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Doctoral School of Sciences & Technology

Rules and Regulations

Doctoral School of Sciences & Technology

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An overview of the minimal requirements postulated by the Doctoral School of Sciences & Technology is shown below. Fulfilling these requirements is obligatory for all PhD students who started their PhD from January 2013 onwards. PhD students who are not often present at Hasselt University, can apply for an adapted DS programme. More information on who can apply for an adapted DS programme and a template to do so is available here

A digital procedure is used for the acknowledgement of activities within the framework of the minimal requirements, generating an overview of the progress made in your individual doctoral school portfolio on Google Drive. This document can be consulted at any time by you, your supervisor and the doctoral school’s management team.

The doctoral school course offer may be used to fulfill the requirements, but (additional) external courses may also be acknowledged and may sometimes be needed.

The requirements can be divided in 3 parts:

  • related to scientific output
  • related to discipline specific activities
  • related to non-discipline specific activities


Requirements Comments
Publications & Patents Requirements depend on discipline
Posters & Oral Presentations Requirements depend on discipline
Dissertation & Defense

Two possibilities

- Cumulative Thesis (publications bundled + introduction and discussion)

- Classical Thesis (rewriting all data in a booklet)



Requirements Comments

1. Fulfil at least 4 teaching assignments throughout your PhD

2. Modules on education: 3 options

Option 1: Follow 4 modules related to professionalization (at least 1 module should be a module on education) throughout your PhD

Option 2: Follow 1 module on education and 1 extra course on scientific & generic communication (see below)

Option 3: Follow 'onderwijsprofessionaliseringstraject BEW' (only possible if your faculty has an agreement with the faculty BEW)


- Examples of teaching assignments: a course, a practical session, a consultancy task related to education, guiding a bachelor or master student

- Active participation in activities where science related topics are explained to a non-expert public (e.g. Dag van de Wetenschap, Kinderuniversiteit, UHasselt@School) can count for 1 of the 4 teaching assignments

- Examples of modules on education are 'how to use smartboard, 'scientific reporting', 'digital media', modules organized by the department of educational excellence, professionalization and diversity

- An example of a module related to professionalization is an EHBO course

Internationalisation & Global Citizenship  

1. Follow an info session about (funding) possibilities to perform research abroad (+)

2. International stay (summer school, visiting a research group, stage/internship,...) (optional)


- Each year an info session 'Knowledge on the move' will be organized by the Research Coordination Office. This info session is eligible as an info session about possibilities to perform research abroad.
Seminars & Advanced Courses  

1. Follow at least 12 seminars/research presentations from external speakers throughout your PhD

2. Follow 1 info session about 'Computational science/supercomputer' or an equivalent (+)

3. Follow at least 1 advanced course (a master course, a tutorial, a technical course,...)

What is eligible for the DS regarding seminars/research presentations?

- An external speaker that gives a presentation of at least 45 min. For example a researcher that is visiting a research group or who is invited to give a presentation about a specific topic (e.g. IMO-lectures)

- Passive attendance at a conference with international speakers. Although more speakers will present their research, one conference can only count for one research seminar. 

- Max. 4 of the 12 seminars/research presentations can be a webinar. Your promoter has to sign a declaration in which he/she confirms that you have followed the webinar.

An overview of seminars/research presentations organized by the research groups of the faculty of Sciences, faculty of Engineering Technology and the School of Transportation Sciences is available here

Each year, the DS S&T will organize 1 info session entitled Introduction to computational science/supercomputer.

Examples of advanced courses: LabVIEW, statistics, Imec academy, working on the HPC cluster, scientific libraries, debugging & optimalisation, Data processing,...

A master course (a course that is given to master students within a master programme) can be eligible for the DS as an advanced course if you follow it during your PhD and if your promoter agrees that the content of this course is necessary for your PhD. You can only receive a certificate from the DS for a master course if you are officially registered for this course (the student administration office can help you with that) and if you pass the exam. Otherwise, you will not receive a certificate. If you would like to follow a master course at another university, the same rules as mentioned above apply.

IP & Valorisation  

1. Follow an info session about Intellectual property/patents, search for patents or an equivalent

2. Info sessions/courses about valorization of innovation, how to protect IP,... (optional)

- Info session: Intellectual property/patents, search for patents or an equivalent = obligatory. Each year the DS S&T will organize one info session on IP.




Requirements Comments
Scientific & Generic Communication  

1. Follow an info session about Literature Searching skills or an equivalent (preferably year 1) (+)

2. Follow at least 1 course about scientific and generic communication

3. Follow an info session about reviewing skills or an equivalent (preferably year 2,3) (+)

- Each year the DS S&T will organize 1 info session about literature searching skills which is eligible

- Examples of courses about scientific and generic communication: writing a scientific abstract/article/these, Academic English, Effective Scientific Communication, Create a scientific poster, how to write for a general public, public speaking,...

Research Management  

1. Follow at least one of the 2 sessions about PhD management or an equivalent

2. Follow an info session on writing a successful project proposal (preferably year 3) or an equivalent (+)

3. Organization of lectures, symposia (optional)

- PhD management session 1: Successfully applying project & time management principles; session 2: Successfully dealing with stakeholders

- Each year the DS S&T will organize 1 info session about writing a successful project proposal

Ethics & Research Integrity  
1. Follow an info session about ethics & research integrity or an equivalent (preferably year 2) - Info session about ethics & research integrity  = obligatory
Career & Personal Development  
 1. Follow at least 1 course / info session about career & personal development  

A pdf version of these minimal requirements is available here.

For the info sessions with a (+), the following rule counts: you need to follow at least 3 info sessions of the following list (or an equivalent) in order to fulfil the minimal requirements of the DS S&T

  • Introduction to computational science/supercomputer
  • Literature searching skills
  • Reviewing skills
  • (Funding) possibilities to perform research abroad
  • Writing a successful grant proposal

Pragmatic calculations: 1 seminar/ research presentation ≥ 1 hour, 1 info session ≥ 2 – 3 hours, 1 course ≥ 8 hours

What does ‘equivalent’ mean in the context of the minimal requirements of the DS S&T?
It means that in order to fulfil a certain minimal requirement, you can follow the info session or course organized by the doctoral schools of Hasselt University but you are also allowed to follow another info session or course organized most of the time outside Hasselt University with a similar topic (but always ask first confirmation of the DS that the proposed info session or course is equivalent for the doctoral school). For example, one of the minimal requirements is that you need to follow an info session about ethics & research integrity. The DS S&T organizes every year 1 info session about this topic. However, you are also allowed to follow an info session about ethics and research integrity at another university, institution,…. As long as you have the confirmation from the DS S&T that this info session is equivalent to the info session organized within the DS S&T.

Participation in national/international conferences, international stays, modules, info sessions and courses has to occur in consultation with your promoter.

If due to circumstances a teaching assignment is not possible, the doctoral schoolboard can allow the replacement of a teaching assignment by an advanced course.

An overview of the previous minimal requirements are available here.

For questions, please contact Stefanie Kerkhofs.