Timetable

Time period Action Who
Before the start of the PhD Programme
  1. PhD candidate approaches a graduate school, which facilitates contact with a potential research group.
    See details of the application procedure.
PhD candidate/
chair group
  1. Contact between PhD candidate and a professor (supervisor from a chair group) results in mutual wish for a new PhD project.
  1. Chair group informs the graduate school about the new candidate.
 Chair group
  1. Registration of PhD candidate in PROMIS (the university’s PhD registration system).
 Graduate school
  1. PhD candidates without a Master’s degree from Wageningen University submit a certified scan of their BSc and MSc diplomas, a list of grades and their passport to PhD services.
    Note:
  1. If not in English, Dutch, French, German, Spanish or Afrikaans, an official translation is required
  2. If no Master’s degree is held, or the Master’s degree does not allow admission to the PhD programme, other relevant higher educational diplomas and/or proof of expertise must be presented
  3. When diplomas are not accepted, the supervisor defines a qualifying exam which must be approved by the academic board.
 Chair group/
PhD candidate
  1. Non-Dutch PhD candidates from non-Anglophone countries must provide a certified document stating that the Master’s education was in English or submit an internationally recognised certificate of proficiency in the English language (TOEFL or British Council, IELTS) to PhD services.
 Chair group/
PhD candidate
  1. Contract or employment agreement with the department, including payment of tuition fees (not applicable to external PhD candidates; see definition of PhD categories).
Chair group/
potential PhD candidate
Start of the PhD Programme Registration at Student Service Centre (SSC, in Forum building) if one of the following is required:
  • BSc or MSc courses
  • Student sports card (not applicable to employed PhD candidates).
PhD candidate
Within 6 months
  1. Submission of TSP to graduate school.
    Note: this may not be applicable to external PhD candidates.
PhD candidate/ supervisor(s)
  1. Submission of project proposal to graduate school.
    Note: this may not be applicable to external PhD candidates.
Within 9 months
  1. Approval of TSP.
Graduate school
  1. Approval of Project Proposal.
Within 12 months (18 months at the very latest) Admission to the full PhD Programme is complete if encompassing:
  1. Approval of Master diplomas (if required) and/or positive result of qualifying exam (if applicable).
    Note: registered in PROMIS by PhD services.
 Supervisors/
PhD candidate/
PhD services
  1. Approval of proficiency in English (if required).
    Note: registered in PROMIS by PhD services.
 PhD candidate/
PhD services
  1. Approval of TSP and research proposal (if applicable).
    Note: registered in PROMIS by graduate school.
 Graduate school
  1. Positive Go/No-go evaluation by supervisor.
    Note: communicated by supervisor to graduate school and registered in PROMIS by graduate school.
 Supervisor/
graduate school
  1. Letter stating formal admittance to the PhD programme (when all requirements mentioned above have been met).
 Dean on behalf of the academic board
Yearly
  1. Registration at Student Service Centre (SSC, in Forum building) if one of thefollowing is required:

    • BSc or MSc courses
    • Student sports card i(not applicable for employed PhD candidates)
PhD candidate
    1. Annual evaluation on progress and development (for employed PhD candidates this is called the performance and development meeting (R&O Meeting).
    		 Supervisor/
    PhD candidate
    At least 6 months before desired date of public defence PhD candidate submits a written request for the public defence of the thesis to be acknowledged by the supervisor. PhD candidate
    6 to 3 ½ months before the desired date of public defence
    1. Supervisor(s) approves thesis and propositions.
    		Supervisor
    1. Supervisor books tentative date for public defence and adds opponents in PROMIS.
    		Supervisor
    1. Supervisor submits request for appointment of a thesis committee. (the supervisor can download this letter from the “cockpit” page of PROMIS).  
    		 Supervisor
    At least 15 weeks before the desired date of public defence
    1. Supervisor submits 5 bound copies of thesis and propositions (on a separate sheet) to the doctorate secretary. This version of the thesis must contain: Table of Contents, Chapters, List of References, English Summary and General Discussion.
    		 Supervisor
    1. PhD candidate requests a Training and Education Certificate from the graduate school.
    		PhD candidate/ Graduate school
    1. Thesis committee needs approval.
    		Dean on behalf of the academic board
    At least 12 weeks before the desired date of public defence Propositions needs approval (or date of public defence is postponed). Academic board
    After approval of the thesis by the committee
    (approximately 9 weeks before the date of public defence)
    1. PhD candidate submits cover, the first four pages and a page summarising the education activities (issued by the graduate school) to the doctorate secretary of PhD Services.
      		PhD candidate
       
      1. The doctorate secretary approves the cover and the first four pages. Final date for public defence is set.
      		 Doctorate secretary
      At least 2 weeks before the date of public defence   PhD candidate submits:
      • 15 copies of the thesis to the doctorate secretary of PhD services
      • 15 copies and 1 PDF file of the thesis and an abstract in Word to the library.
      		 PhD candidate
      Just before the date of public defence   PhD candidate meets with Rector Magnificus or his representative. PhD candidate/ doctorate secretary of PhD services
        
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