PhD: Application, (re-)enrolment or discontinuation

Application procedure before enrolment

BENELUX applicants

    • This means that your master diploma (or equivalent) was issued in either Belgium, the Netherlands or Luxembourg
    • Not based on your nationality
    • Your PhD supervisor will need to start up the application procedure: oasis.ugent.be

    International applicants

        • Holders of a foreign degree need to complete an admission procedure during which the academic aspects (equivalence of your degree, research proposal, language skills) will be evaluated.
          This procedure may take some time (discounting even the time spent gathering your documents and applying for a visa).
        • Your PhD supervisor will need to start up the application procedure: oasis.ugent.be
      During the online application, you will be required to upload your basic diploma and transcripts (or diploma supplement). Note that you will need to add an official translation of these documents, if the originals are not issued in either Dutch, French, German or English.
      • After assessment of your application, Ghent University will inform you of the decision by sending you an official letter, signed by the Registrar.
        With this letter of admission you will be able to enrol and to apply for a visa.

      In both cases a candidate needs to obtain the explicit commitment of a UGent supervisor.

      General information on doctoral research at Ghent University

      Enrolment as PhD student

      All PhD researchers must enrol as student at the Registrar's Office at the start of their study, as well as re-enrol online every following academic year until graduation, after approval of an annual progress report. Depending on the funding of your doctoral research, you may also be a member of staff. This means that a double registration may be required: as a student and as a member of staff (signing a contract at the personnel department).

      Joint PhD contracts can be established from the start of the PhD degree if a research student intends to carry out doctoral research at more than one institution for a considerable length of time, and with a supervisor in each of the institutions.

      Enrolment for Doctoral School and Doctoral Training Programme

      • If you are enrolled as a PhD student at Ghent University you automatically become a member of one of the Doctoral Schools.
        You will have to decide which Doctoral School best meets your research topic.
      • All enrolled PhD students are also automatically enrolled for the Doctoral Training Programme Ghent University.
        That way you can take part in courses and activities.
        In some faculties this programme is mandatory.

      Changes to your doctorate

      If you want to change the title of your doctorate, change Doctoral Schools, supervisor(s), doctoral guidance committee members, … approval by the Faculty is required.

      Changes processed by the faculty student administration

      • a change in the supervision: supervisor, doctoral guidance committee member(s), …
      • the language of your dissertation
      • research topic / working title

      Changes processed at the Registrar’s Office

      Please note that if the new doctor’s title is offered at a different faculty, a new enrolment application is to be started by your supervisor

      Discontinue your Doctorate

      In case you decide to discontinue your doctoral research, you need to terminate your contract. If you terminate the contract before 15 March, you can do so online via Oasis. From 15 March you can terminate your contract by sending an e-mail to and your supervisor in cc.

      Throughout the entire academic year, you can come to the Registrar's Office in person to terminate your contract.

      When terminating your contract for the doctorate, your contract for the doctoral training programme will be terminated automatically.

      Before 15 March: Online via Oasis 

      • Go to Oasis
      • Choose 'Stop' in the left column
      • Your current contracts are listed
      • Select the contract of your doctorate and follow the instructions
      • You will receive an email confirming the termination of your contract with your promotor in cc
      • Destroy your student card (if you have no other enrolments at UGent)

      From 15 March: by e-mail or in person at the Registrar's Office

      • By e-mail:
      • In person:
        • Go to the Registrar's Office
        • You will have to fill in and sign a form
        • Hand in your student card and (unused) certificates of enrolment if you have no other enrolments at UGent

      We advise you to consult your promotor before terminating your contract.

      Do not forget to inform your Faculty Student Administration.

      You can have a refund of the tuition fee (except for the fixed amount), if you formally terminate your doctoral enrolment within 4 months after your first enrolment.

      PhD Lifecycle