brief practical information guide during the ph.d. prof. guy vandenbosch
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![Page 1: Brief practical information guide during the Ph.D. Prof. Guy Vandenbosch](https://reader036.vdocument.in/reader036/viewer/2022062313/56649d605503460f94a41028/html5/thumbnails/1.jpg)
Brief practical information guide during the Ph.D.
Prof. Guy Vandenbosch
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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
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How does Alexander get started (2)
Contact person
Alexander
Doctoral school
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
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How does Alexander get started (3)
Contact person
Alexander
Promotor
contract
EEA:questionaire
BCF
IAES unit
HR department
non EEA:questionaire
BCF
adm. + contr.
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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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Reg
istr
atio
n
Uni
vers
ity e
nrol
lmen
t
App
rova
l of d
octo
ral p
lan
App
rova
l man
usc
ript
App
oint
men
t of
su
perv
isor
y co
mm
ittee
Pre
sen
tatio
n d
oct
oral
pro
ject
& f
eedb
ack
Rep
ort
to d
oct
oral
com
mitt
ee
Sub
mis
sion
of
man
uscr
ipt
Pre
limin
ary
defe
nse
Def
initi
ve m
anus
crip
t &
ele
ctro
nic
arch
ivin
g
Pub
lic d
efen
se +
P
rom
otio
n
Sub
mis
sion
of
doc
tora
l pla
n
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
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Registration
University enrollment
Appointment of supervisory committee
max 3 months
Start of the doctorate
ESAT-specific procedure
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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
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Registration (cont’d)
Preferably supervisory committee:• Can be named within 3 months after registration
Appointment/change supervisory committee
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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
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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.
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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)
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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
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
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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
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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
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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
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Registration
Approval of doctoral plan
Submission of manuscript
min 1 year Doctoral training programme finished
Doctoral training programme
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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
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Doctoral training programme (cont’d)
• Supplementary elements:– Subject-specific components– Skill techniques
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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
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Doctoral training programme (cont’d)
• Report via doctoral diary form• Completed → print, signatures
→ deliver via department responsible
to FDC responsible → doctoral programme certificate.
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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
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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
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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
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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
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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.
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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
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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