The 12 steps of the PhD programme
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1. Find a supervisor and research topic
-> Consult research institute websites.
2. Apply for PhD admission/enrolment
PhD admission is determined by an academic process designed to assess whether an applicant is eligible to commence a PhD. PhD programme admission applications are assessed by the CDD, which grants authorisation for UCLouvain enrolment.
These two applications (for admission and for enrolment) are initiated simultaneously via the integrated PhD platform in the OSIS application, which can be accessed directly from the UCLouvain enrolment page.
In the case of joint supervision, you must also complete an application to set up joint supervision.
IMPORTANT: do not forget to consult your CDD’s meeting schedule.
3. Application assessment
An assessment carried out by the CDD, which either grants provisional admission or full admission, or issues a negative opinion on the application for admission.
4. Admission decision
The PhD administrator informs the applicant of the CDD’s decision. Admission authorises the PhD applicant to enrol at the Enrolment Office.
5. UCLouvain enrolment
The PhD student receives enrolment confirmation from the Enrolment Office.
PLEASE NOTE: At the start of each academic year, re-enrolment (which may involve payment of the continued enrolment fee) is compulsory.
6. Supervisory Committee meetings
The PhD student and their Supervisory Committee meet at least once a year.
7. Confirmation exam
Within a maximum of 24 months from the date of (final) admission to the PhD programme, the PhD student must sit the confirmation exam. The exam assesses the progress of the student’s research and whether it is likely to lead to the submission of a PhD thesis within the specified time frame. The Supervisory Committee decides whether to authorise the student to continue with the PhD; it may set a deadline of up to 12 months for the student to retake this exam.
8. Authorisation to write the thesis and appointment of thesis exam board
At a final meeting between the PhD student and their Supervisory Committee, authorisation to write the thesis is granted. A proposed composition of the thesis exam board is submitted to the institute president and then to the CDD.
9. Rector approves thesis exam board
The PhD administrator confirms the private defence date by email to exam board members and the PhD student.
10. Private defence
The PhD student sends their manuscript to exam board members one month before the private defence. The student defends their thesis orally before the exam board. The exam board authorises (or does not authorise) the publication of the thesis; it usually suggests revisions.
11. Public defence
The exam board approves the final version of the thesis. The student defends their thesis in public. This final stage takes place at least one month after the private defence.
12. Diploma
The diploma, signed by the rector, is presented to the graduate in the weeks following the public defence.