How can I get a training organised by your academy recognized by the Doctoral Schools? What conditions and deadlines do I need to comply with to get a refund from the registration fee from my DS?
As UGent PhD student, you can ask for one of our trainings to be recognized by the Doctoral Schools (DS). That way you can incorporate our trainings in your Doctoral Training Program (DTP). Furthermore, if you comply with specific conditions and deadlines you can also get a refund of the registration fee from your DS.
1. Before enrolling
Check if you have not already exceeded the maximum number of courses eligible for a refund.
The maximum numbers are:
- one transferable skills seminar
- three specialist courses
2. Enrolling
Enrolling consists of two essential parts:
1. Start up a recognition procedure with your DS
DEADLINE 1: At least one month before the training starts (see table below) apply for the recognition of the training on the DS website. There, choose 'Course registration and recognition' > 'Application for recognition'. (If you don't intend to ask for a refund the deadlines are less strict.)
Completing this step does not mean that you are enrolled for the training itself.
2. Register for the training with our academy
Register for the training with our academy at least three working days before the start of the training.
3. Payment
For UGent students: Pay the registration fee from your personal bank account to our academy. It is not possible to make the payment through a UGent department. The registration amount will be reimbursed via the DS and/or through an expense note from your department via sapmijnapps.ugent.be.
Is it not possible to advance the amount yourself? Please contact us at ipvw.ices@ugent.be before registering.
For external participants: Pay the registration fee to our academy, either from your personal bank account or through your employer. Provide the correct information during the registration process. Once the invoice is generated, it cannot be changed.
4. Attendancy
Actively attend all classes. Absences need to be reported beforehand to our academy via e-mail together with the necessary proof (eg. medical certificate, registration for congres, ...).
As of 2017-2018 it is no longer necessary to take part or succeed in the exam connected to the training to be able to incorporate the course in the DTP or get a refund.
5. Complete the dossier with your DS
DEADLINE 2: Within three months after finishing the training, complete your dossier. E-mail these documents to your DS:
- the certificate of attendance. You will receive this pdf via e-mail from our academy once the course has ended.
- proof you paid the registration fee to our academy. This is either a private bank statement or the screen shots your secretary provides, depending on who paid the fee.
If all conditions and deadlines are met you will receive a refund of the registration fee from the Doctoral Schools.