REGULATIONS RELATING TO OBTAINING THE OF AT HASSELT UNIVERSITY/TRANSNATIONAL UNIVERSITY LIMBURG

Approved by the Board of Hasselt University on 12 December 2006 and revised by the Board of Hasselt University on 11 December 2007, 12 November 2008, 16 June 2009, 11 December 2012 and 13 October 2015.

To be used for with an approved doctoral file after 01.11.2015

2.

I. Provisions of Ministerial Decrees

The following summary contains relevant provisions of the Flemish Code (Codex Hoger Onderwijs/CHO).

AIM OF PREPARATION OF A DOCTORAL

Article II.58 §7 CHO Preparation of a doctoral thesis has the aim of training a researcher to make an independent contribution to the development and growth of scientific knowledge; the thesis must demonstrate the ability to create new scientific knowledge in a particular field or across fields, including the arts, on the basis of independent scientific research and the thesis must be able to lead to scientific publications.

AUTHORITY TO AWARD A

Article II.73 §3 CHO Universities may grant the degree of doctor in or including those areas of study or parts thereof in which they have the authority by virtue of articles II.78 to II.82 CHO to offer courses leading to the degree of master.

Universities that can offer only bachelor degree courses in particular areas of study or parts thereof may award the degree of doctor in or including those areas of study or parts thereof on the condition that the public defence of the thesis as provided for in article II.251 CHO takes place before an inter- university jury constituted in consultation with a university that is able by virtue of sections II.78 to II.82 CHO to offer master’s courses in the field of study concerned or part thereof.

Article II.74 Within the framework of an association of or including the fields of study “Audiovisual and Visual Arts”, “Music and Stage Arts” and “Nautical Sciences” and/or parts thereof, a university may grant the degree of doctor if the doctoral project is rooted in a research environment common to the university and at least one college of further education. The colleges concerned have by virtue of article II.83 to II.101 CHO the authority to offer courses in the areas of study concerned that lead to the degree of master.

CONDITIONS OF ELIGIBILITY

Article II.184 CHO A general condition of eligibility for enrolment to prepare a doctoral thesis is possession of a master’s degree.

The university management may ask for additional investigation to gauge the suitability of the student for carrying out scientific research in the discipline concerned and recording the results thereof in a thesis.

Article II.185 CHO The university management may allow a student who does not possess a master’s degree to enrol to prepare a doctoral thesis if it considers them capable of doing so.

The university management may make this exemption dependent on:

1. a research project that gauges suitability for writing a doctoral thesis, or

2. successfully taking an examination on parts of the academic education determined by the university management.

Article II.175 §2 CHO For the application of the provisions of articles II.185 and II.190 CHO, from the second cycle of higher education (long type) and two cycle college of further education courses, diplomas from the second cycle of academic education and the diplomas rendered equivalent thereto by virtue of or by the Universities Decree, diplomas from postgraduate studies and the diplomas of chartered [polytechnic] engineer and the obtained at the Royal Military Academy in Brussels are regarded as equivalent to a master’s degree.

Article II.192 CHO

Modification doctoral regulations UHasselt/tUL Version 13.10.15 3. The management of the institution may exempt persons who possess a of higher education issued outside the Flemish Community from the above requirements for previous education for the preparation of a doctoral thesis where, in the opinion of the management of the institution, that diploma is equivalent to a master’s degree. If this is not the case, the management of the institution may make permission to enrol dependent on successful completion of a preparatory programme specifically developed for the purpose.

ENROLMENT AND ENROLMENT FEE

On an annual basis, The Board of the University determines the tuition fees and method of payment as outlined in the Codex Higher Education (Codex Hoger Onderwijs/CHO). Further details can be found on the website.

OBTAINING THE DEGREE OF DOCTOR

Article II.251 CHO The degree of “doctor” is awarded after the public defence of a thesis.

JOINT DIPLOMA OF DOCTOR

Article II.171 §1 CHO Within the limits of their educational authority, two or more universities may give out a joint diploma and grant the relevant degree of bachelor, master or doctor to a student who has successfully completed a course organised jointly by the universities concerned or after successful public defence of a thesis prepared under their joint supervision.

Article II.172 § 4 CHO A university may, together with another university at home or abroad, give out a double diploma or joint diploma of the degree of doctor after the public defence of a thesis before a jury including as a minimum of the institutions concerned on the condition that the candidate has done research relating to their thesis at the partner university for at least six months.

Modification doctoral regulations UHasselt/tUL Version 13.10.15 4. II. Regulations

Subsection 1 - Introductory provision

Preamble In this document the term “doctoral candidate” refers to both a male and a female doctoral student, and a supervisor, co-supervisor, lecturer, dean, rector and chairman may be either male or female.

Article 0 Definitions 1. Faculty: faculties are academic bodies that are set up by the Board of the University in conformity with article 12 of the Government Decree and 89. of the regulations of the academic structure of the UHasselt. For these regulations, the School for Transportation Sciences is equivalent to a faculty. 2. Dean: the faculties are led by a dean. For these regulations, the chairman of the interfaculty school board of the School for Transportation Sciences is equivalent to a dean. 3. Authorized faculty: the discipline in which the doctorate is taken, as specified in section 1, determines which faculty is authorised, henceforth designated in these regulations as “faculty”.

Article 1 Scope These regulations specify the requirements and procedure relating to the preparation of a doctoral thesis leading to the obtaining of the degree of doctor at Hasselt University or the transnational University Limburg.

These regulations apply to all doctoral students whose doctoral file is approved from 1 November 2015 onwards. For doctoral students whose file was approved before this date, the doctoral regulations as approved during the meeting of the Board of the University of 11 December 2012, apply unabated.

The doctorate is obtained:

1. in a discipline within or involving the areas of study or parts thereof within the educational authority of UHasselt/tUL (conform article II.73 §3 and the Treaty between the Flemish Community and the Kingdom of the regarding the transnational University Limburg, approved by the decree of 13 July 2001) and leads to one the following degrees:

Within the authority of UHasselt: - Doctor of Architecture1 - Doctor of Audiovisual and Visual Arts2 - Technology3 - Doctor of Medical Science - Doctor of Rehabilitation Sciences and Physiotherapy - Doctor of Occupational Therapy - Doctor of Business Economics - Doctor of Transportation Sciences - Doctor of Tourism - - Doctor of Sciences: Biology - Doctor of Sciences: Chemistry - Doctor of Sciences: Physics - Doctor of Sciences: Mathematics - Doctor of Sciences: Statistics

Within the authority of tUL: - Doctor of Biomedical Sciences - Doctor of Educational Sciences - - Doctor of Sciences - Doctor of Sciences: Mathematics - Doctor of Sciences: Information Technology

1 The area of study may be supplemented by the name of a discipline. 2 The area of study may be supplemented by the name of a discipline. 3 The area of study may be supplemented by the name of a discipline. Modification doctoral regulations UHasselt/tUL Version 13.10.15 5. - Doctor of Sciences: Statistics

Article 2 Obtaining the degree of doctor The degree of “doctor” is obtained after the public defence of a thesis (art. II.251 CHO).

Article 3 Aim of preparation of a doctoral thesis Preparation of a doctoral thesis has the aim of training a researcher to make an independent contribution to the development and growth of scientific knowledge. The thesis must demonstrate the ability to create new scientific knowledge in a particular field or across fields on the basis of independent scientific research, including the arts, and must be able to lead to scientific publications (art. II.58. §7 CHO).

Subsection 2 - Conditions of eligibility

Article 4 General conditions of eligibility Enrolment to prepare a doctoral thesis is open to holders of the degree of master or of a degree regarded as equivalent. Diplomas from the second cycle of higher education (long type) and two cycle college education, diplomas from the second cycle of academic education and the diplomas rendered equivalent thereto by virtue of or by the Universities Decree, diplomas from continued academic education and the diplomas of chartered [polytechnic] engineer and the licentiate obtained at the Royal Military Academy in Brussels are regarded as equivalent to a master’s degree. (art. II.175 §2 CHO) By way of an exceptional measure, the rector may - on advice of the dean4 - permit a doctoral candidate who does not possess a master’s degree to enrol to prepare a doctoral thesis if he considers them capable of doing so.

Article 5 Specific eligibility investigation The file of every candidate doctoral student shall be assessed individually. Permission for the various doctorates will automatically be given, with no additional investigation, to holders of the following master’s degrees:

Doctorate in from Master of

Architecture: Architecture Architecture Architecture: Interior Architecture Interior Architecture Audiovisual and Visual Arts: Visual Arts Visual Arts

Biomedical Sciences Biomedical Science, Medicine, Rehabilitation Sciences and Physiotherapy

Law Law

Medical Science Medicine

Occupational Therapy Occupational Therapy

Rehabilitation Sciences and Physiotherapy Rehabilitation Sciences and Physiotherapy, Physical Education and Human Movement Science, Biomedical Science

Tourism Mobility Science, Economic Science, Applied Economic Science, Architecture

Transportation Sciences Transportation Sciences

Doctorate in from Master in the domain of

Business Economics Economic Science, Applied Economic Science, Applied Economic Science: Business

Modification doctoral regulations UHasselt/tUL Version 13.10.15 6. Engineering in Management Information Systems

Educational Sciences Education and Pedagogical Science

Engineering technology Industrial Sciences

Sciences Statistics, Physics, Mathematics, Biology, Chemistry, Information Technology

Sciences: Biology Biology, Biomedical Science, Bio-Engineering Science, Biochemistry and Biotechnology

Sciences: Chemistry Chemistry, Bio-engineer (civil), Engineering Science (Chemistry), Bio-engineering Science, Biochemistry and Biotechnology

Sciences: Physics Physics (civil), Engineering Science (physics)

Sciences: Information Technology Information Technology (civil), Engineering Science (computer science)

Sciences: Statistics Statistics, Mathematics

Sciences: Mathematics Mathematics (civil), Engineering Science (mathematical engineering techniques)

This list of master’s degrees that will be permitted to enrol for a doctorate without eligibility investigation may be expanded, but not restricted, on the recommendation of a faculty.

If the candidate doctoral student does not possess a contiguous master’s degree as specified in the table above, the selection committee, or in the absence thereof, an ad-hoc committee must inclusively and on the initiative of the future promotor explicitly motivate and advise whether a candidate doctoral student is capable of carrying out scientific research in the relevant discipline and lay down the results in a thesis (art. 184 CHO). This advice will comprise one of the three results listed in article 6.

The committee informs the faculty board about the results of its research. The faculty decides on the matter.

Article 6 Results of the eligibility investigation The assessment of each doctoral candidate’s file will lead to one of the following possibilities:

1. The candidate is admitted immediately without conditions.

2. The candidate is admitted with conditions. These conditions mean that the person concerned must acquire a particular skill or substantive knowledge of the subject that is considered necessary for the doctoral preparation and for which it may reasonably be expected that the candidate can acquire the knowledge/skills without delaying the research work. In this case the faculty will propose an adapted doctoral school programme. A period is laid down in which the additional skill/knowledge must be acquired and on expiry of this period, the result obtained shall be reported to the faculty board.

3. The candidate is not admitted to the doctoral programme.

Modification doctoral regulations UHasselt/tUL Version 13.10.15

Subsection 3 - Enrolment

Article 7 Enrolment Everyone preparing a doctoral thesis at UHasselt/tUL is required to enrol as a doctoral student at the start of the doctorate, and, if applicable, as a member of a doctoral school. These enrolments must be renewed annually at the start of every academic year. The terms are specified annually by the University Board.

Subsection 4 - Start of the doctoral preparation

Article 8 The doctoral file 1. In consultation with the supervisor, the doctoral candidate draws up a doctoral file in the application my doctoral file. This file is submitted to the faculty within 3 months after the first enrolment. Doctoral candidates with an assistant’s mandate of 3 x 2 years are allowed 6 months to submit this file. The faculty board attaches its (dis)approval to the doctoral file. If not approved, the doctoral student must rework the doctoral file with the supervisor and resubmit it. If it is approved, no further steps need to be undertaken.

2. The doctoral file states: - the doctoral candidate’s master’s degree; - the research group/research institute in which the doctorate will be prepared; - the subject, consisting of an indicative and a research plan. The research plan contains a research topic, objectives, the proposed methodology and a timetable; - the discipline (possibly multi-disciplinary); - the type of doctorate (UHasselt, tUL or joint/double) - the faculty; - the doctoral school to which the doctoral candidate belongs, and the URL where the minimum requirements of the doctoral school can be found; - the supervisor; - at the suggestion of the supervisor: the constitution of the doctoral committee and possible co-supervisor(s) (maximum 2); - in case of a Baekeland doctorate or a doctorate in cooperation with a company, the company that will be cooperated with in the doctoral project and the industrial mentor (maximum 1) who possesses the necessary skills to guide the doctorate from the company perspective or from an industrial perspective; - the detailed results of the eligibility investigation (see section 6) so that they can be followed up further.

Article 9 The supervisor The doctorate is supervised by a supervisor. The supervisor must be: a. a tenured member of the academic staff (ZAP) of UHasselt with a doctorate by thesis (including tenure-track staff members of the integrated courses) . In exceptional cases, when the scientific file of a tenured member of the academic staff of the UHasselt is of such a nature that it can be regarded as equivalent to that of a tenured member of the academic staff with a doctorate, the rector can, on reasoned advice from the faculty, make an exception to the need for a doctorate on the part of the supervisor; b. a visiting with a doctorate by thesis employed at UHasselt. In exceptional cases, when the scientific file of a tenured academic member of staff (ZAP) of the UHasselt is of such a nature that it can be regarded as equivalent to that of a tenured member of the academic staff with a doctorate, the rector can, on reasoned advice from the faculty, make an exception to the need for a doctorate on the part of the supervisor. The faculty makes sure that the appointment of the visiting professor extends for the entire duration of the doctorate; c. a tenured emeritus member of the academic staff (ZAP) of UHasselt. A tenured emeritus member of the academic staff can only further guide doctorates that were started under their supervisorship prior to the reception of the status of emeritus, and with the express approval of the faculty concerned.

Article 10 The doctoral committee

8. 1. The doctoral committee consists of at least three people, including the supervisor and (max. 2) co-supervisors, if applicable. The doctoral committee must further comprise at least one member who is not the supervisor or co-supervisor of the doctoral candidate.

2. The supervisor together with any co-supervisor(s) is responsible for supervising the doctoral candidate and ensures that it is possible for the latter to carry out the doctoral research under favourable circumstances within the research group. The doctoral committee oversees the progress of the doctoral work and reports to the faculty board as specified in section 11 subsection 5.

3. The co-supervisor(s) of a doctorate must be:

a. in possession of a PhD by thesis b. a member of the tenured academic staff (ZAP) with a PhD by thesis or the foreign equivalent of such a tenured academic staff member, or a visiting professor with a PhD by thesis. In exceptional cases, when the scientific file of a researcher is of such a nature that it can be regarded as equivalent to that of a tenured member of the academic staff or visiting professor with a doctorate, the rector can, on reasoned advice from the faculty, make an exception to the need for a doctorate on the part of the co-supervisor; c. the emeritus members of the tenured academic staff (ZAP) of UHasselt.

4. Maximally one member of the doctoral commission may not be in the possession of a PhD. Following reasoned advice from the faculty concerned, the rector of UHasselt can make an exception to the constitutional regulations above.

Subsection 5 - Monitoring the progress of the doctoral preparation

Article 11 Monitoring, progress and reporting

1. The doctoral committee meets with the doctoral candidate at least once a year to monitor the progress of the research and to make adjustments if necessary. The committee documents this meeting in a report which is added to My Doctoral File.

2. Eighteen months after their appointment, the doctoral candidate produces a progress report for the doctoral committee. An invitation for this is issued through My Doctoral File. The report contains both a report of the activities during the past doctoral period, taking into account the results of the admission investigation as stated in section 6, subsection 2, and a forecast of the planned activities for the coming two years. Doctoral candidates with an assistant’s mandate of 3 x 2 years repeat this reporting of progress three and a half years after their first appointment.

3. The doctoral committee assesses the progress report from section 11, subsection 2 and produces a written report on this subject for the doctoral candidate, which is uploaded to My Doctoral File. The report pays special attention to the feasibility of the doctorate within the anticipated time span and any rectification. If the doctoral committee is of the opinion is that progress in the doctoral work is inadequate, it explicitly states this in its report.

4. If the doctoral committee, outside the reporting period(s) described above, is of the opinion that progress in a doctoral research is manifestly insufficient, it reports this promptly and in writing, and as often as necessary, to the doctoral candidate. If the doctoral candidate is of the opinion that there is a problem with the progress of the doctorate, or with the doctorate guidance, he/she reports this promptly and in writing, and as often as necessary, to the supervisor, the members of the doctorate committee and/or to the arbitration service (see art. 20.1).

5. For doctoral candidates whose appointment as a staff member or doctoral scholarship student at UHasselt has to be extended, the promotor, after consultation with the doctoral committee, sends a biannual report for advice to the department concerned. They will issue an advice for a request for an extension to the personnel department. The personnel department submits this request for an extension to the relevant decision-making body (Operational Remuneration Committee or Executive Council, depending on the type of appointment of the doctoral student). This trajectory is also initiated by My Doctoral File. The report pays special attention to the feasibility of the doctorate within the anticipated time span and any rectification. If the doctoral committee is of the opinion is that progress in the doctoral work is inadequate, it explicitly states this in its report.

Modification doctoral regulations UHasselt/tUL Version 13.10.15 9. 6. If the advice on the progress of the doctoral work from the faculty concerned is negative, the preparation of the doctoral thesis can no longer be continued according to the modalities of the approved doctoral file of the doctoral student.

Subsection 6 - Final phase of preparation of the doctorate

Article 12 Submission and assessment provisional draft doctoral thesis 1. The doctoral candidate submits a draft doctoral thesis to the members of the doctoral committee with the announcement that he/she wishes to defend the thesis. This provisional draft includes the full content of the proposed doctoral thesis. The supervisor is advised to submit the draft doctoral thesis to at least one external referee.

2. Within one month of submission, the doctoral committee, backed up if applicable by the assessment of the external referee(s), assesses the draft of doctoral thesis. This assessment occurs preferably on the basis of discussion and written reports. The doctoral candidate receives from the supervisor a consistent written report of the comments which is also added to My Doctoral File.

3. If the doctoral committee gives permission for the doctoral thesis to be submitted, the doctoral candidate receives a notice from the supervisor, including notice of the deadline within which it must be submitted.

4. If the doctoral committee decides that the provisional draft requires fundamental reworking, the procedure is suspended and will be dealt with in accordance with subsection 2 of this section as from submission of the reworked draft.

Article 13 Submission of doctoral thesis 1. The candidate amends the doctoral thesis based on the assessment of the draft doctoral thesis by the doctoral committee. The doctoral candidate sends the thesis to the supervisor within the anticipated time span, as specified in section 12, subsection 3.

Article 14 Procedure for constitution of doctoral jury 1. Once the doctoral committee has given permission for the doctoral thesis to be submitted (see section 12, subsection 3), the doctoral student and the supervisor inform the dean of the faculty via My Doctoral File of the proposed: - (if applicable) date of the pre-defence; - provisional date or period of the defence; - title of the doctoral thesis; - proposal of the constitution of the doctoral jury4; - the university most eligible for the required inter-university discussions, if the doctoral thesis is involved in an area of study or part of an area of study in which UHasselt/tUL can only award bachelor’s diplomas.

2. As soon as the proposal in subsection 1 is added to My Doctoral File and if applicable, the doctoral school is invited to inform the faculty whether or not the doctoral student meets the requirements of the doctoral school. Only with a positive advice from the doctoral committee as well as from the doctoral school board, the faculty can approve that the procedure for the defence of the thesis can continue.

3. Provided that, if applicable, the doctoral school board declares that the doctoral student meets the specific requirements of the doctoral school, the faculty issues advice on the proposal in section 1 to the rector during the next meeting. This advice remains valid for one year.

4. The faculty ensures that the jury is composed by members of different universities and preferably has an international constitution. The jury consists of a minimum of 6 members. The members of the doctoral committee are part of the jury. Only members of the tenured academic staff, or their foreign equivalents outside Flanders, emeriti and postdoctoral researchers or postdoctoral assistants may be members of the doctoral jury. Proposed jury members associated with

4 For a doctorate in life sciences or information sciences, the jury preferably includes an expert from Maastricht University. Modification doctoral regulations UHasselt/tUL Version 13.10.15 10. research institutions, research institutes and/or from business, the magistracy, or government agencies may - subject to written argumentation by the supervisor - be members of the doctoral jury. The doctoral jury may include a maximum of one person without a doctorate. For doctorates defended within the faculty of Architecture and Arts, a maximum of two people without a doctorate can be included in the jury.

The faculty takes account of the decreed gender balance requirements when constituting examination boards and committees.

The rector of UHasselt can, following advice of the dean of the faculty, make an exception to the previous constitution rules.

5. The chairmanship of the jury is awarded to the dean of the faculty concerned, who can delegate this task to a tenured member of the academic staff (ZAP) or tenured emeritus member of the academic staff of the faculty. The members of the doctoral committee cannot act as chairman.

6. The rector decides on the constitution of the doctoral jury. As a rule the doctoral jury will be definitively constituted within a period of 10 calendar days of the rector receiving the letter from the dean of the faculty. For a doctoral thesis which requires inter-university consultation, the doctoral jury shall only be constituted when agreement has been reached between the UHasselt rector and the rector of the university concerned. A maximum period of three weeks is aimed at in this regard.

The rector of UHasselt informs the dean of the faculty of the final constitution of the doctoral jury as well as the time and place of defence. Subsequently the dean of the faculty informs the members of the jury and the doctoral student.

Article 15 Assessment of the content of the doctoral thesis by the jury and “pre- defence” 1. As soon as the constitution of the jury has been communicated by the rector, the supervisor provides the members of the jury with the content of the definitive doctoral thesis in accordance with section 13. The supervisor informs the members of the jury that they have a maximum of 4 weeks after receipt of the thesis to assess the doctoral thesis and to express any objections to the public defence.

2. In agreement with the faculty regulations on the matter, there is the possibility of organising a pre-defence, before giving permission for the public defence. In that case the faculty arranges matters regarding the timing and the presence of the jury at the pre-defence.

3. If a jury member objects to the public defence, the jury must in any event discuss this matter. A 2/3 majority is required for permission for the public defence. As a result of these discussions, the doctoral jury may also make the permission to defend subject to conditions, and link it to a remediation plan. If the doctoral jury does not give permission for the public defence (or subjects it to conditions), the supervisor informs the doctoral candidate of the objection and the remarks on the matter.

4. If the doctoral jury agrees to the public defence, the supervisor of the jury informs the doctoral candidate, the rector and the dean.

Subsection 7 - Public defence and deliberations

Article 16 Public defence 1. The defence of the thesis is public. The rector watches over the application of the public nature of the defence. Notice of this defence will be given by the External Communication and Marketing Department and the faculty will announce it on the notice boards. No public defence may take place during the period of 15 July to 20 August inclusive.

2. Before the defence, the doctoral candidate provides the External Communications Department with the necessary information for a possible press release via My Doctoral File.

3. The doctoral candidate ensures that the members of the jury have a printed copy of the definitive doctoral thesis, or at the very least an electronic version, in their possession at least 7 days

Modification doctoral regulations UHasselt/tUL Version 13.10.15 11. before the planned defence. The library of UHasselt and the National Library5 receive 3 printed copies and the thesis is made accessible via Open Access. Theses that are (temporarily) under embargo will (temporarily) not be made publicly available.

4. The public defence of the thesis may not last for longer than 2 hours including the exposition of the thesis, which may take a maximum of 50 minutes.

Article 17 Deliberations and proclamations 1. The jury shall deliberate immediately after the end of the defence and proceed to the proclamation. The jury decides by a two-thirds majority.

2. In the deliberations no degrees are awarded: it is merely decided whether the doctoral candidate has succeeded.

3. The doctoral jury cannot validly deliberate unless at least four members excluding its chairman are present. At least one of these members (excluding the chairman) cannot be a member of the doctoral committee. If a member of the jury is not able to physically attend, in exceptional cases, the doctoral defence and deliberations can be attended remotely.

Subsection 8 - Language rules

Section 18 Language 1. The doctoral thesis may be written and defended in Dutch or English. The UHasselt rector can allow for an exception to this rule in consultation with the faculty board. 2. In all cases the doctoral thesis is provided with a summary in Dutch (maximum 3 pages), directed to the general public.

Subsection 9 - Regulations, rights and obligations

Article 19 Regulations and guidelines 1. When the doctoral file is opened, the doctoral student receives the regulations of UHasselt, and in particular the regulations related to obtaining the academic degree of Doctor and – where applicable – the internal regulations related to doctoral scholarships. Both are available on the website and intranet of UHasselt. A doctoral candidate who does not comply with the prescriptions of these regulations loses the guarantees relating to a normal doctoral procedure as provided for in these regulations.

2. A doctoral candidate who observes any neglect in the application of these regulations or the administrative prescriptions may report this to the arbitration service (ombudsman) for UHasselt and ultimately to the rector. The rector decides which action will be taken regarding the doctoral candidate’s complaint.

Article 20 Arbitration Service and Disputes

1. Doctoral candidates who have a dispute during their doctorate with their supervisor and/or doctoral committee, or who experience other problems which they cannot take up with their supervisor or doctoral committee, can approach the arbitration service (ombudsman). The arbitration service is an independent third party that will listen, give advice, and - only at the request of and in consultation with the doctoral candidate - take on a conciliation function. The arbitration service can be reached at [email protected]

5 Theses are typically printed via Uhasselt – refer to the procedure outlined on the website about obtaining a PhD at Uhasselt. Three copies are automatically reserved for the libraries. In exceptional cases for doctorates in Architecture and Arts, where the theses are sometimes printed externally, the doctoral candidate provides three copies of the thesis to the Uhasselt library of their own accord. Modification doctoral regulations UHasselt/tUL Version 13.10.15 12. 2. If in cases where the doctoral regulations are not followed or in disputes between the doctoral candidate and the supervisor and/or doctoral committee, the conciliation by the arbitration service does not lead to a solution, the file is submitted to the rector, who takes appropriate steps or proposes the faculty concerned to take them.

Subsection 10 - Reimbursement of expenses

Article 21 Reimbursement of expenses associated with the doctorate 1. A contribution to reimburse the expenses associated with the defence of the doctorate is provided for in the BOF budget, and is partially granted to the research group and partly to the doctoral candidate. The modalities of these are approved annually by the university management.

Subsection 11 - Joint doctorate

Article 22 Joint and double doctorate 1. Students can carry out a doctorate under the joint supervision of UHasselt/tUL and one or more other universities of the Flemish or French Community or foreign institutes of higher education within the framework of a cooperation agreement6 concluded between the student and the institutions concerned in accordance with the regulations on the joint doctorate applicable at UHasselt/tUL and the partner institution(s). The manner of awarding diplomas is laid down by the abovementioned cooperation agreement. For a joint doctorate, both partner institutions award the same degree (with qualifications), for a double doctorate, the degree awarded (with qualifications) is different for each institution. 2. A basic condition of the joint doctorate is that the student performs research at each of the partner institutions for at least 6 months. The student must enrol at UHasselt/tUL from the first day of the joint doctorate. 3. In the event of a joint doctorate as specified in sub-section 1 sections 9 and 14 will be added to as follows: a. Section 9: Each partner institution appoints a supervisor. b. Section 14: The rectors of the partner institutes decide on the constitution of the doctoral jury in observance of the legislation on the subject and their internal procedures. In the case of conflicting internal procedures, the procedure of the institution financing the doctoral study or the institution where the defence will take place, is given priority. The members of the doctoral jury come from multiple universities including members from all partner institutions and the jury preferably has an international constitution. The chairmanship of the doctoral jury is awarded to the rector of the partner institution where the student defends the doctorate. He may delegate this task. In extreme cases, when an agreement about the constitution of the jury cannot be reached, the rector can permit a deviation of the rules pertaining to jury constitution.

Subsection 12 – Publications, format and house style

Article 23 Publications, format and house style

In publications on research developed within a research department of UHasselt, the UHasselt affiliation is always stated.

The thesis must be written in accordance with the house rules. For doctorates prepared in the faculty of Architecture and arts, different arrangements were made. They can be retrieved within this faculty.

6 Template of “Partnership agreement for joint supervision and award of a doctorate between Hasselt University and partner institution” as appendix. Modification doctoral regulations UHasselt/tUL Version 13.10.15 13. Annex Partnership agreement governing the joint supervision and awarding of a doctorate diploma between University 1 and University 2

Between

• The University …, hereinafter referred to as (abbreviation) represented by Prof. dr. …, Rector, location: street, number, postcode, city (Belgium)

and

• The University …, hereinafter referred to as (abbreviation) represented by Prof. dr. …, Rector, location: street, number, postcode, city (Belgium) jointly referred to as the ‘the partner institutions’

and

• Mr/Mrs. [first name] [surname], hereinafter referred to as ‘the doctorandus/a’, in which the aforementioned parties are jointly referred to as ‘the parties’, and in due observance of the following :

• the Flemish Higher Education Code (Codex Hoger Onderwijs) of 11 October 2013, ratified by the Decree of 20 December 2013;

• the Flemish Government’s decision of 11 June 2004 establishing the form of the diplomas and the content of the accompanying diploma supplement awarded by institutions of higher education in Flanders, and annexes 5 and 6 in particular; • the Regulations relating to obtaining the acedemic degree of doctor at the University of Hasselt, approved by the Board of Directors on 13 October 2015; • the Regulations relating to obtaining the acedemic degree of doctor at …[name partner institution 2]…, approved by the … on …[date]…; • the readiness on the part of professors ...[insert name supervisor at partner institution 1]... and ...[insert name supervisor at partner institution 2]... to assume supervision of the joint doctorate in execution of the present agreement;

the following has been agreed:

Article 1. – SUBJECT: JOINT SUPERVISION AND THE AWARD OF A DOCTORAL DEGREE.

The partner institutions hereby agree that they shall assume joint responsibility for the supervision of the doctoral research project of the doctorandus/a and that they will also jointly organise the doctoral examination and the award of the doctoral degree.

Personal details of the doctorandus/a: Surname and first name: … Date of birth: … Place of birth: [city], [country] Nationality: … Address (for correspondence): E-mail address:

Modification doctoral regulations UHasselt/tUL Version 13.10.15 14. Article 2. – SUPERVISION OF THE DOCTORANDUS/A.

The doctorandus/a shall be supervised by the following PhD supervisors:

- At …[name partner institution 1]…  Name: Prof. dr. …  Faculty or Departement: …  Position: …

• At …[name partner institution 2]…  Naam: Prof. dr. …  Faculteit of Departement: …  Functie: …

The aforementioned persons undertake to assume fully their responsibilities as the supervisor of the doctorandus/a. In this capacity they agree to hold consultations when required so as to be able to assess the progress being made in the doctoral research.

Article 3. – MAIN INSTITUTION.

The University ... is designated as the main institution.7

Article 4. – ADMISSION TO DOCTORAL STUDIES.

The doctorandus/a has been admitted to the doctoral programme by both partner institutions:

• At the main institution  admission to the doctoral programme in …  on the following date / starting from academic year: …

• Aan the partner institution  admission to the doctoral programme in …  on the following date / starting from academic year: …

The subject of the doctoral thesis is: …

Article 5. – ENROLMENT AND REGISTRATION FEES.

The doctorandus/a is required to (re)register at both partner institutions each academic year. The fixed registration fee will be paid to the main institution and the doctorandus/a is exempt from the registration fee at the partner institution.

Article 6. – DOCTORAL COURSE.

[Cross out if not applicable8] The doctorandus/a must comply with the conditions of the mandatory doctoral course at the main institution and is exempt thereof at the partner institution, unless otherwise agreed in an addendum signed by both parties.

In all cases, the doctorandus/a retains the right to participate in the doctoral course in both institutions according to the relevant regulations.

7 Characteristics of the main institution are : a) Financing : the institution that funds the (major part of the) doctoral research or the institution to which the supervisor, who supported the submission for external funding, belongs ; b) Physical presence : the institution where the largest part of the doctoral research will take place, where the doctorandus/a will be most often physically present ; c) Start : the institution at which the doctorandus/a commenced the doctoral research and where the doctorandus/a was first enrolled. If these criteria are not sufficient to distinguish the partners, one institution is designated as the main institution by mutual consent. The main institution shall then be the institution to which the tuition fee is owed (art.5) and where if applicable, the doctoral courses must be attended (art.6), where the public defence will take place (art.14) and where the diploma will be printed (art.15). 8 Only if (a part of) the doctoral course is mandatory at the main institution must the doctorandus/a comply with this condition unless otherwise agreed in an addendum signed by both parties. If (a part of the) doctoral course is (also) mandatory at the partner institution, the doctorandus/a is exempted thereof. Modification doctoral regulations UHasselt/tUL Version 13.10.15 15. Article 7. – RESEARCH AT PARTNER INSTITUTION.

The doctorandus/a shall spend alternate or consecutive research periods at both partner institutions. The research periods are to be outlined in mutual agreement with the doctorandus/a and the supervisors. The supervisors shall see to it that the doctorandus/a spends a minimum of 6 months of research at each of the partner institutions.

Article 8. – FINANCIAL PROVISIONS.

Any contribution towards the costs related to periods of research spent at both partner institutions, attendance of national and international conferences, the organisation of the PhD defence, and other costs specific to the doctoral programme shall be discussed and determined in mutual agreement between the supervisors from the partner institutions.

Article 9. – INSURANCE.

The doctorandus/a shall undertake the necessary steps to arrange health insurance.

By enrolling as doctorandus/a at both partner institutions on an annual basis he/she in line with his/her insurance for physical accidents and civil liabilities during the course of the research at both partner institutions.

Article 10. – PROTECTION OF RESEARCH RESULTS AND PROPERTY RIGHTS.

The research results arising from the doctoral research project shall be the property of both partner institutions. Each partner institution is permitted to use these results for academic purposes.

The protection of the research results resulting from the doctoral research project, as well as any matter related to filing them, making them accessible, their publication and exploitation shall be discussed and agreed by the partner institutions and be in accordance with the regulations in force at the partner institutes.

Article 11. – LANGUAGE OF THE DOCTORAL THESIS AND DOCTORAL EXAMINATION.

The doctoral these shall be written in …[language]….

The defence of the doctoral thesis is to take place in …[language]….

Article 12. – EXAMINATION BOARD FOR THE DOCTORAL EXAMINATION.

The rectors of the partner institutions decide on the composition of the examination board, in accordance with their internal procedures. The examination board shall be made up of persons from different universities and preferably be international and include members from both partner institutions. The supervisors from both partner institutions must be part of this examination board but they cannot be the chairperson. The main institution takes the initiative for the composition of the examination board and presents it to the partner institution for approval.

Article 13. – DOCTORAL THESIS DEFENCE.

The public defence of the doctoral thesis shall take place at … [in principle the main institution]…, and is recognised by all institutions involved.

If an internal defence forms part of the doctoral examination according to the regulations of one of the partner institutions, an internal defence is organised beforehand.

A copy of the deliberation report of the examination board will be delivered to the instances within each of the partner institutions that is responsible for the administration of the students concerned and their degrees.

Article 14. – AWARD OF THE DEGREE.

Modification doctoral regulations UHasselt/tUL Version 13.10.15 16. On conclusion of the agreement, taking into account the legislation applicable to each of the partner universities and the successful defence of the thesis by the candidate, the partner institutions will award the candidate one joint doctoral diploma, granting the following degree(s):

Doctor in [insert name of degree] from the main institution and Doctor in [insert name of degree] from the partner institution9

The diploma is drawn up by the main institution and signed by the heads of both partner institutions.

OR

On conclusion of the agreement, taking into account the legislation applicable to each of the partner universities and the successful defence of the thesis by the candidate, the partner institutions will each award the candidate one doctoral diploma, granting the following degree(s):

Doctor in [insert name of degree] from the main institution and Doctor in [insert name of degree] from the partner institution

Each diploma will refer to the present agreement and hence to the joint nature of the award of this doctoral degree.

Article 15. – VALIDITY OF THE AGREEMENT AND SETTLEMENT OF DISPUTES.

In signing this agreement, both parties undertake to comply with the regulations related to obtaining the academic degree of doctor of each of the partner institutions, both the central regulations of the institutions as well as any additional regulations from the doctoral school and/or relevant faculty.

In case of contradictory regulations, those of the main institution take precedence.

In case of disputes between the partners which could impact on the continuation of the doctoral work, the rectors or their representatives shall take on a conciliation function.

This agreement shall be governed by Belgian law. Any disputes thatn cannot be settled amicably will be submitted to the relevant courts of the location of the main office of the main institution.

This agreement shall be terminated ipso jure if the contractual relation or the partnership agreement between the doctorandus/a and one of the partner institutions is terminated. In this case, the other partner institution(s) have no right to any kind of compensation.

Article 16. – VALIDITY OF THE AGREEMENT AND SETTLEMENT OF DISPUTES.

This agreement shall come into force on the date signed by the last party and shall then retrocatively come into force from the beginning of the doctorate and end on the date of the doctoral defence.

Drawn up in …[place]… in [as many copies as have been signed] original copies, on …[date]…,

Prof. dr. …, Prof. dr. …, Rector …[name partner institution 1]… Rector …[name partner institution 2]…

9 Joint degree or double degree, see annex 5 and 6: http://www.ond.vlaanderen.be/edulex/database/document/document.asp?docid=13526

Modification doctoral regulations UHasselt/tUL Version 13.10.15 17.

Prof. dr. …, Prof. dr. …, Supervisor …[name partner institution 1]… Supervisor …[name partner institution 2]…

Mr./Mrs. …, Doctorandus/a

Modification doctoral regulations UHasselt/tUL Version 13.10.15