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

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

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

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

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

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

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) 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 approval first step proposal (pdf) mail pool of ESAT assessors proposed amendments ESAT’s FDC representative: (Guy Vandenbosch)

13. 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 FDC specific ESAT-rules - at least one member physically full-time working at ESAT PhD student NEW “entry form” with signatures mail 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 FDC approval Promotor

14. 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

15. Doctoral plan To be presented within 1 year after registration FWO-grant, IWT-grant doctorate plan = FWO/IWT-application copy-paste on the form Fill in the form doctoral plan Print, sign and deliver to the secretariat of the facultydoctoral plan

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

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 competencescompetences https://www.kuleuven.be/personeel/competentieprofiel/index.htm

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

22. 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 ESAT approved DDF FDC approval Promotor

23. 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

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

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 board and deliver to the secretariat of the facultyexamination board

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 defenseform 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