HOW TO APPLY FOR A PHD?

HOW  TO  APPLY  FOR  A  

PHD?  

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NTRODUCTION  

Your  admission  application  will  go  through  the  following  steps:  

step  1  

ͻ create  account  

ͻ provide  personal  details  

step  2  

ͻ you  receive  a  temporary  user  account  for  your  application  

Step  3  

ͻ complete  your  online  application  request  

Step  4  

ͻ you  receive  the  payment  request  for  the  application  fee    

Step  5  

ͻ 1st  application  screening  after  receipt  of  your  payment  

Step  6  

ͻ academic  screening  of  your  application  

Step  7  

ͻ formal  screening  of  you  application  

Step  8    

ͻ you  will  receive  final  result  of  your  application  

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ONTENTS

Introduction  ...  2

Step  1:  Create  an  account  ...  4

7KHILHOG³VWDWXWH´  ...  5

&OLFN³6DYH´  ...  5

Step  2:  Privacy  preferences  ...  6

Step  3:  Prior  education  ...  7

Secondary  education  ...  7

&OLFNµVDYH¶WRSURFHHG  ...  8

Higher  education  ...  9

&OLFNµVDYH¶  ...  9

&OLFNµFRQWLQXH¶  ...10

Step  4:  Social  Services  ...11

Not  applicable  for  foreign  students  ...11

&OLFNµVDYH¶  ...11

Step  5:  Intake  Survey  ...12

Step  6:  Program  Request  ...12

Scholarship  program  ...12

Working  and  Studying  ...13

PEL/IEG  ...13

Choice  of  program  ...14

Step  7:  Document  checklist  ...15

Step  8:  Finishing  your  application  ...16

&OLFNRQWKHJUHHQ³)LQLVK´EXWWRQ  ...16  

  Frequently  asked  questions  ...17

,FDQ¶WILQLVK  my  application,  now  what  do  I  do?  ...17

,KDYHQ¶WUHFHLYHGP\SD\PHQWUHTXHVWIRUWKHDSSOLFDWLRQIHHKRZFDQ,SD\"  ...17

When  will  my  file  be  screened?  ...17

Where  can  I  check  the  status  of  my  file?  ...17

How  can  I  add  documents  to  my  application  file?  ...17

I  get  an  error  message  when  I  try  to  upload  documents,  how  can  I  complete  my  file?  17

I  applied  for  the  wrong  program,  can  I  switch  programs?...17

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REATE  AN  ACCOUNT

Click  ³FUHDWH  DFFRXQW´  

  You  should  now  see  the  screen  below.  Belgian  citizens  or  students  with  a  residence   permit  can  use  their  electronic  identity  card  and  a  card  reader  to  fill  out  the  application   form.  Please  note  the  name  you  provided  will  appear  on  your  letter  of  acceptance  and   diploma,  so  you  should  make  sure  it  is  filled  out  correctly.    

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This  field  will  be  filled  out  automatically  for  Belgian  and  European  citizens.  Non-­European   citizens  will  be  able  to  choose  several  options:  

Students  (who  will  be)  VWD\LQJLQ%HOJLXPZLWKDVWXGHQWYLVDVKRXOGFKRRVH³2WKHU´ Students  staying  in  Belgium  with  a  different  type  of  visa  can  choose  the  nature  of  their   stay.    

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Once  you  have  filled  out  the  entire  page,  click  ³6DYH´DWWKHERWWRPRIWKHSDJH  

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RIVACY  PREFERENCES

You  will  be  able  to  adjust  your  privacy  preferences  on  this  page.  The  university  will  only   disclose  your  personal  information  to  third  parties  if  you  give  your  permission  and  if  it  is   deemed  beneficial  for  you.  

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RIOR  EDUCATION

The  third  step  is  the  most  important  step  of  the  application  procedure.  This  is  where  you   need  to  fill  out  the  details  of  your  prior  education.  

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Fill  out  the  information  of  your  secondary  education  in  the  first  tab.  

  Students,  ZKRKDYHQRWREWDLQHGWKHLUGHJUHHLQ%HOJLXPVKRXOGFKRRVH³$EURDG´  

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You  can  then  specify  in  which  country  you  have  obtained  your  degree.  Fill  out  the  rest  of   the  page  when  you  have  done  so.  

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)LOORXWDOOUHTXLUHGILHOGDQGFOLFNµVDYH¶  

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If  you  obtained  more  than  one  higher  education  degree,  fill  out  the  details  again  and  click   µVDYH¶DJDLQ  

The  admission  office  will  screen  your  file  based  on  this  information,  it  is  in  your  best   interest  to  fill  this  out  as  correctly  as  possible.  

Students  who  obtained  credit  via  an  exchange  program  do  not  need  to  mention  this  here.   You  only  mention  degrees  that  were  obtained.  

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If  you  have  listed  (all)  your  higher  education  diploma(s)  XQGHUµP\KLJKHUHGXFDWLRQ¶FOLFN   µFRQWLQXH¶

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OCIAL  

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ERVICES

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Please  note  this  page  is  specifically  designed  for  Belgian  students.  You  can  ignore  this   SDUWDQGFOLFNµVDYH¶  

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NTAKE  

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URVEY

Please  note  this  page  is  specifically  designed  for  Belgian  students.  You  can  ignore  this   SDUWDQGFOLFNµVDYH¶    

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ROGRAM  

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EQUEST

Select  the  programs  of  your  choice  on  this  page.    

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First  you  are  asked  if  you  will  receive  a  scholarship  for  your  education.  You  will  need  to   submit  proof  of  this  later.  You  cannot  apply  for  a  scholarship  on  this  page;;  you  can   simply  indicate  whether  or  not  you  will  receive  one.  

Select  your  scholarship  if  applicable.  Please  note  that  only  a  select  number  of  programs   are  eligible  for  supported  scholarships.  

TIP:    ,I\RXFDQ¶WILQG\RXUSURJUDPZKLOVW\RXVHOHFWHGDVFKRODUVKLSOHDYHWKH scholarship  section  blank.  

  Specify  the  scholarship  type.  

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Once  you  have  filled  out  the  scholarship  information,  you  can  select  if  you  would  like  to   follow  day  of  evening  classes.  Note:  For  PHD  please  select  day  classes!  

PEL/IEG    

PEL  /  IEG  are  meant  for  working  students  who  will  apply  for  paid  educational  leave  with   their  Belgian  employer.  For  PHD  please  select  please  select  not  applicable  

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Finally,  you  need  to  indicate  the  program  of  your  choice.  For  a  PHD  application  this   should  be  done  as  shown  below.  Of  course  for  program  you  indicate  the  one  of  your   choice.  

3OHDVHWLFNWKHER[µWKLVis  P\ILUVWHQUROOPHQWZLWKLQ)OHPLVK+LJKHU(GXFDWLRQ¶LI\RX have  never  studied  in  Flanders  before.  Exchange  programs  do  not  count.  

3OHDVHGRQ¶WWLFNWKHER[µ>«@WR  FRPELQHHQUROOPHQWV¶  

7,3FDQ¶W  find  your  desired  training  program?  Check  if  you  have  saved  your   previous  higher  education,  if  the  scholarship  field  is  filled  out  (and  so,  leave  it   blank)  and  whether  you  chose  day  classes.  All  these  parameters  influence  the   number  of  choices  in  your  program  request.  

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OCUMENT  CHECKLIST

This  page  contains  an  oversight  of  all  the  required  documents.  These  documents  need  to   be  uploaded  in  PDF  or  JPEG  format.  

If  you  do  not  yet  possess  the  required  documents,  you  can  upload  these  later  in  your   Student  Self  Service.  Once  you  have  uploaded  (all)  WKHGRFXPHQWVFOLFN³6DYH´DQGWKHQ ³&RQWLQXH´  

For  more  information  regarding  the  required  documents  for  a  PhD  application,  please   follow  this  link  

These  documents  are  required  as  a  PhD  applicant:  

x Passport photo x Identity card or passport

x Research topic and Research proposal

x Document 'Application form Registration PhD' (without this document, your application is invalid) x CV

x Diploma

x Motivation letter (if you have a non-Belgian degree)

x 2 recommendation letters (if you have a non-Belgian degree)

x If you are applying in the framework of a joint PhD, please mention this in the uploaded documents.

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link  

TIP:  GLGQ¶WREWDLQ\RXUmaster  yet?  No  problem,  use  a  registration  certificate   instead  and  provide  us  with  preliminary  grade  sheets.  

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INISHING  YOUR  APPLICATION

You  can  now  finish  your  application!  

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&OLFNRQWKHJUHHQµILQLVK¶EXWWRQto  submit  your  application.    

Your  application  will  be  processed  by  the  Admission  Office  when  we  have  received  the   DSSOLFDWLRQIHHRI¼  

  TIP:  when  you  have  clicked  on  the  button  your  application  will  be  mentioned   ZLWKWKHVWDWXVµZDLWOLVW¶  as  can  be  seen  below  

TIP:  only  click  on  the  finish  button  once  per  program  request.  If  you  applied  for   the  same  program  twice,  try  not  to  finish  it  at  the  end.  You  will  receive  double   communication  which  may  cause  confusion.  

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REQUENTLY  ASKED  QUESTIONS

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If  your  get  an  error  message  while  you  try  to  finish  your  application,  you  can  contact  us   via  our  online  form  in  which  you  mention  your  temporary  user  account.  

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Please  make  sure  you  finished  your  application.  You  should  see  that  your  application  has   been  placed  on  the  waiting  list  when  you  check  the  status  of  your  file  in  the  online   application  website  

3OHDVHPDNHVXUHWKHUHTXHVWZDVQ¶WGHlivered  in  your  spam  folder.  

,I\RXKDYHQ¶WUHFHLYHGDUHTXHVWcontact  us  via  the  online  form  and  mention  your   temporary  user  account.  

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As  soon  as  we  have  received  your  payment  your  file  will  be  placed  on  the  screening  list.   Depending  on  the  number  of  application  file  it  can  take  up  to  4  weeks  to  get  your  file   screened.  

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For  the  moment  you  can  only  wait  for  our  status  update  which  you  will  receive  via  e-­mail.   Should  you  wish  to  add  documents  to  your  admission  application  to  complete  your  file   you  can  do  so  via  your  student  self  service    

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You  can  login  to  your  student  self  service  with  your  temporary  user  account.  Navigate  to   Main  Menu  >  Self  Service>  Student  Admission  >  Self  Service  enrollment,  select  the   SURJUDP\RXDSSOLHGIRUDQGFOLFNµFRQWLQXH¶<RXFDQXSORDGGRFXPHQWVE\FOLFNLQJWKH paperclip  icon.  

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You  can  send  your  extra  documents  via  the  online  form.  We  will  add  them  to  your   application  and  send  you  a  notification  when  we  have  done  so.  

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Your  file  will  be  screened  by  3  different  parties,  more  if  your  file  needs  extra  documents.   Therefore  it  can  take  up  to  2  months  to  get  your  application  result.  But  you  will  be   updated  via  e-­mail  whenever  the  status  of  your  file  changes.  

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If  you  noticed  you  applied  for  the  incorrect  program,  please  fill  out  the  application   website  again  using  your  temporary  user  account.  Should  you  have  paid  the  application   fee  for  the  wrong  program  in  the  meantime,  please  let  us  know  via  the  online  form.  We   will  transfer  the  application  fee  to  the  correct  program.