The middle years
If the decision taken during the First Year Assessment interview is positive, a PhD candidate will be able to continue their appointment till the end of the contract.
During the middle years of a PhD track, besides the regular supervisory duties, the main supervisor is reponsible for organising a yearly evaluation meeting and, based upon that meeting, for filling in and submitting an annual progress report.
The form for such a report is available on the PhD candidate's personal tracking page on the ILLC PhD Programme secure portal and can serve as a guideline for the meeting.
These meetings and reports do not have the same weight as the first year assessment. However, they are also official documents that need the signature of the director of the PhD Programme, the ILLC director and the dean of the faculty involved, and will be kept in the candidate's file.
Typically such an evaluation meeting is held at the end of the second and third year (and the fourth, in case of a five-year contract or a delay or extension). If progress is difficult for some reason, more of these meetings (and reports) per year can be advisable.
The final year
In the final year of the candidate's PhD track, the promotor and candidate have to take care of the graduation procedures listed here. The most important actions of the promotor are:
- Proposal Doctorate Committee
- Manuscript to Doctorate Committee (and the dean of the faculty)
- Approval by the Doctorate Committee
- Signed title page to the Beadle
The timeline towards graduation works backwards. Supervisors and candidate first agree on a possible period for the ceremony and then count back from there to find out what the right time for each action is. A planning tool is available on the PhD candidate's personal tracking page on the ILLC PhD Programme secure portal.
As soon as a planned date for the ceremony is set with the Beadle, these indicated deadlines become strict and are the last possible moment to ensure that the defense ceremony can indeed take place on that date.
The plagiarism scan
Since the introduction of the Doctorate Regulations 2014 a plagiarism scan is mandatory for every PhD thesis defended at the UvA. Therefore, when sending the manuscript for approval to the doctorate committee, it should also be sent to the dean of the appropriate faculty:
Faculty of Humanities: email@example.com
At this faculty this is taken care of without any further action of the promotor.
- Faculty of Science: firstname.lastname@example.org
At this faculty the promotor needs to ask one of the full professors of the doctorate committee with the main appointment at this faculty to assess the outcome of the plagiarism scan. Who this will be should be communicated to Tanja Kassenaar.
Please mind, that at this faculty the promotor can also ask for a plagiarism pre-scan, though only once, before handing in the manuscript to the doctorate committee.
To find out when, what and who concerning the plagiarism (pre-)scan at the Faculty of Science, please check this flowchart, in Dutch only. Also to find out what will happen when the (pre-)scan seems to show plagiarism.