Structure and formalities of the doctoral programme Faculty

Structure and formalities of the doctoral programme Faculty of Law Patrick Allo October 15, 2019 Research policy advisor patrick. allo@kuleuven. be Oude Valk 01. 32

Milestones, the doctoral committee & much more 1. 2. 3. 4. 5. 6. 7. 8. Doctoral finality: yes or no? Admission to enroll as a Ph. D student Annual Progress Reports & other milestones End of doctoral training program Lirias 2. 0 & STAR Research Integrity Funding Various

Faculty of Law: Ph. D website https: //www. law. kuleuven. be/home/onderzoek/ doctorandiportaal https: //www. law. kuleuven. be/faculty/Ph. Dwebsit e/phd-at-the-faculty-of-law

Agenda of the Doctoral Commission Meeting Deadline 15 October 2019 19 November 2019 5 November 2019 17 December 2019 3 December 2019 21 January 2020 7 January 2020 18 February 2020 4 February 2020 17 March 2020 3 March 2020 21 April 2020 31 March 2020 (exceptionally 3 weeks before the meeting) 19 May 2020 5 May 2020 16 June 2020 2 June 2020

1. Two appointment types • Position with doctoral finality: main goal is the Ph. D: Bursary holders (FLOF, FWO, IWT, etc. ) Assistants (AAP) Research associates on e. g. a project … • Position without doctoral finality: main goal is another task (such as teaching or other research), but you also work on a Ph. D: Teaching assistants (NL: praktijkassistent) Research associates (NL: wetenschappelijk medewerker) Voluntary assistant (NL: vrijwillig wetenschappelijk medewerker) Self-supported (NL: eigen middelen) …

1. Two appointment types Why does this matter? • Influences the pace and structure of the doctoral trajectory: Ø Track “with doctoral finality” is a faster than that “without doctoral finality” Ø Terms/deadlines for various steps in the program (“milestones”) are different • Impact on your authorization to enroll in the doctoral programme Keep in mind: your status may change throughout your Ph. D! If you don’t know your status, ask us!

2. Enrolling as a Ph. D student • You have to enroll as a Ph. D student at KU Leuven: Ø Every year Ø Pay tuition first and final year (2019 -2020: € 469, 80) Ø At the end enroll for Ph. D with defense • ≠ your personnel appointment!! • You need authorization to enroll Ø But: different system for those with and without doctoral finality

2. Enrolling as a Ph. D student Position with doctoral finality: How to enroll? • You automatically have authorization from the start of your 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 emails every summer)

2. Enrolling as a Ph. D student Position without doctoral finality: How to enroll? • You need to apply for authorization to enroll with the doctoral committee Ø Submit form D 001 (Admission to enroll) • Once approved, you receive an email Ø Take email to Registrar’s Office to enroll in person Ø Do not go to Registrar’s Office without the authorization email!!

2. Enrolling as a Ph. D student International students !!! • You are an international student if: Ø You do not have the Belgian nationality AND/OR Ø The degree on the basis of which you receive admission to the Ph. D program was not awarded by a Flemish institution • You need to first apply with International Admissions and Mobility Unit (IAM) https: //www. kuleuven. be/english/application/instructionsdoctoral Exception: EER nationality + MA degree Flemish university

2. Enrolling as a Ph. D student You are enrolled! Welcome to the team! You now have: • A student email account firstname. lastname@student. kuleuven. be Ø Make sure you check your inbox regularly as you will receive emails from the Faculty of Law and from the university • A Lirias account • Access to “KU Loket” containing the “Ph. D Progress” tool (Research tab) Ø Very important tool throughout your Ph. D!!!

KU Loket Progress of the Ph. D Ø Official start date Ø Overview milestones Information Ph. D Title & summaries Official start date: Ø Position with doctoral finality start of appointment Ø Position without doctoral finality date of first enrolment Ø Does not change

3. Progress reports & other milestones • Yearly progress reports: submit to the doctoral committee Ø University wide obligation Ø Failure may lead to discontinuation of Ph. D • Milestones in “Ph. D Progress” • First year versus other years

3. Milestones in year 1 3 important milestones 1. Charter for the Ph. D researcher & 2. supervisor • Discusses the rights and obligations of the Ph. D researcher and the supervisor • Discuss with your supervisor, sign & upload to KU Loket • Deadline: within 3 months of start 2. Lecture on scientific integrity (3 h) • University-wide; 5 times a year • Enroll & attend milestone will be completed automatically • Deadline: within 1 year of start (enroll in time!) https: //www. kuleuven. be/english/research/integrity/training/phdlecture

3. Milestones in year 1 3. WITH DOCTORAL FINALITY: Doctoral application • Form D 002 • Proposal doctoral training program • Composition of the supervisory committee Ø Supervisor, co-supervisor + at least two other members Ø ZAP or equivalent (max. one postdoc) Ø Preferably at least one external member • Ph. D in a language other than Dutch? Ø Certificate obtained prior to submission Ø Change of language possible afterwards • Last chance for joint Ph. D

3. Milestones in year 1 3. WITH DOCTORAL FINALITY: Doctoral application • Doctoral proposal!!! , Ø Guidelines (“Recommendations for doctoral proposal”; e. g. 6000 words) Ø Application form FWO or similar funding may be used Ø Read the instructions carefully! • Interview with the doctoral committee Ø Exceptions: FWO Ph. D fellowships or similar funding • Two outcomes: Ø Approved Hurray!!! Ø Approved Resubmit a revision and come back Shorter procedure (see website)

3. Milestones in year 1 3. WITH DOCTORAL FINALITY: Doctoral application • Submit doctoral application: 1 st year (8 months after start); approval within 14 months after start 3. NO DOCTORAL FINALITY: No doctoral application in year 1 • Submit doctoral application: 2 nd year; approval within 26 months after start Everybody working on a Ph. D needs to submit a doctoral application!!

3. Milestones in year 1 3. NO DOCTORAL FINALITY: • Regular progress report Ø Ø Very brief report (800 words) on the progress of your Ph. D Signed by Ph. D student and supervisor Lirias publication list Form D 004 • Composition of the supervisory committee

3. Milestones - Annual progress reports From year two onwards … Two types of reports: Special & regular progress reports When do you submit which report? Ø Depends on your appointment type: See milestones & personal deadlines on KU Loket! Ø Special progress report: • • • Twice in the course of your Ph. D With doctoral finality: year 2 + year 4 No doctoral finality: year 3 + a subsequent year Ø Regular progress report: • All other years

3. Milestones - Annual progress reports Special progress report • • Form D 003 Report based on meeting of supervisory committee Usually coincides with doctoral seminar All members must be present; if not, written report of members who did not attend meeting required • Includes output meeting with research policy advisor or upload output

3. Milestones - Annual progress reports Regular progress report • All other years • Very short (800 words + Lirias publication list) • Form D 004

Overview of (potential) timeline With doctoral finality Without doctoral finality Year 1 Doctoral application (approval within 14 months) Regular progress report + supervisory committee Year 2 Special progress report Doctoral application (approval within 26 months) Year 3 Regular progress report Special progress report Year 4 Special progress report Special or regular progress report Year 5 (regular progress report) Special or regular progress report Year 6 (regular progress report) Special or regular progress report

What else do I submit to the doctoral committee ? • Change of language (form D 008) Ø 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!!) Ø Usually submit together with doctoral application (you may do this later, but be careful) • Change of title (form D 007) Ø Must be approved by doctoral committee • Early termination Ph. D before it is done (form D 009) Ø Inform the doctoral committee (form + feedback)!

4. You are nearing the end… • Doctoral training program certificate (form D 005) • Admission to the doctoral defense (form D 006) • Plagiarism screening (new from this year onwards) • Predefense • Public defense Congratulations, you are now a Dr. !!!

Submitting files to doctoral committee • Via doctoraat. law@kuleuven. be or “Ph. D Progress” • Use the available forms (see Ph. D website) and complete them carefully! EN: https: //www. law. kuleuven. be/home/onderzoek/doctorandiportaal/formulieren NL: https: //www. law. kuleuven. be/faculty/Ph. Dwebsite/forms • Merge all necessary attachments into 1 document (pdf) • Signature = email (supervisor) • Submit in time!! Ø 2 weeks before meeting of doctoral committee Ø Personalized deadlines in “Ph. D progress”

Outlook calender • Contains all doctoral seminars • Available online: https: //owa. groupware. kuleuven. be/owa/calendar/d octoraat@law. kuleuven. be/Calendar/calendar. html • You can integrate it in your own calender Ø In Outlook: “calender” < “shared calender” < “doctoraat” Ø Via OWA (online mailbox): “agenda” < “shared calenders” • Many invitations via this tool – feel free to decline

5. Lirias 2. 0 = a digital repository to archive KU Leuven Association research output • Available online: https: //www. kuleuven. be/english/research/associatienet/support/scholcomm/lirias-2 -0 • Register all of your publications, lectures, . . . • Compulsory Ø You must keep this up to date (good habit) Ø You must include a Lirias publication list every time you submit a progress report to the doctoral committee • Why? Ø Funding depends on it Ø Visibility of your publications (KU Leuven who’s who) Ø Open Access

5. Lirias 2. 0

5. Lirias 2. 0 Link to: - Research topics - Research projects - Lirias publication list - Teaching - …

5. STAR Model = Self-assessment tool for academic research classification • Classify legal and criminological research (output) on the basis of uniform criteria • Self-assessment classification used at our faculty: distinguish between different types of research output Ø Different codes add to your Lirias records • See website: • https: //www. law. kuleuven. be/home/onderzoek/star/leuven-law-research-classification-and -evaluation-model

6. Research & integrity Compulsory lecture “scientific integrity” Relevant committees: • Social and Societal Ethics Committee (SMEC) Ø Research on people that is not medical Ø Submit your research protocols & procedures for ethical review Ø Required by journal boards, funding applications, . . . Ø New application form!!! • Federal privacy committee Ø If you gather recognizable personal data in a systematic manner in your data: check website ‘Privacy @ KU Leuven’ • Commission on Scientific Integrity Ø General reflection Ø Specific complaints (e. g. authorship, plagiarism, …)

7. Funding opportunities Keep an eye on the research newsletter, contact me, or check website Ge. DOCumenteerd or website Doctoral School Humanities & Social Sciences

7. Funding opportunities: outgoing mobility • Research Foundation – Flanders (FWO) • Academische Stichting Leuven (ASL) • OJO – Funding (Omkadering Jonge Onderzoekers) Ø Conference allowance (€ 500) for Ph. D students without bench fee or other resources (e. g. FLOF) Ø Meet the Jury: funding if a member of your jury gives an extra seminar, lecture, etc. Ø Funding for organizing a conference, colloquium, etc. • Junior Mobility Programme (JUMO) • BAEF en Fulbright (USA) • https: //www. law. kuleuven. be/home/intranet/onderzoeksverblijven-encongresdeelnames-financiering-en-organisatie

8. Various • Research policy advisor • Ombuds (prof. Boes & Terryn)

8. Various • Introduction sessions for international (pre)doctoral students (organised by Admissions Office) Ø 13 November 2019, 07 January 2020, … at 10: 30 am Ø https: //www. kuleuven. be/english/admissions/phd/introsessions • Buddy programme (also for Ph. D students!) Ø https: //www. kuleuven. be/english/studentservices/pangaea/buddyprogramme/phd-students-staff

Who to contact? • Els Costers Ø Doctoral administration (incl. doctoral committee, KU Loket, …) Ø doctoraat. law@kuleuven. be • Patrick Allo Ø Research policy advisor: everything related to research, funding, Ph. Ds (incl. output assessment), … Ø Patrick. allo@kuleuven. be or 016 37 76 13 • Coordinators of the doctoral training program Ø Peggy Valcke (Law) Ø Jeroen Maesschalck (Criminology)