Doctoral process management: sharing best practices Friday 26 april 2019

1. Doctoral process management: sharing best practicesFriday 26 april 2019 Doctoral class S. De Rey L. Mergaerts E. Vandensande E. Vanthorre R. Steppe

2. Introduction • Who are we and what are we doing here? • Purpose of this doctoral session • Structure of the presentation • How to start: sources, stimuli & output, contact, exchanges • Writing process • What’s next? • Personal aspects • If you want to read more • Questions (and interaction)

3. A. How to start: caveat • Different types of PhDs • Classical thesis • Material thesis • Intra-disciplinary / inter-disciplinary thesis • Unifying concept thesis • …. in practice: many hybrids • Different types of PhD students

4. A. How to start: sources & first steps • Endnote: library work, scan and copy  Advanced Word / Endnote training: https://www.law.kuleuven.be/aap-bap/intranet/endnoteword • Ordering sources • Institute Library: J-drive • Bibliography as a start (proposal) • Small chapters (modifying v. starting from scratch)

5. A. How tostart: stimuli & output • “Entry into academic world” (GAVC) • ‘Salami’ method • Externalise internal deadlines through output opportunities, e.g., (scientific poster) presentations or publications (≠ views) • Linked to chapters • Peer review • Focus and limitations • Not a delay! • Internal peer review • Doctoral seminars / discussions within respective institutes • Feedback / focus / deadlines

6. A. How to start: contact w/ supervisor • Different types of supervisors  Check with members of institute • Different types of students • Discuss form / means of contact • Mail policy • Deadlines • Meetings • Cooperation • Criticism (both ways) • Learn to say no • Teaching • Publications / conferences outside of focus • Office problems & politics • Ombudsperson

7. A. How to start: further steps • Research stay (e.g., via LERU) or LL.M. • Funds: https://www.law.kuleuven.be/home/intranet/onderzoek/onderzoeksverblijven-en-congresdeelnames-financiering-en-organisatie • Change of venue is key • No need for distant places • LL.M. or research exchange? • Dependent on idiosyncrasies / type of appointment (e.g., FWO v. AAP) / teaching obligations / availability of funds & replacement / content of respective programmes / utility of legal system for PhD / etc. • Research exchange: integration in subject-matter and team of host institute or department? Availability of supervisor and colleagues? Or instrument for isolation? • LL.M.: drafting PhD chapters via related courses or LL.M. thesis? Relevant extracurricular activities (doctoral training)? Or taking a ‘break’? • Teaching • Ask for planning (at best for the entire year or beyond) • Theory v. reality • Consult with other institute members (e.g., re: exam grading, also in relation to research stays)

8. B. Writing process: the challenge

9. B. Writingprocess: thechallenge • Every writerexperienceswriter’s block / white page syndrome • Causes? • Lack of inspiration • Distractions • Notenough time • Lack of resources • Procrastination • Perfectionism- setting the bar too high (!) => Most problemscanbesolved!

10. B. Writing process: the challenge Writing is a skill! (and only for some lucky ones a talent)

11. B. Writingprocess: tips • Notenough time? • Achievingbalancebetween research & othertasks • Discusswith supervisor (usually more thanwillingto help) – Don’tunderestimateimportance of communication • Research stays: discusswithyourcolleagues!

12. B. Writingprocess: tips • Distracted? • Personal & family related problems – discuss with supervisor / ombuds • Change working environment: work at research room or from home • Avoid distractions: turn off cell phone notifications / work first, read emails later, close Outlook (!) • Fixed time slots

13. B. Writingprocess: tips • Lackof resources? • Familiarizeyourselfwithdifferent databases • E.g. www.unicat.be • Daretoask tips toyoucolleagues/ supervisor • SSRN / Academia.edu / Researchgate / Scandisk / Contact theauthors! • Don’toverestimateimportance of consulting everything

14. B. Writingprocess: tips • Lackof inspiration? • Different techniques • ‘Freewriting’ • Askquestions: What do I want toachieve in thischapter? Which line of thought/ concepts do I want toexplainhere? Why is thischapter relevant formy research questions? • Value of conference talks, informaldiscussionswithcolleagues, doctoralseminars (?) • Start withtheintroductionor workwith a detailedtable of contents

15. B. Writingprocess: tips • Procrastination? • Do notpostpone • 1st year: proposal (=normal); 2nd year: start writing • Balance between reading andwriting: different methods • Set internal (veryachievable) deadlines, discusswith supervisor • Writingprocesscontains ups-and-downs • Writingwill go (a lot) fastertowardsthe end • Bulk of work in last stages of thesis • Dedicatedamount of time vs. Amount of words per day/week/month?

16. B. Writingprocess: tips • The ‘Salami’ Approach • Cut thesis in small parts (Part I – Ch. 1 – S. 1) • After finishing Chapter – do something Different => keep yourselfmotivated! • PhD (only) equals 3-4 x master thesis • Twobirdsonestone’ approach • Truncus Communis: publish! • Start small: case note / newsletter / Blog post • “Let it go” • Publishoverviewarticle • Submit papers for conferences • Discussionand feedback • Useexperience/contacts/information foryour thesis!

17. B. Writingprocess: tips • Perfectionism? • Manage theexpectations: do notoverestimateoriginality • Be realistic as to goals: “dwarfs standing on the shoulders of giants” • Even incremental changes / structural changes toexisting doctrine are useful • Youcan’timprovewhatyouhaven’twritten • (Periodical) rewriting is important • Stress only worsens it! • “A gooddissertation is a donedissertation” • Rather: A short dissertation is a gooddissertation

18. B. Writingprocess: tips • Strugglingto (re)findmotivation? • Remember: Why do you want to write the PhD? Which contribution you want to make? Why is this topic so interesting? (intrinsic motivation) • We live in the mind of others… so find people who are interested in reading your work! Discuss! Engage! • Set a deadline, work in short sprints andrewardyourselfafterwards (extrinsicmotivation) • Dare to let go, especially if you are stuck ! (e.g. sport, concert, movies, drinks, …)

19. B. Writing process: wrap-up

20. C. What is next? Pathway to defense Plan ahead

21. C. What is next? Pathway to defense • Check regulations and guidelines • Doctorandiportaal: https://www.law.kuleuven.be/home/onderzoek/doctorandiportaal/einde-doctoraat/procedure • Draaiboek: available on site ABAP • Plan early: 6 - 4 months • Proof-reading and updating! • Doctoral Committee Calendar and Faculty Board • Venue (Promotiezaal) • Costs $$ : printing (2 x), summary, invitation, reception, diner, flowers, photographer, subscription KU Leuven,… check promotor, Institute and Department! • Practicalities (toga, water, etc.)

22. C. What is next? Life after de Valk • Valorisation of PhD… make it famous! • Publish summaries (e.g. RW) – preferably other language than PhD • lectures, book launch, etc. • When do I need to start applying for other jobs? • During PhD • afterwards • Academic career • Postdoc (FWO: 3 December) • PDM (March) • Advocacy, magistracy, policy institutes, … (check exams) • Job fair for PhDs: http://www.phdjobfair.org/

23. D. Personal aspects: workingmethod • Integrators and separators • Want to know more? PhD Sarah De Groof • Teleworking • Check possibilities with supervisor/colleagues • Discipline: know your own limits • Workspace and environment: motivator or distractor? • Loneliness • Less travel time • Make this time count: work, sports, spare time • More towards the end can be useful for some

24. D. Personal aspects: psychological blockages • Doubts about own capacities – uncertainty • Stress • Setting the bar too high • Not finding (much) gratification in work • Demotivation • Comparing too much with others • Being unhappy • Loneliness • Burn-out But always remember: you are not alone!

25. D. Personal aspects: what about the family? • Choosing to have children during the PhD? • Flexibility of the job vs. the job is never finished • Inhibitory factor vs. motivating factor – efficiency • “It is just a dissertation” – may put your work more in perspective • Check rules concerning the extension of contract after pregnancy • You can be both a good PhD researcher and a good parent/partner • Time/PhD management: take the possibility of having children into account and (re)plan • Planning may change • E.g. less/more productive during pregnancy/(shortly) after return • E.g. plan research stay(s) abroad earlier

26. D. Personal aspects: holidays • Check timing with supervisor/colleagues • Dare to take weekends if you feel like it – do what works best for you (cf. integrator vs. separator) • Holidays can be useful for • Yourself • Family • PhD as well – taking some distance

27. E. Want to read further? U. Eco, How towrite a thesis J. Bolker, Writingyourdissertation in fifteen minutes a day L. De Wachter & C. Van Soom, Academisch schrijven – een praktische gids K. Blanpain, Academicwriting. A resource forresearchers

28. F. Questions? … or remarks, suggestions …