Documents to be provided as part of an application for admission to a doctoral programme (PhD)

Important note: this page is intended only for students who have already filled in an application form on line for a doctoral programme (PhD) and who have received confirmation of receipt by e-mail.

Important: before applying for admission to a doctoral programme, you must first have found a supervisor willing to supervise your PhD thesis. You can then submit your application to both the Enrolment Office and the subject-specific doctoral committee responsible for your chosen field of study. Please check the page “What you need to know before starting a PhD”.

1. General requirements for compiling the application files of ALL applicants

Please send two separate files (one original + one copy) together in one envelope, by post ONLY. The first will contain the following documents, not stapled together, arranged in the order indicated below. Please note that photocopies of your higher education qualifications and of the marks you have obtained for each year of higher education since leaving secondary school must be certified as true copies of the originals by the higher education institution that issued them or by the local administrative authority (e.g. the local council, the Town Hall, etc.). The second will consist of a simple photocopy of the first:

  • A paper printout of the online application form (PDF) attached to the e-mail you have received. Please sign where indicated on the application form and on the University Regulations and Data Protection document.
  • Two passport photos (if possible color on white background) pasted on the indicated places on the enrolment form.
  • A recent citizenship certificate or a photocopy of your passport or a photocopy of your national identity card.
  • A summary of your thesis proposal.
  • An attestation justifying for the last 5 academic years:
    • Studies: Copies of diplomas and marks relating to each academic year (successful or unsuccessful) and a certificate certifying the total number of credits of the followed course and the number of credits if those are in use in your country. All copies must be certified for any non-UE student.
    • If diplomas were not obtained during the 5 years preceding registration, certified copies of diplomas and marks relating to each academic year (successful or unsuccessful) and a certificate indicating the total number of credits of the followed course and the number of earned credits .
    • Various activities undertaken (work, unemployment, language course, language course, travel, ...): proof of employment (no employment contract) from your employer, certificate from a social security organization, registration certificate at an internship ... with mention of dates covering the period (s) of activities.
  • A detailed curriculum vitae, dated and signed.
  • No period can be unjustified

All these documents must be in their original language. If they are in a language other than French, Dutch, English, German, Italian, Spanish or Portuguese, you must provide a certified translation.

Once we have received the requested documents, we will send you an e-mail explaining what will happen next. It will take several weeks to examine your application file.

Please note that we cannot process your application if you do not provide all the requested documents within the specified time limit and in the indicated order. Thank you for your understanding.

* If you do not yet have these documents, you may send us all the other documentation in the meantime.

Caution: when you enrol (between 1 and 30 September), you must provide the originals of all the documents used to support your application.

2. Special requirements for applicants who are non-EU nationals and can be classed as Belgian students

The criteria for being classed as a Belgian student (equivalent status) can be found. If you match one of the criteria, you will be required to provide proof of your status in addition to the requested supporting documentation.