PhD Regulations. enacted by order of the Doctorate Board, February 14, 2014

Transcription

1 PhD Regulations enacted by order of the Doctorate Board, February 14, 2014

2 3 PhD Regulations Contents I. General Provisions 5 II. The PhD candidate 6 III. The Graduate School 7 IV. The PhD thesis supervisor 8 V. The PhD committee 11 VI. The PhD thesis 13 VII. Joint doctorates 15 VIII. The defense of the thesis 16 IX. The appeal procedure 18 X. Final and transitional provisions 20 Appendices 21 Appendix 1 23 Instructions for PhD candidates Appendix 2 26 Specimen Application Form for the appointment of a PhD thesis supervisor Tilburg University Secretary Doctorate Board Jacqueline Wayers Cobbenhagen building, room C 20 Phone: doctorate.board@tilburguniversity.edu Appendix 3 28 Specimen Application Form for fixing a date for the defense and the appointment of the PhD committee Appendix 4 30 Example title page/verso of title page February 2014

3 5 PhD Regulations Appendix 5 31 Relevant provisions from the Higher Education and Research Act (Wet op het hoger onderwijs en wetenschappelijk onderzoek, WHW) and the Tilburg University Structure Regulation (Structuurregeling) Appendix 6 36 Procedure for joint doctorates at Tilburg University I. General Provisions Article 1 1. The terms used in these Regulations have the same meaning as the identical terms in the Structure Regulation and the provisions of the Higher Education and Research Act that apply to the university. 2. Where these Regulations refer to a supervisor or co-supervisor, if there is more than one supervisor or co-supervisor this should be read as supervisors or co-supervisors respectively. 3. Where appropriate read the masculine as including the feminine. 4. The Tilburg University PhD Regulations apply to all thesis defenses at this University and, subject to the provisions set out in Article 24, to defenses resulting from cooperation between this University and other institutions of academic education that take place elsewhere. Article 2 1. A doctorate can be obtained from the University on the strength of the defense of a PhD thesis. 2. Doctorates are awarded by the Doctorate Board. 3. The pursuit of a doctorate is open to any person who: a. has been awarded a Master s degree under Article 7.10a, paragraphs 1, 2 or 3 of the Higher Education and Research Act, b. has written a thesis that demonstrates his ability to practice scholarly research independently, and c. has fulfilled the other requirements laid down in these Regulations. 4. In special cases the Doctorate Board may allow persons who meet the requirements of, paragraph 3b and c, but not a, to take a PhD. A substantiated request for admission must be submitted in writing to the Doctorate Board through through the Director of the Graduate. 5. Persons present at non-public meetings as referred to in Chapters V and VII of these Regulations, and at appeal proceedings as referred to in Chapter VII, shall observe confidentiality with respect to the matters discussed there.

4 Tilburg University 6 7 PhD Regulations II. The PhD candidate Article 3 1. A person who meets the requirements of Article 2, paragraph 3a, or is granted dispensation under Article 2, paragraph 4, and wishes to start working on his thesis shall register as a PhD candidate at one of the University s Graduate Schools as soon as there is a proposed supervisor-candidate relationship, insofar as no other arrangements have been made. 2. The PhD candidate shall apply for (co-)supervisors to be assigned within four weeks of registering with the Graduate School, by submitting the appropriate form to the Director of the Graduate School (appendix 2), enclosing a thesis proposal, which should include at least an indication of the research question and the importance of the topic, and a rough table of contents. 3. If the application as referred to in Article 3, paragraph 2, so warrants, the Director of the Graduate School shall consult with the PhD candidate and the professor(s) concerned. This is the case, for example, if the PhD candidate and the supervisor are related. The Director may then propose assigning a (co-)supervisor other than those proposed by the PhD candidate. Article 4 1. The PhD candidate and the supervisor shall agree on a rough timetable for the preparation of the thesis; they shall also agree on the form the supervision will take. 2. The PhD candidate shall present the completed manuscript to his supervisor, make the changes agreed on in the discussions, and then submit the manuscript to him for approval. Article 5 Once the supervisor has approved the manuscript, the PhD candidate shall submit the required number of copies of the manuscript of his thesis to the office of the Graduate School at least five months in advance of his proposed date of defense. III. The Graduate School Article 6 1. The Director of the Graduate School shall submit to the Doctorate Board an application for the assignment of (co-)supervisors, using the form referred to in Article 3, paragraph 2, signed by him, within two weeks of the application referred to in Article 3, paragraph 2, being submitted by the PhD candidate. 2. If the consultations referred to in Article 3, paragraph 3, render such application to the Doctorate Board impossible, the Dean of the School shall be notified. 3. When submitting the application for the assignment of a supervisor, the Director of the Graduate School shall also submit a certified copy of the documents required for the admission of the PhD candidate, including the original of the degree certificate referred to in Article 2, paragraph 3a or the dispensation under Article 2, paragraph In the case of a joint doctorate as referred to in Article 24, the Director of the Graduate School must submit a written request for a joint doctorate to the Doctorate Board. This request must meet the guidelines from the Joint doctorates procedure (see appendix 6). Article 7 The Director of the Graduate School, on the recommendation of the supervisor, shall submit an application to the Doctorate Board to set the proposed date of defense and the composition of the PhD committee, using the appropriate form (appendix 3), at least six months before the proposed date of defense. This form shall be signed by the Director of the Graduate School and the (co-)supervisors. The PhD candidate shall countersign for the date of defense. The Director of the Graduate School shall ascertain whether the persons concerned are willing to sit on the PhD committee and whether they are available on the proposed date of defense. Article 8 The secretary s office of the Graduate School is responsible for supplying the members of the PhD committee with the manuscript of the thesis.

5 Tilburg University 8 9 PhD Regulations IV. The PhD thesis supervisor Article 9 1. The Doctorate Board shall assign one or more professors as supervisor and, if appropriate, one or more members of the academic staff holding a doctor s degree as co-supervisor, and shall notify the supervisor, the PhD candidate and the Director of the Graduate School of the assignment of the (co-)supervisors within six weeks of receiving the application referred to in Article 6, paragraph 1. The PhD candidate shall then be entered in the central register of PhD candidates of Tilburg University. 2. The assignment of supervisors needs to meet the following conditions: a. The Doctorate Board shall appoint at least two and at most three (co-)supervisors, b. The Doctorate Board shall not as a rule assign more than two supervisors. 3. If more than one supervisor is assigned, no hierarchy among them shall be indicated. 4. The supervisors must always include a professor of Tilburg University. 5. Professors are always assigned as supervisor. 6. Notwithstanding 2a, the Director of the Graduate School can submit a motivated request to the Doctorate Board to assign just one supervisor. Article The supervisor, after consulting the PhD candidate, may apply to the Doctorate Board to assign a co-supervisor to assist him in supervising the PhD candidate. Such an application requires the consent of the Director of the Graduate School. 2. A person is eligible to be a co-supervisor if he holds a PhD for a thesis, defended in the Netherlands or elsewhere, on the basis of which he is entitled to use the title of Doctor in this country, does not have the power to award doctorates, and is an expert in (part of) the field to which the subject of the thesis relates. 3. The supervisor shall ascertain that the proposed co-supervisor is willing to act as such. 4. At any stage of the supervision process, the supervisor may, in compliance with Article 9, paragraph 2, apply to the Doctorate Board to assign a third (co-) supervisor, and the Board shall decide on the application and notify the supervisor, co-supervisor and PhD candidate in writing within six weeks of receiving it. Article The supervisor shall supervise the PhD candidate, including at least regular consultations. He shall draw the PhD candidate s attention to the content of the PhD Regulations. 2. The supervisor shall ensure that the PhD research is conducted: a. in accordance with the code of conduct for professional work in the field in question; b. with the consent of the person(s) concerned, or of a representative designed by him/them, if the research requires experiments on or involving experimental subjects; c. without third parties funding or co-funding the research imposing restrictions on the freedom to publish results that are incompatible with academic freedom. 3. Before approving the thesis, the supervisor shall check, among other things, whether it provides new insights into current knowledge in the field, as represented by the published and generally available results of research there, paying attention to the following points in particular: a. the importance of the subject; b. the clarity of the research question; c. the originality of the treatment; d. the academic level of the organization, analysis and handling of the material; e. the inference of new insights and new ideas from the analysis; f. the purity of the method employed in the analysis; g. the self-control required; h. a critical examination of the PhD candidate s conclusions in the light of existing theories or ideas; i. a creative approach to the field under discussion; j. balanced structure and clarity of style. 4. The supervisor shall inform the PhD candidate in writing whether he has approved the thesis within two months of the submission of the manuscript in accordance with Article 4, paragraph 2.

6 Tilburg University PhD Regulations Article If a professor is honorably discharged after being assigned as supervisor, the defense must take place within five years of the date of discharge. If it does not take place within this time limit, the assignment shall be withdrawn and the Doctorate Board shall assign another supervisor on the recommendation of the Director of the Graduate School, unless more than one supervisor has been assigned and the Director of the Graduate School does not consider it necessary to assign another one. Those concerned shall be notified in writing by the Doctorate Board. 2. If a co-supervisor has been assigned, the supervisor shall ask for his advice on the approval of the thesis. 3. If more than one supervisor has been assigned, the decision on the approval of the thesis shall be made in consultation. 4. If the supervisor does not approve the thesis, the Director of the Graduate School, at the request of the PhD candidate, having consulted the PhD candidate and the supervisor, may apply to the Doctorate Board to assign another supervisor, unless more than one supervisor has been assigned and the Director of the Graduate School does not consider it necessary to assign another one. Those concerned shall be notified of these decisions in writing. 5. If more than one supervisor has been assigned and the consultations do not result in agreement, each supervisor shall report separately to the Director of the Graduate School and send a copy of his report to the PhD candidate. The Director of the Graduate School shall then act as he sees fit. 6. A professor who has been (honorably) discharged will not be assigned as supervisor. V. The PhD committee Article 13 Within four weeks of receiving the application referred to in Article 7, the Doctorate Board shall appoint a PhD committee. Article The supervisor and the co-supervisor are automatically members of the PhD committee. 2. The Doctorate Board appoints the members of the PhD committee. The compilation of the PhD committee needs to meet the following conditions: a. the PhD committee consists of at least five members; b. the number of members of the PhD committee that is not a supervisor or co-supervisor is always larger than the number of supervisors and cosupervisors together. 3. Persons eligible to be appointed are professors or persons who hold a PhD and in the opinion of the Doctorate Board are competent to sit on the PhD committee. 4. Co-authors other than the (co-)supervisors cannot be appointed as members of the PhD committee. 5. At the suggestion of the supervisor, the Doctorate Board may appoint advisors to sit on the PhD committee. 6. The meetings of the PhD committee shall be chaired by the Director of the Graduate School or a substitute designated by him. 7. For the purposes of paragraph 3, ecclesiastical professors and professors holding endowed chairs at a public or denominational university are deemed to be professors of that university. Article The members of the PhD committee shall assess the manuscript within four weeks of receiving it, giving written comments and a proposed decision as referred to in paragraph 2. The Director of the Graduate School shall notify the PhD candidate of the written comments. The written comments can also be sent to the other committee members. 2. The members of the PhD committee assess the thesis by giving either their consent or their dissent. If the members of the PhD committee agree unanimously to approve the thesis for public defense, the Director of the Graduate School may decide not to call a meeting of the PhD committee.

7 Tilburg University PhD Regulations 3. In the case in which one or more of the committee members gives his dissent, the Director of the Graduate School shall call a meeting of the PhD committee to discuss the manuscript with the PhD candidate. This meeting, which takes place behind closed doors, shall be attended by at least half of the members of the PhD committee, either in person or virtually. The meeting shall be chaired by the Director of the Graduate School or a substitute designated by him. a. After the meeting, the PhD committee may decide to approve the thesis for public defense without qualification. This decision may only be taken with a maximum of one vote against or one abstention. b. If the thesis is not approved for public defense without qualification, it may be decided to present it to the committee once again, provided certain changes are made to the manuscript. The candidate should make these changes within a maximum of six months. The supervisor shall ensure that the changes required are actually made to the manuscript. They shall be submitted in writing to the PhD committee for its approval. The committee may then decide to approve the thesis for public defense without qualification. This decision may only be taken with a maximum of one vote against or one abstention. c. If in the case referred to in 3b. the manuscript is rejected, this decision bars the thesis from public defense. 4. The chairman of the meeting shall ensure that the Doctorate Board is notified of the PhD committee s decision in writing immediately by submitting the appropriate form. Article 16 Within two weeks of receiving the PhD committee s decision, the Doctorate Board shall notify the PhD candidate in writing whether he is to be allowed to defend his thesis. VI. The PhD thesis Article The thesis shall consist of either a scholarly discussion in book form or a collection of essays written by the PhD candidate or under his demonstrable and dominant co-authorship. The assessment of material already published shall be based on the existing knowledge at the time of the assessment of the thesis. 2. The thesis must meet the principles and rules of academic integrity as set out in the Tilburg University Scientific Integrity Regulations and in the Netherlands Code of Conduct for Scientific Practice. 3. The thesis will be checked for compliance with the principles and rules referred to in paragraph 2 by means of automatic plagiarism detection, among other things. Article In the case of a joint research project by two or three PhD candidates, the results may be set out in a joint thesis, provided the following requirements are met. a. Each of the authors has made an independent and clearly delimited contribution such as to merit the award of a PhD, as approved by the supervisor. b. Each of the authors bears personal responsibility for his contribution as referred to at a. as well as for the consistency of the whole. c. The thesis states what share each of the authors had in the writing. 2. In the case of a joint thesis, the supervisor shall submit a written statement on the share of each of the authors to the Doctorate Board, which must be signed by the supervisor and all the authors. 3. In the case of a joint thesis, the procedures and provisions of these Regulations apply to each PhD candidate separately. Article The thesis must be written in either Dutch, English, French or German. For theses in other languages, permission must be obtained from the Doctorate Board. 2. The thesis must include an English summary and translation of the title.

8 Tilburg University PhD Regulations Article In addition to the title, the text on the title page must read as follows (appendix 4): Proefschrift ter verkrijging van de graad van doctor aan Tilburg University, op gezag van de rector magnificus, prof...., in het openbaar te verdedigen ten overstaan van een door het college voor promoties aangewezen commissie in de aula van de Universiteit op... [day and date of defense] om... uur door... [first names and last name] geboren op... [date of birth] te... [place and country of birth]. 2. The names of supervisor and, if appropriate, co-supervisor must be stated on the verso of the title page. The members of the PhD committee may also be listed here if desired. 3. The title page and verso must be submitted to the Rector Magnificus for approval in a timely fashion before printing. 4. The thesis must contain a table of contents. 5. The thesis may not contain any advertisements. 6. Mention may be made, if desired, on the verso of the title page of the body that has contributed financially or otherwise towards the writing of the thesis. Article The thesis shall be printed once the PhD candidate has received written permission from the Doctorate Board to defend it. 2. The PhD candidate shall ensure that the design of the thesis is in line with Dutch conventions. 3. The thesis shall be produced in a convenient format, preferably bound. 4. An electronic version of the thesis shall also be produced, a copy of which shall be supplied to the Library of Tilburg University VII. Joint doctorates Article A joint doctorate is defined for the purposes of these Regulations as a PhD resulting from cooperation between Tilburg University and one or more institutions of academic education, foreign or otherwise, whereby a doctoral degree is awarded jointly. 2. A candidate can begin a joint doctorate track after approval by the Doctorate Board. As the chair of the Doctorate Board, the Rector Magnificus is authorized to give this approval. 3. At least one (co-)supervisor of every institution involved must be a member of the PhD committee as referred to in Chapter V. Tilburg University always provides a supervisor. 4. Without prejudice to the provisions of this Article, the thesis must meet the requirements set out in these Regulations. 5. Tilburg University does not issue any double / dual doctorates (whereby a doctoral degree is awarded by Tilburg University as well as by a foreign institution for academic education on the basis of one single thesis). 6. When entering into a cooperation as referred to in paragraph 1, the partner institution(s) can, except as provided for by law, make arrangements that deviate from these Regulations. Such arrangements must be approved by the Doctorate Board. Article 22 The PhD candidate shall submit 35 copies of his thesis to the Doctorate Board at least three weeks in advance of the date of defense. These copies shall be the property of Tilburg University. Article 23 The PhD candidate may apply under the appropriate scheme of the Graduate School for a contribution towards the cost of printing the thesis.

9 Tilburg University PhD Regulations VIII. The defense of the PhD thesis Article The defense shall take place in public before the Doctorate Board, or, if so decided by the latter, the PhD committee. 2. The PhD candidate shall defend the thesis against the objections of the Doctorate Board or PhD committee for one academic hour. 3. Persons other than the members of the Doctorate Board or PhD committee present at the defense may interrogate the PhD candidate, provided they have submitted a written request to the Director of the Graduate School at least one week in advance and been granted his permission. The official invitation of these opponents will be handled by the Doctorate Board Office. 4. If the thesis has been written by two or three persons, each of them must defend it separately as laid down in paragraph 2 and 3. In this event, the doctorate shall be awarded at one and the same ceremony following the defense by the second or third PhD candidate, as the case may be. 5. The permission of the Rector Magnificus is required for radio or television recording during the ceremony, and such permission must be applied for at least three working days in advance and obtained in time. Article The Rector Magnificus or a substitute designated by him shall preside over the academic ceremony, opening the meeting and chairing the discussion. 2. Both the raising of objections and the defense of the thesis shall take place extempore, with the aid of written notes and/or quotations if desired, in Dutch or English or, subject to the approval of the Rector Magnificus, another language. Article When the Beadle declares Hora est, the Rector Magnificus will adjourn the meeting. 2. During the adjournment the Doctorate Board or PhD committee, chaired by the Rector Magnificus, shall decide whether to award the doctorate. 3. The Doctorate Board shall take the decision to award the doctorate by a majority vote; any comments by the Doctorate Board or PhD committee shall be formulated and mentioned in the supervisor s closing address. Article If any member of the PhD committee considers that the thesis demonstrates exceptional ability on the part of the PhD candidate to practice independent scholarly research and therefore merits the distinction cum laude, he shall apply to the Rector Magnificus at least six weeks in advance of the date of defense to start the procedure to this end, stating his arguments in writing. 2. In case of a positive decision, the Rector Magnificus shall designate two members of the PhD committee, one of them from outside the University, to evaluate the thesis in this. 3. If the PhD committee does not include any external members, the Rector Magnificus shall ask the Director of the Graduate School to put forward at least one expert from outside the University to be asked by the Rector Magnificus to give an opinion on whether to award the distinction cum laude. 4. The opinion of the members of the PhD committee referred to in paragraph 2, or the expert(s) referred to in paragraph 3, as the case may be, shall be communicated to the Rector Magnificus at least four days in advance of the date of defense, stating the reasons in writing. 5. The award of the distinction cum laude must be agreed unanimously by the votes cast by the members of the PhD committee, with no more than one abstention, at the meeting referred to in Article 26, paragraph 2. Article When the meeting has been reopened, the Rector Magnificus shall proclaim the result of the deliberations in the manner laid down by protocol. 2. The supervisor shall then confer the award on the PhD candidate by pronouncing the ceremonial formula. 3. If the supervisor is unable to attend the meeting, he shall appoint a substitute, in consultation with the Rector Magnificus. Article Once the ceremonial formula has been pronounced, the PhD candidate shall be handed the certificate conferring the doctoral degree in Latin, signed by the Rector Magnificus and the supervisor, and congratulated by the Rector Magnificus. If the distinction cum laude has been awarded, this shall be noted on the certificate. 2. The supervisor or, subject to the permission of the Rector Magnificus, the co-supervisor shall then state the opinion on the thesis and, if desired, the successful PhD candidate s academic qualities, to which he may add personal words of appreciation.

10 Tilburg University PhD Regulations IX. The appeal procedure Article 31 If during the preparation of the thesis a dispute arises between the supervisor and the co-supervisor, or the supervisor and/or co-supervisor and the PhD candidate, which cannot be resolved in consultation, the Director of the Graduate School, or the Dean of the School if the Director of the Graduate School is a party to the dispute, shall arbitrate at the request of either party. Article If the arbitration referred to in Article 30 does not result in agreement within two months, either party or both may apply in writing to the Doctorate Board. 2. The Doctorate Board shall as soon as possible appoint a committee consisting of three PhD-holding members of the academic staff of the School most closely concerned, who are not involved in the writing of the thesis. 3. The committee referred to in paragraph 2 shall consider the matter, with due regard for the general principles concerning the settlement of disputes. It shall hear all parties and may consult experts. 4. Within two months of its appointment as referred to in paragraph 2, the committee shall make its recommendation to the Doctorate Board in the form of a draft decision stating reasons. 5. The Doctorate Board shall not disregard the recommendation referred to in paragraph 4 unless there are compelling reasons for doing so. 6. The Doctorate Board shall communicate its decision either to follow the recommendation or to disregard it, stating reasons, in writing to the parties within six weeks of receiving the recommendation. 3. The committee shall consider the appeal with due regard for the general principles concerning the settlement of disputes. It shall hear all parties and may consult experts. 4. The committee shall make its recommendation to the Doctorate Board within two months of its appointment in the form of a draft decision stating reasons. 5. The Doctorate Board shall not disregard the recommendation unless there are compelling reasons for doing so. 6. The Doctorate Board shall communicate its decision either to follow the recommendation or to disregard it, stating reasons, in writing to the person lodging the appeal within six weeks of receiving the recommendation. Article The PhD candidate or supervisor may lodge an appeal against a decision on the assignment of a supervisor under Articles 9 or 12, the composition of the PhD committee under Article 14, or the approval of the thesis for defense under Article The Doctorate Board shall appoint a committee to consider the appeal consisting of three persons, one to be designated by the Board of the School most closely concerned in the award of the degree, one to be designated by the person lodging the appeal, the third being the Rector Magnificus, or a person designated by the Doctorate Board if the Rector Magnificus is involved in the matter, all the persons designated being members of the academic staff.

11 Tilburg University PhD Regulations X. Final and transitional provisions Article 34 These PhD Regulations do not apply to the award of a doctorate honoris causa, which is awarded in accordance with Article 7.19, paragraph 2, of the Higher Education and Research Act and Articles 11 and 16, paragraph 2, of the Structure Regulation of Tilburg University by and in the presence of the Doctorate Board, on the recommendation of the Dean, following consultation with the Executive Board and the Board of Governors. Article 35 In cases not provided for by these PhD Regulations, or in the event of any Article being open to interpretation, the Doctorate Board shall decide, with due observance of the provisions of and pursuant to the Higher Education and Research Act. Decisions to amend these Regulations shall be taken by the Doctorate Board by a simple majority vote. Appendices Article 36 Any decisions taken by the Doctorate Board or the Committee of Deans before the present Regulations came into force on the approval of theses for defense, the assignment of (co-)supervisors, and the composition of the PhD committee shall remain fully in force. Article 37 These Regulations, passed at the meeting of the Doctorate Board on February 14, 2014, shall enter into force on February 14, 2014.

12 Tilburg University PhD Regulations Appendix 1 INSTRUCTIONS FOR PHD CANDIDATES 1. Applying to take a PhD (see Articles 3 and 7 of the PhD Regulations) When applying for (a) a supervisor to be assigned, (b) a date to be fixed and (c) a PhD committee to be appointed, PhD candidates should use the appropriate forms, which are available from the secretary s office of the Graduate School. For more information, please check the site of the Graduate School: Tilburg School of Economics and Management: CentER Graduate School Website: center-gs@tilburguniversity.edu Tilburg School of Social and Behavioral Sciences: TSB Graduate School Website: graduate-school/ graduateschool.tsb@tilburguniversity.edu Tilburg Law School: Tilburg Graduate Law School Website: law.tgls@tilburguniversity.edu Tilburg School of Humanities: Graduate School for Humanities Website: graduateschool/ tsh.graduateschool@tilburguniversity.edu Tilburg School of Catholic Theology: See Tilburg School of Humanities a) As soon as there is a proposed supervisor-phd candidate relationship the PhD candidate registers with one of the Graduate Schools of Tilburg University. Within four weeks of registering with a Graduate School the PhD candidate applies to the Director of the Graduate School for a supervisor to be assigned, enclosing a thesis proposal, which includes at least an indication of the research question and the importance of the topic, and a rough table of contents. He also encloses certified copies of his Bachelor s and Master s degrees and marks lists, verification of foreign certificates and marks lists if applicable, and a copy of his birth certificate or certificate of residence or a photocopy of his passport *. b) A date for the defense will be set in consultation with the secretary s office of the Doctorate Board as soon as the date when the manuscript will be ready to be sent to the PhD committee is known. There must be at least six months between this latter date and the desired date of defense. If necessary two dates can be applied for, which will be reserved for a maximum of two weeks. The reservations will be cancelled automatically if confirmation is not received within this period. c) The application form for a date of defense and for the approval of the PhD committee must be submitted to the secretary s office of the Doctorate Board by the Director of the Graduate School at least six months before the proposed date of defense, by which time the manuscript must have been approved by the supervisor. The proposal for the PhD committee must be signed by the Director of the Graduate School and the supervisor(s)/ co-supervisor(s). The PhD candidate also hands in a list of the addresses and telephone numbers of the proposed members of the PhD committee to the secretary s office of the Graduate School. The manuscript must be submitted to the secretary s office of the * For privacy reasons, the secretary s office of the Doctorate Board shall destroy the photocopy of the passport after the defense. SPECIMEN Office Doctorate Board PO Box LE Tilburg Visiting address > Warandelaan 2 Room C 20 Tilburg Phone

13 Tilburg University PhD Regulations Graduate School at least five months before the proposed date of defense. In the case of manuscripts submitted just before the summer holidays, PhD candidates must allow for an assessment period of at least two months. 1) It is important to make timely arrangements with publisher or printer, especially with respect to the delivery period. Applying for defense of PhD thesis and for PhD Time schedule Committee 1. Planning of the date of the ceremony at least 6 months before the desired defense date 2. Submitting the application form to the office of the 6 months before the date of the ceremony Graduate School 3. Submitting the manuscript to the office of the 5 months before the date of the ceremony Graduate School 4. Assessment manuscript by PhD Committee 4 weeks after sending the manuscript to the committee 5. Announcement PhD defense and collecting orders PhD thesis 5 to 8 weeks by the Doctorate Board of the University after approval of the manuscript 6. Printing of the PhD thesis by printer or publisher 1 to 3 months required 1) after approval of the manuscript 7. Logistical organization: contacting the Beadle at least 4 weeks before date of ceremony 8. Submitting PhD thesis to the Doctorate Board at least 3 weeks before date of ceremony 2. Number of copies to be maide available (see Article 22 of the Regulations) 35 Copies of the phd thesis must be handed in, at least 21 days before the date of the ceremony, with the Doctorate Board, ms. Melanie Mutsaers, address of delivery in the Cobbenhagen building, room C 20 (please make an appointment for delivery via tel.no ( )2250 or doctorate.board@tilburguniversity.edu). Additional theses (stellingen), if any, and/or reception card, should be put in the books before handing them in. Reception card The PhD candidate is recommended to insert a reception card into his/her PhD thesis, stating the place and time of the reception (and possibly name, address and telephone number of the PhD candidate or assistants). 3. Reimbursement for copies required by the university (see Article 23 of the Regulations) In order to qualify for this reimbursement, the PhD candidate should contact the secretary s office of the Graduate School. 4. Logistical organization For matters like reception, photographs, number of seats to be reserved in the Auditorium for guests, the PhD candidate should contact the Beadle, at least one month before the date of the ceremony (phone: ). 5. Smoking in the University buildings. On the premises of Tilburg University, smoking is not allowed in those parts of the buildings that are open to the public. 6. Press and publicity Approximately four weeks before the date of defense, the PhD candidate will be contacted by the communications department regarding publicity. The communications department will distribute a public summary through its monthly press overview. When the news value of the research results is exceptionally high or when the research topic matches those of the university s science communications policy, the communications department can decide to use alternative ways of publicity, for example a press release or a news flash on the website. SPECIMEN 7. The ceremony a. Standard attire for PhD candidate and his assistants: when male: tailcoat, white waistcoat and bow-tie; when female: suit, or clothing appropriate for the occasion. 1) If the PhD candidate receives the designation Cum Laude, he/she can ask the Student Administration of the University to add the designation to the certificate. b. The ceremony takes place in the Auditorium, usually on a Wednesday at precisely a.m., 2.15 p.m. or 4.15 p.m. or on a Friday at precisely a.m. or 2.15 p.m., or on another day and at another time to be fixed by the Rector Magnificus. In case of a ceremony at 2.15 p.m., the reception afterwards will take place in the Kleine Foyer which can accommodate a maximum of 125 guests. In case of a double defense, the ceremonies take place at 2.15 p.m. and 3.15 p.m., after which the two PhD candidates will both receive their certificates simultaneously. c. The PhD candidate will be given the opportunity to present an introduction to his PhD thesis to the audience, a brief lecture for non-experts, before the beginning of the ceremony and in the absence of the PhD committee. This introduction starts fifteen minutes prior to the beginning of the ceremony and may last a maximum of ten minutes. The PhD candidate should arrange this with the Beadle well in advance. d. At the moment when the professors enter the Auditorium, the PhD candidate is standing at the lectern, with his assistants, who are also standing up, on either side. The Doctorate Board may offer the PhD candidate and the assistants the opportunity to remain seated during the defence. The PhD candidate should arrange this with the Beadle in advance. e. As soon as the professors have reached their seats, the Rector Magnificus pronounces the invocation. Immediately afterwards, the PhD candidate takes his place at the lectern, while the professors sit down. f. The Rector Magnificus gives the floor to the opponents. At the instigation of the Rector Magnificus, the PhD candidate is given the opportunity to answer questions or criticisms. When answering, the PhD candidate addresses the opponents as follows: supervisor: highly esteemed supervisor'; professor: highly esteemed opponent ; others who have been granted permission to raise objections: highly esteemed opponent. g. When the hour has passed, the Beadle enters the Auditorium and calls out hora est, upon which the Rector Magnificus adjourns the ceremony. h. At the moment when the professors return from their consultations, the PhD candidate is at the same place where he was at the beginning of the ceremony. The Rector Magnificus proclaims the decision of the Doctorate Board or of the PhD committee. If the doctorate has been conferred 1 ), he requests the supervisor to implement this decision by pronouncing the PhD formula. (The professors listen to this formula standing up, with covered heads.) During the Rector Magnificus announcement and the PhD-conferring formula, the PhD candidate and his assistants stand before the table on the dais behind which the Rector Magnificus and the supervisor(s) are seated. There the PhD candidate also receives the doctoral degree certificate. Then he resumes his position at the lectern. i. After the subsequent speech by the supervisor, the professors rise from their seats and the Rector Magnificus utters the final prayer. j. Preceded by the Beadle, those present on the dais leave the Auditorium in procession, immediately followed by the new doctor, accompanied by his/her partner, and the assistants. They go to the reception room ( Portrettenzaal or Kleine Foyer ), at the entrance to which the professors allow the new doctor to lead the way. The reception is given by the new doctor (and partner). SPECIMEN Office of the Doctorate Board Jacqueline Wayers Beadle Wilko Elsinga Cobbenhagen building, room C 20 Cobbenhagen building, room C 011 Phone ((013)-466)2230 Phone ((013)-466) doctorate.board@tilburguniversity.edu pedel@tilburguniversity.edu NB: All information concerning PhD can be found on the internet:

14 Tilburg University PhD Regulations Appendix 2 APPLICATION FORM FOR THE APPOINTMENT OF A PHD THESIS SUPERVISOR Written permission of the involved supervisor(s)/co-supervisor(s) The undersigned declares to be willing to act as a (co-)supervisor if the Doctorate Board appoints him/her as such, at the graduation of: To be completed by the PhD candidate. Last name and first name(s) of applicant ANR Add copy of birth certificate or certificate of residence or passport photocopy* Please attach a certified copy of the diploma and official transcripts Please attach a brief description of the structure of the thesis, indicating the definition of the problem, the importance of the problem, and a draft table of contents Please complete the back of this form, signed by the the supervisor(s)/co-supervisor(s) involved Title(s) male female Date and place of birth: Address: private work SPECIMEN tel.no. tel.no. Fax no. Nationality: Final examination passed, as referred to in Article 2, paragraph 3, under a, of the Regulations: Institution where the final examination referred to in Article 2, paragraph 3, under a, of the Regulations was passed: Subject PhD thesis: Faculty most closely involved: Professor(s) involved: Place: The PhD candidate: Date Signature The Director Graduate School: Signature Date of receipt form at DB: Date *For privacy reasons, the secretary s office of the Doctorate Board shall destroy the photocopy of the passport after the defense. p.t.o Office Doctorate Board PO Box LE Tilburg Visiting address > Warandelaan 2 Room C 20 Tilburg Phone Name PhD candidate: Name University / School Supervisor Co-supervisor Please sign for agreement: Name Place Date - - Signature Name Place Date - - Signature Name Place Date - - Signature SPECIMEN In case of an external (co-)supervisor, please fill in his/her address:

15 Tilburg University PhD Regulations Appendix 3 (co-)supervisor s or (co-)supervisors notes The undersigned, (fill in name(s)): APPLICATION FORM FOR FIXING A DATE FOR THE DEFENSE OF A PHD THESIS AND THE APPOINTMENT OF THE PHD COMMITTEE To be completed by the PhD candidate. To be submitted at least six months before the desired date, see Article 7 of the PhD Regulations. Fill in date and time as reserved at the office of the Doctorate Board. Last name and first name(s) of applicant Title(s) male female Date and place of birth: Address: private work tel.no. tel.no. Fax no. Nationality: Final examination passed, as referred to in Article 2, paragraph 3, under a, of the PhD Regulations: Institution where the final examination referred to in Article 2, paragraph 3, under a, of the PhD Regulations was passed: Final title PhD thesis: The suggested date for the defense of the PhD thesis: Place: The PhD candidate: Date of receipt form at DB: day Date Signature Date SPECIMEN has/have approved the manuscript in question. I / We propose that the following persons be appointed to the PhD committee: Place The (co-)supervisor(s): name(s) The Director of the Graduate School supports the above application. Additional remarks: Date signature(s): SPECIMEN Name director Graduate School: Date Signature: (the supervisor or PhD candidate should add a complete list of addresses of all committee members) Office Doctorate Board PO Box LE Tilburg Visiting address > Warandelaan 2 Room C 20 Tilburg Phone

16 Tilburg University PhD Regulations Appendix 4 Appendix 5 Example title page: Example verso of title page: Title Subtitle Proefschrift ter verkrijging van de graad van doctor aan Tilburg University, op gezag van de rector magnificus, prof... (titles, initials, name rector), in het openbaar te verdedigen ten overstaan van een door het college voor promoties aangewezen commissie in de aula van de Universiteit op. (day and date) ) om. (time) uur door.. (first names and last name) geboren op. (date) te (place of birth),.. (country of birth) Promotor(es):. (titles, initials, name) Copromotor(es):. (titles, initials, name) SPECIMEN Overige leden van de Promotiecommissie:. (titles, initials, name). (titles, initials, name). (titles, initials, name). (titles, initials, name) Note: The articles in this appendix are unofficial translations of the Dutch-language articles. Relevant Articles in the Structure Regulation Article 11 Doctorate Board 1. The University has a Doctorate Board consisting of professors. 2. The Doctorate Board shall consult the Executive Board and the Board of Governors on the award of the degree referred to in Article 7.19, paragraph 2, of the Act [i.e., the Dutch Higher Education and Research Act]. 3. Further provisions concerning the duties, composition and appointment of the Doctorate Board are laid down in the Management and Control Regulations. Article 16 Other duties and powers of the Dean 2. The Dean has the right of recommendation as referred to in Article 7.19, paragraph 2, of the Act. Article 20 Rights and duties of professors 3. Professors who are honorably discharged shall retain the right to act as supervisors for five years. Article 66 Rights of professors holding endowed chairs 1. For the purposes of Article 7.18, paragraph 4, of the Act, applicable under Article 3, notwithstanding Article 7.18, paragraph 5, professors holding endowed chairs at a denominational university shall be deemed to be professors of that university. 2. Professors holding endowed chairs who are honorably discharged shall retain the right to act as supervisors for five years. Relevant Articles of the Higher Education and Research Act Article 7.10a Award of degrees 1. The governing body of the institution shall grant the degree of Bachelor or Master to any person who passes the final examination of a university Bachelor s program or the final examination of a

17 Tilburg University PhD Regulations university Master s program, respectively. Depending on the field in which the final examination of the Bachelor s program or the final examination of the Master s program has been passed, of Arts or of Science shall be added to the title of the degree awarded. A qualification of the degree referred to in this paragraph, other than that stated in the second sentence may be laid down by ministerial regulation for a program or group of programs. 2. The governing body of the institution shall grant the degree of Bachelor or Master to any person who passes the final examination of a higher professional Bachelor s program or the final examination of a higher professional Master s program, respectively. The governing body of the institution may lay down a qualification of the degree referred to in this paragraph, other than that stated in the second sentence of paragraph 1, for a program or group of programs. 3. The board of the legal person referred to in Article 51.1, paragraph 2, shall award the degree of Master to any person who passes the final examination of a Master s program as referred to in Article 7.3b, paragraph a or b. The second sentence of paragraph 2, shall apply mutatis mutandis. 4. The governing body of the institution or the board of the legal person referred to in paragraph 3, shall add to the title of the degree an indication of the academic field or professional field to which the degree relates. Article Award of the doctoral degrees: admission of candidates and organization of the PhD ceremony 1. The Doctorate Board of a university or of the Open University has the power to award a doctoral degree on the strength of the defense of a PhD thesis. 2. The pursuit of a doctorate is open to any person who: a. has been awarded a Master s degree under Article 7.10a, paragraph 1, 2 or 3, b. has completed a PhD thesis as proof of his ability to practice scholarly research independently, and c. has fulfilled the requirements laid down in the PhD Regulations referred to in Article In special cases the Doctorate Board may allow persons who meet the requirements of paragraph 2b and c, but not a, to defend a thesis. 4. The Doctorate Board shall assign a university professor to supervise each PhD candidate. The award of the doctorate shall take place before this Board or a committee appointed by it consisting of professors and other persons it considers competent to sit on that committee, with due observance of the PhD Regulations referred to in Article For the purposes of paragraph 4, ecclesiastical professors of a public university and professors holding endowed chairs at a public university are deemed to be professors of that university. 6. An institution can, jointly with one or more Dutch or foreign institutions, award a doctoral degree on the basis of a defense. The first five paragraph s apply mutatis mutandis. The institutions can make further arrangements concerning the implementation within the limits of the provisions of the PhD Regulations. Article PhD Regulations; Honorary doctorates 1. With due observance of the relevant provisions of this Act, the Doctorate Board shall lay down the PhD Regulations, which shall stipulate: a. the procedure for the preparation of the thesis and the award of the degree, including the duties and powers of all those who are or may be involved in the award of the degree, and b. the provisions regarding the settlement of any disputes that may arise concerning the preparation of the thesis and the award of the degree. 2. The Doctorate Board has the power to award the degree of Doctor honoris causa, on the recommendation of the governing body of the institution, for outstanding services to natural persons. Article The degree of Doctor 1. A person who has been awarded a PhD on the basis of a successfully defended thesis, as referred to in Article 7.18, or under Article 7.19, paragraph 2, is entitled to refer to this degree as part of his name. 2. A person who under paragraph 1, is entitled to refer to the degree referred to therein as part of his name is also entitled to use the title of Doctor. 3. The degree referred to in paragraph 1, shall be indicated as D after the name. The title referred to in paragraph 2, shall be abbreviated to dr. before the name. 4. The person concerned shall decide whether to refer to the degree as part of his name as referred to in paragraph 1, or to use the title referred to in paragraph 2.

18 Tilburg University PhD Regulations Article Certificates 1. A person who has gained a certificate as a result of passing a Master s examination or propaedeutic examination as referred to in the University Education Act, a final or propaedeutic examination as referred to in the Higher Professional Education Act, or a diploma program as referred to in the Open University Act shall be deemed to have gained the said certificate under the present Act. Article The title of Doctor 1 A person who is entitled under the University Education Act or the Open University Act to use the title of Doctor shall be deemed to have gained this entitlement under Article 7.22, paragraph 1, as it read on August 31, A doctorate of Divinity or Philosophy from a Dutch ecclesiastical university that was already awarding such doctorates on 1 January 1960 entitles the holder to use the title of Doctor. Article 7.22, paragraph 3, shall apply as it read on August 31, The articles below are from the Higher Education and Research Act of August 31, Article Doctorates, pursuit and organization of PhD (Higher Education and Research Act, August 31, 2002) 2. The pursuit of a doctorate is open to any person who: a. has passed the final examination of an educational program with a study load of at least 168 credits or, regarding the programs mentioned in Article 7.4, third paragraph an examination by which a part of the program of at least 168 credits is finished. Article 7.4. Study load and credits (Higher Education and Research Act, August 31, 2002) 3. The study load for study programs leading to qualification as a dentist or philosopher of a particular discipline shall comprise 210 credits. The study load for study programs leading to qualification as a doctor, veterinary surgeon or pharmacist shall comprise 252 credits. Article The pursuit of doctorates by persons holding old-style certificates A person who on or before August 31, 2002 met the requirement referred to in Article 7.18, paragraph 2a, as it read on August 31, 2002, shall be accorded the same treatment as a person who meets the requirement referred to in Article 7.18, paragraph 2a.

19 Tilburg University PhD Regulations Appendix 6 Joint doctorate procedure at Tilburg University In 2010, the Tilburg University Doctorate Board agreed to make joint doctorates at our university possible. A joint doctorate is a PhD resulting from cooperation between Tilburg University and one or more institutions of academic education, foreign or otherwise, whereby a doctoral degree is awarded jointly. After the defense of the thesis at one of the universities, the PhD candidate will, as a general rule, receive one joint degree certificate stating that the candidate worked at both universities. Cooperation Tilburg University has chosen to only issue joint doctorates where cooperation substantively enhances the PhD process or the candidate s PhD thesis. To be eligible for a joint doctorate, the doctoral program must therefore reflect one of the two situations described below. a. Cooperation with a renowned partner university Ideally, joint doctorates are embedded in already existing forms of cooperation. Preference will be given to strengthening the cooperation with renowned partners institutions. A good reputation can be derived, for instance, from the presence of famous researchers or the availability of cutting-edge research facilities. b. Combination of expertise among partners In addition, research cooperation can be developed if high-quality partners combine their expertise, both within and outside their own disciplines, with the longterm goal to establish structural cooperation. Besides individual joint doctorate tracks, it is also possible to establish joint doctorate programs with the participation of two or more universities (e.g., as part of Erasmus Mundus) comprising multiple PhD projects. Criteria In addition to the above-mentioned situations, a joint PhD track must also meet the following criteria. 1. The research effort made at Tilburg University must be similar to the effort made at the other university or universities. A short stay abroad during the PhD process will not be considered sufficient to warrant a joint doctorate. 2. As a rule, the Doctorate Board must have approved the joint doctorate project at least two years before the prospective defense. 3. Every joint doctorate track is based on a cooperation agreement, which is substantively reviewed beforehand by the Legal Affairs and Strategy & Policy Departments and is always countersigned by the Rector Magnificus. In exceptional cases, these criteria may be deviated from on the basis of a substantiated request to the Doctorate Board. Procedure The cooperation for both joint doctorate tracks and for joint doctorate programs must be formally approved by the Doctorate Board. The following procedure applies at Tilburg University. A) Joint doctorate tracks A candidate can begin a joint doctorate track after approval by the Doctorate Board. To this end, the (prospective) supervisor submits a request to the Doctorate Board. As the chair of the Doctorate Board, the Rector Magnificus is authorized to give this approval. The request for approval, with a cover letter by the Director of the Graduate School, contains the following information. - Title and short summary of the research project; - Argumentation in support of the joint doctorate; - Rough timetable for the PhD process; - Information on the prospective PhD student (CV); - Information on the supervising professor at Tilburg University (CV); - Information on the supervising professor at the partner university (CV); - Information on the quality of the partner university; - Draft cooperation agreement (to be signed by the Rector Magnificus). B) Joint doctorate programs Setting up joint doctorate programs also requires the Doctorate Board s approval. As the chair of the Doctorate Board, the Rector Magnificus is authorized to give this approval. Furthermore, the Doctorate Board reserves the right to approve each individual candidate within a program first, separate from any selection procedure

20 Tilburg University PhD Regulations as part of the program. For every candidate, the procedure described above under A) Joint doctorates must be followed. The request for approval, with a cover letter by the Director of the Graduate School, contains the following information. - Short summary of the research program; - Information on the partner or partners involved; - Information on the quality of the partner or partners; - How, where, and under what conditions the certificate will be issued; - Planning of the program (number of candidates, amount of time in Tilburg, etc.); - Draft cooperation agreement (to be signed by the Rector Magnificus). l. Intellectual property; m. Rules on the settlement of disputes; n. The agreement s starting date and validity period. Various model agreements are available containing articles approved by Legal Affairs. They can be obtained from the secretary of the Doctorate Board. PhD Regulations All articles contained in the Tilburg University PhD Regulations and all other official instructions regarding the doctorate will remain in force in the case of a joint doctorate. Any conflicts between our PhD Regulations and those of the partner university must be resolved prior to the appointment of a supervising professor. Requests can be submitted to the secretary of the Doctorate Board. The above procedure applies both to PhD students coming to Tilburg University to conduct part of their doctoral research and to PhD students at Tilburg University who go away to do part of their PhD research at another university. Thus, if a foreign institution initiates the joint doctorate, the same procedure applies. Cooperation agreement A compulsory aspect of every request for a joint doctorate is a cooperation agreement with the partner university or universities. This agreement contains arrangements on at least the following subjects. a. Which of the institutions involved shall be the home institution, responsible for the entire administration concerning the PhD candidate; b. The supervisor(s) and co-supervisor(s) and the nature of the supervision per institution; c. Admission to the doctoral program; d. The content of the training as part of the doctoral program; e. The prospective duration of the PhD process; f. The PhD candidate s stay at the various institutions; g. The language of the PhD thesis and of the summary; h. The location of the defense/the examination; i. The form of the joint degree certificate; j. Financial arrangements in relation to the candidate and the doctoral program; k. Insurance;