Administrative forms and requests
FORMS & DOCUMENTS
Administrative forms & requests
Find additional administrative templates, understand how to submit a request and consult the guidelines relevant to your doctoral career.
BEFORE SUBMITTING A REQUEST
A completed form does not constitute authorisation
Requests affecting your research, training, working activities or doctoral career may require prior discussion with your Supervisor and Programme Coordinator, approval by the Academic Board and, where applicable, completion of additional administrative procedures. Do not begin an activity until the required authorisation has been completed.
ADDITIONAL ADMINISTRATIVE DOCUMENTS
Other request templates
These documents complement the frequently used forms available in the main collection.
01 · ACADEMIC APPROVAL
General request for Academic Board approval
Use the general request template when your proposed activity or career-related request must be assessed by the Academic Board and no more specific form applies.
Check the document available on the linked page before submitting your request.
02 · FAMILY DOCUMENTATION
Childbirth declaration
Substitute declaration used to communicate the birth of a child to the University. For maternity and parental leave, consult the separate suspension and leave procedures.
FREQUENTLY USED PROCEDURES
Choose the procedure that applies to you
The forms below are collected in one place. Open the relevant guide to understand the requirements, download the appropriate document and complete the necessary steps.
WORKING ACTIVITIES
Request work authorisation
Check compatibility, approval requirements and the information needed for the request.
SUSPENSION & LEAVE
Temporarily interrupt your PhD
Find the procedures for suspension, maternity, parental leave, postponement and extension.
SCHOLARSHIP
Renounce the scholarship
Understand the consequences of giving up the scholarship while continuing your PhD, where permitted.
WITHDRAWAL
Withdraw from the PhD
Withdrawal permanently closes the doctoral career. Check the procedure and use the updated official form.
Need a downloadable form?
The central collection provides direct access to working-activity, suspension, maternity, parental-leave, scholarship-renunciation and withdrawal forms. This avoids maintaining separate copies of the same document in different sections of the website.
REFERENCE DOCUMENTS
Guidelines & regulations
Consult the relevant institutional guidance before submitting a request, especially when certificates, research expenditure or specific PhD-cycle rules are involved.
CERTIFICATES
Certificates & degree documents
Consult the guidelines and find instructions for requesting official certificates, generating self-certifications and obtaining doctoral degree documents.
For current submissions, use the contact details and instructions provided on the updated procedure page.
RESEARCH BUDGET
Individual research-budget guidelines
Consult the guidelines on eligible expenditure and follow the applicable authorisation, purchasing or reimbursement procedure before committing funds.
APPLICABLE REGULATIONS
Check the rules applying to your admission cycle
Requirements may differ between PhD cycles and according to scholarship conditions, funding programmes and agreements. Check the applicable Regulations and the conditions governing your individual position.
ADMINISTRATIVE SUPPORT
Not sure which form or procedure applies?
Contact the Advanced Studies Office before submitting a request when its academic, administrative or financial consequences are unclear.