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Doctoral School for Medicine & Life Sciences


About the Doctoral School

Doctoral School for Medicine & Life Sciences

Universiteit Hasselt - Knowledge in action

MINIMAL REQUIREMENTS FOR OBTAINING A PHD

An overview of the minimal requirements postulated by the Doctoral School for Medicine & Life Sciences is shown below. Fulfilling these requirements is obligatory for all PhD students who started their PhD from October 2010 onwards.

In order to get the permission to defend your PhD, you will need to complete and submit this checklist/logbook. It is recommended to keep the document up to date throughout your doctoral trajectory, in order to keep track of your progress.

  Requirement Comments
Poster/Oral presentations
  • Three abstracts as first author on national or international conferences/meetings
  • 3 different abstracts
  • oral presentation or poster count equally
  • cumulative, can be published all in one year
  • Approval of the activities via the doctoral school. On the website: How to obtain a certificate?, you find more information about the required documents in order to receive a certificate.
Grant proposals
  • Participation in writing a submitted grant proposal (FWO, IWT, EU …)
  • writing/submission counts but NOT success
  • supervisor signs standard form to confirm participation
Scientific skills
  • Two obligatory courses *:
    1. lab book taking and good scientific conduct
    2. lab safety
  • Three compulsory elective technical/methods courses: (e.g. neuroanatomy of mice/rats, FELASA, Imaging, basic statistics...)
  • Pragmatic calculation: 1 course = ~8h (except for the obligatory courses)
  • Approval of the activities via the doctoral school. On the website: How to obtain a certificate? , you find more information about the required documents in order to receive a certificate.
  • * or equivalent: contact the doctoral school for more information
Transferable skills
  • organization of one BIOMED PhD symposium (or other scientific meeting) is obligatory. More information is available here.
  • Three compulsory elective (verplichte keuzevakken) courses/activities (e.g. project management, managing my PhD, presentation skills, time management, lab management, business development, IP, biomedical ethics …
  • Pragmatic calculation: 1 course = ~8h
  • Organization of a symposium: It is obligatory to ask approval of the doctoral school before you start organizing a symposium to make sure that you receive a certificate for this activity.
  • Approval of the activities via the doctoral school. On the website: How to obtain a certificate?, you find more information about the required documents in order to receive a certificate.
Teaching and supervision of students
  • Teaching (at least 8 contact hours / semester)
  • Supervision of students (at least 4 students during your PhD and provide at least one scientific topic for supervision each year)
  • Possibilities for teaching are: lecture, practicum, work session, COO, PGO, journal clubs, seminars)
  • Possibilities for ‘supervision’: supervision of bachelor, junior or senior students, jaarwerkstukken
  • For both teaching and supervision, you need approval of the activities via the doctoral school. On the website: How to obtain a certificate?, you find more information about the required documents in order to receive a certificate.
Publications and Patents
  • One first author paper in the top 50% of the domain according to the ISI Web of Science(requirement to be fulfilled in combination with cumulative impact factor - see below)
  • Cumulatieve Impact Factor (IF) > 5

 

  • In case of equally contributed authorship, it only counts as a first author paper for the minimal requirements of the DS M&LS if your name is mentioned first.
  • Calculation cumulative impact factor
    • Original papers:
      -     first/last author (equally contributing counts) = full IF counts
      -     middle author = IF/2 counts
      -     in case of new journals without an impact factor special approval by doctoral school necessary
    • Review (only one counts):
      -     first/last author (equally contributing counts) = IF/2
      -     middle author = IF/4 counts
    • Patent
      -     counts as up to 2 impact points dependent on contribution
      -     cannot compensate for first/last author paper)
Administrative responsibilities
  • Subscribe each academic year as a PhD student. When registering, don't forget to also subscribe to the doctoral school. You only need to pay a registration fee in the first and last year. In your last year, you will be contacted by the studentadministration regarding the payment of the registration fee.
  • Complete your ‘doctoral file’* within 3 months after the start of your PhD (or within six months if you have a 3 x 2 year contract).
  • 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 arrange a meeting between you and the members of your doctoral committee to evaluate the progress of your PhD
  • Keep track of your doctoral school activities throughout your PhD. 
  • Depending on the contract: In order to extend your contract after two years you need to write a progress report. You will receive an e-mail with more information.
  • Doctoral file:
    • Initially, you will need to log in with your student ID and student password. After you have made a link between your student ID and personnel ID you will also be able to log in with your personnel ID.
  • Annual meeting with the members of your doctoral committee
    • Use the 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.
  • Keep track of your doctoral school activities
    • 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 up to date and create your own portfolio with certificates of all courses/workshops you attended.In the future, you will be able to enter details about courses you took, requirements you fulfilled, etc. in 'my doctoral file'.
Thesis

Two possibilities:

  • Cumulative Thesis (publications bundled + introduction and discussion; max. 20 pages each)
  • Classical thesis (rewriting all data in a booklet)
 

Flexible regulations in special cases can be and must be approved by the doctoral school.

*'My doctoral file' is a web application which is intended to collect all relevant administrative information with respect to PhD students at UHasselt.