Overview of Procedures along a timeline
Starting from your PhD application to the final phase; you will find all the steps to take on this page.
The PhD registration of Wageningen University is Hora Finita. The Hora Finita manuals can be read here.
APPLICATION
| Action | Who | |
|---|---|---|
| Orientation:Before applying for a PhD position it is important to have thoroughly read the information about the PhD programme. | Aspired PhD candidate | |
| Reply on a PhD Vacancy application | Aspired PhD candidate | |
| PhD candidates with their own funding approach a Graduate School, which facilitates contact with a potential chair group. | Aspired PhD candidate | |
| The application to the Graduate School should include: | Aspired PhD candidate | |
| 1. Cover letter describing your motivation to apply. | ||
| 2. Preliminary research proposal (approximately two pages), containing: | ||
| • problem definition | ||
| • research questions | ||
| • proposed methodology linked to the research questions | ||
| • up-to-date literature references | ||
| 3. References from at least two supervisors or professors. The references must contain information regarding your performance during the Master programme and should contain a reflection on your capacity to finish a PhD in the area of application. | ||
| 4. Curriculum Vitae, including information on education, research experience and, if applicable, list of publications. | ||
| 5. Scans of passport and Diploma’s, please read this page for more information about which documents are required. | ||
| 6. If the applicant is not Dutch, from a non-Anglophone country and has not completed a higher education with English as the language of instruction, an internationally recognised Certificate of Proficiency in the English Language must be submitted. See the English language requirements for more information. | ||
| 7. Information on funding. The university and the Graduate Schools will usually not assist in finding funding sources. There is a much higher chance of being accepted if funding is secured. | ||
| 8. For Sandwich PhD candidates: proof of commitment from the home institute | ||
| Evaluation of the application. If the proposal meets the Graduate School's conditions they will forward it to a prospective supervisor for further evaluation. Applications will be evaluated using the following criteria: | Graduate School | |
| • Education level (at least at MSc) | ||
| • Experience as an independent researcher | ||
| • The publications already published | ||
| • The scientific quality of the preliminary proposal | ||
| • The originality of the preliminary proposal | ||
| • The strategic fitting of research topic in the area of interest of the supervisor and in the research field of supervisor's research group | ||
| • The capacity and expertise that the Graduate School and research group have available | ||
| • Fluency in English | ||
| • The available funding | ||
| For Sandwich PhD candidates the university will also evaluate: | ||
| • Financial support from the home institute | ||
| • Academic supervision at the home institute | ||
| • The curriculum vitae of the supervisor in the home country | ||
| Receiving a response may take some weeks as Wageningen receives many PhD applications. | ||
| The supervisor has to consult a HR advisor. Together they will check that all fellowship finances comes from outside Wageningen University & Research (tax requirement). The only exceptions are labour contracts for Sandwich PhD candidates. | Chair group and HR advisor |
REGISTRATION and ADMISSION
| Action | Who | |
|---|---|---|
| The Chair group informs the graduate school about the intended registration of the PhD candidate from the Graduate School website) to the Graduate School. | Chair group | |
| The graduate school opens registration in Hora Finita. | Graduate School | |
| PhD candidate uploads the necessary documents in Hora Finita. | PhD candidate | |
| Contract or employment agreement with the department is signed, and tuition fees are paid when required. | PhD candidate / HR | |
| The PhD candidate contacts Graduate School for an introduction meeting | PhD candidate / Graduate School | |
| The PhD candidate must be registered as a student via the Graduate School, if BSc or MSc courses need to be taken. | PhD candidate | |
FIRST PHASE of the PhD trajectory
| When | Action | Who |
|---|---|---|
| Within 3 months | 1. If applicable and still necessary: The proof of English proficiency must be approved and registered in Hora Finita by PhD services | PhD candidate/ Doctoral Service Centre |
| 2. Submission of a TSP in Hora Finita. | PhD candidate | |
| Within 6 months | Submission of the project proposal to the Graduate School in Hora Finita. | PhD candidate |
| Within 12 months (18 months at the very latest) | PhD candidate must have obtained full admission to the PhD programme. Full admission is obtained once the following criteria are met: | |
| 1. If required, the result of the qualifying exam must be approved and registered in Hora Finita by Doctoral Service Centre. | Supervisors/ PhD candidate/ Doctoral Service Centre | |
| 2. The TSP and research proposal (if applicable) must be approved and registered in Hora Finita by the Graduate School. | Graduate School | |
| 3. Go/No-Go evaluation to be submitted in Hora Finita. | Supervisor | |
| 4. Letter stating formal admittance to the PhD programme (when all requirements mentioned above have been met). | Dean on behalf of the academic board |
ANNUALLY
| Action | Who | |
|---|---|---|
| The PhD candidate must re-register as a student via their Graduate School (only if MSc courses still need to be taken) | PhD candidate | |
| Annual progress and development evaluation (called "R&O" meeting for employees of Wageningen UR). | Supervisor/ PhD candidate |
The FINAL PHASE
| When | Action | Who |
|---|---|---|
| 6 months before desired date of public defence | Supervisor books a defence date in Hora Finita | Supervisor |
| At least 15 weeks before the desired date of public defence | 1. PhD candidate submits the manuscript and authorship statement in Hora Finita. This version of the thesis manuscript must contain: | PhD candidate |
| -Table of Contents; | ||
| -General Introduction; | ||
| -all Chapters (including co-authors, if applicable; | ||
| -General Discussion/synthesis; | ||
| -List of References; | ||
| -and English Summary. | ||
| 2. Supervisor approves the manuscript and author statement in Hora | Supervisor | |
| 3. Supervisor proposes opponents via Hora Finita | Supervisor | |
| 4. PhD candidate requests a Training and Education Certificate at the Graduate School. | PhD candidate/ Graduate School | |
| 5. Thesis committee needs approval. | Dean on behalf of the academic board | |
| 6. Propositions must be approved by the Academic board. If the propositions have not been approved 9 weeks before the public defence, the defence will be postponed. Propositions are submitted by the PhD candidate via Hora Finita. Please see the criteria here. | Academic board | |
| At least 2 weeks before the thesis is sent to the printer | 1. The PhD candidate submits cover, the first four pages and the last inside page of the thesis (i.e. the page with acknowledgements of financial support) in Hora Finita. | PhD candidate |
| 2. The Doctoral Service Centre approves the cover, the first four pages and the last inside page of the thesis. Final date for public defence is confirmed. | Doctoral Service Centre | |
| At least 2 weeks before the date of public defence | PhD candidate submits 15 copies of the thesis to the Doctoral Service Centre. This amount includes copies for the opponents and the copy for the Library. | PhD candidate |
| Just before the date of public defence | PhD candidate meets with Rector Magnificus or his representative. | PhD candidate |
| Information about the ceremony (programme, dress code) | Doctoral Service Centre / PhD candidate | |
| After the public defence | Information about legalisation | Doctoral Service Centre |