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  • research@uhasselt.be
    +32(0) 11 26 81 05

PROCEDURE

 

As a doctoral student you have to go through a number of administrative procedures during your studies. More information can be found in the doctoral regulations.
A summary is given below of the steps you have to take every year.

Do you need practical information about the procedure?
For more information, contact the Research Coordination Office.

Do you need practical information about registering?
For more information, contact the Student Administration Office.


 

Step 1 Chose a subject and a promoter
Step 2 Arrange the funding for your programme. More information about status and funding possibilities for doctoral students is available here.
Step 3 Sort out your registration as a doctoral student. To do this, you must first pre register and subsequently sign up with Student Administration at Hasselt Campus. On your first registration, you will need to pay your tuition fees. Student Administration will provide you with an transfer order for this.
Step 4 All doctoral students at Hasselt University also belong to a doctoral school. The doctoral school is responsible for the organisation of activities in the framework of the PhD students. More information about these doctoral schools is available here.
Step 5 Set up a doctoral dossier in consultation with your promotor within three months (six months if you have an assistant’s appointment for 3x2 years) of first registering as a doctoral student. The submission and approval of the doctoral dossier takes place by means of an electronic application. You must log in with your student ID and student password.
Step 6 Meet your doctoral committee at the end of year 1 to discuss the progress of your doctorate.
Step 1 Re-register as a doctoral student. You will receive an email about this from the student administration at your student email account. The re-registration is free.
Step 2 About 1.5 years after your first appointment as a doctoral student, write a progress report for the doctoral committee. The submission deadline and content of the progress report depends on how you are funded (Hasselt University doctoral scholarship, FWO,…).
Step 3 Meet your doctoral committee to discuss your research and progress.
Step 1 Re-register as a doctoral student. You will receive an email about this from the student administration at your student email account. You do not have to pay for this.
Step 2 Meet your doctoral committee to discuss your research and progress. 
Step 1 Re-register as a doctoral student. You will receive an email about this from the student administration at your student email account. You do not have to pay when re-registering. You will be contacted by the student administration before your defence for the payment of your registration fee.
Step 2

Preparation of the doctoral defence (including procedure within the faculty for approval of the doctoral jury, reading of doctoral thesis by doctoral committee, invitation of jury members, etc.). To do this, leave enough time (about six months before you plan to defend your thesis) to contact:

- Doctoral students at the Faculty of Architecture and the Arts: Jan Vanrie (Research Group ArcK) or Bert Willems (Research Group MAD). If you wish for substantive reasons to deviate from the defined procedure concerning layout and printing (see Step 4), please contact the above-mentioned people at least three months before the defence.
- Doctoral students at the Faculty of Business Economics: Hanne Westhovens 
- Doctoral students at the Faculty of Medicine and Life Sciences: Véronique Pousset
- Doctoral students at the Faculty of Engineering Technology: Véronique Vrancken
- Doctoral students at the Faculty of Law: Ingrid Vrancken
- Doctoral students at the Faculty of Sciences: please check the schedule for the final phase. If you have any questions, contact Viviane Mebis
- Doctoral students at the School of Transportation Sciences: Kristel Hertogs
Step 3 Please inform the student administration of your plans for the defence six weeks before the planned defence date (Saskia.bas@uhasselt.be)
Step 4 Print doctoral thesis/invitations/announcements: Start this procedure at least five weeks before you have to send your final thesis to the jury members.