PhD handbook

The PhD School is a key player in InnoEnergy’s vision to create a more sustainable energy future for Europe and beyond. Established by the European Institute of Innovation and Technology (EIT), InnoEnergy brings together the best of Europe’s research, education and business sectors and acts as an engine for innovation in the field of sustainable energy in all its forms.

By joining the PhD School, you also join an extensive network of established businesses, industrial leaders, entrepreneurial start-ups, research institutes, labs and universities across the continent. The events and activities of the PhD School give you the opportunity to engage with members of this diverse network and foster the connections you need to boost your career.

The InnoEnergy PhD School was established to give you a rounded set of activities that will develop your understanding of innovation management, entrepreneurship, and business processes – and to help you translate this essential knowledge into greater impact for your research. By offering these activities and access to the biggest European network in energy-related fields, InnoEnergy and the EIT are investing in the future.

We give you the tools! Now it’s up to you. It is your commitment to explore all opportunities for innovation and business from your research. From this point you are an essential actor in bridging research and innovation.

This handbook is intended to give you all the information you need to participate fully in both the mandatory and optional aspects of the PhD School and to get the most from your time with us.

I look forward to meeting you soon at one of our events. In the meantime, I wish you the best in your work.

Best wishes

InnoEnergy PhD School team

To make the most of your time on the PhD School, and to contribute as fully as possible to InnoEnergy’s own goals, we require all candidates to complete all of the following before they finish the defence of their thesis.

1. Fill in the personal training plan that you received with this handbook, and discuss it with your supervisor and your local PhD School officer. You may need to update it each year as you progress through the PhD School. If you have not received the personal training plan to complete, please contact the PhD School coordinator immediately. 
   
   
2. Participate in all required training courses. There are a series of core and elective courses available throughout your time in the PhD School, which are detailed in the curriculum that you received with this handbook. More details can be found on this page.
   
   
3. Spend at least four months on international placement. This is a key element of the InnoEnergy PhD School, and we recommend that you start planning your placement as early as possible. More details can be found on this page.
   
   
4. Attend the InnoEnergy PhD School annual conference at least once during your time in the PhD School. The location changes each year, and we will email you in plenty of time with the details so you can make the necessary plans. More details can be found on this page.
   
   
5. You are required to have a meeting with your local PhD School officer at least once a year to discuss your progress, and to make sure our service meets the needs of all our candidates. If you have not received planned your annual meeting, contact your PhD School officer immediately. 
   
   
6. Towards the end of your participation in the InnoEnergy PhD School you will need to write a proposal for an Innovation Project. This is a research and development project that aims to develop a product or service that can be made available on a commercial basis.

Candidates who complete all of the above are awarded a certificate of completion of the InnoEnergy PhD School programme. We award certificates during a simple but festive ceremony at the PhD School annual conference. You will usually be invited to attend the ceremony that follows the defence of your thesis. The ceremony is also a way to communicate what you received from the programme and to discuss your own journey with new PhD School participants.

So that we can invite you to the ceremony following your defence, you need to let us know the date of your defence no less than 60 days before the next scheduled annual conference. If you are unable to attend the ceremony, you will receive your certificate directly from your PhD School officer or by post.

The PhD School programme carries the label of the EIT. This is a mark of excellence for educational programmes that meet its Education Vision by focusing on creativity, innovation and entrepreneurship and which play a role in shaping a sustainable society based on ethics and human values.

However, we do not fund candidates directly. Instead we allocate funds to the organisation that handles the costs and administration related to your travel and subsistence: this will normally be your employer. They will be referred to as your home organisation by InnoEnergy PhD School and throughout this handbook.

You should confirm your home organisation when you are accepted on the PhD School. If you are unsure which organisation to nominate, you should contact the PhD School coordinator for guidance and clarification.

To be considered your home organisation, your employer must:

1. Be an official EIT InnoEnergy partner.
   
   
2. Stay the same throughout the duration of your participation in the PhD School.
   
   
3. Be the only body eligible to receive funding for your PhD School activities from InnoEnergy.

If your home organisation is not yet an EIT InnoEnergy partner, you should contact your PhD School coordinator to clarify the situation before undertaking your first PhD School activities.

Checklist

Have you:

• Confirmed your home organisation when you applied for the PhD School programme

The personal training plan is an essential part of the PhD School in which you indicate the activities you plan to undertake each year. We also ask you to update your plan at least once every year – and preferably twice a year.

If you have not yet done so, you should complete your personal training plan and send it to your local PhD School officer straight away. You will not be able to participate in any other aspect of the PhD School’s programme until we have received your personal training plan.

Why a personal training plan?

The purpose of the personal training plan is twofold:

1. It helps you schedule training courses and other required activities, including your international placements and the annual conference and any personal exploration, into your thesis. This way you can avoid clashes with your own and your employer’s timetable.
   
   
2. It helps us ensure the highest levels of service to all our PhD candidates. It also gives us the information we need to make all the practical arrangements and to ensure appropriate levels of funding are in place for each of the activities on offer.

Your personal training plan does not automatically register you for your chosen activities. You must therefore register separately for every PhD School activity in which you wish to participate. Details are provided in each section of this handbook.

Please note: You can change your plan at a later date as your circumstances change. At this stage, your plan is an indication of your chosen path rather than a commitment to it.

How to fill in the plan

You should take the time to fill in your personal training plan. It is an important document that helps you navigate the various requirements of the PhD School and ensure they complement your own research. To complete your plan, you need to:

1. Check all the requirements of the PhD School in the section 'Your time at the PhD School', and ensure you allow plenty of time for each of them before completing the defence of your thesis.
   
   
2. Check the training course curriculum you received with this handbook as well as the template for your personal training plan. You can then decide when you want to take each of the core courses, and which of the elective courses you wish to take.
   
   
3. Make sure you have secured approval from your supervisor.
   
   
4. Return your completed template to your local PhD School officer. He or she will then email you to arrange a meeting to discuss your completed plan. This meeting can take place face to face or, if it is easier, remotely.
   
   

Meeting your PhD School officer

Your local PhD School officer will arrange to discuss your plan with you to make sure you get the best out of your time in the PhD School. Your PhD School officer will:

1. Check your plan is realistic, with activities spread throughout your research period, and can be completed before you are due to defend your thesis.
   
   
2. Ensure your plan is aligned with your professional background, your ambitions, your own objectives, and any constraints in your lab.
   
   
3. Advise you on the optimal order to take the training courses you have selected.
   
   
4. Make suggestions for possible international placements that may enhance and enrich your research.

The meeting to discuss your personal training plan is separate from other contact and meetings you will have with your PhD School officer during your time on the PhD School and the annual meeting you will have every year to discuss your progresses and provide feedback on the programme.

Help with filling out your plan

If you need further support to fill out your personal training plan, you should contact your local PhD School officer. They will be able to answer any questions you have.

Updating your plan

Circumstances change. Ideas develop. In recognition that the plans you made at the start of your time with the PhD School may need to change over the years, we ask you to keep your personal training plan updated.

You should aim to update your plan and re-submit it to your PhD School officer each year – and preferably twice a year. You will be asked to discuss your updated plan with your PhD School officer once you have emailed it to him or her.

Checklist

Have you:

• Received the template for your personal training plan
  
  
• Checked the PhD School requirements
  
  
• Checked the curriculum of training courses
• Completed the plan
  
  
• Secured approval from your supervisor
  
  
• Returned the plan to your PhD School officer
  
  
• Received an invitation to discuss your plan
  
  
• Met your PhD School officer
  
  
• Followed up on any recommendations and suggestions
  
  
• Updated your personal training plan each year

The courses are run by universities and business schools across Europe. Through a mixture of online and face-to-face instruction, small-group work, hands-on projects, gaming techniques and lectures, they offer the latest thinking and teaching methods across a range of important subjects.

What you need to do

We require all PhD candidates to complete the following before the defence of their PhD thesis:

• At least three of the core courses
  
  
• At least one elective course

You can find details of all the core and elective courses in the PhD School curriculum that you received with this handbook.

To fulfil the above requirements, you will spend a total of around five weeks attending training courses away from your home organisation.

You can choose in which year you take these courses so that they fit into your own schedule and that of your home organisation.

To get the most of your time in the PhD School, we encourage you to attend more courses than the required minimum. However, numbers are limited and we cannot always guarantee you a place on your chosen course. Early application is therefore encouraged.

Curriculum changes

To ensure curriculum continues to offer the most relevant, up-to-date and high-standard courses, we may need to update its content and the schedule throughout your time at the PhD School.

We will let you know by email of any new, changed or cancelled courses.

To take your place on a course

Your place on a training course is not automatically reserved and you will need to register for the courses you wish to attend. The process for registration is as follows:

1. The PhD School coordinator will send you an updated curriculum each year. This will usually be around November. The links to the registration forms plus the registration deadlines for each course are included in the most recent edition of the curriculum.
   
   
2. You must register separately for each course you wish to participate in, by completing the registration form. The deadline for registration is usually two months before the course’s start date.
   
   
3. The PhD School coordinator will send you an e-mail confirming your place on the course a few days after the registration deadline.
   
   
4. The course operator will send you all the practical information you need one month before the start date. This will include exact locations, duration and timetable.
   
   

Transport and accommodation

InnoEnergy does not arrange your transport and accommodation. You will need to arrange your travel with your home organisation in accordance with its standard policies.

The costs of your travel and accommodation will also be covered by your home organisation in accordance with its standard policies.

Always make sure your home organisation is aware that your travel is for InnoEnergy PhD School activity.

InnoEnergy does not reimburse PhD candidates directly.

Tuition fees

InnoEnergy funds the providers of the PhD School training courses directly. There are no additional tuition fees for you or for your home organisation.

During the course

You must participate in all the activities in accordance with the course operator’s rules. If you do not attend all the course operator’s required activities, or you do not participate to the level the course operator expects, the PhD School will not validate your attendance. In this case, the course will not count towards your completion of the PhD School programme.

After the course

On completing each course:

1. The course operator will ask you to complete a satisfaction survey. Your feedback is an essential part of the PhD School. By giving us honest, constructive answers, you help ensure high standards of course content, structure and teaching are maintained.
   
   
2. The course operator will provide you with a certificate of participation, citing the number of teaching hours you have received and/or the number of ECTS credits proposed by the course provider. Your home university can usually validate ECTS credits, but you should make sure this is the case.
   
   

Cancellation

If, for any reason, you need to cancel your participation in a course you must inform the PhD School coordinator at least one month before the start date. We can then allocate your place to another PhD School candidate and can organise all the course activities appropriately.

Late cancellation or simply not showing up to the course can have negative effects on the funding allocated to future activities.  We can only accept late cancellation in cases of force majeure.

Questions and queries

Have you:

• Received the PhD School curriculum from the PhD School coordinator
  
  
• Received links to the online registration forms
  
  
• Completed the online registration form
  
  
• Had your place confirmed by the PhD School coordinator
  
  
• Received all the practical information you need from the course operator
  
  
• Arranged accommodation and transport with your home organisation
  
  
• Attended and participated fully in the course
  
  
• Completed the satisfaction survey from the course operator
  
  
• Received your certificate of participation from the course operator

What you need to do

We require all PhD candidates to spend at least four months on an international placement before the defence of their PhD thesis.

You can spend your international placement at a company, a research centre, a university or any other organisation working in energy or an energy-related field. must be located in a different country to your home organisation.

You may undertake your placement at an academic organisation, but we strongly encourage you to undertake work in a business or other commercial organisation. In this way you contribute towards building bridges between education and industry, and gain a valuable new perspectives.

International placements are intended to be flexible in terms of schedule and content, so they can fit into your doctoral work without disruption.

It is sometimes more efficient to split your placement into more than one stage. However, at least one of these stages must last a minimum of three months, and none can be shorter than a month.

To arrange your international placement

We strongly recommend that you start planning your placement at the start of your time on the PhD School programme, even for a placement in your third or fourth year.

To arrange a placement, you will need to:

1. Find a suitable host for your work and agree the scope and schedule of the work with your supervisor.
   
   
2. Secure permission from your home organisation in plenty of time.
   
   
3. As soon as possible, discuss the details of your placement with your PhD School officer to make sure your proposal meets the basic requirements, and to discuss possible ways to optimise the outcomes of your placement.
   
   
4. At least one month before the international placement,get a written agreement from your PhD School officer regarding the suitability of your proposal. The agreement must clearly state the name of the host organisation, its location and the proposed dates and duration of the placement.
   
   

InnoEnergy does not find placements for PhD candidates. However, many of our business partners, from large enterprises to specialist SMEs and innovative start-ups, do host PhD candidates’ international placements. These positions are advertised on our CommUnity platform. You can also contact your local PhD School officer for additional guidance.

Transport and accommodation

InnoEnergy does not arrange your transport and accommodation. You will need to arrange your travel with your home organisation in accordance with its standard policies.

The costs of your travel and accommodation will also be covered by your home organisation in accordance with its standard policies.

Always make sure your home organisation is aware that your travel is for InnoEnergy PhD School activity.

InnoEnergy does not reimburse PhD candidates directly.

After your placement

We ask you to write a report on your placement and send it to your PhD School officer no more than one month after completing the final stage of your international placement.

We are looking for reports that go beyond a description of the scientific activity undertaken and offer insight into the innovation and business aspects of the work undertaken. You should therefore make sure your report covers:

• Your choice of host organisation
  
  
• The assignments you undertook during the placement
  
  
• The outcomes and the benefits of your work for:
  
  
  • Your home organisation
    
    
  • Your host organisation
    
    
  • The InnoEnergy community
    
    

Ideally, all participants should be able to use your report to demonstrate the value of your placement and the work you undertook.

The report should be approximately 3,000 – 6,000 words.

Non-European placements

We encourage all candidates to undertake their placement in Europe. However, if you believe that a non-European host is the most appropriate option for you, please contact your local PhD School officer with your proposal. In addition to completing the process outlined above, you will also need to provide us with a cover letter explaining:

1. The unique qualities of your proposed host organisation, and why the same benefits would not be achieved in Europe.
   
   
2. Any risk that the placement would directly benefit a competitor to one of InnoEnergy’s European

You will need to send all details to your local PhD officer who will make the final decision with the PhD School director on whether to accept your proposal for non-European placement.

Modifications

If, for any reason, you would like to change your host organisation, the location or the proposed dates and duration of your placement, you must immediately request a written agreement from your PhD School officer.  Late notification or the absence of an agreement can have negative effects on the funding allocated to the international placement.

Checklist

Have you:

• Started planning your international placement
  
  
• Found a suitable host location
  
  
• Agreed the scope of your work with your supervisor
  
  
• Secured the agreement and permission of your home organisation
  
  
• Informed and got agreement from your local PhD School officer
  
  
• Completed the international placement as planned
  
  
• Written your post-placement report

What you need to do

We require all PhD candidates to participate in at least one annual conference before the defence of their PhD thesis.

You can choose the year in which you attend the conference so that it fits into your own schedule and that of your home organisation.

How to secure your place

Your place at the conference is not automatically reserved for you so you need to register for the conference you wish to attend. The process for registration is as follows:

1. The PhD School coordinator will send you links to the online registration form and registration deadline for the next conference with the updated version of the training course curriculum – usually around November.
   
   
2. You must register for the conference by completing the registration form. The deadline for registration is usually four months before the conference start date.
   
   
3. The PhD School coordinator will send you an e-mail confirming your place at the conference a few days after the registration deadline.
   
   
4. The PhD coordinator will send you all the practical information you need one month before the start of the conference.
   
   

Please note: the registration period for the annual conference is usually shorter than for training courses, and typically starts in early spring.

Transport and accommodation

For the annual conference only, InnoEnergy arranges and funds hotel accommodation, breakfast and lunches for PhD candidates.

However, InnoEnergy does not arrange the transport to the conference. You will still need to arrange your transport with your home organisation in accordance with its standard policies.

The costs of your transport will be covered by your home organisation in accordance with its standard policies. InnoEnergy will then reimburse your home organisation.

Always make sure your home organisation is aware that your travel is for InnoEnergy PhD School activity.

InnoEnergy does not reimburse PhD candidates directly.

Tuition fees

InnoEnergy funds the providers of the PhD School annual conference directly. There are no additional tuition fees for you or for your home organisation.

After the conference

You will need to complete the conference satisfaction survey, which the PhD school coordinator will send to you. The survey helps us maintain the high quality that all our conference attendees have come to expect.

Checklist

Have you:

• Received an invitation and registration form from the PhD School coordinator
  
  
• Completed the conference online registration form
  
  
• Had your place confirmed by the PhD School coordinator
  
  
• Received all the practical information you need from the PhD School coordinator
  
  
• Arranged transport with your home organisation
  
  
• Attended all the prescribed activities at the conference
  
  
• Completed the conference satisfaction survey
  
  

All PhD School activities and events are designed to support the development of this proposal. We therefore encourage you to familiarise yourself with the requirements of the proposal as early as possible.

“Research is the transformation of money into knowledge. Innovation is the transformation of knowledge into money.”

Dr. Geoffrey Nicholson, Vice President, 3M Corporation

What is an Innovation Project

An Innovation Project is an R&D project whose goal is to develop a commercially viable product or service. Each Innovation Project is about transforming available knowledge into a new technology that will contribute towards energy sustainability.

An Innovation Project has the following characteristics:

• It is based on a prototype that shows commercial potential
  
  
• The proposed technology has reached technology readiness level (TRL) five or higher
  
  
• The proposed product will be ready for market in five years or less
  
  
• The proposed product is covered by one of our eight thematic fields
  
  
• The project is run by a consortium of 3-7 European business and research partners
  
  
• The project is designed to run for no more than three years
  
  

Every year, consortia from across Europe submit their proposals to the InnoEnergy Innovation Projects team to be assessed for support, development and financing.

What you need to do

You need to develop a proposal for your own Innovation Project, matching the above criteria as closely as possible. We have developed a template to help you structure your proposal. To complete the PhD School programme you will need to complete this template and submit it to your PhD School Officer. 

The proposal for an Innovation Project is an exercise to demonstrate how your research can create value either by technology transfer or the creation of a new business.

Your proposal should therefore address all the key issues for success, including:

• The validity of your technology
• The need or gap in the market
• Assessment of the competitive landscape
• Proposed partners for a consortium to take the innovation to market
• Intellectual property strategy
• Risk assessment and mitigation
  
  

Develop your ideas

Your proposal will be based on the knowledge and experience you have gained during the PhD School, as well as the support of your research team, partners, other PhD School candidates and your local InnoEnergy community.

In addition to the proposal template, the following tools will help shape your proposal and identify opportunities presented by your research:

• The research canvas
  
  
• InnoEnergy questionnaire
  
  

Before each training course or other activity you should update the research canvas and build on your initial answers to the questionnaire.

During and after each course or activity, you should challenge and build on your original ideas, and record your progress. You will also discuss your progress during your annual meetings with your PhD School officer.

Finalise your proposal

Once you have added precision and depth to your ideas, your PhD School officer will be able to provide specific assistance to help you finish your proposal.

In addition to personal advice and guidance, they can also arrange support from:

• Your local InnoEnergy Innovation Projects team.
  
  
• Your local Business Creation team (InnoEnergy’s business accelerator for start-ups and small businesses).
  
  
• The leader of the relevant InnoEnergy Thematic Field.
  
  

You should then complete the template for your proposal.

Please note: the template may be updated during your time on the PhD School. You should complete the version that is current on the website.

Submission

We strongly recommend that you deliver your draft proposal to your local PhD School officer before you finish the defence of your thesis. However, you may deliver your draft up to three months after your defence.

After submission

Your proposal will be assessed by the PhD School against its current criteria.

Proposals that meet a ‘good’ standard will be validated by the PhD School and you will receive your certificate of completion from the EIT.

Proposals that meet an ‘excellent’ standard will also be validated by the PhD School. In addition, they will be submitted to InnoEnergy Innovation Projects to be assessed for further development, financing and support.

Should your proposal meet InnoEnergy’s criteria for Innovation Projects, you will then be able to join the Innovation Projects programme.

Checklist

Have you

• Familiarised yourself with the Innovation Project concept here
  
  
• Downloaded the proposal template, research canvas, and InnoEnergy questionnaire
  
  
• Updated your canvas and questionnaire before and after each course or activity
  
  
• Reported on your progress to your PhD School officer
  
  
• Discussed your proposal with relevant partners
  
  
• Had formal meetings with relevant InnoEnergy teams
  
  
• Completed the current version of the proposal template
  
  
• Submitted your proposal to your PhD School officer
  
  
• Completed all requirements less than three months after your thesis defence

However, we do not fund candidates directly. Instead we allocate funds to your home organisation. More details on your home organisation can be found here.

InnoEnergy will liaise directly with your home organisation regarding funding details. The following is for your information only.

What do we fund?

InnoEnergy funds the providers of PhD School training courses, the annual conference and the PhD School team directly. There are no additional tuition fees for you or for your home organisation.

InnoEnergy also reimburses your home organisation for the following costs:

• Your travel and subsistence costs
  
  
• The administrative costs
  
  

When you undertake an InnoEnergy PhD School activity, your home organisation will provide funding for your travel and subsistence in accordance with its own standard policies.

The funding is made available for each separate activity you undertake that meets the following criteria:

1. The activity has been authorised by the PhD School team according to the processes set out in this handbook.
   
   
2. You have participated in and completed the activity and any post-activity requirements in full.
   
   
3. You have reported your expenses to your home organisation according to its standard policies.
   
   
4. Your home organisation has reported these expenses to InnoEnergy in a timely manner.
   
   

Please make sure that your home organisation is aware when your costs are for an InnoEnergy PhD School activity. Please inform them as soon as possible to ensure all costs can be reimbursed and accounted for in the correct calendar year.

Please note: InnoEnergy funding is limited to the circumstances outlined above. It is not available for the following:

1. Costs incurred by a body other than your home organisation. For example, InnoEnergy does not cover the costs incurred by your international placement’s host organisation.
   
   
2. Costs that are not directly related to the PhD School curriculum. For example, InnoEnergy will not cover costs related to your participation in activities that are not explicitly part of the PhD School curriculum, including other events offered by the wider InnoEnergy community.
   
   
3. Other types of costs. For example, research consumables.
   
   

How much funding is available?

InnoEnergy applies exactly the same funding rules to each PhD candidate’s activity, as shown in the table below. However, the final level of funding that you receive will be determined by your home organisation’s own policies on travel and subsistence.

The funding rules are updated on a yearly basis.

In 2019, the maximum level of funding allocated to your home organisation is as follows:

* Please note: Any training activity that takes place within the same metropolitan area as your home organisation is not eligible for funding.

Examples

Example 1: A PhD candidate attends a 5-day training course on the PhD School curriculum and spends €800 on travel and subsistence. The eligible costs are €1,000. This is calculated as €800 for actual travel and subsistence costs plus €200 for administration (i.e. 25% of €800). The home organisation receives €1,000 and reimburses the candidate in accordance with its own policies.

Example 2: A PhD candidate attends a 5-day training course on the PhD School curriculum and spends €1,400 on travel and subsistence. The eligible costs are €1,750. This is calculated as €1,400 for actual travel and subsistence costs, plus €350 for administration (i.e. 25% of €1400). The home organisation receives €1,000 (the maximum funding available for a 5-day training course) and reimburses the candidate in accordance with its own policies.

Example 3: A PhD candidate carries out a 4-month international placement from 15 March to 15 July and spends €5,000 on travel and subsistence. The eligible costs are €6,250. This is calculated as €5,000 for actual travel and subsistence costs plus €1,250 for administration (i.e. 25% of €5,000). The home organisation receives €5,000 (the maximum funding available for a 4-month international placement) and reimburses the candidate in accordance with its own policies.

In all cases, the final level of funding that candidates receive is solely determined by the home organisation’s own policies on travel and subsistence.

Exceptions

Because the InnoEnergy PhD School partner network includes more that 40 universities, research centres and companies across Europe, each with their own administrative processes and policies, you may find that your particular circumstances are not covered by this handbook. If this is the case, contact your local PhD School officer for guidance and clarification.

Check list

Have you:

• Secured approval from the PhD School team to participate in a PhD School activity
  
  
• Secured approval from your supervisor to participate in a PhD School activity
  
  
• Arranged your travel and subsistence according to your home organisation’s policy
  
  
• Informed your home organisation that this is an InnoEnergy-funded activity
  
  
• Participated fully to the PhD School activity
  
  
• Sent your report to your local PhD School officer (international placement and individual exploration only)

The InnoEnergy PhD School team is here to provide guidance, advice and administrative support throughout your time in the InnoEnergy PhD School.

Local PhD School officers

Your local InnoEnergy PhD School officer is your main contact point for any questions relating to your participation in the programme.

You will meet your PhD officer at least once a year for an annual interview to follow up on your activities, success stories and to ensure that your expectations are being met. However, if you have any queries between these meetings, feel free to contact the PhD School officer for your country: