My role as administrative supervisor responsible

  • As the supervisor, you are responsible for the support, follow-up and appraisal of the doctoral student throughout the entire study and research period. Possible agreements for a good collaboration can be found in the charter for doctoral students and supervisors.
  • You are part of the doctoral advisory committee (DBC). The doctoral advisory committee (DBC) decides the individual curriculum of the doctoral training programme. It does so in joint consultation with the doctoral student. You should take into account the stipulations pertaining to the compulsory doctoral training programme. As a doctoral advisory committee (DBC) member, you are also part of the assessment committee that will formulate a recommendation on whether or not the curriculum of the doctoral training programme is complete and whether or not the doctoral student in question has acquired everything in it, with the exception of the defence.
  • Based on the progress report, the doctoral advisory committee (DBC) formulates an annual reporton the doctoral students’ progress in their research and their doctoral training programme. As the administrative supervisor responsible, you will collect the comments and suggestions of the other members of the doctoral advisory committee (DBC), and you will process this information into a global report which will be delivered via Oasis to the Doctoral School of the doctoral student. This report is to expressly state whether the research offers sufficient doctoral opportunities within a reasonable time span. The doctoral advisory committee (DBC) makes sure that the contents of the report are communicated in a personal conversation with the student. As such, the student is given the opportunity to provide any additional argumentation. The doctoral student will receive the recommendation of the doctoral advisory committee (DBC) from the Doctoral School.
    • If the doctoral advisory committee (DBC) believes that the research offers sufficient doctoral opportunities, you will draw up a favourable (i.e. positive) report on the progress report in writing. This means that the student in question is allowed to enrol for the following academic year. The report may also include recommendations or requirements.
    • If the doctoral advisory committee (DBC) believes that the research does not offer sufficient doctoral opportunities, you will draw up an unfavourable (i.e. negative) report on the progress report in writing. You need to substantiate this in a report demonstrating that the student in question has been heard and has been given the opportunity to make sufficient research progress. After consulting with the Special Doctoral Committee, the dean will then decide whether or not the student is allowed to enrol.
    • If a supervisor declares that s/he no longer wishes to supervise a doctorate, and the other members of the doctoral advisory committee (DBC) believe that the research offers sufficient doctoral opportunities within a reasonable time span, you will draw up an unfavourable report on the progress report in writing. This report needs to demonstrate that the research offers sufficient doctoral opportunities. The Special Doctoral Committee will recommend a new supervisor and the Faculty Council will appoint him/her.
  • The doctoral advisory committee (DBC) will formulate a recommendation on submitting the dissertation with the Faculty Council. Ask the members of the doctoral advisory committee (DBC) to send their recommendations to you and to the Faculty Student Administration (FSA) via fsa.lw@ugent.be.
  • If the student is ready to submit the dissertation, you need to send an email to the Faculty Student Administration (FSA) via fsa.lw@ugent.be no later than 10 calendar days prior to the Faculty Council at which the dissertation will be submitted. Please attach the completed form submission doctorate to the email. The faculty website lists the permanent chairs of the doctoral Examination Board.
  • Together with the doctoral student and in consultation with the chair and members of the Examination Board, you propose the date for the first deliberation. In doing so, you need to take into account the availability of all parties and the requirement that the experts of the Examination Board (the ‘reading committee’) need to deliver their written report to the Faculty Student Administration (FSA) via fsa.lw@ugent.be at least seven working days prior to the first part of the doctoral exam.
  • Together with the doctoral student, you are responsible for the practical aspects of organising the first deliberation of the Examination Board and the public defence.
  • You are not a voting member of the Examination Board. However, the Faculty Council may grant you permission to act as a non-voting member of the Examination Board. In this case, you may also attend the first deliberation of the Examination Board and the public defence as an observer.
  • Laudatio. If the Examination Board takes a positive decision after the public defence, one of the supervisors may hold a laudatio for the doctoral student and his/her dissertation.
  • PhD completion bonus. Do not forget to apply for the PhD completion bonus afterwards. If a PhD is successfully completed, the administrative supervisor responsible can apply for a financial bonus. With this financial bonus, the university recognizes the importance of completed doctorates for academic research. The application should be made as soon as possible and no later than two years after the successful defence of the doctorate. If desired, the amount of the allowance can be divided among the supervisors. More information.