Ombudsperson for PhD students

The Ombudsperson is an independent and confidential point of contact for PhD Researchers, supervisors, and members of the doctoral committee.

The ombudsperson is intended as an approachable mediator, whose role is to identify problems relating to the PhD procedure and working relationships that may impair the smooth course of the PhD, and to address and remediate them where possible.

During a PhD trajectory, numerous difficulties and obstacles may arise. You can appeal to the ombudsperson if:

• The smooth progress of the PhD trajectory or the working relationship between the PhD researcher and your supervisor/doctoral committee is disturbed. Both the PhD researcher and the supervisor as well as members of the doctoral committee can appeal to the ombudsperson in an attempt to get the PhD project back on track.
• You have any doubts about the continuation of your PhD and want to discuss this with someone independently.
• You experience a dispute or problem with an individual (with an HR appointment/registration) which relates to the application of the UHasselt Doctoral Regulations.
• You have questions/problems related to the PhD trajectory, that cannot be resolved directly with the supervisor or doctoral committee.

Advice! Do not wait until there are major difficulties before starting a conversation with the ombudsperson. An early meeting can often quickly put the PhD project back on track

The ombudspersons listen, offer advice, can make referrals if necessary, and only take action or take on a mediating role at your request and in consultation with you.

The approach of the ombudspersons:

In case a you contact the ombudsperson, a conversation will be organized in which the ombudsperson tries to understand your situation/question or identify the problem :

• Are the PhD regulations respected?
• Is there a problem with guidance or a lack of expertise?
• Is there a relational obstacle or other issue?
• ……..

Key Principles:

• Confidentiality: The conversation is strictly confidential.
• Respect for wishes: The ombudsperson will always keep pace with and respect the wishes of the PhD researcher. For instance, no contact will be made or no conversation will be started with the supervisor/other people involved without the express permission of the PhD researcher. The ombudsperson will also look at what the PhD researcher is capable of or is willing/able to do to change the situation
• Active support: The ombudsperson employs active listening, gives tips, explains where to find information, discusses possible solutions and actions, refers to other resources if necessary,….
• Mediation: You will always be encouraged to initiate conversations yourself first, with the option to engage the ombudsperson later if these efforts are unsuccessful.

Evaluating research progress and resolving acute bottlenecks related to the doctoral research. This is primarily done by the meeting of the doctoral Committee. The ombudspersons can, however, attend the meetings of the doctoral committee, if needed.