General Information for the
Doctoral students of IOSUD-UVT
Useful templates
PhD students have access to editable online templates for various administrative requests. These documents can be completed digitally and signed electronically.
- Annex 3A: Annual Plan of the Advisory and Academic Integrity Committee (starting with PhD students admitted in 2024) [link]
- Annual Evaluation of the Advisory and Academic Integrity Committee (starting with PhD students admitted in 2024) [link]
- Minutes Report [link]
- Request for Deferral of the Report (Scientific Report) [link]
- Request for Thesis Title Change [link]
- Request for Change of Scientific Supervisor [link]
- Request for Interruption of Studies [link]
- Request for Resumption of Studies [link]
- Request for Extension of Studies [link]
- Memorandum for Financial Support (mobility, fees, etc.) [link]
Where to submit requests?
Processing Rules
International Mobilities
Mobility options for PhD students through the Erasmus+ program and other international initiatives. These mobility programs can be recognized and included in the individual research plan, in agreement with the doctoral supervisor and the advisory committee.
[More Information on WUT Mobility]
For specific details regarding PhD mobility, it is recommended to contact the International Relations Directorate (DIR) at international@e-uvt.ro. The DIR office is located in the main UVT building (Vasile Pârvan Blvd, No. 4, Room 155).
Research Ethics Approval at UVT
Obtaining a research ethics approval at West University of Timișoara (UVT) ensures compliance with all specific research domain criteria, according to the Guide on Ethics Compliance in Research and Innovation Projects Funded by the EU and its annexes.
The approval is required for conducting research activities within the doctoral study program.
Project Registration at DMACDI
All research requiring ethics approval must be registered with the Directorate for the Management of Research, Development, and Innovation Activities (DMACDI).
Required Documents for Registration:
- Project/Study Title
- Project Summary
- Ethical Aspects Covered (human subjects, biological materials, personal data, animal studies, environmental impact, security, conflict of interest, etc.)
- Scientific Objectives
- Subjects Involved and Informed Consent Documents
- Materials and Equipment Used
- Research Methodology
- Expected Outcomes
Procedure for Obtaining Ethics Approval
1️) Referral to the Scientific Research and University Creation Council
The documentation is submitted to DMACDI, including the request form and the self-declaration statement.
2) Review of Documents by the Scientific Council
Additional documents may be requested if necessary.
3) Decision by the Scientific Council:
- Approval
- Conditional Approval (if required authorizations are pending; the approval is granted under the condition that all necessary documents are obtained before the project starts)
- Rejection (if ethical issues may cause harm)
Ethics Approval Dossier
Ethics Approval Dossier Must Include:
1) Request Form for Research Ethics Approval
2) Self-Declaration Statement on Compliance with UVT Ethics Regulations
3) Other Relevant Documents (according to the ethics guide for research)
More Information & Required Documents: [Ethics in Research – UVT]
Support for Doctoral Students
Conditions for accessing the funds
Only students in a 3/4-year doctoral internship are eligible.
IMPORTANT: By way of exception, doctoral students in the extension period, who have occupied a place with budget funding, can benefit from financial support exclusively to cover the fees for publishing the results of their doctoral research activity.
Important to know before the event!
- Approval must be obtained prior to the event.
- All forms must mention source 2001 and the corresponding doctoral field.
- For each event, only one request shall be submitted, which must include, if applicable, all related expenses (transportation, participation fee, and accommodation, if applicable), as separate requests for the same event are not accepted.
- The amount in the memorandum must correspond to the amount indicated in the request for the external travel order or in the internal travel order. The amount is expressed in lei, rounded up, according to the BNR exchange rate, without decimals. If applicable, the equivalent in another currency should be mentioned in parentheses.
- The total amounts are maximum limits for each category and cannot be offset against each other.
- When submitting the documents, it is necessary to complete the status form in order to receive updates regarding their processing using the institutional email address.
If you want to publish
Step 1. Approval
The justification memorandum must be signed in original, with a handwritten signature, by the doctoral student and the supervisor.
The publication acceptance must be attached to the justification memorandum.
The original justification memorandum must be submitted to the Doctoral Studies Office (B-dul Vasile Pârvan no. 4, office 155, Timișoara).
Step 2. Reimbursement
2.1. Personal reimbursement
Required documents:
Reimbursement form signed by the doctoral student, in original, printed on both sides;
Invoice, in original;
Proof of payment (receipt / bank statement);
Copy of identity card (ID);
Bank statement with personal IBAN.
2.2. Payment made by the financial department (within ~2 weeks)
The invoice must be issued with UVT’s details: West University of Timișoara, B-dul Vasile Pârvan no. 4, Timișoara, CUI 4250670 (within Romania) / RO 23641900 (abroad).
IMPORTANT: In the case of articles with multiple authors, only the proportional amount of the fee corresponding to authors affiliated with UVT and foreign universities will be accepted for reimbursement.
If you want to an online event in Romania or abroad
Step 1. Approval (before the event)
Prior approval is required at least one week before the event.
The justification memo must be signed in original, with a handwritten signature, by the doctoral student and the supervisor.
The participation acceptance / conference poster must be attached to the justification memorandum.
Both documents must be submitted to the Doctoral Studies Office (B-dul Vasile Pârvan no. 4, office 155, Timișoara).
Step 2. Reimbursement (after the event)
2.1. Personal reimbursement
Required documents:
Reimbursement form signed by the doctoral student, in original, printed on both sides;
Invoice, in original;
Proof of payment (receipt / bank statement);
Certificate of participation, in copy;
Copy of identity card (ID);
Bank statement with personal IBAN.
2.2. Payment made by the financial department (within ~2 weeks)
The invoice must be issued with UVT’s details: West University of Timișoara, B-dul Vasile Pârvan no. 4, Timișoara, CUI 4250670 (in Romania) / RO 23641900 (abroad).
Payment details: participation fee, doctoral student’s name, event.
After the event, the certificate of participation (copy) must be submitted to office 155.
If you want to attend an event in person in Romania
Step 1. Approval (before the event)
Prior approval and submission of documents is required at least one week before the event.
The justification memo must be signed in original, with a handwritten signature, by the doctoral student and the supervisor.
The participation acceptance / conference poster / invitation must be attached to the justification memorandum.
The original justification memo must be submitted to the Doctoral Studies Office (B-dul Vasile Pârvan no. 4, office 155, Timișoara).
IMPORTANT: The PhD student must prepare the internal travel order, and approval takes approximately 5 working days. After approval, the document can be picked up from office 155, UVT main building. The travel order must be signed and stamped at the event by the organizers.
NOTE: The participation fee may be paid by the financial department before the event (payment process takes about 2 weeks).
The invoice must be issued with UVT’s details:
West University of Timișoara, B-dul Vasile Pârvan no. 4, Timișoara, CUI 4250670 (in Romania).
Payment details: participation fee, doctoral student’s name, event.
Step 2. Reimbursement (after the event)
The original travel order (signed by the PhD student) must be accompanied, as applicable, by:
For accommodation:
Invoice, in original;
Proof of payment (receipt or bank statement);
For transport:
By personal car: fuel receipts covering approximately the shortest route;
By plane: invoice (in original), proof of payment (receipt or bank statement), and boarding passes;
By train: train tickets;
By bus: bus ticket with indicated value or invoice and receipt/bank statement;
For participation fee:
Invoice, in original;
Proof of payment (receipt or bank statement);
Certificate of participation, in copy;
Copy of identity card (ID);
Bank statement with personal IBAN.
ACCOMMODATION LIMIT in Romania: 265 RON / night
If you want to attend an event in person abroad
Step 1. Approval (before the event)
Prior approval and submission of documents is required at least one month before the event.
The justification memo must be signed in original, with a handwritten signature, by the doctoral student and the supervisor.
The participation acceptance / conference poster / invitation must be attached to the justification memorandum.
The original justification memo must be submitted to the Doctoral Studies Office (B-dul Vasile Pârvan no. 4, office 155, Timișoara).
IMPORTANT: The PhD student must prepare the external travel order, and bring it signed by the scientific coordinator (at the Avizul Directorului de Departament section) and by the doctoral school director (at the Avizul Directorului de Departament section) at office 155, UVT main building.
Step 2. Reimbursement (after the event)
2.1. Personal Reimbursement
The original travel order (signed by the PhD student) must be accompanied, as applicable, by:
For accommodation:
Invoice, in original;
Proof of payment (receipt or bank statement);
For transport:
By personal car: fuel receipts covering approximately the shortest route;
By plane: invoice (in original), proof of payment (receipt or bank statement), and boarding passes;
By train: train tickets;
By bus: bus ticket with indicated value or invoice and receipt/bank statement;
For participation fee:
Invoice, in original;
Proof of payment (receipt or bank statement);
Certificate of participation, in copy;
Copy of identity card (ID);
Bank statement with personal IBAN.
ACCOMODATION LIMIT: According to HG 518, depending on the destination (link).
2.2. Payment done by the Financial Department (in ~2 weeks)
The invoice must be obtained with the UVT details: West University of Timisoara, B-dul Vasile Pârvan no. 4, Timisoara, RO 23641900 (abroad). Payment details: participation fee, name of doctoral student, event.
After the event, the participation certificate, in copy, must be brought to office 155.
If you want to purchase products or services related to the research activities specified in your study contract
Depending on what you want to purchase, you should know that:
The purchase must be included in UVT’s annual procurement plan. For more information, send an email to doctorat@e-uvt.ro.
Requests must be made in advance, not at the last minute.
IMPORTANT: The total amount must be mentioned in the justification memorandum (including VAT where applicable).
Check the estimated value of the product/service (you can request offers or look online) so you know how much budget you need.
Required documents:
The justification memorandum must be signed in original, with a handwritten signature, by the doctoral student and the supervisor.
A specifications sheet (caiet de sarcini) must be attached, describing exactly what you want to purchase (technical, functional requirements, etc.).
The original justification memo must be submitted to the Doctoral Studies Office (B-dul Vasile Pârvan no. 4, office 155, Timișoara).
IMPORTANT: After the memorandum is approved, stay in contact with your faculty administrator (if applicable), who will help you complete the necessity report and prepare the purchase proposal.
Required Forms
The forms and requests needed for reimbursement can be accessed and downloaded from here:
- Publication declaration (Link);
- Justification memo (Link);
- Internal travel request and the standard request form: these forms can be picked up from the UVT Registry or office 155;
- Internal reimbursement form (double-sided print): editable version (Link);
- External travel request (Link);
- External reimbursement form (double-sided print): editable version (Link) and .pdf version (Link);
Support for doctoral students involved in teaching activities
List of required documents for the file in order to carry out teaching activities on an hourly payment basis:
- Standard request addressed to the Rector, according to the model in Annex 6 [link];
- Copy of identity document;
- Bank statement with IBAN account;
- Medical certificate from the family doctor confirming that the person is clinically healthy (fit for work);
- Curriculum Vitae – including contact details;
- Copies of academic diplomas (Bachelor’s, Master’s, PhD);
- Criminal record certificate;
- Certificate of behavioral integrity;
- Other supporting documents, in copy, proving the applicant’s competencies.
Extension or Interruption of Doctoral Studies
Students who are unable to complete their doctoral studies within the standard 4-year period have two main options: extension of studies or interruption of studies.
You have the right to request an extension or interruption of your doctoral studies, but it is important to discuss this in advance with your doctoral supervisor and to follow university procedures. The total duration of doctoral studies (including extensions) may not exceed 6 years, except for periods of interruption.
Extension of doctoral studies
If you are at the end of the four years of doctoral studies and need more time to complete your thesis, you may request an extension of the doctoral study period.
- The maximum duration of the extension (cumulative, if you request multiple extensions) is 2 years.
- At WUT, extensions are generally approved for 6 months or 1 year, with the possibility of further extension if needed, within the maximum 2-year limit.
Conditions:
- You may request an extension only after completing the four years of doctoral studies, before the end of the fourth year.
- You must be an active PhD student who is not proposed for expulsion, having accumulated at least 120 ECTS credits during the first four years.
- You must provide a justified reason (e.g., delays in research or thesis completion, medical or personal reasons).
Important:
- During the extension period, you do not receive a scholarship, even if you previously had one.
- You are not eligible for other financial support from IOSUD-WUT, except for reimbursement of thesis-related publication costs, in line with WUT procedures.
- A fee is required for the extension period.
- The only exception: those who, at the end of the fourth year, submit their first extension request for six months and publicly defend their thesis within that time.
- You retain your PhD student status during the extension (you may request certificates and benefit from typical PhD student facilities like housing, public transportation, etc.)
Interruption of doctoral studies
If personal, health, or other issues arise that temporarily prevent you from continuing, you may request an interruption:
- The maximum duration of interruption (cumulative, if you request multiple interruptions) is 2 years.
- WUT is more flexible regarding the length of the interruption, which can be adjusted according to your needs (e.g., three months). WUT may also allow an earlier return to activity than originally planned.
- Interruptions can be requested both during the first four years of doctoral studies and during extension periods.
- To request an interruption, you must provide a justified reason unrelated to doctoral activity (e.g., delays in research are not valid), but rather reasons that warrant a temporary suspension of doctoral studies (e.g., medical, personal reasons).
Important:
- During the interruption period, doctoral activity is suspended, including your doctoral student status.
- You will not receive a scholarship, but the interruption does not count toward the maximum study duration (i.e., it is not part of the 4 or 6 years).
- There is no fee for the interruption period.
- After resuming, you will continue your doctoral studies from where you left off.
Election of Doctoral Student Representatives
Three seats are available for PhD students in the University Doctoral Council (CSUD) and one seat in the council of each doctoral school.
To apply, check the announcements published by OSUT. The application period for PhD student representative positions is usually announced via institutional email notifications from OSUT.
Regulations for PhD Student Representative Elections at UVT (Link)