Initial Phase



  • Recruitment through the PeopleXS vacancy system (HR) may refer to an application for an existing vacancy (for AiOs) or through a request for admission as bursary or self-paying PhD candidate. The first are handled by HR staff; the others are referred to a suitable professor. It is of course also possible for professors to contact potential candidates directly (and vice versa).
  • Doctoral candidates are always part of a faculty (the dean has final responsibility).
  • The professor (future supervisor) makes the pre-selection, leads the recruitment and selection process, ensures that the academic, language and financial admission criteria are met and decides whether to admit a candidate.
  • The professor is advised by a committee he appoints (consisting of himself as chairperson and the proposed assistant supervisor(s) and at least one member of the staff of a different discipline, and if required other specialists) and the faculty’s HR employee. For non-employee candidates a second opinion of at least one staff member outside the chair is required.
  • An interview on campus at which the selected candidate meets the research group (and vice versa) is part of a normal selection procedure.


  • A new appointment (cat. a) or study contract (cat. c and d) for each new candidate must be approved before the start by the dean of the faculty, according to the faculty procedures . The contract includes a research plan encompassing the entire doctoral process and covering funding, timetable and logistics. Non-employee PhD candidates (bursary, self-paying (cat. c) and external (cat. d)) are obliged to pay a tuition fee, that under certain conditions may be (partly) waived by the faculty. For internal candidates only (cat. b; WP) arrangements can be made in the FJUT interviews, with the approval of the dean, for the possibility to write a dissertation.
  • Each new appointment (for cat. a) and/or contract (cat. c and d) is reviewed and registered by HR (through the local HR staff to central HR - also for a fiscal check).
  • After approval by the dean, HR administers all doctoral candidates in OracleHR: a and c on the start of the appointment and/or grant/sponsorship; b and d at least two years before the doctoral defence ceremony.


  • The formalities required before a candidate can arrive are organized by the departments. In the case of foreign doctoral candidates, these include immigration matters. The following is pending the implementation of the conclusions of the I-column/chain working group (and so are provisional).
  • The hybrid status (employee/student/external) means there is a danger that expertise is also dispersed and/or duplicated. A uniform location (front office) offering the necessary information and where all Dutch and foreign PhDs can arrange matters is very important.
  • For foreign doctoral candidates, attention must be given to matters such as:
  1. Immigration (IND): residence and/or work permits;
  2. Insurance (at the same time as IND formalities in order to avoid non-insurance: employee doctoral candidates in basic insurance, international grant PhDs with AON);
  3. Accommodation;
  4. Diploma validation (Faculty à CES/AO);
  5. Assistance with Dutch-language forms etc. (Department, with regular information introduction meetings if necessary).


  • Every new doctoral candidate is invited for an admission interview by TGS, usually after arrival (the candidate is already present in the case of 2+3/MSc+PhD), to examine the registration information and familiarise the doctoral candidate with TGS, for example:
  1. ProDoc doctoral candidate monitoring system with assessment points (qualifier, annual progress meetings);
  2. TGS clusters and programmes (if applicable);
  3. TGS training and certificate: 30EC requirements, TGS courses, CDC, TCP and other opportunities;
  4. Next TGS introduction workshops, including integrity workshop.
  • The doctoral candidate may be linked to a UT research institute and/or a TGS programme or a (national KNAW) research school. The TGS records these affiliations in ProDoc if they are reported by the doctoral candidate and confirmed by the proposed supervisor.
  • Until the qualifier (six to nine months after commencement), the doctoral candidate is “prospective” and supervisor(s) and day-to-day assistant supervisor(s) are “proposed”.
  • Once the qualifier has been passed (see 2.), an application for the appointment of supervisor(s) and assistant supervisors is submitted to the Doctorate Board and the result is recorded in ProDoc (this is, therefore, considerably earlier than in the current situation).
  • It is not possible to remain registered in ProDoc without a proposed or appointed supervisor (except in limited transitional situations) and so it is also not possible to obtain a doctorate from the UT. In the event of early deregistration, there is an exit interview with TGS.