1. The registration of the PhD candidate has been initiated by the Graduate School (this is based on information provided by the chair group). 
   • This includes adding: 
     • Basic information concerning the PhD candidate (Name, email) 
     • Department, graduate school, chair group, promotor(s), co-promotor(s), estimated start- and finish date for PhD project. 
     • VNSU type 
     • Requirement of appointment by university 
2. The PhD Candidate has complemented the registration info after a request of the Graduate school. 
   • This concerns: 
     • Adding or altering information entered by graduate school. 
     • Uploading of required documents (including language test, degrees and certificates and an ID) 
3. The registration info of the PhD candidate has been finalized by the Graduate School. 
   • The Graduate school assesses the information concerning registration and if sufficient sends an approval request for the PhD candidate registration to the Doctoral Service Centre.  
4. The PhD office has approved the registration of the PhD candidate. 
   • The Doctoral Service Centre checks the information of PhD candidate: 
     • Certification (degrees) 
     • Language test 
     • (Optional) Adds or approves specific QE 
     • Judges if the registration can be approved 
     • If approved: a request for making registration definitive is sent to the secretariat of a chair group. 

After all the above has been completed, the chairgroup secretariat has to make the registration definitive.