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Being a PhD candidate

Being a PhD candidate is not only about working on a manuscript. You also need to draw up an education and supervision plan and take part in courses. Want to know how this works? Read this page to find out more.

Education and Supervision Plan

Every PhD candidate draws up an Education and Supervision Plan (ESP/OBP) with the supervisor that outlines research and education targets, supervision and training. You can find a template for the ESP in the menu on the right. Some insitutes, however, use a modified version of this template, so please make sure you use the template relevant for your institute. The PhD candidate meets with the supervisor on a regular basis, discussing research, training and teaching. Your development is officially evaluated annually during a ‘Result and Development assessment’.

PhD Training Programme

PhD candidates follow courses to develop academic skills as well as transferable skills. The courses are organised and offered by HRM Learning & Development of Leiden University . Advanced courses to deepen scientific knowledge are offered by the research institutes.

Preparing for the defence ceremony

When after four years or more, you have finished your dissertation, it is time to prepare for the defence procedure. You and your supervisor need to take several steps in LUCRIS GSM before the ceremony. Information about practical matters concerning the defence ceremony can be found here . For more information and questions about the preparation for the PhD defence, please contact the Graduate School Office .

After your PhD

PhD Candidates are encouraged to start thinking about job prospects well before the defence of their thesis. Many PhD graduates find employment in an academic or semi-academic environment. The majority of them successfully ventures on a career in education, administration, heritage, journalism, or business. A considerable number of them manages to gain a temporary postdoctoral position. 

The post-PhD phase is discussed during the many formal and informal meetings PhD candidates have with their supervisor. For PhD candidates in their third or last year, a special one-day course 'Job Orientation'  is available at Leiden University, offering you insight into the various options that you have for the next step in your career.

Another such course is Job interview skills for PhDs . This course aims to help PhD candidates present themselves properly in a CV,  a letter of application or an interview. For more courses on career development for PhD candidates, please visit the HRM courses website .

The career coaches at the University Career Service can also help you orient yourself towards the job market. You can contact the career advisors directly to set up a first, advisory, meeting.

Finally, some institutes organise meetings with alumni and other events relating to career guidance. These include work visits to companies and institutions that employ PhD graduates.

Postdoctoral research

If you wish to continue in academic research, the Netherlands Organisation for Scientific Research (NWO)  offers several types of postdoctoral funding:

• Rubicon  (to gain experience at a top research institution outside the Netherlands)
• VENI  (to independently carry out an innovative postdoctoral project)

Writing an NWO proposal is a time consuming and demanding occupation which can only be completed successfully with the input and feedback of colleagues and peers. It is therefore strongly recommended to make use of the expertise offered both within the Institute (notify the director of research) and at Luris .

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Submitting your PhD dissertation

Practical information on submitting your dissertation

The Beadle’s office

You must submit 2  copies of your thesis and appended propositions to the beadle’s office for the attention of the Doctorate Board no later than  three weeks before the date of your doctoral defence .

Delivery during office hours or send: Bureau Pedel, Rapenburg 73, 2311 GJ Leiden.

PhD Regulations

By decision of the Doctorate Board every PhD candidate at Leiden University is obliged to deliver two  copies of his/her dissertation to the library. He/she also submits the dissertation in digital form to the library for the benefit of the Institutional Repository (IR) of the University. For relevant changes see  PhD Regulations Leiden University .

Candidates are required to fill in both forms below.

• Dissertation Description & Upload Fill out the form with a short summary and metadata of your dissertation. Also, use this form to upload  PDFs of the dissertation, dissertation cover and propositions . If the dissertation contains published articles please fill in the DOIs. In the form you are asked for keywords. If there exists a generally accepted keyword list within your subject it's best to choose keywords from that list. If there's no such list, consult your promotor or mentor. Avoid words that are used in your dissertation's title, and words which have multiple explanations.  
• Appendix B (Licence Agreement, to be filled out and signed digitally and/or printed out and signed ). By signing the licence you grant Leiden University the non-exclusive right to post your dissertation in the digital archive, making it available Open Access worldwide. The university will clearly indicate the author or owner of the publication, and will not make any changes other than allowed by this licence. On this appendix you can also indicate which parts of your thesis should be put under embargo.

Send one  completed and signed copy  of Appendix B, together with  two copies  of your dissertation, to the following address:  University Libraries Leiden - MDA  Van Steenis Building  Einsteinweg 2 2333 CC Leiden 

Compensation for printing costs

PhD candidates receive a financial compensation of €500,-  for the printing costs of the dissertation. This compensation is paid by the UBL after receiving two printed copies of the dissertation, a digital copy of the dissertation and the signed license for the non-exclusive publication of the dissertation in digital form.

File types should be PDF. In most cases candidates will already have a PDF-file that is used for printing purposes. Word files can be turned into PDF by choosing File -> Save as Adobe PDF.  Please submit your dissertation as one single PDF. In case one or more chapters are embargoed please indicate so on Appendix B. Further editing is done by our metadata specialists. Also submit the DOI's from chapters that have already been published as articles. The cover and propositions can be submitted separately.  When you would like to store your research data please contact the data management experts at the Centre for Digital Scholarship .

When you only have files in Word (or other file formats), or have questions on the procedure please contact us by  e-mail  or call us at (071) 527 1525.

It is possible to request an embargo of 6, 12, 18, or 24 months for parts of the thesis in those cases where this is necessary because of arrangements with a publisher or for future publications. This embargo period can be stated in the licence. Doctoral candidates are required to check for themselves if and for how long the embargoes need to be set. In case the embargo period is insufficient, this can be extended within reason by the library as stated in the Ph.D. regulations. Please contact the library in case you need an extension.

Although a thesis might be placed under embargo, a candidate is still obliged to submit his/her disseration. Dissertations under embargo are archived for the long term, but not made available full text. However, the abstract and bibliographical information will be made available.

Publishing at your own website or a publisher

Candidates can publish the pdf of their dissertation on their own website. It is easier though, to put the repository-url of your dissertation on your website instead of the pdf. This url is permanent and will therefore remain unaltered.

If you have already published (articles from) your dissertation through a publisher, or are planning to do so, and also want your dissertation published in Open Access, approval depends on the type of licence you and your publisher have signed. In most cases you will have kept the right to submit your article / dissertation in an institutional repository or most publishers will grant you this right. In these cases you will have no problem submitting your dissertation. Note that some publishers can object to submitting a publisher's pdf. A new pdf will then have to be made. If your licence does not mention submitting your publication to an institutional repository, you may be able to find information about their Open Access policy on the publisher's website. Finally, you can write to the publisher to request permission to submit your publication to the repository. Most publishers are obliging in these cases. An up to date overview of publishers and their policies regarding copyright and online archiving in institutional repositories can be found on  Sherpa Romeo Publisher copyright policies & self-archiving .

If you have any questions on the procedure please contact us by  e-mail , or call us at (071) 527 1525.

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PhD position within the project 'Libraries as Links in Learning: Making the Meaning of Manuscripts'

Updated: 15 May 2024

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Leiden University Centre for the Arts in Society (LUCAS) invites applications for a PhD position within the project ‘Libraries as Links in Learning: Making the Meaning of Manuscripts’ (1.0 fte, 4 years) The PhD candidate will be working within the multi-member research project ‘Libraries as Links in Learning: Making the Meaning of Manuscripts’, which explores how libraries in the nineteenth and early twentieth centuries treated, promoted, and circulated their medieval manuscript collections. The project, which will examine this theme through the lens of the holdings of Leiden University Library (UB), is headed by two PI’s (Dr Irene O’Daly and Dr Bram Caers ) and will welcome a Postdoc in the team in the course of 2025. The project This project examines the fate of Western medieval manuscript collections within the context of library professionalisation in the nineteenth century. It investigates how libraries mediated and facilitated knowledge exchange around the manuscript, in a context in which the Middle Ages were both a subject of scholarship and an inspiration for nation building. It queries the role played by libraries in constructing the medieval manuscript as a subject of material as well as textual study – as a powerful signifier of institutional intellectual capital – but also as a fragile and non-fungible object, monetarily valuable and collectable. By positioning libraries as a nexus of scholarly exchange, we interrogate their role in abstract processes such the canonisation of textual carriers, while recognising the material realities inherent in preserving and making accessible the manuscripts themselves. The project investigates the abstract and actual position of medieval manuscript collections within one context –Leiden’s University Library – focusing on the use and curatorship of the Western medieval manuscript collections in the Library from c. 1819 to c. 1939. To analyse the varied uses of and attitudes towards the medieval manuscript collections, we will construct and assess the networks of which they were part. Alongside examining the manuscripts themselves for traces of contemporary use, the project will gather data regarding personages (scholars, librarians), objects (published outputs derived from the study of manuscripts, facsimiles, photos) and sites (the physical building, the institutional context in which the Library operated), to reconstruct and analyse the environments in which manuscripts were consulted, circulated, and canonised. PhD position: Library professionalization from a manuscript perspective The PhD candidate will track changing professional and scholarly practices and attitudes towards the medieval manuscript within nineteenth- and early twentieth-century library contexts, using Leiden University Library as its principal case study. They will collect and enter relevant data into a shared project database while tracking down publications and editions that utilised the UB’s manuscript material. On the basis of extensive source research, they will attempt to reconstruct the environments within which the medieval manuscripts were consulted, the scholarly conversations they provoked, and the responsibilities and challenges the custodians faced. We anticipate that the outputs of the PhD student will lead to an enhanced understanding of the interplay between the contexts in which manuscripts were used, and the meaning attached to them in scholarly work and in the eyes of society. We encourage candidates to develop their own focus within the project. However, we would be particularly interested in receiving applications from students willing to work on the Middle Dutch and medieval Latin collections – such as the rich holdings of the Vossius collection, or the manuscripts deposited by the Maatschappij der Nederlandse Letterkunde - both of which were the subject of intense study and interest in the period in question. More information about Leiden’s medieval manuscripts can be found here. Key responsibilities

• You will complete a PhD thesis within four years;
• You will contribute to the project’s bibliographical and relational database by collecting and entering relevant metadata from the UB archives and holdings, and other relevant sources;
• You will conduct research on the professionalisation of Leiden’s University Library within its wider European scholarly context, and the position of the medieval manuscript in that process
• You will publicise your research in peer-reviewed journals or volumes, and at conferences in the Netherlands and internationally;
• You will participate in regular meetings of the project research group;
• You will participate in the training programme of the LUCAS Institute, the Leiden Graduate School of Humanities, the Dutch National Research School for Medieval Studies, and other relevant masterclasses, summer schools, seminars, workshops, and events;
• You will participate in the PhD community and the intellectual life of the Institute (Leiden University Centre for the Arts in Society, LUCAS), in which you will become a member of the Medieval and Early Modern cluster (MEM);
• You will contribute to the organisation of outreach activities within the project, and in the popularisation of research results;
• Subject to progress and demand, you will do some teaching in the second and third year of your PhD project, in line with your expertise and prior experience.

Your profile

• You hold a ResMA/MRes or MA with a specialisation in History, Medieval Studies, Historical Literatures, Classical Studies, Digital Humanities (with relevant specialisation), Book Studies or Library Studies;
• Your ResMA/MA should be awarded by time of appointment, with a grade of 8.0 or above on a ten-point scale (distinction or equivalent) for your thesis. If the MA thesis is not yet finished, we invite you to provide contact details for your supervisor in your application letter so we may consult with them on your progress;
• You have well-developed research skills, including the ability to formulate creative research questions, descriptive and analytical skills, and a clear and persuasive style of writing;
• You have an interest in the history of the humanities, and a willingness to conduct archival and manuscript research;
• You have experience with or are willing to learn about relational databases and Linked Data;
• You have full professional working proficiency in English and/or Dutch (speaking, writing, reading). Competencies in other European languages and reading competencies in Latin would be appreciated;
• You have proven time-management skills;
• You are a team player and independent thinker;
• You have the ability to finish the proposed PhD research in 4 years.
• International candidates are encouraged to apply but must be willing to relocate to the Netherlands for the duration of the project.

The organisation The Faculty of Humanities at Leiden University is a unique international centre for the advanced study of languages, cultures, arts, and societies worldwide, in their historical contexts from prehistory to the present. Our faculty is home to more than 6,000 students and 800 staff members. For more information see: https://www.universiteitleiden.nl/ . Leiden University Centre for the Arts in Society (LUCAS) is one of the seven Academic Institutes of the Faculty of Humanities. The institute hosts a range of academic disciplines, clustered around a key research theme: the relationships between the arts and society. Our members study cultural production over the course of two millennia, from classical antiquity to our contemporary world, and teach in programmes ranging from Classics and Book History to Modern Literature, International Studies and Art History. Strengthened by our diversity, LUCAS members are uniquely placed to study the broad concept of the arts, with its rapidly changing ideas, aesthetics, and theories of cultural production. Through research, teaching and outreach, the Institute aims to deepen our understanding, both inside and outside academia, of the cognitive, historical, cultural, creative, and social aspects of human life. As an academic community, we strive to create an open and welcoming atmosphere, stimulating everyone to get involved and contribute, and connecting scholars from different fields and backgrounds. Terms and conditions PhD project, 4 years (1.0 FTE, 38 hrs per week; alternatively, the position can be 0.8 FTE for 5 years), starting date 1 September or 1 October 2024. Initially the employee will receive a 14-month contract, with extension for the following 34 months on condition of a positive evaluation. The appointment must lead to the completion of a PhD thesis. Salary range from € 2,770 to € 3,539 gross per month for a fulltime appointment (pay scale for PhDs, in accordance with the Collective Labour Agreement for Dutch Universities). Leiden University offers an attractive benefits package with additional holiday (8%) and end-of-year bonuses (8.3%), training and career development. Our individual choices model gives you some freedom to assemble your own set of terms and conditions. Candidates from outside the Netherlands may be eligible for a substantial tax break. For more information, see https://www.workingat.leiden.edu/ . Diversity & inclusion Fostering an inclusive community is a central element of the values and vision of Leiden University. Leiden University is committed to becoming an inclusive community which enables all students and staff to feel valued and respected and to develop their full potential. Diversity in experiences and perspectives enriches our teaching and strengthens our research. High quality teaching and research is inclusive. Information Enquiries can be made to the PIs of the project, Dr Irene O’Daly ( [email protected] ) and Dr Bram Caers ( [email protected] ). Questions about the procedure can be directed to Jennifer Dijkman ( [email protected] ). Information about LUCAS can be found at https://www.universiteitleiden.nl/geesteswetenschappen/centre-for-the-arts-in-society and about Leiden University at https://www.universiteitleiden.nl/en . Applications Please submit your application via the online recruitment system, via the blue button at the top of this page, latest 21 June. Applications received via e-mail will not be taken into consideration. Your application should include:

• Letter of application in which you formulate your interest in the PhD project and explain why you are an appropriate candidate for the position;
• Your CV, listing education and relevant employment history, and any other academic achievements (conference presentations, publications, organization of events, etc.);
• Names, positions and contact information for two referees (no reference letters); please list these on your CV rather than filling them out separately in the system;
• A copy of your MA-thesis or a writing sample (if the MA-thesis is not yet finished);
• Copies of relevant course assessments (list of grades; certificates demonstrating language proficiency);
• A copy of your MA degree certificate or, if your MA-thesis is not yet submitted, contact details for your supervisor so we may consult them on your progress.

(Online) interviews will take place in the first week of July. A first selection will be made on the basis of the application material outlined above; further requirements for the selection process will be communicated to the shortlisted candidates. Enquiries from agencies are not appreciated.

38 hours per week

Rapenburg 70

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PhD research at two universities

In some cases, PhD candidates are permitted to follow a PhD track that involves conducting research and receiving supervision at two institutions: Leiden University and another university. On this page, you can read what forms of agreement there are.

Arrangements regarding this joint supervision are set down in an agreement. There are two kinds of agreement:

• A single individual agreement for the joint supervision of one PhD candidate and the defence in the presence of one or more joint Examining Committee(s), after which one diploma or two paired diplomas is/are issued on behalf of both institutions;
• A  programme agreement between the two universities for a multiyear partnership in the supervision and examining of multiple PhD candidates of both parties. A programme agreement of this kind also includes individual agreements for the participating PhD candidates, as appendices.

In this agreement, arrangements are made about such aspects as the research, the supervisors at both institutions, which institution(s) will be the location(s) of the defence, how the Examining Committee will be appointed, and such matters as intellectual property rights.

A model for this agreement is available. Other institutions also have their own model agreements; these can also be used, provided that they include the arrangements that are important for us.

A single individual agreement can be initiated by a PhD candidate; the Graduate Schools of the two institutions will then maintain contact with each other to arrange the details of the agreement and its signing. In addition, the Leiden University Graduate Schools will be in contact with Administration & Central Services (Strategy & Academic Affairs; SAZ), because the agreement needs to be signed by the Rector Magnificus.

If a PhD candidate has ideas for a research stay at a university abroad as part of the PhD track, the PhD candidate will discuss this with the supervisor(s) in the context of discussing the research proposal or formulating the training and supervision plan. It is important to initiate a stay abroad at an early stage, because arranging it can take a long time and the stay abroad should preferably not take place too late in the PhD track. The stay abroad can only go ahead if it is supported by the supervisor and both institutions.

The individual agreement must be signed by the Rector Magnificus of both universities, but it does not require the consent of the Doctorate Board. The agreement is also signed by the supervisor and the PhD candidate.

This consists of one framework agreement together with the individual agreements (or a model for these) of the participating PhD candidates, as appendices.

The framework agreement also contains arrangements about the programme, a management team for the programme (if applicable), the location(s) of the defences, the diplomas and the division of costs.

A model is also available for the programme agreement, and this can be requested from Strategy & Academic Affairs (SAZ). Other institutions again have their own models for programme agreements; these can also be used, provided that they include the arrangements that are important for us.

A framework agreement can only be created on the initiative of the university, faculty or institute, and can only be concluded where there is a plan for long-term academic collaboration between Leiden University and the partner institution, which has been approved at the faculty and university level. A draft version of framework agreements must always be submitted to the Doctorate Board for approval.

The framework agreement is drawn up by the Graduate Schools in close consultation with Administration & Central Services (Strategy & Academic Affairs; SAZ) and with the Graduate School(s) of the partner institution.

Once the framework agreement has been signed, the discussion about the individual agreements will be conducted by the Graduate Schools.

The PhD defence(s)

Subsequent to joint supervision, the PhD defence can take place in two possible ways:

• A single defence in the presence of a joint Examining Committee;
• Two defences of the same dissertation in the presence of joint Examining Committees at both institutions (there will be a certain amount of overlap between these Examining Committees).

If the single defence takes place in Leiden, then Leiden University can claim a PhD premium. If the single defence takes place at the other institution, Leiden University will not receive a premium. Given that the defence will take place in the presence of a joint Examining Committee and will lead to a joint degree, the prior consent of the Doctorate Board of Leiden University is required before a single defence can be organised at the other institution.

If the same dissertation is defended in the presence of joint Examining Committees at both institutions, Leiden University can claim a PhD premium, even if the first defence takes place at the other institution (in the case of a defence at two Dutch universities, the premium will be shared).

Please note: at some universities outside the Netherlands, establishing that the manuscript is suitable to be defended also takes place in the presence of a committee; in the Netherlands, this work is done by the Doctorate Committee. For us, establishing defensibility does not count as a defence to which these rules are applicable.

Awarding the doctorate degree

In the case of both individual and programme agreements, the PhD candidates work towards a single degree that is awarded jointly by both parties (a 'joint degree'). The defence(s) of the dissertation take(s) place in the presence of (an) Examining Committee(s) with members from both institutions. We use the term joint degree rather than double degree to emphasise that dual supervision does not lead to two doctorates.

In the case of individual tracks, the PhD defence in principle takes place in Leiden, unless the Doctorate Board consents to a defence at the other institution (the agreement will contain the location of the defence and cannot be signed unless this consent has been given).

Issuing the diploma(s)

There are three options for the diploma(s):

• one single Leiden University diploma.
• two diplomas, each with one added phrase expressing that the PhD candidate was supervised at both institutions. These are known as 'paired diplomas'. The fact that the diplomas are ‘paired’ emphasises that the two defences result in one single doctorate degree.

               Two diplomas can be issued after:

• one successful defence at one of the partner institutions;
• two successful defences of the same dissertation at both partner institutions.
• one single diploma with two insignias. The Doctorate Board of Leiden University has decided in principle not to cooperate with this, in view of the serious practical challenges and the risk of lower quality of a diploma that has to be produced in two cities and printed with both insignias.

Another possibility is that Leiden presents one diploma issued by Leiden University and the PhD candidate also receives a local diploma at the other institution. We have no objection to this (we do not insist that a paired diploma must always be issued in the case of an individual agreement with one defence).

At the request of the Graduate School, the beadle’s office can issue a supplement with a single Leiden University diploma, declaring that the supervision took place at two institutions. This supplement will actually then be a short version of the individual agreement.

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