1. 14.00introduction (J. Maesschalck) 14.10doctoral program (A. Goris) 15.00doctoral training program (P. Valcke and S. Pleysier) 15.30Q&A + break 16.00Crash Course (G. Van Overwalle) 16.10Library (C. Malliet) 16.30Ius Commune (P. Janssen) 16.40ABAP delegation (S. De Dier, S. Demeyere and E. Jaspaert)

2. Structure and formalities of the doctoral programme Faculty of Law – October 6 2015 Dr. An Goris (an.goris@law.kuleuven.be)

3. Overview 1. Doctoral finality: yes or no? 2. Admission to enroll as a PhD student 3. Annual Progress Reports 4. Further course of your PhD 5. End of doctoral program 6. Lirias, STAR, Integrity and Funding

4. 1.Two statuses: with or without “doctoral finality” Appointment with doctoral finality: main goal is the PhD o Bursary holders (FLOF, FWO, IWT, etc.) o Assistants (AAP) o Research associates on e.g. a project o Etc. No finality: main goal is another task (e.g. teaching or other research), but you also work on a PhD o Teaching assistants (“praktijkassistent”) o Research associates (“wetenschappelijk medewerker”) o Voluntary assistant (“vrijwillig wetenschappelijk med.”) o Etc.

5. Why important? Influences the pace at which you complete the doctoral course  “with doctoral finality” is a faster track than “without doctoral finality”  Terms/deadlines for various steps in the program (“milestones”) are different  Influences how you are first enrolled Keep in mind: Your status may change! If you don’t know your status, ask us

6. 2. Enrolling as PhD student You HAVE TO enroll as a PhD student with KU Leuven o Every year o Pay tuition first and final time o At the end enroll for PhD with defense ≠ your personnel appointment!! You need authorization to enroll o Different system for with and without doctoral finality

7. Enrolling with doctoral finality You automatically have authorization from start of appointment You receive an email in first week of your appointment with instructions.  Follow the instructions. Go the Registrar’s Office in person to enroll for the first time Later enrolments: online (reminder every Summer)

8. Enrolling without doctoral finality You need to apply for authorization to enroll with the doctoral committee o Submit form D001 “admission to enroll” Once approved, you receive email o Take this to Registrar’s Office to enroll in person o Don’t go to the Office without the authorization email

9. ! International students! You are an international student if: o You do not have the Belgian nationality AND/OR o The degree on the basis of which you receive admission to the PhD program was not awarded by a Flemish institution You need to first apply with International Admissions and Mobility Unit (IAM).

10. You are enrolled! Welcome to the team! You now have: o A student email account (firstname.lastname@student.kuleuven.be)  email from us and university! Make sure you read this!firstname.lastname@student.kuleuven.be o “PhD Progress” in “KU Loket” Very important tool Milestones: important steps in the doctoral course Official start date Finality: start of appointment No finality: date of first enrolment Does not change o Lirias

11. 3. Annual progress reports Every year; submit to doctoral committee Milestone in “PhD Progress” 3 forms: o Doctoral application o Special progress report o Regular progress report

12. Doctoral Application What? o Form D002 “doctoral application” o Proposal doctoral training program o Attachments o Doctoral proposal Guidelines (“Recommendations for doctoral proposal”; e.g. 6000 words) application form FWO Fellow or similar funding may be used (see website) o FWO Fellows (or similar) do not need to submit doctoral proposal, but can use application with funding agency. They do have to submit the form! o Read the instructions carefully! Interview with the doctoral committee o Not for FWO PhD Fellows or similar funding (check list)

13. Doctoral application Two outcomes: o Approved  yay! o Not approved  you need to resubmit a revision and come back Shorter procedure (see website)

14. Doctoral application PhD in English or other language? o Certificate obtained prior to submission o Change of language possible afterwards Last chance for joint PhD

15. Doctoral application Who? o everybody working on a PhD When? o Finality: 1st year (8 months after start) Approval within 14 months after start o No finality: 2nd year Approval within 26 months after start

16. Special Progress Report Twice in the course of your PhD; timing depends on status: o Finality: y 2 and 4 o No finality: y 3 and a subsequent year What? o Form D003 “special progress report” o Report based on meeting of supervisory committee o Usually coincides with doctoral seminar o All members must be present; if not, report sent in advance to committee and added to form for doccom. o Includes output

17. Regular Progress Report All other years Very short (800 w.)

18. Other things to submit to doctoral committee Change of language o If you want to write in a language other than Dutch, you must request authorization and prove your proficiency (e.g. native speaker, degree or language tests – strict norms!) o Usually submit together with doctoral application (you may do this later, but be careful) Change of title o Must be approved by doctoral committee Early termination PhD before it is done o Inform the doctoral committee (form + feedback)!

19. You’re nearing the end… doctoral training program certificate Admission to the doctoral defense Predefense Public defense  congratulations, you are now a Dr.!

20. Overview of (potential) timeline FINALITYNO FINALITY Year 1Doctoral application (approval within 14 m.) Regular progress report + supervisory committee Year 2Special progress reportDoctoral application (approval within 26 m.) Year 3Regular progress reportSpecial progress report Year 4Special progress reportSpecial or regular Year 5(regular progress report)Special or regular Year 6(regular progress report)Special or regular

21. Submitting reports to doctoral committee Via o doctoraat@law.kuleuven.be doctoraat@law.kuleuven.be o “PhD Progress” Use the forms (website) Add all necessary attachments in 1 (pdf) document Signature = email (supervisor) Submit in time o 2 weeks before meeting of doctoral committee o Personalized deadlines in “PhD progress”

22. Lirias Lirias is a document repository to archive the KU Leuven Association research output in a digital way. Register all of your publications, lectures, etc. Compulsory o You must keep this up to date (good habits) o You must add a Lirias publication list every time you submit something to the doctoral committee Why? o Funding depends on it o Good for visibility of your own CV (link on your homepage)

23. STAR Self-assessment Tool for Academic Research classification Model = tool used at our faculty to assess our own publications and reflect these assessments in (public) publication list See website Don’t forget: add STAR codes to Lirias publication list you submit to doctoral committee

24. Research and Integrity Doctoral training program: compulsory module “scientific integrity” Institutions o Social and Societal Ethics Committee Research on people that is not medical Assess it ethically (for e.g. journal boards, funding applications, etc.) o Privacy committee If you gather recognizable personal data in a systematic manner in your data  need approval o Commission on Scientific Integrity General reflection Specific complaints (e.g. authorship, plagiarism, etc.)

25. (Travel)Funding Opportunities FWO Academische Stichting Leuven (ASL) OJO – Funding (Omkadering Jonge Onderzoekers) o Conference allowance (€500) for PhD students without bench fee or other resources (e.g. FLOF) o Funding for organizing a conference, colloquium, etc. o “Meet the Jury”: funding if a member of your jury gives an extra seminar, lecture, etc. JUMO (extensive stays abroad) BAEF and Fulbright (for USA) Keep an eye on monthly research newsletter Or contact me

26. Help: websites PhD website

29. Help: people Els Costers o doctoraat@law.kuleuven.be doctoraat@law.kuleuven.be o Doctoral administration (including doctoral committee and KU Loket) An Goris o An.goris@law.kuleuven.be or 016324879 An.goris@law.kuleuven.be o “research policy advisor” o Everything related to the PhD, research, funding, etc. Coordinators of the doctoral training program o Peggy Valcke (Law) o Stefaan Pleysier (Criminology)

30. More information? Questions? o An Goris (an.goris@law.kuleuven.be)an.goris@law.kuleuven.be Feedback about the doctoral programme o doctoraat@law.kuleuven.be doctoraat@law.kuleuven.be