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Alexander - ESAT

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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
(2) selection
CV
motivation
proof experience
...
contact person:
Faculty (Veronique Cortens)
Department (Lut Vander Bracht)
Alexander, John, ...
How does Alexander get started (2)
Contact person
email
Department:
L. Vander Bracht
I. Verbauwhede
entry form: step 1
- predoc or not ?
- no assessors !
Doctoral school
Alexander
IAES form
E-application
IAES unit
HR department
Advise Pre-doc
Faculty
FDC
Pre-doc
or not !
Contact
person
How does Alexander get started (3)
EEA:
questionaire
BCF
Promotor
Contact person
non EEA:
questionaire
BCF
HR department
contract
adm. + contr.
IAES unit
Alexander
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
max 3
months
max 1 year
min 4
weeks
min 8 weeks
max 2 year
3.5 year
min 1 year
min 2 year
Time-line PhD
min 10
days
min 3 weeks
Public defense +
Promotion
Definitive manuscript & electronic
archiving
Approval manuscript
Preliminary defense
Submission of manuscript
Proposal examination board
Plan for the final phase
Completion of doctoral training
programme
Presentation doctoral project
& feedback
Report to doctoral committee
Approval of doctoral plan
Submission of doctoral plan
Appointment of supervisory committee
University enrollment
Registration
Start of the doctorate
Registration
University enrollment
max 3
months
ESAT-specific procedure
Appointment of supervisory committee
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)
Preferably supervisory committee:
• Can be named within 3 months after registration
Appointment/change supervisory committee
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 !!!)
•
•
•
•
(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)
proposal in “entry form” in word
ESAT’s FDC representative:
(Guy Vandenbosch)
PhD student:
Alexander
feedback in case of
non-compliance
ESAT-website
pool of ESAT
assessors
proposed
amendments
ESAT’s FDC representative:
(Guy Vandenbosch)
approval
first step
proposal (pdf)
mail
Departemental secretary
(Lut Vander Bracht)
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
PhD student
Departemental secretary
(Lut Vander Bracht)
+ signature =
ESAT approved
FDC
FDC
approval
Department chair person
(Michiel Steyaert)
Promotor
mail
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
•
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
faculty
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
Doctoral training programme
Registration
Approval of doctoral plan
min 1 year
Doctoral training programme finished
Submission of manuscript
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’d)
•
Supplementary elements:
– Subject-specific components
– Skill techniques
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’d)
•
Report via doctoral diary form
• Completed → print, signatures
в†’ deliver
via department responsible
to FDC responsible
в†’ doctoral programme certificate.
ESAT procedure for Doctoral Diary form
Doctoral Diary Form (DDF)
(HARDWARE COPY with
signatures)
ESAT’s FDC representative:
(Guy Vandenbosch)
PhD student:
Alexander
feedback in case of
non-compliance
DDF
FDC
FDC
approval
Promotor
ESAT
approved
DDF
Departemental secretary
(Lut Vanderbracht)
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
min 2 year
Submission of manuscript
Public defense + Promotion
Timetable for the final phase of the doctorate
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
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
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
•
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
•
•
•
•
•
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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