Student administration for PhD students



Did you obtain a (master)diploma at a Flemish University?

  • Fill out this form, print it and get it signed by your supervisor and faculty (please note that the approval of the faculty is based on your research topic/proposal. This is another document which you need to fill out. Contact your faculty secretariat or your supervisor for more information)
  • To use the correct terminology concerning the name of your doctoral degree, please consult annex 1 of the Doctoral Regulations. In case you wish to start an interdisciplinary doctorate, please contact phd [at] vub [dot] ac [dot] be in order to add the right designation.
  • After the document is signed by your faculty and supervisor, you can drop by at the Student Administration at Campus Etterbeek in order to complete your registration.


You did not study at a Flemish university?

Please follow the instruction in this manual (under 'useful documents and links')while registering as a PhD student.

Caveat! Do you wish to enrol for an interdisciplinary doctorate? Please contact phd [at] vub [dot] ac [dot] be in order to enroll in the correct doctoral program.

Document checklist

At the page 'document checklist' you should upload the following:

  • Passport photo
  • Identity card or passport
  • Research topic and Research proposal
    (max. 1,5 page)
  • Document 'application form registration PhD'
    (without this document, your application is invalid)
  • CV
  • Diploma
  • Motivation letter (if you have a non-Belgian degree)
  • 2 recommendation letters (if you have a non-Belgian degree)
  • If you are applying in the framework of a joint PhD, please mention this in the uploaded documents.
  • If you are applying at the faculty of Science and Bio-engineering Sciences, please also include your transcript of records in the application.


PhD Progress Monitoring Commission advises

The PhD Progress Monitoring Commission evaluates the annual progress made by all PhD students in their faculties and delivers a positive or negative advice for re-enrolment. The advice is ratified by the end of September. Following a positive advice the Student Administration Center sends out the yearly invitation for re-enrolment per e-mail.

Tuition fee

  • PhD's pay € 445 in the first year and € 445 in the last year.
  • PhD's in a joint PhD with an institution outside Flanders only pay in their last year.
  • PhD's with a joint PhD contract with an institution in Flanders only pay tuition fees as stipulated in their contract.

The tuition fee for your PhD cannot be paid for with training vouchers.