Guide to PhD Studies
at the Faculty of Science Masaryk University in Brno
Welcome!
About this Guide
Dear colleagues,
Doctoral Students, Supervisors, Heads and members of Doctoral Boards, Mentors,
This document, developed within the frame of implementing the Human Resources Strategy for
Researchers at SCI MUNI (HRS4R, HR Award), aims to provide a basic orientation, overview, and
guidance for all parties involved in PhD studies at the SCI MUNI.
It primarily focuses on STUDENT’s needs and duties. However, it also outlines where and how
other parties, such as Supervisor, Doctoral Board, Administrative Support, are/should/need to be
involved.
Detailed information is available online – please follow the [www] links in this document.
Important details are also introduced to students during the PhD day (an event organized every
September).
We hope you will find this Guide useful, and we wish you
SUCCESSFUL STUDIES!
Luděk Bláha, Vice-Dean for PhD studies, Faculty of Science MU
on behalf of all co-authors and contributors
Essentials
Everyone involved in PhD studies at SCI MUNI should be aware of following essentials
• What are the general SCI MUNI requirements for the successful PhD?
• What are the formal regulations (namely „Studijní a zkušební řád“ in Czech)?
• What is the Study programme?
• What is the Individual Study Plan (ISP) and the Milestones set by for your study?
• Where to find answers to most common questions (Q&A)?
Key Roles and Responsibilities
Key roles and responsibilities
All parties involved are responsible for active mutual communication and cooperation.
STUDENT is responsible for his/her career. This includes active work and successful progress
during PhD studies; fulfilment of the goals and milestones outlined in the ISP and described in
detail as semestral activities and tasks; positive communication with other parties involved, such
as Supervisor, Doctoral Board and Administration. [www]
SUPERVISOR is responsible for guiding the student in several aspects. A Supervisor is an expert
in the field in question but is not responsible for the student’s topic. A Supervisor is available for
discussions, provides advice, responds to all communication within a reasonable timeframe,
evaluates student´s progress and fulfillment of the study plan regularly etc. Supervisor is also
responsible for advancing own skills in mentoring and other skills. [www]
DOCTORAL BOARD is responsible for the quality of a doctoral programme and assesses
students´ study plan fulfillment on annual basis. Head of the Doctoral Board assures that
necessary information is available to students and supervisors. This particularly includes
requirements for final theoretical exams and PhD thesis, requirements of the ISP, expected
timeframe and milestones. [www]
ADMINISTRATION in the Dean’s office is responsible for assuring compliance of the admission
and study processes with formal requirements. Administration supports admissions, enrollment
to studies and semesters, assists with special issues such as interruption of studies due to health
or family reasons, and keeps all records using the IS.MUNI.CZ system. [www]
MENTOR is an experienced researcher offering one-on-one guidance and experience sharing to
students who seek further support in their academic life, professional development, and
research community networking.
Stage 1
Get Prepared
Stage 2
Apply and Enroll
Stage 4
Study and Research
Stage 5
Complete and Defend
Get your PhD !
Table of Contents
The guide is organized into 5 sections that reflect the main stages of the PhD study process.
Stage 3
Plan Your Studies
Year -1 (one year before PhD studies)
Timeline (Expected/Recommended)
Year 0 (beginning of your studies)
1st semester*
(* may vary depending on Programme requirements)
1st to 7th semester
8th semester
Year 4
Colours are used to highlight relevance for different parties.
Detailed information is always accessible online  click on: [www]
Headings
(dark brownish)
ALL - General information
(white)
SUPERVISOR’s role
(light green)
How to Use This Guide
DOCTORAL BOARD
(dark green)
ADMINISTRATOR
at the Dean’s office
(yellowish)
STUDENT’s actions
(light gray)
Identify topic/field of
interest, learn about
supervisor, meet and
discuss. Get
information from
enrolled PhD
students.
[www]
Learn the
requirements of the
study programme,
requirements for
defence, conditions
(scholarships, salary,
holidays), consult
with enrolled PhD
students.
[www]
Stage 1
Get Prepared
In addition to a basic
scholarship from MU,
supervisor is
responsible for
eventual top-up salary.
Potential future
supervisor provides
consultation and
necessary information.
Head of the Doctoral Board is responsible for all
information being available online. In particular: info
about currently open PhD topics, info about programme
supervisors, programme requirements for doctoral exam
and thesis, requirements of the ISP, and milestones.
Accredited materials [www]
Are you a student interested in PhD?
Act several months in advance before starting PhD studies!
You should learn what is PhD about, what to expect after PhD, what are your career options
(e.g. [www])
Prospective students:
Following steps shall be considered 6-12 months before actual admission deadline …
Learn what PhD
studies are about,
learn about career
options, consider
your family plans,
plan ahead.
MUNI [www]
SCI [www]
Ready for PhD studies?
Get more info at other
external resources,
e.g.:
FindAPhD [www]
Stage 2
Apply and Enroll
Ready to study PhD at SCI MUNI?
Formal procedures are required during and after the admission process. This includes several
steps during the assessment of your application, and if successful, your enrollment („zápis do
studia“ in Czech).
Prepare application for PhD study.
Programmes have different requirements
described in IS.MUNI.CZ
[www]
Be ready for successful interview (in
person or online) during the
assessment of your application.
Administrators send invitation to
the interview via the IS MUNI
system.
Wait for the letter of notification with the entrance
examination result. If accepted for the studies,
prepare required documents for the admission.
Czech or Slovak Other Nations
Have Mgr/Ing
diploma.
Have additional
documents if
required for the
enrollment by
the Programme.
[www]
Provide documents in
English for recognition
of your previous
studies; apply for Visa
if relevant; arrange in
advance your
accommodation etc.
[www]
Recognition of your
previous foreign
education or official
nostrification - duration
may vary (days to
months). [www]
Input from your prospective Supervisor
may be needed (e.g. letter).
Enroll:
go to the Dean’s
office in person
to official
enrollment to
PhD studies.
[www]
Dean’s office
administrators
confirm your
enrollment.
All set?
Doctoral Boards organize entrance
examinations. Dean makes final
decisions.
Administrators help with
application formalities.
[www]
An official admission notification is provided.
Plan duties for your 4-year ISP
Practical links
IS MUNI [www]
Internet at MU [www]
Libraries & Electronic info
resources [www]
PhD Day [www]
Develop Your Skills SCI
MUNI [www]
News & Events Calendar
SCI MUNI [www]
Soft and Other skills
Tranferrable Skills [www]
CERPEK [www]
Language Centre [www]
Career Centre MU [www]
CTT MU [www]
Mobility/ERASMUS [www]
Learn practical skills for
your studies and career
Doctoral Board describes specific requirements for milestones in the ISP such
as theoretical exam or PhD thesis. These are available online. [www]
Supervisor helps with the ISP assembly considering the Doctoral Board
requirements. Supervisor provides advices on detailed research plan.
Elaborate your ISP in written in time, get it approved by the Doctoral
Board and deliver it to the Administrators.
Doctoral Board approves the
student’s ISP.
Dean’s office registers the
student’s ISP.
Stage 3
Plan Your Studies
Prepare Your Individual Study Plan
The ISP is an essential and binding document for your studies. It should be carefully elaborated and discussed
between your and your supervisor. It also has to be approved by the Doctoral Board. A later modification of
the ISP is possible only in exceptional and substantiated situations.
The ISP organizes various activities and (in agreement with general requirements set by the Programme) sets
specific milestones for your research, expected publications, presentations at conferences, theoretical classes,
and seminars, teaching duties (i.e. getting experience for potential academic career), stay abroad, other soft
and transferable skills, etc.
To assure success in completion of your PhD studies within 4-years frame, the research part of the ISP should
be elaborated as a separate formalized research project (including State of the art of a given field, Objectives,
Methods and approaches, Timeline, Expected publications, and their foreseen content).
Your performance and compliance with the ISP are reviewed every semester and academic year during your
studies.
Instructions on ISP for each doctoral programme are available here: [www]
Research
and
publications
Classes
and
seminars
Teaching
duties
Other
soft skills
Do you have your ISP?
Stay
abroad
Define 2 essential milestones:
Theoretical State Doctoral Exam and PhD Thesis Submission
What must be fulfilled to apply for the exam/defence? When (which semester) is the exam
foreseen?
Consider other training options outside of MU (courses, summer schools)
Supervisor should be consulted for
planning; checks and approves the plan.
Describe your plan for specific semester in
IS MUNI.
Study, explore, learn, do your research, write publications (it may take up to 1,5 year to
get it published), attend conferences, consult with your supervisor, find a mentor, discuss
with your colleagues, undertake your stay abroad etc.
Register for classes and other activities
(with ECTS) in IS MUNI.
BEFORE Each Semester
SEMESTRALWORK
Administrators provide support with the
registration to classes.
END of the Semester
Pass your exams, seminars
and get the credits.
Supervisor approves your progress and
continuation to the next semester.
Report your progress in IS MUNI.
Stage 4
Study and Research
What is the flow of PhD studies?
The studies are divided into semesters and academic years. Each ISP describes milestones to be
gradually fulfilled.
Before each semester, you need to describe your planned semestral activities and expected
outcomes („semestrální náplň“ in Czech) in cooperation with your Supervisor. You also enroll in
the ECTS-credited classes or activities via IS.MUNI.CZ. At the end of each semester, you are
required to prepare a report on what has (has not) been achieved. Your Supervisor must
approve your progress to allow you to continue your studies in the next semester.
Doctoral Board annually reviews the performance of all students, their alignment with the
defined milestones and approves the continuation of studies in the next academic year.
ACADEMICYEAR/ANNUALY
Assessment of your
annual progress
(together with
Supervisor and
Doctoral Board)
The form of the
assessment
depends on the
Doctoral Board (e.g.
joint seminar with
presentations,
discussion with the
Doctoral Board
members).
Supervisor
comments
and
provides
advices.
Doctoral
Board
evaluation
and
approval is
recorded in
IS MUNI.
7 semesters
over?
Get your previous work done and
approved, enroll to the next semester.
Administrators check compliance and
allow the enrollment to the next semester.
DURING the Semester
Apply for the
exam as
planned in
your ISP.
Admins check
pre-requisites.
Doctoral
Board sets the
requirements,
committee
and examines
theoretical
skills.
ONCEDURINGTHESTUDIES
State Doctoral
Exam
CONTENT: Write your
thesis. It will be public
online through MUNI
Archive [www].
The IP sensitive and
copyright protected
sections in your thesis
may be hidden - plan
ahead and consult(*).
Stage 5
Complete and Defend
Final stages of your studies – your PhD thesis submission and defence
You are almost there! Your goal is to present your research as a PhD thesis. It should convince
the Reviewers and the Examination Board that (i) your research is at the fore-front in the field,
(ii) you are an expert on all aspects in your thesis, (iii) you are creative and independent
researcher deserving the award of Doctor of Philosophy – PhD.
Start working on the finalization at the end of the 7th/start of the 8th semester. It may take up to
3 months to submission and additional 2-3 months to defence.
Supervisor helps with
preparation and has to
approve your final thesis.
FORMAT AND
STYLE: Follow
recommendations.
[www]
Check previously
defended theses
in Archive [www].
Supervisor approves thesis
in IS.MUNI, checks for
plagiarism; prepares
recommendation letter.
Doctoral Board to be
consulted if the thesis
fulfills criteria.
SUBMIT
Upload your final thesis to
IS.MUNI.CZ, prepare the
application for defence
with all annexes, submit in
person to Dean’s office
[www].
(*)Dean’s office may help
with formalities.
Formal acceptance by
Dean’s office admin
Doctoral Board
nominates reviewers,
proposes members of the
Examination Board, sets
the date for thesis
defence.
With support from the
Dean’s admin office
PRESENT AND PUBLICALLY
DEFEND YOUR PHD THESIS
Address comments from
Reviewers and the
Examination Board
members.
Examination Board
evaluates and informs about
the outcome.
CELEBRATE with your
friends, family,
supervisors, etc.
Official graduation
ceremony
First released: June 2019
Current version: v03 – September 2020
The up-to-date version of this guide can be found here: https://www.sci.muni.cz/en/students/phd/phd-studies