Brief practical information guide during the Ph.D.

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Brief practical information guide during the Ph.D.

• Prof. Guy Vandenbosch

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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)
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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
Alexander
IAES unit
E-application
HR department
Pre-doc or not !
Contact person
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How does Alexander get started (3)
EEA questionaire BCF
HR department
Promotor
non EEA questionaire BCF
contract
Contact person
adm. contr.
Alexander
IAES unit
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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
  diplomas, 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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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
Approval manuscript
Submission of 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
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Start of the doctorate
Registration
University enrollment
max 3 months
ESAT-specific procedure
Appointment of supervisory committee
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Registration

• Minimal
• Data doctorandus(CV, copy diplomas, )
• 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/doctoraatsople
  iding/entry.php
• Print, sign and deliver via department
  responsible to the secretariat of the faculty

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Registration (contd)

• 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)
proposal in entry form in word
PhD student Alexander
ESATs 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
ESATs FDC representative (Guy Vandenbosch)
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ESAT procedure for advisory committee (2)
ESATs 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
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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
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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

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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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Doctoral training programme
Registration
Approval of doctoral plan
Doctoral training programme finished
min 1 year
Submission of manuscript
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Doctoral training programme (contd)

• 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 (contd)

• Supplementary elements
• Subject-specific components
• Skill techniques

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Doctoral training programme (contd)

• 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/competentieprofi
  el/index.htm

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Doctoral training programme (contd)

• 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
Doctoral Diary Form (DDF) (HARDWARE COPY with
signatures)
PhD student Alexander
ESATs FDC representative (Guy Vandenbosch)
feedback in case of non-compliance
ESAT approved DDF
DDF
Departemental secretary (Lut Vanderbracht)
FDC
FDC approval
Promotor
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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
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Final phase doctorate
Proposal examination board
min 8 weeks
Submission of manuscript
min 4 weeks max 8 weeks
Preliminary defense
Approval manuscript
min 3 weeks
Definitive manuscript electronic archiving
min 10 days
Public defense Promotion
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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 boardand 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