It is important that the request is submitted before the start of the PhD program or immediately before the decision by the partners to collaborate. The PhD candidate can only be admitted to the PhD trajectory if the agreement has been signed by both partner institutions. Since in many cases it is a complex process to come to an agreement, a maximum extension period of 1 year after the start of the PhD program applies.
It is advisable to take into account the possibility that the creation of the cooperation agreement can sometimes be complicated and take a long time, because it always involves customization. The Administration Office (BZ) provides advice and support during the application procedure and forwards the application to the rector magnificus.
The procedure is as follows and can also be consulted in the flowchart.
1) The supervisor starts the process prior to the start of the PhD trajectory at VU Amsterdam. The PhD candidate can only be admitted to the defense if there is a signed agreement between the partners. The agreement must be completed within 1 year after the start of the PhD trajectory.
2) The supervisor consults the flowchart to determine which model agreement(s) is/are applicable to the PhD trajectory and requests them via jointdegree.bz@vu.nl. VU Amsterdam has three models for an agreement:
- Individual agreement for the supervision of one PhD student by two or more universities;
- Framework agreement between two universities for the supervision of multiple PhD students;
- Individual agreement for the supervision of one PhD student, which falls under the framework agreement.
VU Amsterdam prefers to use its own models, but it is of course also possible that the intended partner institution proposes a model agreement. For editable Word-files and for questions you can approach the Administration Office via Jointdegree.bz@vu.nl.
3) The draft agreement is drawn up in mutual consultation by the supervisors of both partner institutions along the lines of the model agreement. In the model agreement of VU Amsterdam, red highlights indicate where a choice must be made or where data must be filled in. For example, it must be decided where the defense will take place and whether one or two degree certificates are issued. In all cases, it is desirable that a single joint doctorate committee is formed.
4) The supervisor sends the completed draft agreement to the Administration Office via jointdegree.bz@vu.nl for advice.
5) In line with the advice of the Administration Office, the supervisor ensures that the draft agreement is adjusted, if needed, in consultation with the partner institution. The supervisor sends the newly completed draft for approval from the Administration Office to jointdegree.bz@vu.nl.
6) Once the draft agreement has been agreed upon by both partner institutions, the supervisor ensures that it is submitted to all parties for their signatures. VU Amsterdam prefers an order in which these are first presented to the partner institution and the PhD candidate. Thereafter, the supervisor ensures that the partly signed agreement is submitted to the rector magnificus for signature, by sending it to the Administration Office.
7) The Administration Office takes care of the signature by the Rector Magnificus. As soon as the agreement has been signed by all parties involved, the Administration will send it to the supervisor. The supervisor arranges for it to be sent to the partner institution and both supervisors together ensure that the PhD student receives a copy.
8) The supervisor takes care of uploading the signed agreement in Hora Finita with the request for admission of the PhD student