1. Information session Doctoral milestones & New regulation doctoral degrees Matthias Meirlaen Research Policy Advisor (stafmedewerker onderzoek) Faculty of Arts 02.04.2015

2. Starting dates Milestones: 15 February 2015 Regulation doctoral degrees: 1 May 2015 (NOT 1 April 2015 as previously announced)  Text is available: https://admin.kuleuven.be/rd/doctoraatsreglement/https://admin.kuleuven.be/rd/doctoraatsreglement/

3. What’s new: milestones Registration of your doctoral programme in KU Loket  Mandatory!  Progress reports (annual deadlines)  Supervisory committee  Scientific Integrity lecture  Summaries (scientific summary & popularizing summary ; English & Dutch!)  E-copy of your thesis (Lirias) Remark: Milestone Scientific Integrity is not yet available

4. What’s new: doctoral regulations Doctoral Committee at faculty level  Faculty of Arts: Faculty Board is the doctoral committee  Faculty Board has to approve all progress reports Appointment Supervisory Committee (SC) at least one month before deadline progress report 1  Before the end of the second year one member of the SC must be external to KU Leuven Evaluation of the thesis:  If one of the examiners considers that the thesis is not acceptable, he/she should inform the chair in writing no later than four weeks before the thesis defence  If no objections raised, the thesis is deemed acceptable and the student will be awarded the degree of doctor at the defence, unless irrefutable reasons for rejecting the thesis are established in the remaining period leading up to and including the day of defence

5. Milestones: deadlines New Starting PhDs (from 01.10.2014 up to today) o Fellowships: starting date is date of student’s scholarship appointment o Self-supporting: starting date is date of registration (enrolment)  Year 1: progress report 1, supervisory committee & scientific integrity  Year 2: progress report 2  Year 3: progress report 3  Year 4 – defence: progress report  Admission to doctoral defence: summaries & e-copy PhD (Lirias) You and your promotor will receive a reminder email 3 months before each deadline. An automatic email notification will be sent if you miss your deadline.

6. Milestones: deadlines (Starting PhD)

7. Milestones: deadlines PhDs who started before 01.10.2014  Only have to meet the upcoming milestones  All milestone deadlines are automatically set on October 1  2nd year PhDs: extra milestone Supervisory Committee Please check your milestones in KU Loket Milestone deadlines can be changed on request  One condition: starting date must be later than October 1  Mail your request to doctoraat-letteren@kuleuven.bedoctoraat-letteren@kuleuven.be

8. Milestone deadlines (2nd year PhD)

9. Milestone deadlines (3rd year PhD)

10. Milestones & co-tutelles Leuven lead: all milestones must be completed Leuven partner (no lead): summaries & e-copy (Lirias)

11. Submission flow progress reports Download the template & fill in the report  http://www.arts.kuleuven.be/english/phd/phd_forms http://www.arts.kuleuven.be/english/phd/phd_forms Hand in the report for approval to the executive committee of the Research Unit After approval of the Research Unit, the administrative coordinator of the RU will submit the report to the Doctoral Committee of the Faculty (i.e. Faculty Board)  Approvals will be announced in the report of the Faculty Board  In case of disapproval, an email notification will be sent Once approved by the Faculty Board, you upload your progress report in KU Loket ! This means that you will have to submit your progress report to the Research Unit about a month before the deadline in KU Loket. Our advise: start writing the progress report once you receive the first reminder e-mail.

12. Submission flow Supervisory Committee You fill in the contact data of your Supervisory Committee in Progress Report 1 (or Progress Report 2 for 2nd year PhDs) NB: the members of the committee can change; it is possible to modify the names in the course of your PhD. They can, but will not necessarily have to be part of the jury at your defence. Once approved by the Faculty, the ‘decanaatmedewerkers’ (Greet Danckaerts, Nele Nijs, Isabelle Aerts) will upload the contact data of your SC

13. Submission flow scientific integrity lecture Only for starting PhDs (from 2014-2015 onwards) Registration is required via TOLINTO The subject teachers will upload your proof of participation form More information: http://www.kuleuven.be/research/integrity/culture/phd_lecture.html http://www.kuleuven.be/research/integrity/culture/phd_lecture.html

14. Uploading summaries & Archiving your PhD Admittance to the doctoral examination is required All information is available here: http://www.kuleuven.be/research/phd/how_to_archive_phd.pdf http://www.kuleuven.be/research/phd/how_to_archive_phd.pdf

15. Contact FAQ milestones: https://icts.kuleuven.be/docs/at/oz/doctoraten/s/doctoraten_faqs/index https://icts.kuleuven.be/docs/at/oz/doctoraten/s/doctoraten_faqs/index Questions on milestones: doctoraat-letteren@kuleuven.bedoctoraat-letteren@kuleuven.be Questions on doctoral regulations: matthias.meirlaen@kuleuven.bematthias.meirlaen@kuleuven.be