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Brief practical information guide during the Ph.D.

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

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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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