General
Model letters
Model Letter 1
Model Letter 2
Model Letter 2B
Model Letter 3
Model Letter 4
Model Letter 5
Model Letter 5B
Model Letter 6
Model Letter 7
Model Letter 7B
Model Letter 8
Please note! For the Faculty of Health, Medicine and Life Sciences it is required to submit Model Letter 3 via the digital PhD track.
Please note! If you have a non-Dutch master's degree or a HBO degree, you have to verify your degree before sending Model Letter 1. Please contact your faculty. In all cases, you have to send the Declaration of Scientific Integrity along with Model Letter 1.
For questions regarding letters 1 to 4, please contact your faculty coordinator.
For questions regarding letters 5 to 8, please contact the PhD Office.
Please keep in mind that the PhD process is constantly evolving. We kindly ask you to keep an eye out for any relevant updates.
Before the defence
How long does the approval procedure of my defence request take?
Upon submission of Model Letter 2 to the graduate school, along with a copy of your master's diploma and the declaration of scientific integrity, the subsequent step involves awaiting a model letter 3 to be approved by the dean of your faculty. Once approved, the assessment committee will be formally established.
Following this, a letter will be sent to you, your supervisors, and the assessment committee members, formally announcing the establishment of the assessment committee and confirming the approval of Letters 2 and 3. The candidate is then required to finalize the approved version of the thesis and provide it to the assessment committee members in electronic format. Generally, the assessment committee has a maximum of 4 weeks to evaluate the thesis, and the chairperson will directly communicate the results to the supervisory team and the PhD Office.
How many supervisors can be appointed?
Under the regulations for obtaining the doctoral degree , a supervisory team consists of at least two supervisors and no more than three. If there is a desire to extend the team to include four members, the first supervisor must submit a letter of motivation to the dean of the faculty, providing reasons for the necessity of four supervisors. Approval from the dean is required before a supervisory team of four members can be officially appointed.
How does an online defence work?
Our PhD team including our technical support team will provide clear instructions on how an online defence must proceed. Generally, the same format is applicable for both online and in-person defences. This involves the pro-rector initiating the session, followed by a 15-minute presentation from the candidate, and subsequently, a 45-minute period for questioning by the opponents.
Is it possible to have a hybrid defence?
Yes, a hybrid defence is possible.
When do I receive a link to the livestream of my online or hybrid defence?
You will receive a link to the livestream together with the order of opposition no later than two days before your defence date.
How should I address assessment committee members during my defence?
- Professors (with gown): Highly esteemed opponent
- Dr. (no gown): Esteemed opponent
Who needs to provide the mobile phone numbers of the opposition?
In principle, the supervisors or their secretary will provide these phone numbers.
How and to whom must the phone numbers of the opposition be sent?
The phone numbers must be added to the 'order of opposition' form. The filled-out form must be sent via e-mail to: phd-office@maastrichtuniversity.nl.
Where can I download the example form with the order of opposition?
This form will be sent to the candidate as well as the supervisory team upon confirmation of the title page from the Office of Academic Ceremonies.
Which documents can be sent offline and which can be sent online?
The documents can be sent to phd-office@maastrichtuniversity.nl.
How many copies of my thesis do I need to deliver for my defence?
You must submit six copies of your thesis to the PhD Office.
Where can I submit these copies?
Please hand in six copies of your thesis at the:
PhD Office
Maastricht University
Room 0.010
Minderbroedersberg 4-6
6211 LK Maastricht.
When do my books need to be available at the PhD Office?
No later than ten working days before your defence ceremony date.
How will they be distributed?
The candidate has to distribute the books to all the members of the assessment committee and the supervisors. The PhD Office will supply one book to the pro-rector of the ceremony.
How many members does the opposition have?
A minimum of four or five opponents, including the majority of the assessment committee. The distribution should adhere to the following criteria: half or more of the opponents should hold the rank of full professors, and half or more should have affiliations with Maastricht University, which includes your supervisory team.
How many opposition members need to be employed by Maastricht University?
At least half or more.
How many days in advance do I need to request my defence?
You can ask for defence date options once your thesis has been approved by the assessment committee. Please allow for sufficient time to print the copies of your thesis after your title page has been approved and the date and time for your defence has been set.
How many people can I invite to attend my defence?
Please call the PhD Office (+31 43 388 3096) for more information.
Is the venue accessible for wheelchair users?
Yes.
Does the venue offer parking space for guests?
Parking is exclusively reserved for candidates, subject to availability, and limited to a maximum of two hours. Guests are advised to use the nearest paid parking facility: Q-Park Vrijthof.
Is it possible to bring babies or infants to my defence?
To minimise disruptions for the candidate, we recommend that children under the age of six or infants not attend. If you choose to bring a young child or baby, kindly choose a seat on the balcony.
What to wear during my defence at the university?
Your clothes should be appropriate for the occasion. Dress code examples:
- Men: suit or tail suit
- Women: festive dress or suit.
During the defence
What format does my PhD presentation need to have?
Whether conducted online or in person, ensure your presentation is formatted in the 16:9 aspect ratio, not the 4:3 ratio. A resolution of 1280 x 720 is suitable for both Zoom sessions and hybrid defences.
Can I bring my own device (iPad or laptop) to my defence?
Yes, but remember to bring your own adaptor, especially if you use Apple devices. It's more convenient if you have your presentation stored on a USB stick.
How should I confirm my preferred PhD defence date?
You can confirm the date with the PhD Office by phone: +31 43 388 3096. Following confirmation, please reconfirm by submitting model letters 5a and 5b via e-mail to phd-office@maastrichtuniversity.nl.
After the defence
How can I claim reimbursement for the printing and reception costs?
Please fill out the reimbursement form and send it to the contact person of your graduate school. The contact details will be provided in the email sent to you at the beginning of the month preceding your defence date. Please ensure you attach the original invoices to the claim form. The maximum reimbursement for reception costs is €750, and the combined reimbursement for printing and reception costs should not exceed €2000.
Regeling Druk- en Receptiekosten Promovendi
Promotievergoeding Promovendi
How and by which postal service are PhD certificates sent to other countries?
We use the DHL courier service. Mandatory requirements include providing complete address details and your mobile phone number.
How long does the shipment take?
That is hard to say as each country has different services. We will provide a track and trace number upon request. The degree will only be dispatched after signature by the supervisor.
How do I request a reception after the defence ceremony?
You will be contacted by Eurest or you can contact them yourself by sending an e-mail to eurest-office-fs@maastrichtuniversity.nl or by phone: +31 43 3882002. The reception room (Refter) will automatically be reserved for a reception after your defence.
How do I deal with special dietary restrictions of guests?
Please contact eurest-office-fs@maastrichtuniversity.nl directly. The PhD Office is not responsible for PhD defence receptions.
When can I pick up my certificate?
- Online defences: the degree will be sent to you by DHL if you provide your full address details and mobile phone number.
- Hybrid defences: the degree and certificate will be handed over by your supervisor at the defence ceremony.
Today researchers at Maastricht University’s European Centre on Privacy and Cybersecurity (ECPC) have published the first-ever complete CSR framework for data protection aimed at improving privacy and security for a sustainable digital future - the Maastricht University Data Protection as a Corporate Social Responsibility Framework (UM-DPCSR Framework). Businesses and other organisations are invited to adhere to the Framework to strengthen their commitment to data protection and responsible processing activities.
The UM-DPCSR Project translates theoretical ethical principles into tangible and practical guidelines for companies and organizations processing personal data. By following the five principles and 25 rules constituting the Framework, organisations can improve transparency and accountability and engage in fair and secure data processing activities. In this way, organisations can positively contribute to the greater good of a sustainable data-driven economy and a democratic digital society.
Nearly four years after Europe’s General Data Protection Regulation entered into force, it is clear that the Regulation and mere legal compliance cannot sufficiently protect fundamental rights and freedoms and adequately mitigate the risks presented by new technologies and the current economic models that tend to degrade democratic systems in the exploitation of data. The UM-DPCSR Framework precisely aims to fill this gap.
“The UM-DPCSR Framework defines rules to help organisations go beyond compliance requirements, effectively protecting individuals while responsibly furthering their targets. The ultimate objective of the research project has been to cultivate a better data-centric future for all,” commented Prof. Dr. Paolo Balboni, who first proposed the concept on his personal blog in 2017 and presented it during his inaugural lecture at Maastricht University in 2019.
In January 2020, a two-year multistakeholder research project [1] on Data Protection as a Corporate Social Responsibility was launched under Dr. Balboni’s direction at ECPC within the Maastricht University Faculty of Law. Since then, Mrs. Kate Francis (PhD candidate) and Dr. Balboni have worked together to concretize the concept and create the Framework.
The document published today illustrates the key findings of the research. From 1 April 2022, ECPC will start accepting submissions from organisations that would like to adhere to the Framework. More information is available on the ECPC website here.
For further information, please contact:
Prof. Dr. Paolo Balboni at paolo.balboni@maastrichtuniversity.nl
[1] The project is entitled “Data Protection as a Corporate Social Responsibility is the New Competitive Edge: Developing a New Dimension of Data Protection as a Corporate Social Responsibility”.
Meetings were held on a regular basis with a group of Data Protection Stakeholders, Intergovernmental Stakeholders, and Business Stakeholders in which open discussions took place to both debate and validate the established rules. This dialogue with European authorities, bodies, and industry is considered to have increased the completeness, robustness, and feasibility of the Framework from the ethical, legislative, and business points of view. Business Stakeholders, while contributing their perspectives on the UM-DPCSR Rules, were prohibited from imposing their views on the outcome of the research.
Authors:
Paolo Balboni, Professor of Privacy, Cybersecurity, and IT Contract Law at the European Centre on Privacy and Cybersecurity (ECPC) within the Maastricht University Faculty of Law
Kate Francis, PhD candidate at the European Centre on Privacy and Cybersecurity (ECPC) within the Maastricht University Faculty of Law