SUPPLEMENTARY FACULTY REGULATIONS FOR
PhD IN APPLIED SCIENCES AND ENGINEERING (version 2006-2007)
A.
DEFINITION OF THE EXAMINATION FOR A PhD IN APPLIED SCIENCES AND
ENGINEERING
Art. 1:
During the doctoral examination in Applied Sciences and
Engineering the public defence of an original PhD is evaluated.
The PhD thesis is supported by scientific research, that the faculty perceives as
being valuable and linked to the group of applied sciences and engineering
disciplines in which the faculty is active, either in education or research. The PhD
thesis must form a coherent scientific entity, and may therefore not simply be
comprised of a series scientific publications. The public defence of the PhD thesis is
preceded by a private defence.
PhD students can choose to publicly defend a theorem in addition to the thesis. A
theorem is an assertion with a clearly scientific character, whereby something is
shown to be true or false. The theorem should prove that the PhD student possesses
a broad scientific knowledge. The subject of the theorem should thus be sufficiently
dissimilar to that of the PhD thesis. Approval of the subject of the theorem is given
by the faculty council. The public defence of the theorem occurs separately to that of
the thesis. The defence of the theorem should preferably (but not necessarily) run
concurrently with the defence of the theorem. The defence of the theorem as well as
that of the thesis must however occur within the same academic year.
The theorem can be taken up as part of the PhD Research Trajectory once it has
successfully been defended. (Professional Record of Junior Research Training)(1)
B.
DEFINITION AND PROCEDURE FOR THE APPROVAL OF THE JURY FOR PhD in
APPLIED SCIENCES AND ENGINEERING
Art. 2:
An examination commission, proposed by the supervisor(s), is
approved by the faculty council for each PhD at least three months before the
examination itself. This commission is then called the PhD jury. The proposal of the
PhD jury must be submitted to the faculty secretary at least two weeks before the
meeting of the faculty council. If this does not happen, the approval will be delayed
until the following faculty council meeting.
The PhD jury consists of at least three members of the teaching staff of the VUB and
at least two external members. The jury must always include a majority (50% + 1)
of teaching staff from the VUB.
In the case of PhD’s organised within the framework of the bilateral agreement
concluded between the VUB and the Royal Military School, art. 7 of this framework
agreement, which stipulates that the PhD jury must include at least two individuals
from the KMS, must be adhered to. For these PhD’s the PhD jury must always
include a majority (50% + 1) of VUB teaching staff and KMS members.
The PhD jury must include at least two members from the partner university in the
case of PhD’s organised within the framework of a co-tutelary agreement concluded
between the VUB and a local or foreign partner university. The PhD jury must always
include a majority (50% + 1) of VUB teaching staff and members from the partner
university in this case.
The chairperson of the Faculty PhD commission (Art. 3) is ex-officio a member of
each PhD jury. The chairperson of the PhD jury is chosen from the members by the
faculty Council, but may under no circumstances be the supervisor of the student.
The chairperson of the jury may not be a member of the same department or
research group as the supervisor.
Moreover it is recommended that the composition of the PhD jury display broad
scientific expertise with regard to its composition.
Persons who do not hold the qualification of doctor, can be members of the PhD
jury, subject to presentation of a written motivation to the faculty council, proving a
certain level of expertise with regard to the PhD subject.
The Faculty Council’s decision regarding the composition of the PhD jury is given in
writing (within one week after the Faculty Council meeting) to the chairperson of the
PhD jury. The chairperson of the jury, in discussion with the supervisor, maintains
contact with the jury members, with a view to the organisation of closed and public
defences.
Modifications to the composition of the PhD jury must be approved by the Faculty
Council.
A separate examination jury is established for the defence of the theorem. This jury
can have the same composition as that of the PhD jury. Additional specialist jury
members may be invited. The approval of the composition of the jury for the
theorem is made by the Faculty Council before the doctoral examination (art. 10).
C.
DEFINITION AND AUTHORITY OF THE FACULTY PhD COMMISSION
Art. 3:
The Faculty Council creates an interdisciplinary Faculty PhD
Progress Monitoring Commission, called the Faculty PhD commission. This
commission is comprised of the departmental heads and the research group heads
of the faculty, as well as two members of the assistant teaching staff. The
chairperson is elected by the Faculty Council.
The Commission has an advisory or informative role. It is charged with the
evaluation (annually) of the progress reports of the PhD students, following up and
approval of the testimonial of the PhD research trajectory (Professional Record of
Junior Research Training), approval and deliberation of the pre-doctoral
examinations, granting of conditional and definite admission and formulation of
recommendations concerning the PhD policy and supplementary faculty PhD
regulations. The Faculty PhD commission advises the Faculty Council concerning its
proposals on PhD policy and the regulation thereof.
D.
SUPERVISOR
Art. 4:
The thesis is prepared under supervision of one or maximum two
supervisors (2). At least one of the supervisors must be a full-time or part-time
member of the teaching staff or be affiliated with a research assignment (3) which is
linked to the faculty.
An additional supervisor can be appointed given that he/she falls into one of the
following groups:
-
Teaching staff members or equivalent, with research assignment, associated
with the faculty
Teaching staff members or equivalent, with research assignment, not associated
with the faculty
Teaching staff outside of the VUB
Emeritus teaching staff of the VUB
Non-teaching staff with a PhD thesis.
In the case that several supervisors are responsible for the supervision of the thesis,
they must decide amongst themselves on the order in which their names appear on
the cover of the PhD thesis. Only one supervisor will represent the group of
supervisors during the deliberation of the PhD examination, the teaching staff
supervisor.
E.
ADMISSION REQUIREMENTS
Art. 5:
5.1
(4)
The following degrees give entrance to the PhD in Applied
Sciences and Engineering, subject to written confirmation of
admissibility by the Dean (art. 5.1.1, art. 5.2.1 - 5.2.3) or by
the chairperson of the faculty PhD commission, after
evaluation of the equivalence file (art. 5.1.2 - 5.1.4, art.
5.2.4, art. 5.3.1 - 5.3.3).
Engineering:
5.1.1
A civil engineering or civil engineering architecture degree from a
Belgian university or a engineering polytechnics degree from the Royal Military
School’s Polytechnic department or a master degree which will replace this in the
future.
5.1.2
An engineering degree or master of the engineering sciences (M. of
Engineering or MSc. in Engineering) from a recognised and equivalent foreign
university, of which the contents are considered to be at least equivalent to a fiveyear engineering programme from a Belgian university (see 5.1.1).
5.1.3
A university Bachelor of Engineering degree (BSc of Engineering,
BEng) (4-year programme) supplemented by
-
either a master degree (MSc in engineering, MEng) (or recognised equivalent
degree), organised by a Belgian university or by an equivalent recognised
foreign university, of which the contents are considered to be equivalent to those
of a GAS or GGS programme.
-
or an pre-doctoral examination counting 60SP (see Art. 6).
5.1.4
A Bachelor of Engineering degree (BSc in Engineering or BEng) (3
year programme) supplemented by a shortened bachelor of Engineering (60SP) and
followed by a master degree (MSc, MEng) (or recognised equivalent degree),
organised by a Belgian university or by an equivalent foreign university, the contents
of which are considered to be equivalent to a GAS or GGS programme.
5.2
Sciences, Applied
Pharmaceutical Sciences:
Biological
Sciences,
Medicine,
Dentistry
or
5.2.1
A degree (4 year programme) in informatics, chemistry, applied
informatics, physics, mathematics, biochemistry, biology, biomedical sciences,
geography or geology from a Belgian university or a master degree which will
replace this in the future.
5.2.2
A degree in bio-engineering from a Belgian university or a master
degree which will replace this in the future.
5.2.3
A degree in medicine, dentistry or pharmacy from a Belgian
university or a master degree which will replace this in the future.
5.2.4
A Bachelor of Science degree (4 year programme) supplemented
by a MSc degree (or recognised equivalent degree), organised by a Belgian
university or by an equivalent foreign university, the contents of which are
considered to be equivalent to a GAS or GGS programme.
5.3
Tertiary education outside of the university with 2 cycles
5.3.1
An industrial engineering degree or a master degree which will
replace this in the future.
5.3.1.1 The most direct way to be admitted to the PhD programme is to
follow and successfully pass the examinations of either the 3 year or the shortened 2
year (for holders of industrial engineering degrees) civil engineering programme
whereupon the condition of entry in Art. 5.1.1 becomes relevant.
5.3.1.2 An industrial engineering degree or a master degree which will
replace this in the future and moreover successful passing of pre-doctoral
examinations equivalent to 60SP (see Art. 6).
5.3.2
A Master degree in the nautical sciences
A Master degree in the nautical sciences and moreover successful passing of predoctoral examinations equivalent to 60SP (see Art. 6).
5.3.3
in the future.
An Architecture degree or a master degree which will replace this
An Architecture degree or a master degree which will replace this in the
future, as well as having passed a pre-doctoral examination (60SP) (see Art. 6).
F.
PREDOCTORAL EXAMINATION
Art. 6:
6.1 Pre-doctoral examination for holders of a degree of tertiary education
outside of the university with 2 cycles, art. 5.3
The examination programme consists of two sections:
Section A: mandatory package (30SP)
This first section consists of a package of courses, with a weight of 30SP.
If the student (a) succeeds in this section, then the faculty gives him/her
permission to register for the PhD in Applied Sciences and Engineering and to start
the PhD research (see art. 7 and 8).
-
-
Section B: optional package (30SP)
For this second section there is the choice between two options:
B.1
The IWT examination with a view to obtaining a specialisation grant.
Students who have been given a IWT specialisation grant or have been
classified as PhD-worthy by the IWT, but have not been given this grant
due to budgetary constraints, are exempted from the additional course
package stipulated in B.2.
B.2
An additional package of courses, with a weight of 30SP. This additional
package also applies to PhD students who have taken part in the IWT
examination but have not satisfied the criteria mentioned in B.1.
The examination programme of section A and section B.2 consists of a number of
oral and/or written examinations in which the knowledge of the student concerning
the PhD research with respect to
- basic courses (mathematics, physics, chemistry, etc.),
- general technical courses and
- specialisation courses
is tested.
The contents of this section of the Pre-doctoral examination are comprised on the
basis of the curriculum for Master of Applied Sciences and Engineering or Master of
Applied Sciences and Engineering: Architecture, but may also, if this is relevant for
the PhD research, include other academic courses, either from the bachelor, master
or master after master programmes in other disciplines from the VUB.
The examination programme of section B.2 can be replaced (maximum 15 SP) by
- a project with written report and oral defence, or
- a Journal paper, with peer review, of which the student is the first author, or
- three congress articles in the name of the student.
6.2 Pre-doctoral examination for holders of a degree falling under art. 5.1.3
The Pre-doctoral examination programme (60SP), consists of a number of oral
and/or written examinations in which the knowledge of the student concerning the
PhD research with respect to
- basic courses (mathematics, physics, chemistry, etc.),
- general technical courses and
- specialisation courses
is tested.
The contents of this section of the Pre-doctoral examination are comprised on the
basis of the curriculum for Master of Applied Sciences and Engineering or Master of
Applied Sciences and Engineering: Architecture, but may also, if this is relevant for
the PhD research, include other academic courses, either from the bachelor, master
or master after master programmes in other disciplines from the VUB.
6.3 Modalities and timetable
The programme, the modalities and the timetable of the Pre-doctoral examinations
are stipulated individually for each student by the faculty PhD commission. Section B
must be completed at latest one year before submission of the PhD thesis. The PhD
commission acts as an examining board for Pre-doctoral examinations and will
consider the result of the Pre-doctoral examination when making decision concerning
the admissibility to PhD training.
If the candidate has not yet completed all examinations in section A (30SP), the
faculty PhD commission can nevertheless decide to register the student as a PhD
student and give him/her a conditional admission to start his/her PhD research (see
art. 7 & 8). This admission is given for the duration of one year, extendible, provided
that a clear timetable for the further taking of the Pre-doctoral examinations is fixed.
G.
ADMISSION PROCEDURE
Art. 7:
Application.
If the candidate meets the conditions of entry in art. 5 and where applicable art. 6,
he/she must submit an application to the Dean of the faculty to be allowed to
register as a PhD student. After the faculty has approved the admission of the
candidate, the student receives a written affirmation to this extent.
The faculty will approve the application only if, besides satisfying to the conditions of
entry, a supervisor for the PhD research has been approved.
The candidate then submits an application file to the faculty with the request that
the research work officially be allowed to start.
This file must include the following documents:
- a curriculum vitae and certified copies of the required diplomas;
- a description of the planned research, signed by the supervisor, member of the
teaching staff of the Faculty; see Article 4 for specific provisions
- a description by the supervisor of the material resources available for the planned
research (5)
Art. 8:
Provisional Approval
The faculty PhD commission (art. 3) examines each element of the application
The commission makes decisions concerning the conditional admission of
candidate to start the PhD research, taking into account the completeness of the
The candidate is informed of this decision within the two months after
application is made.
H.
file.
the
file.
the
CONFIRMATION OF THE ADMISSION TO PhD.
Art. 9:
The candidate makes a report of his/her activities annually by 1
May. This report is presented to the faculty PhD commission which makes public its
decision by 1 June about the eligibility of the student to renew his/her registration as
a PhD student.
After two years the candidate submits, along with the annual activity report, a
written recommendation from the supervisor to the faculty PhD commission, which
then decides whether the candidate is allowed to register definitely as a PhD
student, whether the definite admission is postponed or whether the candidate is
rejected.
The definite admission is only granted provided that the examination has been
passed in cases where the Pre-doctoral examination is required. After the granting of
the definite admission the student continues to submit a progress report annually,
until the PhD thesis is submitted. The decision concerning the renewal of the
registration and the granting of the definite admission is given to the candidate in
writing within 2 weeks of this.
I.
PhD EXAMINATION PROCEDURE
Art. 10:
When the student wishes to take the doctorate examination,
he/she submits a written application form to the Dean, signed by the supervisor(s).
This application form mentions the name and surname, place of birth, birth date and
place of residence of the candidate, as well as the title of the thesis and where
appropriate, the title of the theorem. A certified copy of the diploma is submitted
with this application form, which gives admission to defence in accordance with art.
3, 4 and 5 of the VUB PhD regulation. A letter from the supervisor is submitted with
a proposal for the composition of the jury for the theorem, together with the
application form, where appropriate (art. 2). The decision of the Faculty Council,
with regard to the composition of the jury for the theorem, is given in writing within
one week after the Faculty Council meeting to the chairperson of the jury for the
theorem.
The student adds the necessary number of printed copies of his/her PhD thesis (art.
17).
The chairperson of the PhD jury stipulates, in consultation with the supervisor, the
student and the members of the PhD jury, the day on which private defence will
take place and the necessary measures to be taken for the invitation of the PhD
jury. Private defence must take place at earliest one month and at latest three
months after the submission of the PhD thesis.
The PhD jury examines the PhD thesis and makes a decision concerning the
admission to public defence, on the basis of a private defence. Private defence can
be considered to be an examination during which the jury members ask questions
concerning all aspects of the thesis. It is recommended that the candidate gives a
short (min. 15, max. 30 minute) summary of his/her PhD thesis to illustrate the
most important and original aspects thereof. The duration of the private defence is
stipulated by the chairperson but is, as a rule, 2 to 3 hours in duration (the defence
of the eventual theorem not included).
After concluding the private defence the PhD jury take a decision about whether
the public defence is permitted
the PhD thesis must be updated
the PhD thesis may not be publicly defended.
Immediately after the evaluation of the private defence the chairperson of the PhD
jury informs the student of the decision of the PhD jury.
If the PhD jury decide that no alterations to the PhD thesis are necessary, then the
initially submitted version will also be the definite version.
If the PhD jury determines that only minimal alterations are needed, the student
must submit an adapted thesis to the faculty secretariat, at last one week before the
public defence thereof. The student then informs the jury members of the alterations
and provides them this version of the PhD thesis.
If the PhD jury decides that the PhD thesis must be altered significantly, the student
is not granted admission to public defence. He/she must rework the PhD thesis and
provide a reworked version to all jury members and to the faculty secretariat. The
chairperson decides, after consultation (in writing, oral, e-mail) with the jury
members, whether the modifications are acceptable and the candidate can publicly
defend the PhD thesis.
As soon as public defence (where appropriate after reworking the PhD thesis) has
been approved, the chairperson stipulates, in consultation with the members of the
PhD jury, the date on which the public defence will take place, informing the faculty
secretariat of this decision. A period of at least three weeks must elapse between
announcing this date and the public defence itself.
If the PhD jury decides that the PhD thesis cannot be defended, the procedure is
stopped.
The faculty secretariat transfers the proposal for public defence to the Rector, who
ensures that the announcement of the public defence appears on the VUB-website.
The announcement is made at least eight days before the public defence itself.
The public defence consists of a presentation of the PhD thesis of approximately 45
minutes. Emphasis is placed on the pedagogical way in which the candidate conveys
information to the public. After the presentation the jury members pose general
questions concerning the thesis and the future perspectives to the student. The
chairperson of the PhD jury then gives the public the opportunity to ask questions
with regard to the contents and the presentation of the PhD thesis.
Immediately after the public defence the PhD jury members withdraw themselves to
confer concerning the granting of the academic degree of doctor. The PhD jury
cannot meet validly and cannot confer if not at least half of the members are
present. This quota is stipulated taking into account absenteeism (motivated in
writing). External members should take part in the closed/public defence at least
once. The examining commission votes with a “yes” or a “no”, with a majority of the
present members, taking into account the substantive scientific value of the PhD
thesis and the way in which it has been defended, as well as the written
recommendations that jury members who cannot take part in the deliberation have
made.
When a split decision is reached in the voting, the student will be given the benefit
of the vote. Immediately after the deliberation the chairperson of the PhD jury
proceeds to the proclamation.
J.
PRIVATE AND PUBLIC DEFENCE FOR PhD’s IN COLLABORATION WITH
OTHER INSTITUTIONS
Art. 11
Private and the public defences take place at the VUB.
In the case of a common PhD with the KMS or within the framework of a bilateral
agreement with a local institution, it is possible that the private and/or public
defence of the PhD thesis take place at the partner institution, provided that this has
been stipulated in an ad-hoc `convention for PhD development ’ (see Q, art. 19).
In the case of common PhDs within the framework of a co-tutelary agreement with a
foreign institution, the public defence of the PhD at the partner institution is
acceptable, provided that this has been stipulated in an ad-hoc `convention for PhD
development ( see Q, art. 19). The private defence, however, always takes place (in
these cases) at the VUB. At conclusion of the private defence the PhD jury
formulates a proposal for the degree.
When the public defence of a PhD takes place abroad, it must always be attended by
at least one VUB supervisor of the PhD and an additional VUB teaching staff member
of the PhD jury. If the jury presents, on the basis of the public defence, a degree
that differs from the degree which was presented initially after the private defence,
then the supervisor and teaching staff member delegation are granted capacity to
vote on behalf of VUB members of the PhD jury concerning the degree allocation.
K.
DISPUTES
Art. 12:
When, during the preparation of the PhD thesis, a dispute arises
between the supervisor(s) and the student, the Dean, the chairperson of the faculty
PhD commission and the ombudsman/woman for PhD students will deliberate. If
conciliation does not bear fruit, the Rector and Vice Rectors decide after all parties
have been consulted, as to whether the preparation of the PhD thesis will continue.
L.
LANGUAGE
Art. 13
The PhD thesis must be written and defended in Dutch. Subject to
authorisation of the Faculty Council and on demand of the student, the thesis can be
written and defended in another language. The application must be presented to the
Faculty Council at the same time as the proposal of the PhD jury (see art.2).
M.
PUBLICATIONS.
Art. 14:
Publication of parts of the PhD work during the research phase is
permitted subject to approval of the supervisor. The supervisor can publish results
(6) subject to approval of the student.
N.
TITLE AND DEGREE.
Art. 15:
The title of doctor of Applied Sciences and Engineering is granted
with satisfaction, distinction, great distinction or greatest distinction.
O.
REGISTRATION.
Art. 16:
Each candidate must, beginning with the academic year in which
he/she obtained the conditional admission to the PhD, i.e. at the start of his/her
research, register annually as a PhD student(7)
P.
NUMBER OF COPIES OF THE THESIS.
Art. 17
The candidate will make a copy of the thesis available to the
faculty secretariat and to each member of the jury. The student makes available, at
the same time, a concise written summary of the PhD thesis intended for general
distribution, in accordance with the university regulation to this extent. This text can
be used within the framework of media communications and announcements. At the
request of the supervisor the candidate will also make a number of additional copies
available for external relations purposes (maximum five additional copies).
The student uses the Faculty template (appendix) for the cover of the PhD thesis.
The PhD thesis must be submitted in 16/24 format.
The student makes a document available to the Faculty secretariat and to each
member of the jury, in which the proposition has been reflected in writing, two
weeks before the date of the public defence of the theorem.
Q.
ADDITIONAL PROVISIONS FOR PhD’s IN COLLABORATION WITH OTHER
INSTITUTIONS
Art. 18:
For doctorates organised through the cooperation agreement
between the VUB and the KMS or through the co-tutelary agreement between the
VUB and local or foreign institutions, the provisions are incorporated in these
agreements, supplemented by the provisions incorporated in the present additional
faculty PhD regulations.
Art. 19:
For each PhD organised in collaboration with the KMS or with a
local or foreign institution, ad-hoc PhD conventions are always concluded in which
specific administrative and pedagogical modalities have been agreed upon. Among
other things it is decided whether the defence of the PhD should take place at the
VUB, or at the partner institution and whether a common or double diploma will be
distributed.
(1)
(2)
(3)
(4)
(5)
(6)
(7)
Students registered in the PhD programme being phased out can still present the theorem as
a component of that PhD programme.
The term “co-supervisor” is no longer in use in the faculty.
In accordance with the university regulation concerning academic staff, visiting professors do
not form part of the `teaching staff` and can therefore not act as a supervisor of a PhD.
The bachelor and master degrees mentioned in present regulation concern only
- The Bachelor and Master degrees distributed by a foreign university
the masters degrees from Belgian universities completed after completion of a GAS or GGS
programme in accordance with the decree of 12/6/1991.
The standard "application form for conditional admission to the PhD IR" can be obtained from
the faculty secretariat.
Patents are also considered to be publications.
Registration for the PhD thesis:
Registration fees:
- initial registration for the preparation of the PhD: € 253,40
The stated fees should be seen as a guideline. The current fee structure can be consulted on
the VUB-website:
http://www.vub.ac.be/infovoor/toekomstigestudenten/inschrijvingen.html