5, page 15.

Access card, student card and UCL personnel card (smart card) This card allows you to enter the buildings, access the main university libraries,

and access parking lots (via a yearly paying subscription). If you have any

questions, do not hesitate to send an email to the access card service.

Some people might receive two cards according to their status (a student card and

a personnel card).

Access to the buildings Buildings are open from 7.30 a.m. until 7.30 p.m. on weekdays. If you need to

enter the building after hours or on weekends, either

1. if you have a UCL personnel card (smart card), ask your secretariat to

provide you with extended access privileges;

2. or ask your secretariat to provide you with a temporary card.

Office allocation and key Your supervisor or your administrative support will tell you which office you have

been allocated to. Office keys are managed according to internal rules that are not

the same from one sector to another.

How to get a working station? First contact the local computer scientist, or the head of your Pole who will

forward the request to Computer Services (SI). If you are in a new position (FNRS,

FRIA, UCL assistant or academic, FSR) a new computer will be assigned to you. If it

is a replacement position, the old computer will be transferred. Computers are

replaced every five years.

Newcomers


LLN Campus

App available on Google Play

Student registration

www.uclouvain.be/en-inscription

Registration documents


Access card

www.uclouvain.be/en-smartcard

[email protected]

Building access


Computer service

www.uclouvain.be/en-si

FIRST STEPS

at THE UCL 2 |

7

Identifiers & login To get into the intranet and some webpages on the uclouvain portal, virtual desk,

etc.), you have to enter a login and a password.

Your personal login and its associated password are your “Global identifier”

(“Identifiant global”). In order to get your login and choose a password, you will

first need to activate your “global user account” (“compte utilisateur global”),

which is an account set up by UCL for each staff member and student, where some

data (email address, personnel card number, etc) are stored. You can choose your

own password, but the login is provided by the administration.

You will be asked to enter your FGS number, which can be found on your

personnel card (Smart Card). If you haven’t received your Smart Card yet, call the

Service Desk.

The login and password will be used for:

1. Email

2. UCL virtual desk (mon bureau)

3. WIFI connection (see below).

Network access and wifi Wifi access is provided in all the UCL buildings. In order to connect your computer

to the wifi network, you will need your global identifier and password. The wifi

user ID is [email protected].

Email Your UCL e-mail address follows the convention:

[email protected]

During the transitional period between registration and activation, your email will

already be running and will store information on the server.

Laboratory equipment All the lab and field equipment you will need, including technical clothing, will be

provided by UCL.

Softwares A list of software is automatically provided on each computer at UCL. These are

presented in a pack called “la matrice UCL”. The official operating system is

currently Windows 7.

However, differences exist between groups in management of software. A list of

additional software distributed by computing services EIBR available on the Web

server and can be requested.

The Landesk service allows remote installation on your machine.

Identifiers


Account activation

www.uclouvain.be/account/

activation.php

Service Desk

010 / 47.82.82 (8:30 – 17:30)

www.uclouvain.be/servicedesk

Wifi

www.uclouvain.be/en-wifi


E-mail configuration


Account settings


Account and e-mail access

www.uclouvain.be/en-

onglet_bureau

Lab equipment


List of softwares


FIRSTS STEPS IN THE LAB

8

AC-iMMC

AC-iMMC

Office reference: Check that there is a label with your name on it next to your office door, that your

name appears on the staff list in the corridors (if it exists), and that you have been

allocated a post tray. If not, ask the secretary.

Visibility on the web: • Fill in your personal profile on the UCL web page. To get to your personal web

page, log on to the general UCL page and then go to “my office” (mon

bureau).

• Fill in your personal profile on the Institute, Research Centre and Pole web

page if they exist (specific instructions for your group can be obtained from

your secretary).

• Fill in information on your thesis or project for the project/research database

of ADRE (check specific instructions for your group with the secretary).

Mailing list • Go to the office of the secretary of the iMMC institute (currently Isabelle

Hennau) to register on the list of iMMC members (access to general email for

iMMC members, registered in the directory)

• Check with your secretary that you are included on the relevant mailing lists

(list of your Centre, Pole, other associations etc.)

• You can register yourself on some mailing lists of interest.

Introductory events Some introductory events should occur to help you integrate your working group.

In practice, this differs from one group to another. If these events are not

organized in your group, contact your AC-iMMC pole representative who will help

you with this.

• Make a tour of the office, building or laboratories of interest to your work

• Introduce you to all the members of your working group, the secretary

and support staff

• If you want, you can organize a small welcoming lunch with all close

colleagues at the university restaurants

Set up your personal page

www.uclouvain.be/en-

onglet_bureau

Your personal web page

www.uclouvain.be/

firstname.lastname

Research project database


Mailing lists:

https://listes-

2.sipr.ucl.ac.be/sympa

VISIBILITY AND GET

TO KNOW PEOPLE 3 |

9

AC-iMMC

Key persons

• A searchable directory of all UCL staff is available on the UCL front page

and additionally, a list of all iMMC members is provided on the iMMC

webpage.

• The name of the AC-iMMC contact person in your pole can be found on

the AC-iMMC web page

UCL directory

www.uclouvain.be/en-repertoires

iMMC directory


AC-iMMC


Computer problem

tel: 010 47 82 82

www.uclouvain.be/

servicedesk

Technical problem

tel: 010 47 89 89

Emergency call

tel: 010 47 22 22

Human issues


Your supervisor

The president of the institute

thomas.pardoen

@uclouvain.be

Trade union

www.desy.ucl.ac.be

GET TO KNOW PEOPLE

10

AC-iMMC

Secretary /accountancy There is at least one secretary and one accountant per pole. They can help you

with practical everyday problems. It is very important that you get in touch with

them as they should be aware of who is working in the offices.

Working hours/breaks The number of working hours is defined in the UCL contracts. It is advised to work

between 8 or 9 a.m. and 6.30 p.m. to maximize interactions with colleagues. This

is not a rule, and it may vary from one group to another.

There is traditionally a short break of 15 minutes between 10 and 11 a.m. and one

in the afternoon in some groups. Everyone is expected to join these coffee breaks

that are a friendly and relaxing way to interact with other colleagues.

The lunch break is not counted in working hours and should be taken between 12

and 2 p.m.

Holidays Members of the administrative and technical staff are subject to rules which are

specified on their holiday cards. For organizational reasons, other members should

at least keep their supervisor informed (preferably by email) when they plan to go

on holiday.

Illness In the event of illness, you should inform your secretariat and your supervisor. If

you are ill for more than a day, you should send a medical certificate to SPER or

FNRS (depending on your status) and provide a copy to your secretariat.

Photocopy/ printer Photocopy machine and printer are available for all researchers but their

management differs from one research group to another. Private usage is not

allowed.

Printing should preferably be black and white, recto-verso and two pages per

sheet on recycled paper. If you make a mistake, please cancel the printing to save

resources.

For a large number of pages (more than 1000) preferably work with the CIACO

(cooperative printing service managed by students and the university).

Holidays @ UCL


Holidays in Belgium

www.timeanddate.com/calendar/

?year=2015&country=31

Illness


Printing

www.ciaco.com

www.i6print.com

EVERYDAY LIFE 4 |

11

AC-iMMC

Fax/Telephone Internal calls @ UCL in Louvain-la-Neuve:

“7” + the last four digits of her/his phone number.

Internal calls @ UCL in Woluwé:

“7 77” + the last four digits of her/his phone number.

Calls outside of UCL:

“0” + the number of the person you want to reach.

To reach your office from within Belgium:

010 + 47 + xx xx (four digits corresponding to your telephone line)

To reach your office from abroad:

00 32 + 10 + 47 + xx xx.

Note that only some telephones allow international calls. If you wish to make

international calls, you can set up a Skype account. Some fax machines are

available in the pole, usually located next to the postal boxes.

Post Incoming post is distributed via the personal mailboxes that are provided in each

Pole/Working group. Do not forget to collect your post regularly.

Sending internal post (within the university), is organized in each Pole through a

mailbox (ask your secretary where it is located).

To send express post, please ask your secretary.

When giving your postal address to someone (e.g. suppliers) do not forget to give

your entire mailbox reference (Lx.yy.zz).

Waste management Old paper/cardboard is collected once a week at a given point on each floor.

Plastic and cans (PMC) are collected in blue bags at the cafeterias.

Printer cartridges are collected from the secretariat and general waste from the

office dustbin once a week.

Old hardware can be disposed of, for free, at the waste management center upon

request.

Waste management


Waste evacuation

Tel: 010 47 81 48

Fax: 010 47 31 46

[email protected]

EVERYDAY LIFE

12

AC-iMMC

Office supplies and other material General supplies are usually available in a cupboard at the secretariat and specific

item can be requested.

As the UCL is a large company, it is subject to the related laws in terms of

procurements. Therefore, there are a couple of rules that are useful to know if one

wants to buy new supplies:

• Only some secretaries (CLC) are allowed to make purchase orders.

• It is always preferable to have an SAP purchase order.

• An SAP purchase order is mandatory for orders over 2500€ (excluding VAT).

• Over 12,500€ (excluding TVA), the SAP purchase order has to be delivered by

the central administration.

• It is preferable to avoid buying goods on the internet as this creates

difficulties for the financial administration.

• If it is not possible to obtain and invoice (supermarket, travel expenses etc.),

it is possible to make an expense claim to your local CLC. If you are doing so,

do not forget:

- the VAT voucher for restaurants;

- every voucher has to correspond to one single expense;

- vouchers have to include the UCL name (ask the cashier).

Car parks and transports in Louvain-la-Neuve Almost everywhere in Louvain-la-Neuve (“blue zones”), you have to use a parking

disk. This system allows time-restricted free parking (2 hours in the case of LLN)

through display of a disk showing the time at which the vehicle was parked.

Some car parks are reserved for UCL members. A fee is payable at some locations.

In free parking places a (free) parking voucher is required and available for UCL

members.

Visitors may also get a free parking voucher, which will be valid for 1 or 3 days.

Your secretariat can provide you with this voucher. For longer stays, the

maintenance unit at UCL can issue long-term vouchers subject to certain

conditions.

The costs of the use of a bicycle from home to working place are partly

reimbursed.

The costs of public transport (train, bus) are reimbursed up to 100% by the UCL.

Contact the remuneration service for this.

Purchases


Purchase > 12.500€

[email protected]

Expense claim


UCL car park


tel: 010/ 47 24 24

Transport reimbursement


Remuneration service


Transport by train

www.b-rail.be

Transport by bus

www.infotec.be (Wallonia)

www.stib.irisnet.be (Brussels)

EVERYDAY LIFE

13

AC-iMMC

Using your own car Please notify the insurance services before using your car for professional reasons.

Your secretariat can take care of this for you, or tell you how to proceed. There are

two exclusions to potential car insurance policy: foreign registration plates and

existing omnium insurance. Only you are insured and not the other people

travelling in your car.

It is important to take contact with the service ASSU and Mme Dropsy.

Reimbursement is provided at the rate of 0.34 €/km (updates annually)

through a claim form available at the secretary or online.

Travelling abroad If you plan to attend a conference or to participate in a scientific event, either in

Belgium or abroad, advise your promoter. Practice may differ from one section to

another.

Before leaving, be sure to fill in the travel insurance form and the absence

notification form.

Collaboration has been set up by UCL with the travel agent Carlson Wagonlit

Travel.

Under restricted conditions, some funding sources are available through the FNRS

for travelling abroad for research, short missions and conferences.

Regarding health insurance, UCL does not currently cover health problems if you

go abroad even in the case of mission at risk, such as surveying or field trip in

health high-risk area. In such case, some researchers rely on a personal insurance

(at their own cost). In other working groups, a temporary health insurance is

provided (check the situation in your group).

Car insurance

[email protected]

Travel reimbursement


Travel by car


Travel agency


Travel funding

http://www.fnrs.be/index.php/mobi

lite-internationale

EVERYDAY LIFE

14

AC-

iMMCAC-

iMMC

More than 1800 PhD students are enrolled at UCL.

PhD enrolment - summary: • Apply for admission to the PhD programme (if required)

1. Seek practical information at CDD Sciences de l’ingénieur et art de bâtir et

urbanisme.

2. Fill in the online admission form.

3. Print out the completed admission form and send it to :

Secrétariat des Doctorats - Secteur des Sciences et Technologies (Bâtiment

Réaumur, Aile D, Voie Minckeleers, 1, 1348 Louvain-la-Neuve, Fax. :

010/47 30 57)

• UCL administrative registration (for foreign students) - fill in form online.

• UCL enrolment (once the PhD admission is granted).

Details on enrolling as a PhD student If you are not an ex-UCL student with valid UCL degree

You will have to pre-register with the CDD and UCL before acceptance as a PhD

student. For this you must fill in a form in a Java application.

Once you have created your account by clicking on “New user” (remember, your

login/password will remain the same throughout your studentship), you will gain

access to your “Demandes” (Requests) window. In this window you will be asked

to provide a research project, your resume, the name of your supervisor(s) and

his/her/their signature(s).

The CDD will deliver the authorization to enroll at UCL as a student. The next step

is administrative registration at the student secretariat, located 1, Place de

l’Université, Les Halles Building.

The contact person in charge of your case file can be found online.

PhD enrolment - summary





Online admission form

www.uclouvain.be/doctorats-

gestion

Administrative registration


UCL enrolment


Online admission form

www.uclouvain.be/

doctorats-gestion

Foreign students

http://www.uclouvain.be/402536.ht

ml

http://www.uclouvain.be/etudiant-

international-admission.html

5 |

15

BEING A

PhD STUDENT

AC-iMMC

If the first step is OK or if you are in possession of a valid UCL degree

Fill in the full application form in the Java software (see link and explanations

above). You are asked to provide a training programme established beforehand

according to the rules defined by your CDD.

Personal and professional details will also have to be inserted into the

corresponding fields.

Once the form is completed you should validate it, print it out, and have it signed

by your supervisor(s). You will be asked to choose a minimum of 2 people to

compose your steering committee, who may be part of your jury at the end of

your studentship. These people will also have to sign the document you will then

hand in to the CDD for approval. Check on the website the date of the next

meeting, as they do not meet on a regular basis.

The Doctoral Commission of the Domain (CDD) has the authority to grant access

to a PhD programme.

A CDD is composed of 14 people: 12 professors (including a president and a

secretary) plus 2 representatives of the scientific community. In order to

harmonize all procedures and maximize task efficiency, each sector has its CDD, in

our case the CDD Sciences de l'ingénieur et art de bâtir et urbanisme.

Details on registration as a UCL staff member You are a UCL grant holder / an assistant / a researcher :

You will receive by post a file to be completed and returned with the requested

documents to the UCL. The UCL contact person in charge of your case file will be

indicated in the letter.

You hold an FNRS or FRIA scholarship:

You will receive by post a file to be completed and returned with the requested

documents to the FNRS. The UCL contact person in charge of your file is Béatrice

Hermans.

Training programme


Problem with Java applet


Practical info about PhD


CDD office


Reaumur Building, third floor

voie Minckeleers 1

FNRS / FRIA files

[email protected]

BEING A PhD STUDENT

16

AC-iMMC

Main steps towards getting a PhD Procedures are being homogenized at sector level, but be aware that some steps

still differ between the different CDDs

1. Doctoral training

Doctoral schools have been created and are supervised by the FNRS

(Fonds National de la Recherche Scientifique), a national institution

promoting scientific research. They are in charge of providing PhD

students with a range of relevant training.

2. Training credits

In practice, 180 ECTS credits are to be dedicated to research while the

remaining 60 ECTS credits can be validated in three main ways: training

(taking courses, attending a symposium), developing skills in scientific

communication, and improving interdisciplinary skills (languages, project

management...).

The CDD requires that you introduce a request to validate the ECTS

credits you have acquired by attending courses or seminars, presenting

the results of your work… This can be done in the Java application

described above, in which you may modify your initial file and complete it

with the information about the activities you attended.

You will be asked to attach a certificate of attendance for each item you

fill in. For the courses you attended at the Faculty of Science, Engineering,

or Bioengineering, the professor in charge has to fill in a credit validation

form.

Once you are finished, print out the file, have it signed by your supervisor,

and deliver it to the CDD secretariat.

Doctoral training


Doctoral schools


Steps towards the PhD


Training credits


Credits validation

http://www.uclouvain.be/31503

Credits validation form


CDD office


Reaumur Building, D

voie Minckeleers 1

BEING A PhD STUDENT

17

AC-iMMC

3. Mid-term evaluation

You will have to sit for a confirmation test that will take place around the

midpoint of your studentship, no more than 24 months after the start of

your thesis. The goal of this evaluation is to see the work you have

accomplished and assess whether you are on the right track towards

obtaining your PhD degree.

With your supervisor and the steering committee members, you agree on

a date and time for the test and inform the CDD secretariat. One week

before the date you are expected to hand in a report on your work and a

document attesting that the activities you attended have been validated

as ECTS credits.

The test will consist of an oral presentation of your project and results.

Your committee will have the opportunity to question you about what

you have achieved. Your steering committee will draft a report to be sent

to the CDD secretariat. The contents of this report will be included in your

file by updating in the Java application. All information summarizing the

procedure described here and the necessary documents can be found on

the mentioned webpages.

4. Presenting your thesis

Presenting your thesis is a two-step procedure. Once your final document

is written, you will present your work to a scientific committee. The

scientific committee will make recommendations for improving the

document and/or the overall research. If your work is accepted, you will

present an oral public defence before an audience composed of your

committee, colleagues, family, and friends.

Thesis defence funding The Sector provides two types of funding for defending your thesis: 250€ for

printing fees and 500€ for organizing the public defence.

If you expect to exceed this budget, discuss with your supervisor any alternative

funding provided by the research pole lab.

Working with your supervisor PhD students and supervisors often have different views concerning their mutual

responsibilities, objectives, etc. Some guidelines are proposed by the institute of

Mechanics, Materials and Civil Engineering (iMMC). These guidelines are given in

diagrammatic Summary on page 24.

.

Mid-term evaluation


Before private defence


Private defence


Before public defence


Public defence


About your jury


Reimbursements


BEING A PhD STUDENT

18

AC-iMMC

Graphs, templates, signatures, and official logos In order to harmonize the image of the institute, templates for document headers,

business cards, and posters, and official logos are available on the iMMC intranet.

The UCL also proposes some graphical advice for different kind of documents such

as:

• The official logo

• Letter header

• Templates for posters, presentations, reports

Conferences 1. Identify the relevant conference

2. Discuss with your supervisor or the person in charge whether the working

group is willing to support the cost

3. Write an abstract for a presentation or poster;

4. If your request is accepted and at least two months before the

conference, apply to the FNRS for funding – this funding covers

transportation only for maximum one conference per year in Europe and

one international conference every two years (provided funds are

available and only after evaluation of the required files). Some poles

provide alternative funding in case of rejection by the FNRS. Holders of

FNRS and FRIA grants are generally considered prioritarily for funding by

the FNRS

5. Prepare the documents, poster, abstract, extended abstract, article, or

presentation

6. Use the A0 printer of the institute: send an e-mail to Jean-Francois

Vercheval or to Isabelle Hennau with the .pdf of your poster. (free for

iMMC members and almost immediate)

OR

Use the BST service for poster printing and get a tube for transport.

(count 3 days for this and there is some fee)

7. Organize transportation and accommodation (in agreement with your

supervisor)

8. Print business card according to the Institute

9. Print A4 version of your poster for distribution

UCL templates

www.uclouvain.be/

charte-graphique

iMMC templates

http://www.uclouvain.be/460872.ht

ml

FNRS travel funding

http://www.fnrs.be/index.php/finan

cements/congres-scientifiques

Poster printing

[email protected]

jean-

[email protected]


THE ACTIVE

RESEARCHER 6 |

19

AC-iMMC

Scientific missions abroad Scientific missions at other universities or research centers are generally

encouraged. Several funding sources exist.

Publications How to correctly state your affiliation in publications:

Université catholique de Louvain, Institute of Mechanics, Materials and Civil

Engineering. Address 1348 Louvain-la-Neuve, Belgium.

Encoding publications

Every publication related to the UCL must be encoded in the university database

DIAL. The encoded publications are later used for fund allocation and scientific

evaluation, so it is of utmost importance to keep your records up to date.

Furthermore, once in the DIAL database, your publication will be collected by

services such as Google Scholar (which is good for you).

Finding publications

The UCL holds a subscription to the Scopus search tool for finding scientific papers.

To access and use Scopus, you must be connected to the internet network or use

the library proxy. Of course, it is also possible to use Google Scholar, which is free.

Opportunities to develop a portofolio of skills: • Supervising master’s thesis research

• Developing a project proposal

• Teaching Bsc or Msc students

• Active membership in AC-iMMC and acquiring better understanding of

how the University functions

• Presenting your work at conferences, seminars, etc…

• Organizing groups/events (steering committees, seminar sessions, etc…)

Louvain Technology Transfer Office LTTO brings together teams from the University’s Research Department and

Sopartec, UCL’s technology transfer company. Its function is to act as a one-stop

shop for the promotion of UCL’s knowledge, operating as a fully integrated

technology transfer service available to UCL’s research community and its

partners.

LTTO offers UCL’s RESEARCHERS support in:

• Finding a source of funding

• Preparing a successful research proposal

• Examining and drafting contracts

• Offering comprehensive advice on matters relating to intellectual

property

Scientific mission funding

https://www.uclouvain.be/en-

recherche-financement.html

Affiliation in publications


Encoding publication

dial.academielouvain.be

Scopus

www.scopus.com

Use library proxy

www.bib.ucl.ac.be

Google Scholar

scholar.google.com

LTTO

www.uclouvain.be/en-ltto.html

20

THE ACTIVE RESEARCHER

AC-iMMC

Alfresco The UCL has set up a central file repository system called Alfresco, designed as a

mass storage solution for all members of the university. It is therefore the perfect

place to store all the information you want to share/archive for yourself or your

lab.

Alfresco Share Alfresco Share is a tool enabling anyone inside the UCL to create collaborative

websites containing a document repository (with versioning), a forum, a blog, etc.

Oasis Every UCL member owns disk space (10 Go) on a file server called Oasis, accessible

from every computer connected to the UCL network.

Backup Each individual is responsible for his or her own backup. It is absolutely essential

to perform regular backup in order to put all your thesis data in a safe place.

A backup solution is provided by the UCL. All it requires is to have LANdesk

installed on your computer. Then, just contact IT Support to install the software.

After that, depending on your preferences, automatic incremental backup will be

done periodically (when connected to the UCL network).

Shared agenda In order to collaborate more efficiently with your colleagues, it is possible to set

up a shared agenda at lab level, by using Google agenda (amongst others) or the

dedicated UCL service.

Computing help Desk In case of a computer-related problem (internet connection, backup failure, access

rights on Alfresco, etc.), the Service Desk is there to help.

The Service Desk is responsible for encoding the incident and monitoring. In some

cases, it will intervene itself by proposing a solution, in other cases it will connect

you with an IT "generalist" or local computer specialist.

IT Resources


Information about Alfresco

www.uclouvain.be/alfresco

Access to Alfresco

alfresco.uclouvain.be

Access to Alfresco Share

alfresco.uclouvain.be/share

Informations about Oasis

www.uclouvain.be/

service-fichiers

Backup


Google Agenda

www.google.com/calendar

UCL Agenda

www.uclouvain.be/si-agenda

Service Desk

phone: 010 47 82 82

[email protected]

www.uclouvain.be/servicedesk

RESOURCES

AND FACILITIES 7 |

21

AC-iMMC

Libraries In addition to the official library of the UCL, whose material is referred to in

catalogues and listings, each working group has its own library whose documents

are mostly not referenced in catalogues or listings. Some of them have a local

search engine or search system and contain very relevant books, on precise topics.

Open hours and management vary from one library to another.

Voluminous files through email (>5 MB) To transfer voluminous files (up to 1.8 Go), UCL offers a very efficient service

called Transvol. Do not hesitate to use it, it is free and fast.

UCL library

www.uclouvain.be/biul

Local libraries


Transvol

transvol.sgsi.ucl.ac.be

EQUIPMENT AND FACILITIES

22

AC-iMMC

Language courses Form

UCL’s Cellule de Formation FORM offers English and Dutch language courses for

staff members. To enroll, the authorization of the head of your department is

required.

ILV

UCL’s Institut des Langues Vivantes offers French language courses and also

courses in many other languages. As a staff member you can enroll using your FGS

(staff member number). Researchers on a scholarship can take language courses

as students provided these courses are mentioned in their (doctoral) course

programme.

CLL

A private language center

Training in various subjects from management to computing IPM

Mainly teaching techniques

RHUM training courses

General training

SMCS

Statistics and also consultancy (can help with procedure design before starting an

experimental protocol, good advice).

Sport Many different and magnificent sport infrastructures exist at UCL, a few steps

from your place of study or residence, either in LLN (Complexe Sportif Blocry) or

Woluwe (Woluwe Sports Centre).

Advantages UCL members UCL members benefit from reduced prices on various items in shops, etc.

Entertainment For small breaks...

Training at FORM

sites.uclouvain.be/form

ILV

www.uclouvain.be/ilv

CLL

www.cll.be

Teaching techniques

www.uclouvain.be/ipm

General training

sites.uclouvain.be/form

Statistics

www.uclouvain.be/smcs

Sport

www.uclouvain.be/aspu

www.uclouvain.be/sport

Member advantages

www.uclouvain.be/

personnel-avantages

Entertainment

http://phdcomics.com/comics.php

PERSONNAL

DEVELOPMENT 8 |

23

24

The entire report on PhD student-supervisor interactions can be downloaded from: www.uclouvain.be/414655

AC-iMMC

End of

the

thesis

During

the

thesis

Before

starting

the

thesis

Talk to members of the research

group to get an idea of it functions

before agreeing to undertake the

thesis.

Strike a balance between the load

resulting from the number of students to

be ‘steered’ and the funding received per

student.

PhD Student Supervisor

Discuss the thesis project goals, how to work, everyone’s needs, scheduling

tasks (field work, lab assistant tasks…)

Choose the members of the steering committee so as to bring the right

expertise to the thesis. Optionally, plan a meeting to get acquainted and specify

the main goals of the project.

Be proactive: • Make an appointment to discuss

your progress

• Don’t be afraid to knock on the

Supervisor’s door If there is a

problem

• Send a short weekly report

describing your progress and

problems

Knock on each researcher’s door to

say hello and make everything is

going smoothly,

Question any PhD student who has to

give news recently. Some students

are more reserved by nature, but this

could be a sign of a problem.

Plan a regular time slot (e.g., once a

week) for meeting with your

researchers.

Seek advice or discuss particular

problems: • With colleagues (PhD students,

postdocs, etc.)

• at seminars, group meetings, or

just during the coffee break!

• With members of your steering

committee

• With other scientists at

congresses and conferences.

Hold regular exchange of various

kinds: • one-to-one, to know how a PhD

student is faring

• Between members of the same

research group, to discuss

practical details and/or the

advancement of each

• Between researchers working on

the same topic, to increase

synergies.

Participate in mentoring (or other)

activities of various associations (AC-

iMMC, ACSEP, etc.)

Share your respective calendars with the entire team so that everyone can see

when each team member is available. Use, for example, the Google Calendar or

UCL shared agenda.

Participate in a RHUM training course such as “time management and

improving Personal Efficiency” or “Stress Management”, for example.

Don’t be afraid to ask your

supervisor if the current state of the

project offers the prospect of writing

the thesis with confidence

Be aware of the quantity and quality

of results so as to reassure the PhD

student in the process of writing

his/her thesis

AC-iMMC

Formalities upon arrival: registration at the municipality Within 8 days of your arrival in Belgium you must register at the municipality of

your residence. This is an essential step in order to be allowed to open a bank

account

Bank account: Opening a bank account is necessary. The main bank offices in Louvain-la-Neuve

are:

Belfius : Place de l'Université 34, 1348 Louvain-la-Neuve | 010/47 19 80

BNP-Fortis : Place de l'Université 6, 1348 Louvain-la-Neuve | 010/23 55 20

ING : Rue Des Wallons 2, 1348 Louvain-la-Neuve | 010/48 50 50

Health insurance fund: Health care insurance is part of the Belgian social security system. To benefit from

it, you must join a health insurance fund that will reimburse your medical costs. To

subscribe, you need to provide a written certificate of employment signed by UCL.

Lost and found If you lose something in Louvain-la-Neuve, contact the security guards by phone.

Found property can be retrieved at the maintenance unit (Halles universitaires).

Accommodations Finding an accommodation in Louvain-la-Neuve can be a bit tricky, as there is

generally not enough room for everyone on the campus. As a result, small flats are

usually over-priced, except for a few ones provided by UCL itself. Furthermore, the

city centre is often noisy because of student parties. Do not hesitate to take an

accommodation outside of LLN. There are many very nice villages around and

plenty of public transportation (fully reimbursed by the UCL).

Food UCL has a catering service with several restaurants in Louvain-la-Neuve. The

closest one for the members of iMMC is located place Galilée. Don’t forget to

present your Smart card or Student card to get discounts.

Children

There are several schools and childcare centres in Louvain-la-Neuve. UCL has

recently opened a childcare centre for its members, Pomme d’Happy.

Folklore and entertainment

Several activities have been organized by the students (KAP, Cercle, régionale...)

all year long: sport, concert, folklore...

General guide for LLN

www.uclouvain.be/

en-vie-pratique

Municipality

www.olln.be

Belfius

www.dexia.be

BNP-Fortis

www.bnpparibasfortis.be

ING

www.ing.be

Security service

tel: 010 47 24 24

Accomodation

www.uclouvain.be/en-logement

www.student.be

www.vlan.be

www.immoweb.be

Food

www.uclouvain.be/

restaurants-universitaires

Children


Folklore and entertainment

http://carpestudentem.org/

LIVING IN

LOUVAIN-LA-NEUVE 9 |

25

September Official launch of UCL academic year

Welcome drink (see for your own pole)

October 24h bike ride

December UCL Drink – Rector’s best wishes

iMMC Christmas drink

UCL Christmas meal ( for each pole)

February iMMC reseachers day

UCL Reception for UCL’s doctors honoris causa

May/June Election and general assembly, AC-iMMC

Recreational day of each pole

24H Bike Ride www.cse.be/24h

USEFUL

DATES 10 |

26

AC-iMMC

AC-iMMC

Arriving at the UCL

� Get a key

� Get your computer and office furniture

� Fill in your project description online

� Fill in your personal web page

Leaving UCL

� Tidy up your office and empty the cupboards.

� Return your key and personnel access card to your secretariat.

� Do not forget to return borrowed books to the libraries.

� You don’t have to do anything about your desktop or other computer

supplies belonging to UCL, just leave them where they are.

� Do not forget to take a copy of your files with you, since all your data will

be deleted from your computer after your departure.

� Ask your supervisor about the local policy on managing data of former

members of the lab (how and where to leave / store them)

Leaving UCL


CHECK-IN

CHECK-OUT 11 |

27

V.Legat J.-F.Remacle

AC-iMMC

28

3

AC-iMMC

29

AC-iMMC

30

AC-iMMC

31

AC-iMMC

32

Translation of specific French terms (with UCL names)

Steering committee Comité d’accompagnement

CDD

Municipality

Commission doctorale de domaine

Commune

Health insurance fund Mutuelle

Human resources Ressources humaines | SPER

Computing service Service informatique | SI

PhD student Doctorant

PhD supervisor Promoteur

Scientific representation (UCL) CORSCI

Scientific representation (iMMC) AC-iMMC

National science fund FNRS

AC-iMMC

AC-iMMC

Please note that all emails addressed to the President should include a copy to

the secretariat.

Besides, all mails for the President of the Institute must be sent at the secretariat

address.

This document is widely inspired by the PhD guide of the AC-ELI.

Secretariat address : Place du Levant 2 – L5.04.01 – B 1348 Louvain-la-Neuve

Tel +32 (0)10 47.22 00 – Email: [email protected]

www.uclouvain.be/immc

institute of mechanics, materials and civil engineering · the institute of mechanics, materials,...

Documents