All general information and regulations regarding doing a PhD at UHasselt can be found on the university's research website (Dutch version - English version). A complete overview of procedural details throughout the doctoral trajectory is also available (Dutch version - English version).
Important responsibilities to consider are the following:
- Register each academic year as a student. You only need to pay a registration fee in the first and last year. When registering, don't forget to also subscribe to the doctoral school.
- Complete your doctoral file* within three months after the start of your PhD (or within six months if you have a 3 x 2 year contract). Initially, you will need to log in with your student ID and student password. After you have made the link between your student ID and personnel ID, you will also be able to log in with your personnel ID.
- Because (most of) you have two e-mail accounts (student and personnel), it is recommended to (automatically) forward the e-mails from your student account to your personnel account. Most colleagues will send e-mails to your personnel account. However, the doctoral school communication will initially arrive only at your student account. After your doctoral file has been approved by the faculty council, you will receive the doctoral school communication on both accounts.
- Once a year, you need to organize a meeting with your doctoral committee, in order for them to evaluate the progress of your PhD. Please use this form. As a PhD student, you are responsible for bringing the form to the meeting and uploading it in your doctoral file afterwards (under 'reports'). The document can be used each year. If there are reasons to use an alternative form (e.g. in case of specific forms from funding agencies or from collaborating institutions), this is also allowed. In some faculties, it is additionally required to write a report yourself as well.
- Keep track of your doctoral school activities throughout your PhD. In the future, you will be able to enter details about courses you took, requirements you fulfilled, etc. in 'my doctoral file'. However, for now, you need to collect all proof regarding the fulfillment of the doctoral school requirements on paper, so it is important that you keep your logbook (ARK - BEW - REC) up to date and create your own portfolio with certificates of all courses/workshops you attended.
* 'My doctoral file' is a web application which is intended to collect all relevant administrative information with respect to PhD students at UHasselt.