Administrative forms and requests
Forms and procedures
Download the administrative forms used during the PhD for requests requiring academic approval, working activities, maternity or parental leave, suspension, scholarship waiver and withdrawal from the PhD Programme.
1
Check which form applies to your situation
2
Discuss the request with the relevant academic contacts
3
Submit the signed form with the required attachments
Academic approval and compatibility
Requests requiring academic assessment
GENERAL REQUEST
Request for Academic Board approval
Use this general template when a request concerning the doctoral pathway must be submitted for assessment by the Academic Board.
WORKING ACTIVITIES
Authorisation to undertake working activities
Use this form to request verification of the compatibility of a proposed working activity with the PhD commitment and research programme.
Maternity and family leave
Maternity leave, parental leave and childbirth declaration
FORM 01
Maternity leave
Form to request suspension of the doctoral activities for maternity leave.
FORM 02
Parental leave
Form to request suspension of the doctoral activities for parental leave.
FORM 03
Childbirth declaration
Substitute declaration to communicate the birth of a child to the University.
Important distinction
Suspension, scholarship waiver and withdrawal have different effects
Suspending the PhD temporarily interrupts the doctoral pathway. Waiving the scholarship concerns only the financial support. Withdrawing from the PhD Programme permanently terminates the doctoral enrolment. Use the form corresponding precisely to the intended request.
Career changes
Suspension, scholarship waiver and withdrawal
TEMPORARY
Suspension of the PhD
Use this form to request a temporary suspension of the doctoral pathway.
FINANCIAL SUPPORT
Waiver of the PhD scholarship
Use this form to renounce the doctoral scholarship without submitting a withdrawal request from the PhD Programme.
PERMANENT
Withdrawal from the PhD Programme
Use this form to permanently withdraw from the doctoral programme and terminate the PhD career.
Related guidance
Certificates, research budget and applicable regulations
Certificates
Certificates and degree parchments
Guidance on certificates, self-certifications and original doctoral degree certificates.
Research budget
Use of the individual research budget
Consult the guidelines concerning eligible expenditure and use of the PhD candidate’s research budget.
Regulations
Check the rules applying to your PhD cycle
Procedures and conditions may vary according to the applicable regulations, funding arrangements and individual circumstances.
Administrative support
Not sure which form to use?
Contact the Advanced Studies Office before submitting the documentation, especially when the request affects your enrolment status, scholarship or completion date.