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.
APPLICATION
| Action | Who | |
|---|---|---|
| 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 |
REGISTRATION and ADMISSION
| Action | Who | |
|---|---|---|
| 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 |
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 Doctoral Service Centre. | PhD candidate / Doctoral Service Centre |
| 2. Submission of a TSP in Hora Finita. | PhD candidate | |
| Within 6 months | 1. Submission of the project proposal to the Graduate School in Hora Finita. | PhD candidate |
| 2. Submission of the data management plan in Hora Finita. | PhD candidate | |
| 3. Submission of the non-payroll agreement (if applicable) in Hora Finita | 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 |
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 | |
| 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 |
The FINAL PHASE
| When | Action | Who |
|---|---|---|
| 6 months before desired date of public defence | Supervisor books a date for the doctoral defence ceremony in Hora Finita. | Supervisors / Chair group secretariat |
| 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. | ||
| 2. Supervisor approves the manuscript and author statement in Hora Finita. | Supervisor | |
| 3. Supervisor proposes opponents via Hora Finita | Supervisor | |
| 4. PhD candidate requests a Training and Education Certificate from 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 | |
| 3. Request your DOI | PhD candidate | |
| 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 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 |