Universiteit Leiden

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Role of the dean

As dean, it is your responsibility to ensure that the procedures and regulations are followed during the PhD programme. You also appoint the supervisor and establish the PhD and opposition committees. Here you will find out more about the procedures relating to a PhD and the forms that you will require.

Appointing a supervisor

If you have been asked to appoint a professor as supervisor, first establish whether the PhD candidate meets the statutory qualification requirements. If the candidate does not meet these requirements, he or she will request an exemption. You must decide whether to grant this.

Then inform the professor, the PhD candidate and the Doctorate Board in writing that the professor has been appointed as supervisor. The PhD candidate is also admitted to the graduate school of the faculty in question.

You can appoint a second professor as supervisor and in exceptional cases a third. If there is not a second supervisor, appoint a co-supervisor to ensure that the candidate has at least two supervisors.

The PhD committee

Once the supervisor has approved the dissertation, he or she will ask you to establish a PhD committee. This must be done within three weeks. Appoint one of the members of the committee (the professor at the faculty in which the candidate will study) as secretary.

You will receive a written proposal from the supervisor regarding who should sit on the PhD committee (form 5a). The Rector and dean (or a deputy appointed by you) are the chair and secretary respectively. You confirm the establishment of the PhD committee with form 5b.

Within six weeks of its receipt of the dissertation, the committee will inform you whether the candidate will be allowed to defend the dissertation. The secretary of the PhD committee uses form 5c for this. A copy is sent to the supervisor, the dean and the Doctorate Board.

You then use form 6 to establish whether the candidate may defend his or her dissertation. You inform the candidate, the supervisor, the beadle and the Doctorate Board of your decision. The beadle will determine the time and date of the PhD ceremony in consultation with you, the supervisor and the PhD candidate.

The opposition committee

You will receive a written proposal from the supervisor regarding who should sit on the opposition committee (form 8a). The Rector and dean (or a deputy appointed by you) are the chair and secretary respectively.

As dean you also establish the opposition committee and inform the PhD candidate, supervisor and beadle of this with form 8b.

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