The Process of Your Master's Thesis

Administrative information and contracts

To be completed 10 days before the start of the master's thesis

NO CONTRACTS = NOT INSURED!!

Electronic request for thesis and poster in a language other than Dutch

Start master's thesis in semester 1 > no later than 30 October 2025
Start master's thesis in semester 2 > no later than 31 March 2026

If you are preparing your thesis and poster in a language other than Dutch, you must request this following the procedure described on masterproef.be.

Electronic request for early submission of the master's thesis

No later than Tuesday, 25 November 2025

If you wish to submit and defend your master’s thesis earlier than scheduled, you must request this electronically according to the procedure described on masterproef.be.

Changes to administrative Information master’s thesis

No later than Monday, 8 December 2025

Any changes must be entered in the form “Administratieve info MP|BP|GP|STAGE” that you completed before starting your master’s thesis. To submit changes, use the link that refers to your completed form (which you previously received by email).
If you will not defend your thesis in the exam period you initially indicated, you must also update this in the form.

If you have any questions, contact fiiw@uhasselt.be.

If you do not have a link to your completed form, this probably means that you did not complete your administrative requirements. In that case, do so ASAP according to the instructions on masterproef.be. Without this information, we cannot grant you access to the master’s thesis application in your student file.

This information will be transferred to the master’s thesis application in your student file, so it is important that it is correct. The transfer is done manually and may therefore take some time.

Preliminary version of abstract, poster, and thesis

No later than Monday, 8 December 2025

You must submit the preliminary version of your abstract (mandatory in Dutch and English), poster, and thesis to your supervisory team according to their instructions and, if the lecturer of the master’s thesis seminar deems it necessary, also to them.

Important: Your abstract may contain a maximum of 1,550 characters (excluding title and supervisors’ names). For the final upload in your student file (see below), you must only enter the text itself, not the title or supervisors. Your poster must be prepared according to the A1 template, available on masterproef.be. 

Registration for the master's thesis defense

Between 1 January and  14 January 2026

STEP 1
Download the document “Registration form for master’s thesis defense” (this is a sample) from the master’s thesis application in your student file. The data from your master’s thesis will already be filled in automatically.
If you do not have software to edit a PDF, print the document.
If the form is still empty at the start of the registration period, contact fiiw@uhasselt.be.

STEP 2
Carefully check all information in the document and, if necessary, make corrections in Section A.
 
STEP 3
Sign the document in Section D and scan it again, preferably as a PDF document. Tip: this can easily be done via Google Drive or another free scan app.

STEP 4
Email this signed document to your internal supervisor, asking them to review everything, complete Section B, and sign the document in Section D. In Section B, the supervisor must also indicate whether your thesis and/or defense is confidential. Make sure to explicitly draw their attention to this in your email:

• Confidential thesis: the thesis will not be included in the UHasselt/KU Leuven library database and will not be accessible to third parties.
• Confidential jury defense: only the parties involved will be present at the jury defense.

For your information: the abstract and poster are always public and accessible.

STEP 5 (performed by your internal supervisor)
Your supervisor emails the completed and signed document to christine.digneffe@uhasselt.be, with you in cc, before the deadline.
Once the supervisors approve the defense, the upload area for your thesis and poster in your student file will be opened.

IMPORTANT:

• Since your internal supervisor must email the signed document before the deadline, it is crucial that you contact your supervisor in time.
• If you are completing the master’s thesis as a pair, only one registration form is required (make sure both names appear on the document). Both students must sign.
• If you are completing your master’s thesis as part of an Erasmus exchange, you must also complete this document (even if you defend at the host institution), as you also need access to the upload area.

NO SIGNED REGISTRATION SUBMITTED = NO UPLOAD AND NO DEFENSE

Entering the abstract in the student file

No later than 19 January 2026

NO ENTRY = NO DEFENSE!

You must enter your abstract in both Dutch and English. Two fields are provided in the application: “Provide a short summary of your thesis in Dutch (max. 1550 characters)” / “Provide a short summary of your thesis in English (max. 1550 characters)”

You can only paste these texts after approval by your supervisors and after submitting your registration form. Only then will you gain access to the master’s thesis application in your student file. Make sure this is arranged in time—this is the only way to submit all components of your master’s thesis. If you complete the thesis as a pair, each student must upload the abstract in their own student file.

Important: 

• Carefully check all master’s thesis details and your abstract in your student file (title, supervisors, spelling, etc.) before adding the abstract. In case of problems, contact christine.digneffe@uhasselt.be.
• Maximum 1550 characters (do not enter title or supervisors; these are generated by the system). The system will cut off text exceeding 1550 characters, so always verify that the full abstract is included.
• Remember: the abstract is your business card and will be sent to all jury members.
• Title: the master’s thesis application does not support all characters in the thesis title. Click the button below “title” to see which characters are allowed.
• Master’s thesis abroad: you must also enter your abstract in Dutch and English.

Uploading the thesis and poster in the student file

No later than 19 January 2026

NO UPLOAD = NO DEFENSE!

You can upload your thesis and poster only after approval by your supervisors and submission of the registration form. Make sure this is arranged in time.

Important: 

• This is the only way to submit all components of your master’s thesis.
• Carefully check all master’s thesis details in your student file before uploading. Once uploaded, nothing can be changed!
  Follow the upload instructions strictly and do not wait until the last minute. These instructions can also be found in your student file under master’s thesis–bachelor’s thesis–defense–upload.
• If you complete the thesis as a pair, EACH student must upload the thesis and poster.
• Master’s thesis abroad: you must also upload your thesis and poster.
• If you encounter upload problems, email christine.digneffe@uhasselt.be.

Your internal program supervisor automatically receives a digital copy of your uploaded thesis. You must also email the uploaded version to your external supervisor yourself. If there is an additional assessor who will read your thesis, you must also email them a copy.

If you complete the thesis as a pair, agree among yourselves who orders how many copies, depending on your preferences and your supervisors’ requests.

The poster must be created in PowerPoint or Publisher using the template available on the website masterproef.be. You must upload the final version as a PDF in your student file. You are required to order at least one printed copy of the poster via the upload area in your student file. This printed copy is mandatory for the poster exhibition during the jury defense. Guidelines for submitting the poster can be found on masterproef.be under “jury defense”. This copy will remain the property of the programme. If you would also like a personal printed copy of your poster, you must order an additional one. 

Trial defense of the master's thesis (mandatory)

Before 28 January 2026

The following guidelines apply:

• Trial defense for internal/external supervisors, possibly supplemented by co-supervisors and mentors: the student schedules this appointment themselves.
• You are free to choose your presentation layout. You may also use the joint program’s house-style PowerPoint template (available on masterproef.be).
• If using your own layout, the following restrictions apply: The title slide must show the logos of both universities (UHasselt and KU Leuven) in the bottom-right corner. Only use the joint logo available on masterproef.be.
• Always include your poster as the final slide. If time permits after the discussion during the jury defense, you can review the poster with the jury.

Jury defense of the master's thesis

Friday, 30 January 2026 - pm

The exact schedule and location will be announced via masterproef.be.

Guidelines:

• Each defense lasts 30 minutes:
  • presentation: 15 min (if 2 students, max. 20 min)
  • discussion/questions: 10 min;
• You may have your thesis available (paper or digital) during the defense.
• After approximately three defenses, the limited jury deliberates.
• You will not receive your grade on the day of the jury defense; the result will be communicated after the examination committee.

Administrative information and contracts

To be completed 10 days before the start of the master's thesis

NO CONTRACTS = NOT INSURED!!

Electronic request for thesis and poster in a language other than Dutch

Start master's thesis in semester 1 > no later than 30 October 2025
Start master's thesis in semester 2 > no later than 31 March 2026

If you are preparing your thesis and poster in a language other than Dutch, you must request this following the procedure described on masterproef.be.

Changes to administrative Information master’s thesis

No later than Monday, 4 May 2026

Any changes must be entered in the form “Administratieve info MP|BP|GP|STAGE” that you completed before starting your master’s thesis. To submit changes, use the link that refers to your completed form (which you previously received by email).
If you will not defend your thesis in the exam period you initially indicated, you must also update this in the form.

If you have any questions, contact fiiw@uhasselt.be.

If you do not have a link to your completed form, this probably means that you did not complete your administrative requirements. In that case, do so ASAP according to the instructions on masterproef.be. Without this information, we cannot grant you access to the master’s thesis application in your student file.

This information will be transferred to the master’s thesis application in your student file, so it is important that it is correct. The transfer is done manually and may therefore take some time.

Preliminary version of abstract, poster, and thesis

No later than Monday, 4 May 2026

You must submit the preliminary version of your abstract (mandatory in Dutch and English), poster, and thesis to your supervisory team according to their instructions and, if the lecturer of the master’s thesis seminar deems it necessary, also to them.

Important: Your abstract may contain a maximum of 1,550 characters (excluding title and supervisors’ names). For the final upload in your student file (see below), you must only enter the text itself, not the title or supervisors. Your poster must be prepared according to the A1 template, available on masterproef.be. 

Registration for the master's thesis defense

Between Monday, 11 May and Friday, 22 May 2026

STEP 1
Download the document “Registration form for master’s thesis defense” (this is a sample) from the master’s thesis application in your student file. The data from your master’s thesis will already be filled in automatically.
If you do not have software to edit a PDF, print the document.
If the form is still empty at the start of the registration period, contact fiiw@uhasselt.be.

STEP 2
Carefully check all information in the document and, if necessary, make corrections in Section A.
 
STEP 3
Sign the document in Section D and scan it again, preferably as a PDF document. Tip: this can easily be done via Google Drive or another free scan app.

STEP 4
Email this signed document to your internal supervisor, asking them to review everything, complete Section B, and sign the document in Section D. In Section B, the supervisor must also indicate whether your thesis and/or defense is confidential. Make sure to explicitly draw their attention to this in your email:

• Confidential thesis: the thesis will not be included in the UHasselt/KU Leuven library database and will not be accessible to third parties.
• Confidential jury defense: only the parties involved will be present at the jury defense.

For your information: the abstract and poster are always public and accessible.

STEP 5 (performed by your internal supervisor)
Your supervisor emails the completed and signed document to christine.digneffe@uhasselt.be, with you in cc, before the deadline.
Once the supervisors approve the defense, the upload area for your thesis and poster in your student file will be opened.

IMPORTANT:

• Since your internal supervisor must email the signed document before the deadline, it is crucial that you contact your supervisor in time.
• If you are completing the master’s thesis as a pair, only one registration form is required (make sure both names appear on the document). Both students must sign.
• If you are completing your master’s thesis as part of an Erasmus exchange, you must also complete this document (even if you defend at the host institution), as you also need access to the upload area.

NO SIGNED REGISTRATION SUBMITTED = NO UPLOAD AND NO DEFENSE

Entering the abstract in the student file

No later than Monday, 8 June 2026

NO ENTRY = NO DEFENSE!

You must enter your abstract in both Dutch and English. Two fields are provided in the application: “Provide a short summary of your thesis in Dutch (max. 1550 characters)” / “Provide a short summary of your thesis in English (max. 1550 characters)”

You can only paste these texts after approval by your supervisors and after submitting your registration form. Only then will you gain access to the master’s thesis application in your student file. Make sure this is arranged in time—this is the only way to submit all components of your master’s thesis. If you complete the thesis as a pair, each student must upload the abstract in their own student file.

Important: 

• Carefully check all master’s thesis details and your abstract in your student file (title, supervisors, spelling, etc.) before adding the abstract. In case of problems, contact christine.digneffe@uhasselt.be.
• Maximum 1550 characters (do not enter title or supervisors; these are generated by the system). The system will cut off text exceeding 1550 characters, so always verify that the full abstract is included.
• Remember: the abstract is your business card and will be sent to all jury members.
• Title: the master’s thesis application does not support all characters in the thesis title. Click the button below “title” to see which characters are allowed.
• Master’s thesis abroad: you must also enter your abstract in Dutch and English.

Uploading the thesis and poster in the student file

No later than Monday, 8 June 2026

NO UPLOAD = NO DEFENSE!

You can upload your thesis and poster only after approval by your supervisors and submission of the registration form. Make sure this is arranged in time.

Important: 

• This is the only way to submit all components of your master’s thesis.
• Carefully check all master’s thesis details in your student file before uploading. Once uploaded, nothing can be changed!
  Follow the upload instructions strictly and do not wait until the last minute. These instructions can also be found in your student file under master’s thesis–bachelor’s thesis–defense–upload.
• If you complete the thesis as a pair, EACH student must upload the thesis and poster.
• Master’s thesis abroad: you must also upload your thesis and poster.
• If you encounter upload problems, email christine.digneffe@uhasselt.be.

Your internal program supervisor automatically receives a digital copy of your uploaded thesis. You must also email the uploaded version to your external supervisor yourself. If there is an additional assessor who will read your thesis, you must also email them a copy.

If you complete the thesis as a pair, agree among yourselves who orders how many copies, depending on your preferences and your supervisors’ requests.

The poster must be created in PowerPoint or Publisher using the template available on the website masterproef.be. You must upload the final version as a PDF in your student file. You are required to order at least one printed copy of the poster via the upload area in your student file. This printed copy is mandatory for the poster exhibition during the jury defense. Guidelines for submitting the poster can be found on masterproef.be under “jury defense”. This copy will remain the property of the programme. If you would also like a personal printed copy of your poster, you must order an additional one. 

Trial defense of the master's thesis (mandatory)

Before 17 June 2026

The following guidelines apply:

• Trial defense for internal/external supervisors, possibly supplemented by co-supervisors and mentors: the student schedules this appointment themselves.
• You are free to choose your presentation layout. You may also use the joint program’s house-style PowerPoint template (available on masterproef.be).
• If using your own layout, the following restrictions apply: The title slide must show the logos of both universities (UHasselt and KU Leuven) in the bottom-right corner. Only use the joint logo available on masterproef.be.
• Always include your poster as the final slide. If time permits after the discussion during the jury defense, you can review the poster with the jury.

Jury defense of the master's thesis

Friday, 19 June 2026 - all day

The exact schedule and location will be announced via masterproef.be.

Guidelines:

• Each defense lasts 30 minutes:
  • presentation: 15 min (if 2 students, max. 20 min)
  • discussion/questions: 10 min;
• You may have your thesis available (paper or digital) during the defense.
• After approximately three defenses, the limited jury deliberates.
• You will not receive your grade on the day of the jury defense; the result will be communicated after the examination committee.

Administrative information and contracts

To be completed 10 days before the start of the master's thesis

NO CONTRACTS = NOT INSURED!!

Electronic request for thesis and poster in a language other than Dutch

Start master's thesis in semester 1 > no later than 30 October 2025
Start master's thesis in semester 2 > no later than 31 March 2026

If you are preparing your thesis and poster in a language other than Dutch, you must request this following the procedure described on masterproef.be.

Changes to administrative Information master’s thesis

No later than 15 July 2026

Any changes must be entered in the form “Administratieve info MP|BP|GP|STAGE” that you completed before starting your master’s thesis. To submit changes, use the link that refers to your completed form (which you previously received by email).
If you will not defend your thesis in the exam period you initially indicated, you must also update this in the form.

If you have any questions, contact fiiw@uhasselt.be.

If you do not have a link to your completed form, this probably means that you did not complete your administrative requirements. In that case, do so ASAP according to the instructions on masterproef.be. Without this information, we cannot grant you access to the master’s thesis application in your student file.

This information will be transferred to the master’s thesis application in your student file, so it is important that it is correct. The transfer is done manually and may therefore take some time.

Preliminary version of abstract, poster, and thesis

No later than 15 July 2026

You must submit the preliminary version of your abstract (mandatory in Dutch and English), poster, and thesis to your supervisory team according to their instructions and, if the lecturer of the master’s thesis seminar deems it necessary, also to them.

Important: Your abstract may contain a maximum of 1,550 characters (excluding title and supervisors’ names). For the final upload in your student file (see below), you must only enter the text itself, not the title or supervisors. Your poster must be prepared according to the A1 template, available on masterproef.be. 

Registration for the master's thesis defense

Between Monday, 3 August and Friday, 7 August 2026

STEP 1
Download the document “Registration form for master’s thesis defense” (this is a sample) from the master’s thesis application in your student file. The data from your master’s thesis will already be filled in automatically.
If you do not have software to edit a PDF, print the document.
If the form is still empty at the start of the registration period, contact fiiw@uhasselt.be.

STEP 2
Carefully check all information in the document and, if necessary, make corrections in Section A.
 
STEP 3
Sign the document in Section D and scan it again, preferably as a PDF document. Tip: this can easily be done via Google Drive or another free scan app.

STEP 4
Email this signed document to your internal supervisor, asking them to review everything, complete Section B, and sign the document in Section D. In Section B, the supervisor must also indicate whether your thesis and/or defense is confidential. Make sure to explicitly draw their attention to this in your email:

• Confidential thesis: the thesis will not be included in the UHasselt/KU Leuven library database and will not be accessible to third parties.
• Confidential jury defense: only the parties involved will be present at the jury defense.

For your information: the abstract and poster are always public and accessible.

STEP 5 (performed by your internal supervisor)
Your supervisor emails the completed and signed document to christine.digneffe@uhasselt.be, with you in cc, before the deadline.
Once the supervisors approve the defense, the upload area for your thesis and poster in your student file will be opened.

IMPORTANT:

• Since your internal supervisor must email the signed document before the deadline, it is crucial that you contact your supervisor in time.
• If you are completing the master’s thesis as a pair, only one registration form is required (make sure both names appear on the document). Both students must sign.
• If you are completing your master’s thesis as part of an Erasmus exchange, you must also complete this document (even if you defend at the host institution), as you also need access to the upload area.

NO SIGNED REGISTRATION SUBMITTED = NO UPLOAD AND NO DEFENSE

Entering the abstract in the student file

No later than Monday, 17 August 2026

NO ENTRY = NO DEFENSE!

You must enter your abstract in both Dutch and English. Two fields are provided in the application: “Provide a short summary of your thesis in Dutch (max. 1550 characters)” / “Provide a short summary of your thesis in English (max. 1550 characters)”

You can only paste these texts after approval by your supervisors and after submitting your registration form. Only then will you gain access to the master’s thesis application in your student file. Make sure this is arranged in time—this is the only way to submit all components of your master’s thesis. If you complete the thesis as a pair, each student must upload the abstract in their own student file.

Important: 

• Carefully check all master’s thesis details and your abstract in your student file (title, supervisors, spelling, etc.) before adding the abstract. In case of problems, contact christine.digneffe@uhasselt.be.
• Maximum 1550 characters (do not enter title or supervisors; these are generated by the system). The system will cut off text exceeding 1550 characters, so always verify that the full abstract is included.
• Remember: the abstract is your business card and will be sent to all jury members.
• Title: the master’s thesis application does not support all characters in the thesis title. Click the button below “title” to see which characters are allowed.
• Master’s thesis abroad: you must also enter your abstract in Dutch and English.

Uploading the thesis and poster in the student file

No later than Monday, 24 August 2026

NO UPLOAD = NO DEFENSE!

You can upload your thesis and poster only after approval by your supervisors and submission of the registration form. Make sure this is arranged in time.

Important: 

• This is the only way to submit all components of your master’s thesis.
• Carefully check all master’s thesis details in your student file before uploading. Once uploaded, nothing can be changed!
  Follow the upload instructions strictly and do not wait until the last minute. These instructions can also be found in your student file under master’s thesis–bachelor’s thesis–defense–upload.
• If you complete the thesis as a pair, EACH student must upload the thesis and poster.
• Master’s thesis abroad: you must also upload your thesis and poster.
• If you encounter upload problems, email christine.digneffe@uhasselt.be.

Your internal program supervisor automatically receives a digital copy of your uploaded thesis. You must also email the uploaded version to your external supervisor yourself. If there is an additional assessor who will read your thesis, you must also email them a copy.

If you complete the thesis as a pair, agree among yourselves who orders how many copies, depending on your preferences and your supervisors’ requests.

The poster must be created in PowerPoint or Publisher using the template available on the website masterproef.be. You must upload the final version as a PDF in your student file. You are required to order at least one printed copy of the poster via the upload area in your student file. This printed copy is mandatory for the poster exhibition during the jury defense. Guidelines for submitting the poster can be found on masterproef.be under “jury defense”. This copy will remain the property of the programme. If you would also like a personal printed copy of your poster, you must order an additional one. 

Trial defense of the master's thesis (mandatory)

Before 2 September 2026

The following guidelines apply:

• Trial defense for internal/external supervisors, possibly supplemented by co-supervisors and mentors: the student schedules this appointment themselves.
• You are free to choose your presentation layout. You may also use the joint program’s house-style PowerPoint template (available on masterproef.be).
• If using your own layout, the following restrictions apply: The title slide must show the logos of both universities (UHasselt and KU Leuven) in the bottom-right corner. Only use the joint logo available on masterproef.be.
• Always include your poster as the final slide. If time permits after the discussion during the jury defense, you can review the poster with the jury.

Jury defense of the master's thesis

Friday, 4 September 2026 - am

The exact schedule and location will be announced via masterproef.be.

Guidelines:

• Each defense lasts 30 minutes:
  • presentation: 15 min (if 2 students, max. 20 min)
  • discussion/questions: 10 min;
• You may have your thesis available (paper or digital) during the defense.
• After approximately three defenses, the limited jury deliberates.
• You will not receive your grade on the day of the jury defense; the result will be communicated after the examination committee.