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 Education and student administration at the Brussels Humanities, Sciences & Engineering Campus in order to complete your registration.


You did not study at a Flemish university?

Please follow the instruction in this manual (scroll down to the bottom of the 'apply' page) 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
  • Proof of identity
  • 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.

! If you wish to upload multiple documents for one item, please assemble them in a single file first.
! Documents should, preferably, be uploaded as PDF or JPEG files, with a maximum size of 2 MB.


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 Education and Student administration 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.