Who

Action

Prospective PhD candidate

The PhD candidate discusses the field of the intended PhD research with the professor most suited to the area of the research and explores the possibility of the professor’s willingness to act as supervisor.

Prospective PhD candidate

In case of a self-funded PhD position, the PhD candidate secures sufficient funds to carry out the research and to cover costs of living and coursework, for example by applying for grants/scholarships.

See the following steps to apply for the CSC (China), LPDP (Indonesia) and NFP scholarships.

Supervisor

The supervisor informs the PhD candidate in writing that he or she is prepared to act as supervisor and sends a copy to the Graduate School.

Prospective PhD candidate

Upon receipt of this confirmation, the PhD candidate sends an e-mail to the Graduate School requesting access to the application module.

Additionally, the PhD candidate requests the Dean to appoint the relevant professor as supervisor (Dutch: promotor), within six weeks after the start.

Please note:

• In the e-mail, the PhD candidate also requests for a second supervisor and/or co-supervisor. Each PhD candidate has at least two (co-)supervisors.   
• The Graduate School needs to receive certified copies* (in paper form) of the certificates (otherwise admission is not possible) which demonstrate that the academic requirements, as referred to in article 3 of the Regulations, have been met.

* A ‘certified copy’ is a copy of an academic record which has been affixed with an original stamp/seal by the issuing institution, thus proving that it is a genuine copy of an original document issued by that institution.

* Master graduates from Leiden University however do not have to provide certified copies.

• PhD candidates are highly advised to be sufficiently proficient in English. Leiden University strongly recommends PhD candidates to comply with the following minimum scores of IELTS and TOEFL:
  • IELTS (academic modules only): 6,5
  • TOEFL, Paper Based: 580
  • TOEFL, Computer Based: 237
  • TOEFL, Internet Based: 92
• PhD candidates who do not meet the legal prior education requirements must request the Dean for exemption of these requirements by submitting Appendix 1, together with the appendices indicated in article 4.2 of the Regulations, to the Graduate School with a copy to the Doctorate Board.

Dean

Once the Dean has determined that the academic requirements have been met, or he has granted an exemption, he appoints the indicated Professor as supervisor (promotor).

The Dean notifies (1) the Professor, (2) the PhD candidate and (3) the Doctorate Board in writing.

PhD candidate / supervisor

In consultation with the supervisor, the PhD candidate draws up an Education and Supervison Plan. The supervisor sends a copy of it to (1) the concerning Institute Manager and (2) the Graduate School.

PhD candidate / HR

Contract or employment agreement with the Human Resources department of the Faculty of Science is signed.