Graduate School of Science
LUCRIS GSM
Working towards a PhD means conducting research, writing a dissertation and defending your findings at a public defence ceremony. In order to receive your PhD, you will need to meet certain formal requirements. This page covers everything you need to know about the formalities of the PhD track.
LUCRIS GSM Help!
If you experience any difficulties using LUCRIS GSM and you cannot find an answer in the information on this page or frequently asked questions, you can visit the Graduate School Office for help during one of the walk-ins:
- Walk-ins on Tuesdays (2PM-3PM) and Thursdays (10AM –11AM) in BS 0.22 of the Gorlaeus Bestuursgebouw.
You can also e-mail Margriet van Laere from the Graduate School Office at gsoffice@science.leidenuniv.nl
Please note: All 2018 defences will still follow the existing, paper, procedure.
PhD Regulations and administration (LUCRIS GSM)
Regulations
To be awarded a PhD, your dissertation must meet certain criteria, which are defined in the PhD Regulations. These regulations also define who is eligible to become a PhD candidate, and what your supervisor and co-supervisor's tasks are. It is important to be aware of the contents of these regulations from the outset of the PhD programme. Apart from the PhD regulations, Leiden University also employs a set of guidelines.
Some of the steps in this process have to be registered for administrative purposes. We use LUCRIS GSM to register these steps. You can find a complete overview of the administrative steps you need to take in the Workflow LUCRIS GSM for PhD candidates. Should you have any questions about the formal procedure, or LUCRIS, please contact Margriet van Laere at the Graduate School Office (GSOffice@science.leidenuniv.nl).
LUCRIS GSM
It is important that the Dean, the Graduate School of the Faculty, as well as the Beadle of the University possess all information required for the PhD procedure. This information must be registered in LUCRIS GSM. LUCRIS GSM supports various approvals (by the dean and the supervisor) that occur during the PhD track.
For instance, your training- and supervision plan (OBP) must be uploaded to LUCRIS GSM.
You can also register training courses you followed. Courses for which you registered with HRM will automatically appear in your course overview.
The Workflow LUCRIS for PhD Candidates provides an overview of the steps involved in the administration of the formalities leading up to the public defence.
Tips and Tricks for Working with LUCRIS GSM
- Turn on automatic e-mail notifications in LUCRIS GSM. This way, you will receive an e-mail notification whenever there are any tasks for you to perform. You can do this by ticking the box 'Email' in Role > My Settings > Messaging Settings (for more information, see the LUCRIS GSM manual in the menu on the right).
Short summary of the PhD Regulations
During the PhD programme
|
Who |
Action |
|
PhD candidate |
During the PhD programme, the PhD candidate follows a training programme as discussed and registered in the Education and Supervision Plan (ESP/OBP). Parts of the training programme are compulsory for all PhD candidates. For more information, see PhD training programme. |
|
PhD candidate / supervisor |
Each year, the supervisor will hold a Performance and Development (P&D) Interview with the PhD candidate. This is different from the Education and Supervision Plan. Please note:
For more information and the P&D form for PhD candidates, see P&D Cycle. |
|
PhD candidate |
Writes a dissertation with the nature, content and size of the dissertation conform Article 10 - 17 of the Regulations. PhD candidate sends finished manuscript to supervisor. Supervisor approves start of graduation procedure. |
Dissertation manuscript
| Who | Action |
|
PhD candidate |
The PhD candidate submits the manuscript of the dissertation to the (co-) supervisors for approval. |
|
Second- or co-supervisor |
Within 6 weeks of receipt of the manuscript: Submits a written summary assessment of the manuscript to the primary supervisor. |
|
Supervisor |
Within 6 weeks of receipt of the manuscript: The supervisor, on behalf of other (co-) supervisors, notifies the PhD candidate about approval/rejection of the manuscript and declares that the manuscript does not contain any form of plagiarism and in all other respects meets the applicable code of conduct for academic practice (as stated in Article 10 of the Regulations). In addition, supervisor proposes a doctorate committee to be approved by the dean. |
|
PhD candidate |
The PhD candidate submits the propositions (Dutch: stellingen, conform Article 12 of the Regulations) and the non-scientific part of the dissertation (conform Article 16 of the Regulations) by e-mail to the Scientific Director of the Research Institute. The PhD candidate uploads the approval of the non-scientific parts and propositions by the scientific director to LUCRIS to be checked by the GSO. |
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Research data
| Who | Action |
|
Graduate School / PhD candidate / supervisor / Scientific Director |
As soon as possible after submitting the propositions: The PhD candidate makes his/her research data available and reusable for further research. The PhD candidate receives (1) a formal request in writing from the Dean (including two attachments) to make the research data available and (2) a form. The form for submitting the research data has to be signed by the PhD candidate, the supervisor and the Scientific Director of the Institute. |
|
Scientific Director |
At the latest 3 weeks before the defence: The Scientific Director submits the completed form to (1) the Graduate School and sends a copy to (2) the PhD candidate. |
Doctorate committee
| Who | Action |
|
Supervisor |
As soon as possible after approval of the manuscript: The supervisor submits a proposal for the composition of the Doctorate Committee and the secretary of the committee to the Dean. The committee must meet the requirements as stated in Article 20 of the Regulations. The Scientific Director of the Institute acts as chairman of the Doctorate Committee. Supervisors and co-supervisors are excluded of membership of the Committee. Please note, the supervisor:
|
|
Dean |
Within 3 weeks after approval of the manuscript: The Dean notifies the supervisor about approval/disapproval of the composition of the Doctorate Committee and appoints the secretary of the committee. |
|
Secretary Doctorate Committee |
Sends the manuscript, after receiving the manuscript from the supervisor, for review to the members of the Doctorate Committee. |
|
Members Doctorate Committee |
Within 6 weeks after receipt of the manuscript: Each member of the Doctorate Committee informs the secretary in writing whether the manuscript meets the requirements set in Article 10.2 of the Regulations and if, in their opinion, the PhD candidate is allowed to defend his/her dissertation (Article 21.1-7 of the Regulations). |
|
Supervisor/ Members Doctorate Committee |
If applicable, one of the members of the Doctorate Committee or the supervisor starts the procedure to award the doctorate the predicate ‘cum laude’ (with distinction). The rules relating to the award of a doctorate ‘cum laude’ are set out in Article 29 of the Regulations. |
|
Secretary Doctorate Committee |
As soon as possible after receiving the Doctorate Committee members' decisions: The secretary of the Doctorate Committee informs the PhD candidate of the committee’s decision whether or not to allow the PhD candidate to defend the dissertation (i.e. uploads the appraisals by the Doctorate Committee to LUCRIS). |
Official admittance to the public defence
| Who | Action |
|
Dean |
As soon as possible after receipt the assessment by the Doctorate Committee: The Dean determines whether the candidate is allowed to defend his/her dissertation. The Dean notifies (1) the PhD candidate, (2) the supervisor, (3) the Beadle and (4) the Doctorate Board. |
|
PhD candidate |
The PhD candidate registers for the defence of his/her dissertation with the Beadle using LUCRIS. |
|
PhD candidate |
Contacts the Beadle (Dutch: Pedel) to set a date and hour for the public defence. |
Dissertation
| Who | Action |
|
PhD candidate |
As soon as possible after registering for the defence: Submits the title page and page with doctorate committee for approval by the Beadle. |
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|
PhD candidate |
The PhD candidate prints the dissertation. Please note:
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|
PhD candidate |
At the latest 3 weeks before the defence: The PhD candidate submits:
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Opposition committee
| Who | Action |
|
Supervisor |
At the latest 3 weeks before the defence: The supervisor submits a proposal for the composition of the Opposition Committee to the Dean. The Committee must meet the requirements as stated in Article 24 of the Regulations. The Scientific Director of the Institute acts as secretary of the Opposition Committee. Supervisors and co-supervisors are excluded of membership of the committee. |
|
Dean |
The Dean notifies the Beadle about approval/disapproval of the composition of the Opposition Committee. |
Public defence
| Who | Action |
|
PhD candidate / Supervisors / Opposition Committee / and others |
The PhD candidate defends the dissertation in public in the presence of the Opposition Committee. If the Opposition Committee decides to award the doctoral degree, the supervisor is authorised by the Rector to award this degree. More information about the PhD defence can be found here. The following dress code applies:
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