Doctoral Programmes - Guidelines for the public defence of doctoral dissertations
Administrative instructions
Doctoral students who have passed their preliminary defence, must contact Annie Vercruysse.
The following documents must be filled in very carefully :
- the doctoral defence application form, providing personal information that will be printed on your diploma
You will receive a serial number that must be printed on your dissertation.
Students are required to upload a pdf version of their doctoral thesis. It is compulsory to do this before the public defence. Instructions are posted on the following website: http://www.kuleuven.be/research/phd/my_phd.html (archiving your PhD manuscript).
Permission for the public defence must be obtained from the Faculty Council, at least 6 weeks prior to the defence.
The Board of Examiners consists of the doctoral co-ordinator (chairperson), the supervisor and all members of the committee. Before setting your date, please check the availability of all examiners ànd the chairman.
Practical instructions
Registration for the public defence (“Doctoraat met verdediging”) is required (Registrar's Office, Universiteitshal, Naamsestraat 22, 3000 Leuven).
An interval of at least 2 months between the preliminary and the public defence is recommended.
Traditionally, public defences take place in the ‘Promotiezaal’ of the University Hall. The reception is usually given in the ‘Jubileumzaal’. You may obtain an option on the ‘Promotiezaal’ for a given date through the Faculty Services, tel. 016 322118, e-mail: lokalenreservering.evenementen@tech.kuleuven.be). This option remains valid for 6 months. If the ‘Promotiezaal’ is not available, please contact the Faculty Services (lokalenreservering) to make a reservation for a room in the FBE buildings.
Formatting instructions :
- format : 16 x 24 cm (usual format for scientific publications)
- cover, title-page and back must conform to the format in the file voorblad.doc)
- a list of former doctorates from the FBE must be added at the back of every dissertation: from 1/1/2009 onwards you may replace this list by the sentence: Doctoral dissertations from the Faculty of Business and Economics, see: http://www.kuleuven.ac.be/doctoraatsverdediging/archief.htm
- the following sentence needs to be printed on a separate page, following the title-page : “Daar de proefschriften in de reeks van de Faculteit Economische en Toegepaste Economische Wetenschappen het persoonlijk werk zijn van hun auteurs, zijn alleen deze laatsten daarvoor verantwoordelijk”
- a list of tables, figures, acknowledgement, etc. must be added
- it may be useful to have a look at a recently finished dissertation (see FBE Library)
Printing :
Most doctoral students have their dissertation printed by Acco or Print Service (both located on Tiensestraat). Only the cover page will be typeset, the remaining part will be photocopied. Note that the final version needs to be copied recto verso. This may require insertion of blank pages. Keep in mind that printing/photocopying may take at least 2 weeks.
Number of copies to submit :
- 1 copy for each member of the Board of Examiners
- 1 copy for the Dean
- 1 copy for the secretariat
- 3 copies for the Faculty Library
- 1 electronic copy (follow the instructions on http://www.kuleuven.be/phd/my_phd.htm )
- 1 for each professor of the Department who requests a copy (enquire beforehand who wants a copy)
Doctoral students are responsible to personally distribute the required number of copies.
Invitations :
Doctoral students are supposed to invite the Dean, the Chairman and all members of the Faculty to the public defence.
Reimbursement :
Doctoral students receive a budget of € 750 from the K.U.Leuven after the public defence. This budget may be used to reimburse expenses related to the doctoral program. The original receipts and invoices must be submitted. This budget may be used to reimburse the following costs: registration for the PhD programme, conference and workshop participations, printing expenses of the dissertation, purchases of academic literature and computer, reception at the public defense... more information on: . https://admin.kuleuven.be/sab/ic/intranet/bedrijfskosten/fiches/krediet-doctoraatsstudent
