Admission to a PhD track
Different PhD tracks are available for different PhD candidates. Information is given here about the types of tracks, the admission requirements and the administrative steps to be taken.
The conditions and administrative procedures can be different per faculty (see your faculty tab or Graduate School website).
Types of PhD tracks
Leiden University has different types of PhD tracks and different types of PhD candidates, namely:
Employed PhD candidate: regular
A regular employed PhD candidate has a four-year appointment at the university. The appointment is usually for one year at first, and is then extended by three years if positive progress is made. Regular employed PhD candidates often have a small proportion of teaching duties (around 10%).
Employed PhD candidate: PhD Fellow (combination profile Teacher and PhD Candidate)
A PhD Fellow has a six-year appointment at the university, with the possibility of interim termination. These PhD candidates have more teaching duties than regular employed PhD candidates (around 35%).
Openings for employed PhD candidates are advertised on the university’s vacancies website.
Contract PhD candidate
Contract (‘scholarship’) PhD candidates do not have an employment contract with the university, but receive funding from a scholarship funding body (usually in the country of origin) to cover their living expenses during the PhD track.
Externally financed PhD candidate
An externally financed PhD candidate works for an external employer and does not have an employment contract with the university. These PhD candidates usually follow the PhD track part-time and (fully or partly) in the employer’s time and/or with the employer’s funding.
External PhD candidate
External PhD candidates do not have an employment contract with the university and study for a PhD in their free time and with their own funds. They may follow the PhD track part-time, while also working in a job.
Externally financed and external PhD candidates have the option of following a special dual PhD programme, which offers experienced ‘knowledge workers’ the opportunity to study for a PhD at Leiden University.
The rights and responsibilities of the PhD candidate may be different for each type of PhD track. The most important rights and responsibilities per PhD track are shown here.
Leiden University also offers the possibility of conducting the PhD research at both Leiden University and another university (within or outside the Netherlands): a joint doctorate degree.
Admission to the PhD track
If you would like to follow a PhD track, you will need to have a master’s diploma, or to have passed the ‘doctoraal’ examination. In some cases you can ask the Dean for exemption from the education requirement using this form; this is necessary if you have a foreign diploma.
You will also need two people to supervise you. At least one of these will be your supervisor (promotor): a full professor or senior lecturer (US: associate professor; in Dutch: UHD) with ius promovendi at Leiden University. The second will be another supervisor, or a co-supervisor with a PhD (without ius promovendi).
There are two ways to come into contact with a supervisor: by responding to a PhD vacancy or by making contact directly. In the latter case, you may be asked to write a short research proposal first. In consultation with the academic director or head of department, the envisaged supervisor will state whether they are willing to act as the supervisor. The Dean will then appoint the envisaged supervisor to act in this capacity, and will appoint a second supervisor or co-supervisor on behalf of the Doctorate Board.
See also the PhD Regulations for more details of the admission requirements.
As a PhD candidate, you must be admitted to one of the university’s faculty Graduate Schools and receive an official confirmation. The Graduate School manages and monitors the PhD tracks and the candidates’ progress, provides support to PhD candidates and serves as their point of contact if they have any questions or problems. In some cases, these tasks are fulfilled by the institute.
The admission procedure varies per Graduate School; please see the relevant website:
- Graduate School of Archeology
- Graduate School of Humanities
- Graduate School of Legal Studies
- Graduate School of Science
- Graduate School of Social and Behavioural Sciences
- Graduate School of Governance and Global Affairs
- Graduate School LUMC (LUMC PhD candidates can also log in to Albinusnet for more information)
When you have been admitted to the PhD track, you will be registered in the staff system by the relevant institute. You will receive a ULCN account, which gives access to the university network.
After the first contact with the Graduate School, you must register in LUCRIS/‌‌‌Converis GSM (graduate school management), the PhD candidate tracking system of Leiden University and LUMC. Together with your (co‑)supervisors, you will use this system to record the various steps of the PhD track and to store relevant documentation in one place.
The Graduate School will inform you precisely when you need to register and what information is required for this. You will receive a once-only link for entering and uploading your basic information (such as your name and address, previous education and CV). After receiving the ‘admission statement’, you will be able to log in to LUCRIS/Converis GSM, where you should click on the Graduations button. The other buttons will only be relevant later in the PhD track.
The LUMC has its own Converis registration system. LUMC PhD candidates are registered by their supervisor, after which they receive further instructions.
Timetable PhD Programme: Application and Admission
The following steps and actions must be completed before the start of the PhD programme:
| Who | What | Status Converis GSM | |
|---|---|---|---|
| PhD candidate | 1a |
Application and admission procedure for internal-funded PhD positions: The PhD candidate applies to a vacancy for an internal-funded PhD position and sends an application letter with curriculum vitae to the correct address before the deadline. When applying for the position always mention the vacancy number. (Internal-funded PhD candidates only: go further with step 3.)
|
|
| PhD candidate | 1b |
Application procedure for self-funded PhD positions: The PhD candidate discusses the field of the intended PhD research with the professor or associate professor most suited to the area of the research and explores the possibility of the (associate) professor's acting as supervisor (overview FGGA full professors). 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 or scholarships. Together with your supervisor and in agreement with other supervisor(s) involved and the institute board you need to fill in the ‘agreement form external PhD candidates’ (see admission page). |
|
| Supervisor | 2 |
The professor who has been approached to act as supervisor sends the PhD candidate a written confirmation of either their consent or their refusal to act as supervisor as soon as possible. A copy of this consent or refusal will be sent by the professor to the Admission Office of the Graduate School (admissionoffice@FGGA.leidenuniv.nl). In case the supervisor agrees with the supervision the supervisor also sends a filled in and signed by all involved ‘agreement form external PhD candidates’ (see admission page) to graduateschool@fgga.leidenuniv.nl. |
|
| PhD candidate | 3 |
The PhD candidate gets into contact with the Graduate School Office. After having received an application account from the Graduate School Office, he/she fills in an application form in Converis GSM (see LUCRIS GSM The applicant’s manual).The request should include certified copies of the certificates which demonstrate that the academic requirements, as referred to in article 3 of the Regulations, have been met (see also admission to the GS).  After filling out the application, the PhD candidate must present the master’s diploma (original version) to the Graduate School Office. 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 e-mail. |
|
| Graduate School Office (GSO) | 4 |
The GSO verifies the registered information. The applicant gets a notification via Converis GSM. |
Registered, Application confirmed |
| GSO | 5 | The GSO prepares the PhD admission and checks if the degrees meet the educational requirements. | Under registration, For check of diploma by GSO, For completion by GSO |
| Dean, GSO, HRM | 6 | The Dean (provisionally) approves / rejects the admission. The GSO uploads the ‘statement of admission to the doctorate’ and informs HRM about the admission. HRM registers the PhD candidate in personnel administration (SAP). |
For approval by Dean, For check of registration in SAP |