Amsterdam UMC endorses a Guideline for PhD Contracts: The rule is that every PhD should be full-time for 4 years, fully-funded. This initiative, developed by HR and the Amsterdam UMC Doctoral School, aims to ensure equality and quality of Amsterdam UMC PhD trajectories. The guideline has received approval from the Board of Directors and the Works Councils.

It is important that both project leader and PhD candidate are aware of the Guideline PhD Contract before they start a trajectory and act accordingly. If the PhD contract differs from the standard, the project leader must include a detailed explanation in the declaration form describing how the PhD will be completed within the stipulated timeframe and at the expected level of quality.

Further details may be found in the documents below.

Questions or remarks? Project leaders may contact their HR advisor. (Future) PhD candidates may contact HR Research B.V..

FAQ

Why was this PhD contract guideline introduced?
The guideline was introduced to ensure PhD wellbeing, equality and quality across all PhD trajectories at Amsterdam UMC. The guideline adheres to the national guidelines that standardize the PhD contract to a full-time, fully funded four-year position. This time is needed to complete all the important aspects of performing original research. Serious concerns have been raised about the feasibility of some PhD trajectories when offered a shorter contract, putting PhD candidates under pressure to complete their project as quick as possible. This is especially problematic given the fact that the average PhD trajectory takes around five years. Additionally, there have been instances where funding ended prematurely, forcing candidates to either continue their PhD in their own time, apply for an unemployment benefit or discontinue the project altogether. The guideline will help to prevent such cases.
What is the aim of this guideline?
With this guideline, Amsterdam UMC aims to provide PhD candidates with a stable and supportive environment for completing their research and enhancing the quality of research projects and academic development without too much time pressure. By discussing the guideline with the PhD candidate and its implications for the intended trajectory, expectations are aligned from the start, enabling the candidate to make a better assessment of the trajectory.
Who does this guideline apply to?
This guideline applies to all new PhD candidates at Amsterdam UMC who receive their contract after the introduction of the guideline (1 March 2025).
Does the guideline also apply to PhD projects that started before the introduction of the guideline (1 March 2025)?
This guideline applies to all new PhD candidates at Amsterdam UMC who receive their contract after the introduction of the guideline (1 March 2025). For PhD trajectories starting before the introduction of the guideline that deviate from the four-years full-time rule, the guideline can be used to support discussions between PhD candidates and supervisors about expectations and contract status.
Are there any exceptions to the full-time, four-year rule?
There may be deviations to the full-time, four-year rule, but the project leader must justify this in a declaration.
What if I want to offer the PhD candidate a one-year trial period contract with the intention of a three-year extension?
A one-year trial period contract with the intention of a three-year extension is in line with the guideline rule as long as funding is guaranteed for four-years full-time.
I want to hire a PhD candidate, but I do not have enough funding for a four-year full-time position. Can I still start the recruitment?

If a project lacks the necessary funding, the project leader must fill in a declaration explaining how the PhD candidate will complete their PhD trajectory within the available funding and/or how additional funding will be obtained. Recruitment may start, but the declaration needs to be signed and approved by the project leader, PhD candidate and the head of the department* before the contract begins.

*If the head of the department is part of the supervisory team, the chair of the division signs for approval. If the chair of the division is part of the supervisory team, the faculty dean signs for approval.

The PhD trajectory will take less than 4 years (e.g. a dataset is already available or the PhD candidate already has extensive experience with scientific research). Do I still need to guarantee funding for 4 years full-time?
The PhD project may be funded for less than 4 years, but the project leader must fill in a declaration explaining how the PhD candidate will complete their research within the available funding/time while ensuring quality of the project and academic development of the PhD candidate.
What if the PhD project takes longer than 4 years?
The expectation is that PhD research should ideally be completed within four years. To stay within this time frame, Amsterdam UMC strongly emphasizes the importance of designing realistic projects from the outset. However, it is acknowledged that some PhD trajectories require more time due to the scope and complexity of the research. If the PhD-trajectory takes more than 4 years, it is recommended that both the project leader and the PhD candidate sign a motivated consent that outlines the extension and the expected delay of the thesis, and that funding is arranged for the extra time. If a disagreement arises, HR Research B.V. or the PhD advisors of the Doctoral School may be consulted for support.
What is the process for submitting the declaration of contract type?

If the PhD candidate will not be offered a full-time, four-year contract, the declaration needs to be filled in by the project leader before the contract begins. If a one-year contract is offered, but funding is secured for a full-time, four-year PhD position, no statement or signatures are required, and the declaration can be forwarded to HR. In case of deviation to the rule, the project leader fills in a statement that is signed by project leader, PhD candidate and the head of the department*, before sending it to HR.

*If the head of the department is part of the supervisory team, the chair of the division signs for approval. If the chair of the division is part of the supervisory team, the faculty dean signs for approval.

Who needs to sign the declaration before submission?

If a one-year contract is offered, but funding is secured for a full-time, four-year PhD position, no statement or signatures are required, and the declaration can be forwarded to HR. If the PhD contract deviates, the declaration needs to be signed by project leader, PhD candidate and the head of the department*.

*If the head of the department is part of the supervisory team, the chair of the division signs for approval. If the chair of the division is part of the supervisory team, the faculty dean signs for approval.

Who decides if a deviation request is approved?

The head of the department* assesses whether the deviation request in the declaration is well-founded and signs for approval.

*If the head of the department is part of the supervisory team, the chair of the division signs for approval. If the chair of the division is part of the supervisory team, the faculty dean signs for approval.

What responsibilities do project leaders have under this guideline?

Project leaders must:

  • Aim for PhD candidates to receive a four-year full-time contract.
  • Inform PhD candidates about the guideline and be clear about contract, funding, and duration of the PhD trajectory.
  • Provide justification in the declaration for any deviations from the standard contract.
  • Submit the declaration of contract type before the PhD starts.
  • Supervise and support PhD candidates to complete their research within the expected time and quality.
What should a PhD candidate do if they believe their contract does not follow the guideline and/or if the project leader does not adhere to the signed declaration?
If the PhD candidate received their contract after the introduction of the guideline (1 March 2025), the PhD candidate may contact and consult HR Research B.V. or the PhD advisors of the Doctoral School if they believe their contract does not follow the guideline and/or if the project leader does not adhere to the signed declaration.
Does this guideline affect external PhD candidates (e.g., those funded by other institutions, or those who are self-funded)?
External PhD candidates may have different contractual terms but should still adhere to Amsterdam UMC's standards for wellbeing and quality. Therefore, Amsterdam UMC expects project leaders to take responsibility for ensuring adequate (financial) support and time for external PhD candidates to complete the research project.
Does this guideline affect Amsterdam UMC employees with another contract who have been given time for doing their PhD research?
Amsterdam UMC employees with another contract may have different contractual terms but their contract should still adhere to Amsterdam UMC's standards for wellbeing and quality. Therefore, Amsterdam UMC expects project leaders to take responsibility for ensuring adequate (financial) support and time for those PhD candidates to complete the research project.
Does the guideline allow for PhD research under a junior researcher contract?

Once a PhD trajectory is intended, it is not advised to offer PhD candidates a junior researcher contract but rather a regular PhD contract. In this way the candidate can register with the Doctoral School and receive proper training and guidance.

It is possible that research performed under a junior researcher contract results in a PhD project at a later stage. Amsterdam UMC expects project leaders to offer the junior researcher a PhD contract when the decision is made to pursue a PhD, regardless of the point in time — even if this decision is made in the third year of the junior researcher contract. At that moment, the project leader should also fill in the declaration to indicate how much time and funding is still needed to complete the PhD.

Does the guideline apply to medical PhD candidates who want to finish their PhD in a shorter period and/or also have clinical duties?
There may be deviations to the full-time, four-year rule, but the project leader must justify this in a declaration.