Overview of the procedures along a timeline

a

Apply to an already funded PhD vacancy or

Aspired PhD candidate

b

Persons with their own funding can approach a Graduate School with a general application.

Aspired PhD candidate

The Chair group informs the Graduate School about the intended registration of the PhD candidate.

Chair group

The Graduate School opens registration in Hora Finita.

Graduate School

PhD candidate uploads the necessary documents in Hora Finita.

PhD candidate

The PhD candidate is admitted to the PhD programme by the Doctoral Service Centre.

Doctoral Service Centre

The supervisor consults a HR advisor to arrange an employment contract or guest employment. For candidates in the WGS sandwich PhD programme specific labour contract forms are developed.

Chair group and HR advisor

Contract or guest employment agreement with the department is signed, and tuition fees are paid when required.

PhD candidate / HR

Graduate School and PhD candidate arrange an introduction meeting.

Graduate School / PhD candidate

The PhD candidate must be registered as a student via the Graduate School, if MSc courses need to be taken.

PhD candidate

Within 3 months

1. If applicable and still necessary: The proof of English proficiency must be approved and registered in Hora Finita by Doctoral Service Centre.

PhD candidate / Doctoral Service Centre

2. Submission of a TSP.

PhD candidate

Within 6 months

1. Submission of the research proposal to the Graduate School.

PhD candidate

2. Submission of the data management plan.

PhD candidate

3. Submission of the non-payroll agreement (if applicable).

Supervisors

Within 8-15 months

The progress and academic skills of each PhD candidate will be evaluated by the supervisors. To be able to continue, the following criteria have to be met:

1. If required, the result of the qualifying exam must be approved in Hora Finita.

PhD candidate / Doctoral Service Centre

2. The TSP and research proposal (if applicable) must be approved in Hora Finita.

PhD candidate / Graduate School

3. The data management plan must be approved in Hora Finita.

Supervisors

4. The non-payroll agreement (if applicable) must be approved in Hora Finita.

Doctoral Service Centre

5. Go/No-Go evaluation submitted in Hora Finita.

PhD candidate / Supervisors

The PhD candidate must re-register as a student via their Graduate School (only if MSc courses still need to be taken)

PhD candidate

Have an annual progress and development evaluation (called "R&O" meeting for employees of WUR) and registering this as the annual meeting milestone in Hora Finita.

Supervisors/ PhD candidate

At least 15 weeks before the desired date of public defence

1. PhD candidate submits the manuscript, propositions and authorship statement in Hora Finita. This version of the thesis manuscript must contain:

PhD candidate

• Table of Contents;

• General Introduction (no co-authors, chapter should be written by the PhD candidate alone);

• All Chapters (clearly stating all (co)authors);

• General Discussion/synthesis (no co-authors, chapter should be written by the PhD candidate alone);

• List of References;

• English Summary.

• Authorship Statement (to be included in the thesis, and to be uploaded separately in Hora Finita when submitting the draft thesis).

2. Supervisor approves the manuscript and author statement in Hora Finita.

Supervisor

3. Supervisor proposes opponents via Hora Finita.

Supervisor

4. After the Dean of Research approves the manuscript and the opponents on behalf of the Academic Board, the supervisor books a date for the doctoral defence ceremony in Hora Finita.

Supervisors/Chair group secretariat

5. PhD candidate requests a Training and Education Certificate from the Graduate School.

PhD candidate/Graduate school

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 (Appendix 4).

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

1. Starting for defences from January 2025, each chair group will be responsible for the distribution of their own PhD theses (including propositions) to:

PhD candidate

• chairperson at the defence (one copy), before the meeting with the PhD candidate;

• the thesis committee (4 opponents and supervisors), well before the defence;

• Doctoral Service Centre (one copy), before or at the defence;

• the library (one copy), before or after the defence.

2. PhD candidate submits in Hora Finita an electronic version as PDF file to the library that includes propositions, a summary and the front and back covers. The submission includes an abstract and a request for an embargo period when needed.

PhD candidate

Just before the date of public defence

PhD candidate meets with Rector Magnificus or her representative.

PhD candidate

Information is given to the PhD candidate about the ceremony (programme, dress code).

Doctoral Service Centre

After the public defence

Information about legalisation is given to the PhD candidate.

Doctoral Service Centre