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====== Graduation ======

**Graduation**\\
Please check the Graduate School website for [[https://www.universiteitleiden.nl/binaries/content/assets/ul2staff/reglementen/onderzoek/promotiereglement/promotiereglement-2018-eng.pdf|PhD defense regulations]] and the [[https://www.staff.universiteitleiden.nl/research/phds/phd-ceremony/phd-ceremony/humanities/fgw-board-office?cf=science&_ga=2.233752603.428660936.1669374524-610322946.1641546550&cd=leiden-observatory|graduation ceremony]].
Or contact the Graduate School of Science: (071) 527 6855 or <gsoffice@science.leidenuniv.nl> 

**Graduation bonus**\\
The Observatory contributes a graduation bonus on the following conditions:
  * Euro 500 to those who finish the PhD project within 4 years. This is counted as the moment of submission to the printer.\\
  * Euro 250 (instead of Euro 500) to those who finish the PhD project in the 5th year.

**Subsidy for thesis printing and distribution of thesis**\\
There are two sources for a subsidy of the costs for thesis printing:\\
1. The University Library offers a compensation of 500 Euro if you provide them with an electronic copy and license of your thesis. Please read the information on the following website carefully:
[[https://www.library.universiteitleiden.nl/researchers/submitting-your-phd-dissertation]] \\
2. Leiden Observatory can provide a subsidy of maximum 900 Euro towards the costs of the printing of a PhD thesis, on the following conditions:
  *     The author presents an Observatory colloquium before the PhD defense. This informs everyone about the results of the thesis project, and has the added advantage that the graduate student can practice fielding questions in advance of the real ceremony. Contact Ian Roberts: <iroberts@strw.leidenuniv.nl>. 
  *     The author offers copies of the thesis to local staff, including all fellow graduate students and 3 copies for the secretariat. Additionally a number of PhD theses are distributed to senior staff astronomers in other departments in The Netherlands. The author is expected to organize the mailing. Address labels and envelopes can be obtained from the secretariat: <secretaries@strw.leidenuniv.nl>
  *     The electronic version of the PhD thesis (.pdf or .ps) is made available for the Observatory archive. Mail the digital copy to <deul@strw.leidenuniv.nl>.
  *     The author should apply for subsidy towards the thesis costs with the University Library (500 Euro) and if possible other funds before requesting a subsidy of the Observatory. The subsidy cannot exceed the total amount of printing costs minus other contributions (UB).


**Expense claim**\\
Expense claim can be submitted either in SAP Self Service (only possible before the end of your contract) or through a [[https://hop.leidenuniv.nl/sap/bc/ui5_ui5/sap/yul_dec_appl/index.html?sap-client=400&sap-language=EN|PNIL statement of expenses form for 'staff not employed']]. 

Enter the SAP number that you normally use for travel. Contact Robin Hölscher <imassist@strw.leidenuniv.nl> if you do not know or are not sure about the SAP number.
Please attach a 'subsidy statement form', which you get from Robin Hölscher <imassist@strw.leidenuniv.nl>. 

Please also attach a copy of the invoice of the thesis printing and provide information about contributions from other sources.\\

NB: The subsidy for the thesis printing can only be awarded to people that fill in an expense claim form no later than one month after the graduation ceremony.
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