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Brief practical information guide during the Ph.D.

This practical information guide provides step-by-step instructions on how to start a Ph.D., including finding vacancies, contacting supervisors, and navigating the application process. Written by Prof. Guy Vandenbosch, this guide is a valuable resource for those beginning their Ph.D. journey.

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Brief practical information guide during the Ph.D.

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  1. Brief practical information guide during the Ph.D. Prof. Guy Vandenbosch

  2. How does Alexander get started (1) (1) vacancy • scientific community • private contacts • websites (ADS, ...) • ... Promotor CV motivation proof experience ... (2) selection Alexander, John, ... contact person: Faculty (Veronique Cortens) Department (Lut Vander Bracht)

  3. How does Alexander get started (2) Contact person Department: L. Vander Bracht I. Verbauwhede entry form: step 1 - predoc or not ? - no assessors ! email Advise Pre-doc Doctoral school IAES form FDC Faculty IAES unit Alexander E-application HR department Pre-doc or not ! Contact person

  4. How does Alexander get started (3) EEA: questionaire BCF HR department Promotor non EEA: questionaire BCF contract Contact person adm. + contr. IAES unit Alexander

  5. 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

  6. Completion of doctoral training programme Public defense + Promotion Definitive manuscript & electronic archiving Appointment of supervisory committee Preliminary defense Presentation doctoral project & feedback Approval of doctoral plan Proposal examination board Report to doctoral committee Submission of manuscript Approval manuscript Submission of doctoral plan Registration Plan for the final phase University enrollment max 3 months min 10 days min 4 weeks max 1 year min 8 weeks min 3 weeks max 2 year 3.5 year min 1 year min 2 year Time-line PhD

  7. Start of the doctorate Registration University enrollment max 3 months ESAT-specific procedure Appointment of supervisory committee

  8. 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 form http://gexacte.kuleuven.be/doctoral/doctoraatsopleiding/entry.php • Print, sign and deliver via department responsible to the secretariat of the faculty

  9. Registration (cont’d) Preferably supervisory committee: • Can be named within 3 months after registration Appointment/change supervisory committee

  10. 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

  11. 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.

  12. ESAT procedure for advisory committee (1) proposal in “entry form” in word PhD student: Alexander ESAT’s FDC representative: (Guy Vandenbosch) feedback in case of non-compliance approval first step proposal (pdf) ESAT-website Departemental secretary (Lut Vander Bracht) mail pool of ESAT assessors proposed amendments ESAT’s FDC representative: (Guy Vandenbosch)

  13. ESAT procedure for advisory committee (2) ESAT’s FDC representative: (Guy Vandenbosch) Promotor upgraded proposal • Time schedule: see ESAT website: • - processing days at ESAT: 1 week before FDC • deadline for amendments: 3 weeks before FDC • specific ESAT-rules • - at least one member physically full-time working at ESAT NEW “entry form” with signatures Departemental secretary (Lut Vander Bracht) PhD student + signature = ESAT approved NEW “entry form” with all signatures FDC FDC approval Department chair person (Michiel Steyaert) Promotor mail

  14. Progress of the doctorate Registration max 1 year Doctoral plan Approval of doctoral plan max 2 years Presentation doctoral project & feedback Report to doctoral committee Final phase

  15. Doctoral plan • To be presented within 1 year after registration • FWO-grant, IWT-grantdoctorate plan = FWO/IWT-applicationcopy-paste on the form • Fill in the form doctoral planPrint, sign and deliver to the secretariat of the faculty

  16. 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

  17. Doctoral training programme Registration Approval of doctoral plan Doctoral training programme finished min 1 year Submission of manuscript

  18. 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

  19. Doctoral training programme (cont’d) • Supplementary elements: • Subject-specific components • Skill techniques

  20. 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 competences https://www.kuleuven.be/personeel/competentieprofiel/index.htm

  21. Doctoral training programme (cont’d) • Report via doctoral diary form • Completed → print, signatures → deliver via department responsible to FDC responsible → doctoral programme certificate.

  22. ESAT procedure for Doctoral Diary form Doctoral Diary Form (DDF) (HARDWARE COPY with signatures) PhD student: Alexander ESAT’s FDC representative: (Guy Vandenbosch) feedback in case of non-compliance ESAT approved DDF DDF Departemental secretary (Lut Vanderbracht) FDC FDC approval Promotor

  23. Global time-line + final phase Registration Approval of doctoral plan 3.5 year Doctoral training programme finished Plan for the final phase min 1 year Submission of manuscript min 2 year Public defense + Promotion Timetable for the final phase of the doctorate

  24. Final phase doctorate Proposal examination board min 8 weeks Submission of manuscript min 4weeks max 8 weeks Preliminary defense Approval manuscript min 3 weeks Definitive manuscript & electronic archiving min 10 days Public defense + Promotion

  25. 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 boardanddeliver to the secretariat of the faculty

  26. 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.

  27. 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

  28. 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

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