PhD students already enrolled on a doctoral program of another university and who wish to do a research visit at DOKe (the Doctoral School of University of the Basque Country), need to be accepted on a doctoral programme of the University of the Basque Country (UPV/EHU). Incoming students will also need to take an insurance that covers their research stay (see details below).

STEP 1: FIND YOUR DOCTORAL PROGRAM AND SUPERVISOR AT UPV/EHU

1. Find a doctoral program at University of the Basque Country to host your visit (see the doctoral program list here).

2. Find a supervisor for your stay. This must be a member of the teaching staff of the doctoral program that will host you (you can find a list of members of the teaching staff on the doctoral programs' websites).

STEP 2: GET A CERTIFICATE OF ACCEPTANCE (SUBMIT APPENDIX I, INSURANCE AND DOCUMENTS)

3. The incoming PhD candidate fills in and signs electronically Appendix I
​​​and sends it to the supervisor.
The supervisor adds his/her signature and gets the signature of the doctoral program coordinator. The supervisor submits Appendix I to international.doke@ehu.eus in pdf format.
(IMPORTANT NOTE: The signature of the representative of the doctoral school will be added by the DOKe in a later stage after submission).

4. The DOKe adds the signature of the doctoral school representative, and confirms to the supervisor that the application has been successful.

5. After confirmation of acceptance, the student must take out one travel insurance and one civil liability insurance policy

6. The student sends the following documents to the supervisor:

• Travel insurance policy that covers the entire duration of the stay, and which must include medical care for illness and/or injury, medical transfer and repatriation to the country of origin in the event of illness, injury or death. You can find more information about the insurance "Ibili-EHU" for UPV/EHU students here (only available in Spanish and Basque languages, see guidelines in English on the pdf below). If you need further assistance, please contact one of our Welcome Centre Offices (help centres).
• Civil liability insurance
• European Health Insurance Card (only for visitors from the European Union)
• Passport or other valid identity document (for European doctoral students)
• Documents accrediting the student’s enrolment in the university of origin
• Passport size photograph

7. The supervisor sends all the aforementioned documentation (included in point 6) to international.doke@ehu.eus, along with Appendix I. 

8. DOKe proceeds to approve the stay, and sends back Appendix I to the supervisor, including the signature of the DOKe representative for international relations.

STEP 3: GET YOUR VISITOR'S BADGE (APPENDIX II AND ACKNOWLEDGMENT OF RECEIPT)

9. Fill in and sign Appendix II (application for visitor’s badge) and submit it to international.doke@ehu.eus . Appendix II must be signed by the student, the supervisor, and the centre/campus (validating centre) where the visiting student will be located. In most cases, the validating centre is the one to which the supervisor is adscribed and therefore Appendix II must be signed by the dean of the faculty or the administrator of the centre.

10. The DOKe registers the stay and processes the visitor’s badge at the Security Department.

11. The DOKe sends to the supervisor:

• The badge for the doctoral student
• Information about occupational risk prevention
• Appendix I to be signed by the student

12. The student receives the badge and signs:

• Acknowledgement of receipt of the card and the occupational risk prevention information.
• Appendix I

13. The supervisor sends both documents to international.doke@ehu.eus.

For any queries, please, contact us at international.doke@ehu.eus

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