Registration of new PhD candidates through OASIS

NEW: one procedure for all doctoral candidates

As of Friday 22 February 2019 all applications for the first enrolment of a new PhD candidate have to be initiated by the PhD supervisor through https://oasis.ugent.be. This new procedure replaces the separate procedures for holders of a Belgian (or Luxemburg/Dutch) degree (through the form 'Application for the first enrolment for the doctorate') and for international applicants (through the PhD Wizard).

For whom?

All applicants who have been explicitly accepted by a Ghent University professor to start a PhD under their supervision need to go through the online application procedure in OASIS, irrespective of

  • the degree on the basis of which the applicant can be admitted
  • the type of funding that is (expected to be) available for the applicant
  • whether the scholarship or contract of the applicant has already started or not

How?

  • The administrative supervisor (or a proxy) registers the applicant in OASIS and submits all the necessary information with regard to the doctorate (topic, supervisors, type of funding, etc.)
  • The applicant checks the submitted information and adds the required information with regard to his/her personal situation.
  • When all information and documents have been added in OASIS, the administrative supervisor submits the application to the faculty.

What is not included in this procedure?

The aim of this procedure is the approval by the faculty of each PhD application and the subsequent first enrolment of the PhD candidate. In specific cases additional administrative steps will be necessary:

  • If funding is available but the contract or scholarship has not yet started. The supervisor has to initiate a recruitment proposal (eVTA - 'Voorstel tot aanwerving') through Apollo (tab 'Aanwerving') if (1) the funding type 'Project (researcher with scholarship or appointment covered with project funding, e.g. FWO, BOF, EU, 'kas', etc.) or 'Marie Curie ITN' were selected, and (2) this funding is already available. The eVTA should include the unique ID that was generated in OASIS for the applicant (check 'Doctorates' > 'Enrolment applications').
  • If a joint (between two or more universities) or interdisciplinary (between two or more Ghent University faculties) doctorate will be pursued, the supervisor can indicate this during the application process. The supervisor will then be contacted with regard to the additional steps to be taken.
  • If additional faculty procedures apply, these can be found on the relevant faculty website (see list below).

Before you start to register a new doctoral candidate

Before going to https://oasis.ugent.be, please make sure that you have all the necessary information handy:

First time you want to register a new doctoral candidate?

If you haven't registered a candidate before, please check the following step-by-step guidelines

  • Choose any one of the following roles from the upper taskbar: 'Supervisor PhD (admin) DB', 'Supervisor DB', 'Lecturer-in-charge' (contact if you do not have any of these roles at the moment)
  • Go to 'Enrolment applications (UGENT)' under the heading 'Doctorates' in the left margin
  • Click 'New application'
  • Provide all the requested information screen-by-screen. ATTENTION: if the candidate is not registered (any more) at Ghent University, the system will first invite him/her to do so before you can proceed.
  • Ready? Forward the application to the applicant
  • Application completed by the applicant? Submit the application to the faculty
  • ATTENTION: if (1) you selected the funding type 'Project (researcher with scholarship or appointment covered with project funding, e.g. FWO, BOF, EU, 'kas', etc.) or 'Marie Curie ITN', (2) this funding is already available, and (3) the applicant has not yet been hired, then you have to initiate a recruitment proposal (eVTA - 'Voorstel tot aanwerving') through Apollo (tab 'Aanwerving'). The eVTA should include the unique ID that was generated in OASIS for the applicant (check 'Doctorates' > 'Enrolment applications').
  • You will receive e-mail notifications every time you should follow up in OASIS., but please note that there won't be any reminders

Registration by a proxy

The administrative supervisor may also delegate the registration to a proxy. There are two ways in which a proxy can be appointed:

(1) The administrative supervisor sends an e-mail to :

  • Subject of the e-mail: 'Proxy request by administrative supervisor'
  • The proxy is in cc (UGent e-mail address)
  • The e-mail body includes the name and UGent ID of the proxy

(2) The proxy send an e-mail to :

  • Subject of the e-mail: 'PhD proxy request by proxy'
  • All supervisors for whom the proxy will work are in cc (UGent e-mail address)
  • The e-mail body includes the name and UGent ID of the proxy

After the proxy has been registered in OASIS, all those involved will receive a notification. There is no end date for proxy's in OASIS, so please let us know should the registration of the proxy be changed/discontinued.

Need support?