Brief practical information guide during the ph d
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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

Brief practical information guide during the Ph.D.

Prof. Guy Vandenbosch


How does alexander get started 1

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)


How does alexander get started 2

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


How does alexander get started 3

How does Alexander get started (3)

EEA:

questionaire

BCF

HR department

Promotor

non EEA:

questionaire

BCF

contract

Contact person

adm. + contr.

IAES unit

Alexander


Academic admission requirements

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


Brief practical information guide during the ph d

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


Brief practical information guide during the ph d

Start of the doctorate

Registration

University enrollment

max 3 months

ESAT-specific procedure

Appointment of supervisory committee


Registration

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


Registration cont d

Registration (cont’d)

Preferably supervisory committee:

  • Can be named within 3 months after registration

    Appointment/change supervisory committee


Supervisor

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


Supervisory committee faculty specific

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.


Esat procedure for advisory committee 1

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)


Esat procedure for advisory committee 2

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


Brief practical information guide during the ph d

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


Doctoral plan

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


Presentation of doctoral project

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


Brief practical information guide during the ph d

Doctoral training programme

Registration

Approval of doctoral plan

Doctoral training programme finished

min 1 year

Submission of manuscript


Doctoral training programme cont d

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


Doctoral training programme cont d1

Doctoral training programme (cont’d)

  • Supplementary elements:

    • Subject-specific components

    • Skill techniques


Doctoral training programme cont d2

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


Doctoral training programme cont d3

Doctoral training programme (cont’d)

  • Report via doctoral diary form

  • Completed → print, signatures → deliver via department responsible to FDC responsible → doctoral programme certificate.


Esat procedure for doctoral diary form

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


Brief practical information guide during the ph d

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


Brief practical information guide during the ph d

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


Examination board faculty specific

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


Preliminary defense

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.


Definitive manuscript

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


Public defense

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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