Registration and recognition procedures

General information

PhD students can include courses organised by Ghent University's Doctoral School as well as courses organised by other institutions and/or relevant regular course units in their Doctoral Training Programme (DTP). Most PhD students (with the exception of those for whom the programme is compulsory) can freely choose courses (up to the maximum number that can be included in the Doctoral Training Programme) relevant for the development of their research and their (research) career. However, not all course types can be included in the minimum set:

Course type Minimum set DTP Maximum set DTP
Bachelor, linking, preparatory courses (regular course units) at Ghent University, AUGent University Colleges or another university No Yes
Master, subsequent master, doctoral training courses (regular course units) at Ghent University or another university Yes Yes
Courses/seminars (co-)organised by Ghent University's Doctoral School Yes Yes
Courses/seminars not (co-)organised by Ghent University's Doctoral School Yes No

Some general rules apply to all courses:

  1. A course that is not organised by Ghent University's Doctoral School can only be included in the Doctoral Training Programme (minimum set) if the course meets the quality requirements defined by the Doctoral School (specialist courses, transferable skills). PhD students should submit an application for recognition. The application for recognition must be submitted at least one month prior to the start of the course if it includes a request for funding. PhD students will not be granted permission to include courses that are not organised by the Doctoral School in the maximum set of the Doctoral Training Programme, with the exception of max. 30 ECTS in regular course units (without application for recognition).
  2. It is mandatory to register for each course (minimum set and maximum set). Registration for courses always remains with the organisers.
  3. PhD students (or their department) are required to pay the registration fee. In general, registration for courses organised by the Doctoral School and for regular course units (max. 30 ECTS) is free of charge. For courses organised by the Doctoral School a no show fee will apply; the no show fee will be announced on the course web page or upon confirmation of the registration. Courses that are not organised by Ghent University's Doctoral School are usually not free of charge (and/or a no show fee can apply). PhD students can apply for funding for courses not organised by the Doctoral School, as part of the minimum set of the Doctoral Training Programme. The request for funding is part of the application for recognition procedure.
  4. Successful participation (incl. evaluation, if relevant) is required. PhD students who want to include a regular course unit in their Doctoral Training Programme should pass the examination. PhD students are required to submit a proof of successful participation after completion of a course that is not organised by the Doctoral School (exception: regular course units at Ghent University).
  5. You may include only 1 language course as part of your doctoral training curriculum. Note that language courses are not reimbursable. You may include both a language course and one of the Advanced Academic English courses in your doctoral training curriculum, as part of your transferable skills, cluster: communication skills. 

Overview per course type

Course type Recognition Registration Proof Funding

Bachelor, linking, preparatory courses (regular course units) at Ghent University, AUGent University Colleges or another university

Not necessary, these courses can only be included in the maximum set of the DTP

UGent: OASIS

Proof not necessary (examination mark in OASIS)

No funding available

 

 

Other Flemish universities

Proof of successful participation provided by the organisers, or form

Other universities: procedure defined by organiser

Master, subsequent master, doctoral training courses (regular course units) at Ghent University or another university

Compulsory for courses in the minimum set (application for recognition); not necessary for courses in the maximum set

UGent: OASIS


Proof not necessary (examination mark in OASIS)

In Flanders usually free of charge; exceptionally funding can be requested for courses in the minimum set

Other Flemish universities

Proof of successful participation provided by the organisers, or form

Other universities: procedure defined by organiser

Specialist courses and transferable skills seminars (co-)organised by Ghent University's Doctoral School

Not necessary

Procedure is mentioned on the course webpage

Proof not necessary

Free of charge for Ghent University PhD students

Specialist courses and transferable skills seminars not (co-)organised by Ghent University's Doctoral School

Compulsory (application for recognition), these courses can only be included in the minimum set of the DTP

Registration remains with the organisers

Proof of successful participation provided by the organisers, or form

Funding can be requested