(please insert the logo of the partner institution)
Agreement for the joint supervision of a doctoral thesis
Between
The Universitélibre de Bruxelles
located at
50 F.D. Roosevelt Avenue
B-1050 Brussels
Belgium
represented by its Rector, Professor Yvon ENGLERT
and
The University ______(partner university),
located at ______
(please fill in)
represented by its Rector/President (please select the correct title), ______(name)
hereafter referred to as the “partner institutions”.
Whereas,
the Université libre de Bruxelles is bound by :
- the Decree dated 7th November 2013 «définissant le paysage de l’enseignement supérieur et l’organisation académique des études»;
- the PhD regulations, as approved by the Board of the University on July 1st 2013.
The University ______is bound by ______
(please specify the PhD regulations in force at the partner institution)
the following provisions are agreed.
Preamble
The Université libre de Bruxelles and the Chinese Scholarship Council signed an agreement on the 26th of April 2013 in order to offer high quality research training to students from Chinese higher education institutions and to develop research cooperation between the Université libre de Bruxelles and Chinese universities.
The aim of the present joint supervision agreement is to set up and develop scientific cooperation between laboratories of the partner institutions, by promoting doctoral candidates mobility.
The partner institutions give their consent to the preparation of the doctoral thesis which will be carried out and defended under the partner institutions’ responsibility.
Section 1: the doctoral candidate
Article 1.
The joined supervision is organized for:
Mr/Ms______
Born on ______in ______
Nationality ______
E-mail ______
hereafter referred to as “the doctoral candidate”.
Article 2.
The doctoral candidate undertakes to respect regulations in force within each partner institution.
Section 2: enrolment for the PhD
Article 3.
The doctoral candidate is registered:
1.At the Université libre de Bruxelles
for a PhD[BF1]in ______
and
for a doctoral training[BF2]in ______
in the Graduate College[BF3]in ______
from the academic year ______
2. At the University ______
for a doctoral degree in ______
and
for a doctoral training in ______
from the academic year ______
Article 4.
The doctoral candidate will be annually registered at the two partner institutions.
While registering for the first time[BF4], they will pay the complete registration fees at the Université libre de Bruxelles. The years after, only enrolment fees and administration costs will be paid by the doctoral candidate.
At the University ______, the doctoral candidate will pay / be exempted______. (please adapt to the partner institution’s regulations)
Article 5.
The joined supervision of the doctoral thesis takes effect from the academic year ______.
Article 6.
Social security cover and personal liability insurance for the doctoral candidate will be ensured under the following conditions.
The doctoral candidate is covered by social security insurance, in accordance with the relevant national legislations, upon condition they are registered at both partner institutions. The doctoral candidate will subscribe to a main insurance policy in (please choose Belgium/other country) and will take out an additional insurance policy to cover illness and civil risk for the duration of the periods of time they spend in (please choose Belgium/other country). [BF5]
Regarding the personal liability insurance:
- At the Université libre de Bruxelles: the doctoral candidate is covered for personal liability and physical injury upon condition they are registered at the University.
- At the University [BF6]______: ______
Section 3 : PEDAGOGICAL AND SCIENTIFIC MODALITIES
Article 7.
In each partner institution, the doctoral candidate carries out their work under the supervision and the responsibility of a thesis supervisor.
The supervisors are:
- at the Université libre de Bruxelles : Professor ______
- at the University ______: Professor ______
Theyundertake to act fully as supervisors to the doctoral candidate, and to ensure that this function is carried out within the conditions that apply in the respective partner institutions.
They will collaborate regularly over the progress of the doctoral candidate’s research work.
Article 8.
At the Université libre de Bruxelles, a supervisory committee, which includes both supervisors, monitors the doctoral candidate while they are working on their thesis. It sets the content of the doctoral training, awards credits for activities carried out as part of the doctoral training and meets [BF7]with the doctoral candidate at least once per year in order to assess progress. On the basis of this annual evaluation, the supervisory committee informs the relevant authority of their opinion regarding re-enrolment.
Article 9.
The subject of the thesis is: “______”
An outline of the thesis is annexed to the present agreement. (annex 1)
Article 10.
At the Université libre de Bruxelles, the doctoral candidate must take a doctoral training programme (60 credits).
If the training is organised and considered as equivalent by the partner institutions, theyagree on a common doctoral training programme. The doctoral training can take place in one of the partner institution, or divided between both institutions.
Should the case arise where the doctoral training is organised at the University libre de Bruxelles only or is not considered as equivalent by the partner institutions, then the doctoral candidate will have to take the whole programme at the Université libre de Bruxelles.
If the doctoral candidate has accomplished activities considered as equivalent before theirPhD, they can request to validate them as part of the doctoral training.
Article 11.
The estimated duration of the research work is ______years.This duration can be extended with the consent of both supervisors and in conformity with regulations in force within each partner institution.
Article 12.
Before the end of the second year of the PhD, the doctoral candidate will be subjected to an intermediate evaluation by their supervisory committee, in order to assess whether their thesis can be completed according to schedule. The doctoral candidate must pass the intermediate evaluation before proceeding to defend their thesis.
If the intermediate evaluation is successful, then the work that led to it is validated with 20 credits doctoral training credits.
Article 13.
The preparation of the doctoral thesis will be divided between the partner institutions, by alternate periods. To ensure the reality of the joint supervision, each partner institution will supervise the doctoral candidate during a total period of at least one year.
Section 4: DEFENSE AND DIPLOMAS
Article 14.
The doctoral candidate will be allowed to submit their thesis after validating the 60 credits doctoral training programme. They must be enrolled for the PhDto submit their thesis.
Article 15.
The thesis jury will be composed by mutual agreement between the partner institutions and at the partners’ proposition, in conformity with the regulations in forcewithin each partner institution.
The thesis jury will be composed of at least two academics of the Université libre de Bruxelles, including the supervisor, at least two academics of the partner institution, and at least one external member, all of them PhD holders.
If the public defense takes place at the Université libre de Bruxelles, the thesis jury will be chaired by a member of the University’s academic staff.
Article 16.
The doctoral dissertation will be written in ______(language) and will be held in ______(language).
If the PhD thesis or the defense is in another language than French or English, it will be submitted, at the Université libre de Bruxelles, to the doctoral candidate’s Faculty for approval. The thesis written in another language than French or English will contain a summary in (please choose: French/English).
Article 17.
The singlepublic defense [BF8](viva voce) will be recognized by both partner institutions.
Aprivate defense will be first held at ______(name of the institution)
Then, thepublicdefensewill be heldat[FB9]______(name of the Institution)
When the public defense is not held at the Université libre de Bruxelles, the doctoral candidate has to present their work at a public seminarat the Université libre de Bruxellesbefore the public defense.
Article 18.
Unless otherwise stated in a specific agreement regarding expenses related to the participation of the thesis jury at the defense, supervisors will reach an agreement in due course on the most reasonable and balanced financial option for both partner institutions, in conformity with the regulations in force within each partner institution.
Article 19.
In conformity with the regulations in force within each partner institution and on the basis of a favourable report from the thesis jury, the partner institutions undertake to award a double Doctorate degree to the successful candidatevia two separate diplomas:
Docteur [BF10]en ______de l’Université libre de Bruxelles
and
Doctor in ______from the University ______.
The awarded diplomas willexplicitlyspecify the partnership with the other partner institution and the joint supervision of the thesis, in conformity with the regulations in force within each partner institution.
Section 5: Special considerations
Article 20.
The candidate agrees to respect the regulations in force within each partner institution concerning the submission, the registration and the reproduction of doctoral dissertations.
Especially, concerning the Université libre de Bruxelles and without prejudice to any pre-existing confidentiality or other obligation, the candidate agrees to grant to the Université libre de Bruxelles a royalty free, worldwide, non-exclusive licence, to archive, reproduce and communicate the thesis through its institutional deposit. Such license shall be granted for the duration of the authors rights.
Article 21.
The publication, protection and exploitation of the doctoral research topic and the results of this research are ensured by the partner institutions, in conformity with their relevant national legislation.Partner institutions agree that each partner institution owns the results generated by the PhD candidate within the aforesaid institution.
Article 22.
Any change to provisions agreed in the present agreement will require an additional clause to the present agreement.
Article 23.
In the event of a dispute related to the interpretation or the performance of this Agreement, partner institutions will do their utmost to resolve the disagreement by amicable agreement.
If the conciliation attempt remains unsuccessful, the case will be settled according to Belgian law by the competent court.
Article 24.
This Agreement becomes effective as from the date of signature by the last duly authorised representatives of each Party and by the doctoral candidate and shall remain in full force and effect until the end of the academic year when the thesis is defended.
Each Party is authorised to terminate the Agreement every year provided that such decision is duly motivated. The Party which takes the initiative thereof undertakes however, in conformity and within the limits of regulations in force, to host the doctoral candidate to carry on their research work.
Moreover, both thesis supervisors can mutually agree to terminate this Agreement. The doctoral candidate can also terminate this Agreement by sending a letter to the person in charge of joint PhD agreements in the relevant institution. A copy of said letter shall be sent to the person in charge of joint PhD agreements in the other institution.
SECTION 6: ADMINISTRATIVE FOLLOW UP
Further questions or correspondence regarding the present agreement will be addressed to the joint supervision agreements officers, who are:
-At the Université libre de Bruxelles: Ms Helene Kitsopoulos– – ULB – Département Recherche– Avenue F.D. Roosevelt 50 – CP 161 – 1050 Brussels - Belgium
-At the University ………………………….…… : (name + contact details + email address)
SECTION 7: SIGNATURES
Signed in triplicate. The partner institutions and the PhD candidate keep each an original copy. Eachother signatory gets a copy.
For the Université libre de Bruxelles / For the University______The Rector,
Professor Yvon ENGLERT
Date: / The Rector (or President),
______
Date: ______
The Dean of the Faculty of ______
Professor______
Date: ______/ ______
______
Date: ______
The supervisor
Professor ______
Date: ______/ The supervisor
Professor ______
Date: ______
The doctoral candidate
______
Date: ______
ANNEX 1: The PhD research project
Joint supervision agreement outside the FWB – ULB/(acronym of the partner institution) – (name of the doctoral candidate)1/10
[BF1]Please choose in the list below:
- Philosophie
- Langues, lettres et traductologie
- Histoire, histoire de l’art et archéologie
- Information et communication
- Sciences politiques et sociales
- Sciences juridiques
- Criminologie
- Sciences économiques et de gestion
- Sciences psychologiques et de l'éducation
- Sciences médicales
- Sciences dentaires
- Sciences vétérinaires
- Sciences biomédicales et pharmaceutiques
- Sciences de la santé publique
- Sciences de la motricité
- Sciences
- Sciences agronomiques et ingénierie biologique
- Sciences de l'ingénieur et technologie
- Art de bâtir et urbanisme
- Art et sciences de l’art
[BF2]See the list above. The field is the same than the PhD’s field.
[BF3]See the list above. The field is the same than the PhD’s field.
[BF4]The complete fees can be paid on the second year if the complete fees are required in the partner institution on the first year.
[BF5]For the Flemish Community, please indicate «The doctoral candidate is covered by social security insurance, in accordance with the Belgian national legislations, upon condition they are registered at both institutions.”
[BF6]The doctoral candidate must be personally coveredfor any accident in the establishment where they undertake their research.
[BF7]Foreign members of the supervisory committee may participate through videoconference to the meeting.
[BF8]Foreign members of the thesis jury can participate to the private and/or public defense through videoconference.
[FB9]Private and public defenses can be held at the same partner institution.
[BF10]Please choose in the list below:
- Philosophie
- Langues, lettres et traductologie
- Histoire, histoire de l’art et archéologie
- Information et communication
- Sciences politiques et sociales
- Sciences juridiques
- Criminologie
- Sciences économiques et de gestion
- Sciences psychologiques et de l'éducation
- Sciences médicales
- Sciences dentaires
- Sciences vétérinaires
- Sciences biomédicales et pharmaceutiques
- Sciences de la santé publique
- Sciences de la motricité
- Sciences
- Sciences agronomiques et ingénierie biologique
- Sciences de l'ingénieur et technologie
- Art de bâtir et urbanisme
- Art et sciences de l’art