Tips and Tricks

Apply for a University of Groningen PhD student card

Many UMCG PhD students do not know they can apply for a RUG student card, since we use our UMCG pass to get coffee and get around the hospital.

You will receive the card by uploading a passport photograph on this website: https://mijnrugpas.rug.nl/en/. With this card, you not only prove that you are a PhD student, but it also offers a number of benefits: access to the RUG library, free coffee at University buildings, student discount at events, and more!

The information system that checks whether you are eligible for a University Card now allows MD/PhD students to get a UG PhD card.

For more information about the RUG Pass: https://myuniversity.rug.nl/infonet/medewerkers/werk-en-carriere/aanstelling/university-pass/

Fitness at the ACLO

As a PhD student you can register for a fitness membership via the SPR. Fill out this application to register. Once you have confirmation of registration, download the ACLO access Control and My ACLO sport app to sign up and check into the sporting facilities.

Declaring conference costs

PhD students can declare up to 600 euros for conferences they have participated in per calendar year. You should fill out the reimbursement form and send it to the GSMS secretary respective to your research institute (a central e-mail address for claims: PhDtrainingbudget@umcg.nl NB. BCN is an exception).

  • The reimbursement application can only be submitted AFTER the conference has taken place (but within 3 months after the conference participation).

  • Documents you need to attach:

  • Copy of the registration or accepted lecture/poster

  • Other financial support

  • Invoices

  • Proof of payment done by the applicant

You can find more information and a reimbursement form on MyUniversity.

The forms for BCN can be found on their website via this link. BCN PhD students should send their reimbursement forms to Diana Koopmans (d.h.koopmans@umcg.nl).

Declaring costs for external courses

PhD students also can declare up to 600 euros per calendar year for external courses they have participated in, if they are not offered by the GSMS, and are of Master level or above.

You should fill out a reimbursement form for external courses and send it to the GSMS secretary respective to your research institute (a central e-mail address for claims: PhDtrainingbudget@umcg.nl NB. BCN is an exception.).

  • Submit an application form AFTER the course (but within 3 months after the course).

  • Documents you need to attach:

  • Short course description (at least Master level; related to the PhD research or professional development)

  • (if possible) proof of registration

  • Invoice

  • Proof of payment done by the applicant

You can find more information and a reimbursement form on MyUniversity.

The forms for BCN can be found on their website via this link. BCN PhD students should send their reimbursement forms to Diana Koopmans (d.h.koopmans@umcg.nl).

Thesis guidelines

The GSMS continually monitors and updates the thesis guidelines. For example, one recent addition is the mandatory statement on the PhD candidate's contribution per chapter. They also provide guidelines for use of ChatGPT and similar text-generative AI tools in writing your PhD thesis.

Read the thesis guidelines carefully at the beginning of your PhD, and refer back to it throughout your trajectory for the formal criteria that a UMCG PhD thesis must meet.

Thesis guidelines

you do not need published papers to submit your thesis!

If you have problems or are in conflict with your supervisor on submitting your thesis, you can contact Stella Noach, the Confidential Advisor (e.j.k.noach@umcg.nl)