Open FDC 20/05/2021 How to start a Phd - Sven Sterken, Annette Kuhk, Sandra Pierpont, Jeroen Lambrecht - KU Leuven
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Open FDC 20/05/2021 How to start a Phd Sven Sterken, Annette Kuhk, Sandra Pierpont, Jeroen Lambrecht
Start of a Phd
Two closely connected tracks
Academic development Conditions for employment
Phd Student staff member
e.g. bursary with external
e.g. citizen of EER with funding, staff member, self-
flemish master, citizen of funded (with minimal
EER without Flemish master, registration only), with or
non-EER citizen without a vacancy
Start of a Phd who is who? Hanne Guns FA: first registration in SAP, follow up of HR and contract Kristel Paulissen ‘Admissions’ office in Leuven for international Phd students Sven Sterken Chair of the FDC, for academic approval Jeroen Lambrecht, Annette Kuhk Doctoral administration at the FA Graziella Del Savio ADS: joint/dual degrees (agreements)
Start of a Phd
Flow
STEP 1 : Introducing a new candidate
STEP 2 : Towards academic admission
STEP 3: Enrollment (Student) and Full registration (Staff)
Ready for your first steps on the PhD Roadmap
4 FACULTY OF ARCHITECTURE
MET personeelsaanstelling
NIET EER OF NIET-Vlaams
diploma Informeer:
• KBH (boekhouding)
• diensthoofd (HV1)
DOCTADMIN stuurt Vragenlijst Hanne • VGM-antenne
naar promotor
Aanstellen
Financiële Personeels- Dept.voorz/ Personeels-
HR-gedelegeerde HR-gedelegeerde dienst dienst Decaan dienst
Controle Controle Goedkeuring Agendering
Start Agendering P-dossier
Vervolledig aanstellingsdossier Financ. HR- Lokale Groeps-
Aanstelling GEBU en contract
aspecten aspecten hiërarchie bestuur
Not YOUR
concern: The Student voert samenvatting in bij doctoraatsaanvraag,
DOCTADMIN vraagt beeld op bij student > stuurt dit door
Student krijgt
Gepersonalis ‘letter of administrative naar Ben.Robberechts@kuleuven.be
Kandidaat
eerde link: admission’ van
LINK in Mail
Admissions
E-sollicitatie admissions ‘backstage’ of Inschrijving
Doctoraats- Doctoraat
aanvullen Promotor kan dit voor opleiding
aanvraag
zien in KULoket > Hoofd van de different flows aanvraag
KULoket FDC moet op KULoket
schrijft advies > als student
Sven krijgt goedkeuring
autom. mail. invoeren in
Kristel KULoket > Kandidaat voert dit rechtstreeks
Paulissen andere plekken in op KULoket > gaat naar SAP
DOCTADMIN zet
Doctoraatsaanv.
geeft advies > voor Vlaamse of DOCTADMIN stuurt een mail
documenten uit
SAP
& admissions
SAP op webdoc niet-Vlaamse met goedkeuring > student
IAMU voor Promotor
FDC FDCstudenten kan inschrijven
Doctoreren en niet-EER of niet- s-project
Credential Academische Academische Vlaams diploma
evaluation goedkeuring goedkeuring
STEP 1 : Introducing a new candidate
1.1. Supervisor has selected a doctoral candidate
Inform doct admin via Phd.architecture@kuleuven.be
1.2. Supervisor fills in webform
ADS (Leen Cuypers) and Kristel Paulissen (Admissions) are informed
1.3. Supervisor fills in ‘questionnaire bursary students’
HR manager/support person (= Hanne Guns) is instructed to start the
application for academic admission and appointment, and creates an
application via the new KULoket application 'Appointment'.
6 FACULTY OF ARCHITECTURE
1.2. Supervisor fills in webform
https://set.kuleuven.be/phd/sup/webformulier-aanstellen/hire-a-new-phd-researcher
7 FACULTY OF ARCHITECTURE1.3. Supervisor fills in ‘questionnaire bursary students’ (ask phd.architecture@kuleuven.be to receive template) 8 FACULTY OF ARCHITECTURE
STEP 2 : Towards academic admission
2.1. PhD candidate receives mail
with link to application form for academic admission
Non-EEA candidate / EEA candidate with a
Candidate without a Flemish Flemish diploma: gets a link
diploma: gets a link to fill in to fill in a form in SAP (via
the application form from KU Loket application 'PhD
‘Admissions office’ applications').
Candidate completes application
(Text + Upload of documents)
Supervisor approves the application.
The full application is put on the agenda of the FDC.
9 FACULTY OF ARCHITECTURENon-EEA candidate / Candidate without a Flemish diploma: gets a link to fill in the application form from ‘Admissions office’ https://icts.kuleuven.be/docs/at/cm/ad/a/iam/applicanttoepNieuw 10 FACULTY OF ARCHITECTURE
EEA candidate with a Flemish diploma: gets a link to fill in a form in SAP (via KU Loket application 'PhD applications'). 11 ICTS
STEP 2 : Towards academic admission
2.2. Faculty Doctoral Committee approves application
Rule of Thumb
• the candidate has master's degree
• has obtained this degree with distinction
If not: provide evidence of distinction in previous academic training or
professional activities; or demonstrate research competencies
In all cases, FDC decides. > Three possible outcomes
Admitted to doctoral training, Provisional Status, Predoc
The chair of the FDC (= Sven Sterken) enters the approval on KULoket
> the candidate receives the letter of admission by email.
12 FACULTY OF ARCHITECTURESTEP 3 : Enrollment as a student and full registration as a staff member 3.1. The Doctadmin (= Jeroen Lambrecht/ Annette Kuhk) sends a mail to the candidate, who can then officially register as a student and also complete the doctoral application in KULoket. 3.2. The HR is informed = personnel file in SAP is complete (i.e. appointment or minimal registration) > finalise contract 3.3. Faculty doctoral manager finalises the PhD application and creates the PhD project PhD student can follow up his/her PhD via the KU Loket application 'PhD progress'. 13 FACULTY OF ARCHITECTURE
Obtaining Employee Status
• Doctoral researchers can have different statuses. Apart from the
candidate’s (academic or professional) qualifications, specific rules
apply depending on his/her previous appointments.
• AAP: funded by KU Leuven on a salaried basis
• BAP:
• Self-funded (scholarship from home country or own funding)
• Scientific collaborator (wetenschappelijk medewerker)
• Scholarship: Bursary (FLOF or on project)
• ! Always appointed full-time, contracts for a year, up to 4 years max.
May take up other assignments (including teaching) up to 20%
• ! A scholarship cannot be combined with any other incomeReady!
Phd student can start
with the first three milestones
(he/she has 3 months
to upload these in KULoket)
1. Charter PhD student
2. Composition supervisory committee
3. Blueprint doctoral training.
15 FACULTY OF ARCHITECTUREThe PhD Helpdesk
• Have a question?
Talk to your supervisor!
• If that doesn’t help:
• Questions related to your doctoral programme:
phd.architecture@kuleuven.be
• Questions related to your contract: hr.arch@kuleuven.be
• Questions related to funding applications or practicalities of
your ongoing research project:
researchprojects.arch@kuleuven.beYou can also read
