Your VIB PhD Journey
A guide for future and current junior researchers
Copyright and publication information
This guide is published by VIB, the Flemish Institute for Biotechnology, a life sciences research institute based in Flanders, Belgium. It is intended as an informational and supportive resource for prospective and current PhD researchers at VIB. Unless otherwise stated, the content of this guide may be shared and reused under a Creative Commons license, provided that appropriate credit is given to VIB, the content is not used for commercial purposes, and any adaptations are clearly indicated. © VIB, 2026. Some rights reserved. Recommended citation: VIB. Your VIB PhD Journey. VIB, 2026. Published by: VIB Suzanne Tassierstraat 1 9052 Ghent Belgium www.vib.be Responsible editor: Christine Durinx D/2026/12.257
Disclaimer: The information in this guide is provided for general guidance. University regulations, doctoral school requirements, funding rules, and internal procedures may change over time. PhD researchers should always consult the relevant university, doctoral school, supervisor, HR contact, or VIB support service for the most up-to-date and situation-specific information.
What’s in this Guide Introduction and overview to what makes VIB distinctive and different from pursuing a PhD in another institution
Tips and insights into flourishing in a demanding research environment.
What to expect along the journey: the opportunities, the challenges and the main milestones
Practical information on resources, overview of the journey and testimonies from current PhD students.
What’s it like to work at VIB - everything we put in place to foster a safe and inclusive learning and working environment.
01 / INTRODUCTION
About this guide We developed this guide with the aim of addressing the many questions you may have, either prior to your decision of pursuing a PhD at VIB, or whilst you are onboarding to your program. To help shape this Guide, we interviewed more than a hundred VIB PhD students. We also listened to Group Leaders and senior researchers to identify what they think is important for PhD students to know. The following sections are designed to help you understand both the opportunities and the challenges of doctoral research, so that you can begin your PhD with realistic expectations, confidence, and awareness of the many resources that are available to you to support and guide you throughout your PhD journey. You can use this guide as a reference document, dipping in and out of the sections that are most relevant to you. However, if you are considering a PhD at VIB, we ask you to read it in full at least once, as it provides a realistic overview of what doctoral research at VIB entails, what we expect from you, and what you can expect along the way. YOUR VIB PHD JOURNEY / 01
01 / INTRODUCTION
Welcome to VIB! You are either considering pursuing a PhD at VIB, or are about to start it, which means you are embarking on a very rewarding and challenging professional experience.
Instead VIB works in close partnership with four Flemish universities - Ghent University, KU Leuven, the University of Antwerp, and the Vrije Universiteit Brussel.
VIB is a research institute based in Flanders with 9 research centers – covering a range of scientific domains in human and planetary health, from cancer to plant biology. At any given time VIB hosts more than 600 PhD students, and while they are in different locations and labs, they do share many of the common experiences that come with pursuing a doctoral degree.
As a VIB PhD researcher you will be formally enrolled in the doctoral school of the university affiliated with your host lab, while conducting your day-to-day research within a VIB research group.
A distinctive structural feature of a VIB PhD is worth understanding from the outset: VIB is a research institute and does not award doctoral degrees.
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01 / INTRODUCTION
Dual affiliation This dual affiliation means you benefit from two complementary environments. On the one hand VIB provides a world class research setting, extensive training, opportunities and a broad range of support services for researchers. On the other hand, your university’s doctoral school oversees the formal aspects of your PhD, including enrolment requirements, the doctoral advisory committee, and thesis assessment procedures. Both VIB and your university offer dedicated support structures, professional development programs, administrative assistance, ombudspersons, and well-being services. Becoming familiar with both systems early in your PhD will help you make full use of the opportunities and resources available throughout your doctoral journey.
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Understanding how these two systems complement one another will help you navigate doctoral requirements, deadlines, and available support with confidence. Most PhD researchers see this dual affiliation as a significant advantage, benefiting from VIB’s specialized research infrastructure, expertise, and international networks, while also being part of the university’s broader academic community, doctoral training programs, and course offerings.
01 / INTRODUCTION
VIB: where discovery meets impact VIB is a translational and entrepreneurial research institute. Scientific discovery is not seen as an endpoint but as the possible beginning of a wider journey. Through its Innovation & Business activities, VIB helps researchers explore how new biological insights can create value beyond academia: for patients, industry, agriculture, and society. There are many routes from discovery to impact. VIB research has contributed to spin-off companies developing climateresilient crops, generated intellectual property now being developed into new cancer therapies, and led to collaborations with biotech companies translating fundamental insights into potential treatments for severe respiratory diseases. VIB supports these pathways through dedicated expertise in business development, intellectual property, drug discovery, and new venture creation.
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This does not mean that every PhD project is expected to lead to a patent, product, or company. Fundamental research remains at the heart of VIB. What it does mean is that PhD researchers work within an ecosystem where curiosity-driven science is strongly connected to translation, entrepreneurship, and real-world impact. From a lab observation to a potential treatment VIB researchers at the VIB-UGent Center for Inflammation Research discovered that tiny crystals in the airways can drive severe respiratory inflammation - an unexpected lead that VIB helped protect and develop further, bringing in industry expertise to explore it as a future treatment.
01 / INTRODUCTION
Your PhD at VIB - a unique opportunity to learn and grow A PhD at VIB is much more than a research project. It is a unique opportunity to develop as a scientist, a professional, and an independent thinker. Over a period of 4-5 years you will immerse yourself in a specific research field while learning how to formulate scientific questions, design robust experiments, analyze and interpret data, and communicate your findings to the wider scientific community. Alongside scientific expertise, you will acquire a broad set of transferable skills that are valuable in both academic and nonacademic careers. These include critical thinking, problemsolving, scientific communication, project and time management, teamwork, leadership, and resilience. Increasingly, you will also develop the digital and AI-related competencies that are becoming essential in modern research. At VIB, you will work in an internationally recognized research environment alongside leading scientists, talented colleagues, and a vibrant community of fellow PhD researchers. YOUR VIB PHD JOURNEY / 05
You will have access to world-class infrastructure, advanced technologies, training opportunities, and a broad support network designed to help you succeed. Many former PhD students describe their doctorate as one of the most intense periods of learning in their lives. A PhD is also a personal journey. Research rarely follows a straight path, and learning to deal with uncertainty, setbacks, and unexpected discoveries is an integral part of becoming an independent researcher. At the same time, it is a highly collaborative experience. Through interactions with colleagues, collaborators, and fellow PhD researchers, you will become part of a diverse scientific community in which ideas are exchanged, successes are celebrated, challenges are shared, and lasting professional networks - and often friendships - are formed.
01 / INTRODUCTION
Funding your PhD at VIB At VIB, not all PhD positions come with funding already in place. In some cases, prospective or current PhD students are expected to secure their own funding beyond their first year by applying for a competitive grant, such as an FWO fellowship. For many researchers, this process is an integral part of the PhD journey. It requires them to develop a strong research proposal early on and provides valuable experience in scientific writing and grant applications. Through its PhD Fundamental Research Fellowship Program, the FWO supports early-stage researchers as they develop into independent researchers. The fellowship gives them the opportunity to carry out a scientifically challenging and innovative research project with the goal of earning a PhD. Receiving an FWO grant is considered a mark of excellence and is a valuable addition to a CV.
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In addition to providing financial support for the PhD researcher, the FWO PhD fellowship grant includes a research budget that can be used for eligible expenses, such as conference participation, scientific training, laboratory consumables, and other research-related costs. In addition to FWO funding, a range of alternative funding opportunities is available to cover research-related costs, such as conference travel, materials, and laboratory consumables. Other funding channels include Flemish VOF funding, European grants (e.g., Marie Skłodowska-Curie Actions), disease-specific charities (e.g., KOTK for cancer research), and continued institutional VIB funding for candidates who do not yet hold an external fellowship. At VIB, colleagues in our Grants Office are always happy to help you explore and pursue funding opportunities.
02 / YOUR JOURNEY
The main milestones of your PhD journey at VIB While every PhD project is unique, most doctoral trajectories share several common milestones. Doctoral students working at VIB and enrolled at one of the partner universities generally complete their PhD program in 4-5 years. In the next section you find a list of the main milestones and what skills you acquire in that period. The doctoral school of your university will provide structure and guidance, from developing your research plan and building your expertise to sharing your findings, writing your thesis, and ultimately defending your work. Your PhD journey will be different from year to year as you develop professionally and personally and learn to navigate the academic work environment. One of the defining milestones of a VIB PhD is the publication of a first-author scientific paper. This achievement reflects your evolution from a learner of science to a creator of new knowledge, and demonstrates your ability to drive a research project, generate high-quality results, and communicate them to the scientific community. YOUR VIB PHD JOURNEY / 07
02 / YOUR JOURNEY
What you will learn at each phase Typical milestones and the skills you develop along the way Enrolment · onboarding · joining the lab
What is VIB and how your lab is part of the ecosystem
YEAR 1 Finding your feet
Literature review - Research plan - Learn new methods doctoral training - First progress review Research plan - Supervisory committee/advisory committee Research integrity training - First experiments
How research really works - How to navigate uncertainty - How to work independently Building your scientific network - Getting into the routine of working life
YEAR 2 Exploring and building your expertise
Main experiments - Data analysis - Conferences - Progress reports - Annual progress review - Doctoral training activities - Research seminars - Conference attendance Data generation
Advanced scientific methods - Scientific communication - Collaboration - Critical thinking - Presentation - Time management
YEAR 3-4 Becoming an independent researcher
Advanced research & training - Collaborations - Mentoring & teaching - Career exploration - Evaluation and progress review - Publications and presentations - Increasing project ownership - Final doctoral plan - International visibility Thesis preparation - Examination committee
Scientific leadership - Project management Mentoring students and teaching - Developing your own ideas - Scientific storytelling Synthesizing complex work - Resilience and perseverance - Positioning yourself in your field - Poster presentation
YEAR 4-5 Completion and sharing your story
Final experiments - Thesis writing -1st authored paper accepted - Internal review - Thesis submission - Thesis examination - Defence preparation - Closed defence - Public defence - Doctoral degree awarded
Communicating expertise - Handling stress Defending scientific arguments - excellence in scientific writing - Preparing for interviews
START
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03 / DOUBT IS NORMAL
Is a PhD at VIB right for you? This is not a test, and there is no “right” score. Like the rest of this guide, it is meant to help you think honestly about whether a PhD is the right step for you. Try to answer as realistically as possible. The goal is not to give the “best” answers, but to make a wellinformed decision. Rate how much each statement reflects you: Strongly agree / Agree / Not sure / Disagree Motivation & fit I am motivated by the process of scientific discovery, not only by obtaining a PhD degree or the career opportunities it may provide. I have a genuine interest in the research topic and scientific field in which I would be working.
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Uncertainty & pace I understand that research involves setbacks, unexpected results, and periods of slow progress, and I am prepared to work through them. When experiments do not produce the expected outcome, I am willing to learn from the results and adapt my approach.
Independence & ownership I enjoy taking initiative and contributing ideas for the direction of my research. I can make decisions based on incomplete information, and revisit them later if needed.
03 / DOUBT IS NORMAL
Rate how much each statement reflects you: Strongly agree / Agree / Not sure / Disagree Feedback & communication
Support & sustainability
I see constructive feedback as an opportunity to learn and grow, without experiencing it as a judgment of me personally. When something isn't working, a deadline, a relationship, my own well-being, I raise it early rather than waiting it out.
I recognize that asking for advice or support is a normal and important part of doctoral research. I am willing to build a network of mentors, colleagues, and peers who can support me throughout my PhD journey.
Your answers: If most of your answers are “Strongly agree” or “Agree”, this suggests that you already bring several useful strengths to a PhD. If you answered “Not sure” or “Disagree” several times, this does not automatically mean that a PhD is not for you. Some of these abilities, such as dealing with uncertainty or learning not to take feedback personally, are skills you develop during a PhD. However, if many of your answers fall in this range, especially around motivation, it is worth discussing your doubts with a current PhD student, a supervisor, or a career counsellor before you decide. Don’t hesitate to reach out to ask your questions and have a conversation before you commit.
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04 / BEYOND THE THESIS
Where a PhD can take you A PhD connects you to a large and active professional network that extends well beyond your years in the lab. Looking at where our PhD graduates have gone over the past five years, two paths stand out clearly: just over half stay in academia, and over a third move into industry, most often into Belgium's dense biotech and pharma cluster. The remainder pursue other directions entirely: science policy, technology transfer, science communications, government, and beyond. Many former scientists stay in Belgium, and we are very proud of our alumni building careers internationally. This diversity of career paths reflects both VIB's international reputation and the broad value of the skills developed during a PhD. Whether you aim to lead your own research group one day, move into R&D or clinical development in industry, or take your scientific training into a completely different field, your doctorate provides a strong foundation, and a network that keeps opening doors well after you've left the lab.
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A PhD at VIB is therefore not a narrow route toward a single outcome. It is a period of deep scientific training, professional growth, and network-building. The skills you develop, such as critical thinking, problemsolving, resilience, communication, collaboration, and the ability to work with complex questions, are highly valued far beyond the research laboratory.
05 / BECOMING A SCIENTIST
VIB - A transformative and demanding environment Doing a PhD at VIB means entering a high-performance research environment. You will work with cutting-edge technologies, ambitious research questions, and colleagues who are deeply committed to scientific excellence. Expectations are high, not only regarding the quality and rigor of the science, but also in terms of ownership, initiative, and resilience. Research at the frontier is inherently uncertain. Experiments fail, hypotheses shift, and progress is rarely linear. In such an environment, it is normal to experience periods of doubt, frustration, or disorientation - especially in the first year. It is part of learning how to operate where answers are not yet known. A PhD is not simply an extension of your master’s degree, it is awarded for “an original contribution to knowledge”.
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During your previous studies, the structure was likely clearer: assignments were defined, timelines were predictable, and success criteria were explicit. A doctorate is different. Its core purpose is not to complete tasks set by others, but for you to grow into someone who can define meaningful research questions, design ways to answer them, and defend the significance of the results.
“It was one of the most intense learning experiences of my life. I developed not only as a scientist, but also as a person.”
05 / BECOMING A SCIENTIST
Independence does not mean working in isolation. Rather, it means gradually taking ownership of your research project, your professional development, and the decisions you make along the way. Over time, you will evolve from seeking guidance to defining your own direction; from carrying out experiments to designing them; from participating in scientific discussions to actively shaping them. This transition takes time. It is achieved through experience, feedback, reflection, and perseverance. At VIB, you are stepping into an environment that will challenge you to grow beyond your current abilities. Although this can feel demanding, it is precisely this gradual increase in responsibility that helps you develop into an independent scientist. As your confidence and expertise grow, you will become better equipped to deal with uncertainty, think critically, and tackle increasingly complex scientific problems. Tasks that may seem daunting at the beginning of your PhD often become routine by the end.
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Many PhD researchers also have the opportunity to supervise internship or Master's students, providing valuable experience in mentoring, communication, leadership, and people management - skills that are highly valued both within and beyond academia.
From understanding cancer to new therapies Research at the VIB-KU Leuven Center for Cancer Biology uncovered new ways to target tumor - immune system interactions. Several resulting therapeutic candidates have since been licensed to a biotech company for further development toward potential cancer treatments.
05 / BECOMING A SCIENTIST
Scientific writing Scientific writing is not just the final step after the science is finished. It is one of the ways you learn to become an independent scientist. Writing forces you to decide what your results actually show, how they relate to previous research, which claims the evidence supports, and what the scientific contribution of your work is. During a PhD, manuscripts are often highly collaborative. Your supervisor, a postdoc or other colleagues may contribute extensively, and their experience can greatly improve a paper. But there is an important difference between receiving help with your writing and having someone else do the writing for you. As your PhD progresses, you should increasingly take responsibility for drafting your own manuscripts, even if your first versions require substantial revision. That revision process is itself part of the training. Seeing how an experienced scientist restructures an argument, challenges an interpretation, tightens a paragraph or asks for stronger evidence teaches you how scientific reasoning is communicated. YOUR VIB PHD JOURNEY / 14
By the later stages of your PhD, you should be developing the ability to turn your research into a coherent scientific story: identifying the central question, selecting the evidence that addresses it, explaining what the results mean and positioning them within the wider field. This is an important part of the transition from contributing to someone else's research program to becoming an independent researcher. Take ownership of the first draft. Especially for work on which you are first author, aim to write the initial manuscript yourself. Your supervisor and co-authors will help strengthen it, but the process of drafting, receiving feedback, rewriting and sometimes starting again is part of your PhD education.
06 / SHARED RESPONSIBILITY
Working with your supervisory team One of the greatest opportunities of a PhD is to have the opportunity to learn directly from experienced scientists who are leaders in their field. Throughout your PhD, you will be working closely with researchers who are dedicated to advancing scientific knowledge and mentoring the next generation of scientists.
These colleagues often provide practical support, technical expertise, and frequent feedback, particularly while you are developing new experimental and analytical skills. Working with a supervisory team also exposes you to different scientific perspectives and complementary areas of expertise, enriching both your project and your training.
Most PhD students are supported by a supervisory team rather than a single supervisor. Your principal supervisor (often called the PI, Group Leader or promoter) provides overall scientific direction, helps shape the research project, and supports your long-term development as an independent researcher.
The quality of the supervisory relationship is one of the strongest predictors of a successful and rewarding PhD experience. Research consistently shows that the quality and regularity of supervision influence not only scientific progress, but also motivation, confidence, engagement, and well-being. Although supervisory styles differ between individuals and research groups, certain principles are common to successful supervision.
Because PIs also lead research groups, secure research funding, supervise multiple researchers, teach, and contribute to the wider scientific community, they are not always involved in the day-to-day aspects of every project. For this reason, many PhD researchers receive regular guidance from a co-supervisor, postdoctoral researcher, staff scientist, or another experienced member of the laboratory.
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“I didn’t realize how important it was to clarify expectations early. Once we did that, things improved a lot.”
06 / SHARED RESPONSIBILITY
What good supervision looks like A productive supervisory relationship is a shared responsibility. Supervisors are expected to provide scientific guidance, constructive feedback, mentorship, and an environment in which you can develop as a researcher. As a PhD researcher, you are expected to take increasing ownership of your project, prepare for meetings, communicate openly about progress and challenges, and actively seek feedback and support when needed. Like any professional relationship, good supervision develops over time. It is built on mutual respect, clear expectations, open communication, and trust. Investing in this relationship from the outset will create the foundation for productive collaboration throughout your PhD. Although every supervisor has their own mentoring style, effective supervision shares a number of common characteristics.
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Scientific Guidance: Your supervisor should help you refine research questions, challenge your reasoning, and ensure your work meets high scientific standards. The goal is not to provide all the answers, but to help you become an increasingly independent and rigorous researcher. Regular Interaction: Regular meetings, especially at the beginning of your PhD, are part of functional supervision. Consistent communication helps identify challenges early, monitor progress, and maintain momentum throughout your project.
Constructive Feedback: You can expect feedback on your experimental design, research plans, data interpretation, manuscripts, presentations, and overall progress. Constructive feedback may sometimes feel demanding or direct, but its purpose is to improve the quality of your work and support your development as a scientist
06 / SHARED RESPONSIBILITY
Reflecting on your supervisory relationship The first months of your PhD are an excellent time to establish clear expectations with your supervisory team. The questions below can help guide these conversations and encourage regular reflection throughout your doctorate: Expectations & Structure How often will we meet with my supervisors and what format will these meetings take? How should I prepare for these meetings? How will decisions, action points, and follow-up be communicated? What are the expectations regarding availability and response times?
Feedback & Communication Do I understand how my supervisor provides feedback? Am I able to separate critical feedback on my work from criticism of me as a person? Have we discussed how feedback is best exchanged? Do I feel comfortable setting boundaries if communication style or content feels inappropriate?
Independence & Guidance Who can I lean on in moments of uncertainty within my lab or center? What decisions am I expected to make independently? When should I actively seek advice or discuss uncertainties? Do I feel comfortable asking questions when something is unclear?
Publications & Collaboration Have we discussed authorship expectations? Is there a shared understanding of the overall publication strategy? Is there a clear and realistic timeline for my experiments, manuscripts, thesis writing and PhD defense?
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07 / PERSONAL GROWTH
Navigating comfort, growth and overwhelm Your PhD won’t feel the same throughout. There are periods where your work feels manageable and predictable, periods where you are stretched and learning rapidly, and periods where the challenge may feel overwhelming. There will also be moments of great exhilaration and lots of fun. Being aware and recognizing these different phases can help you better understand what you are experiencing and respond in ways that support both your progress and well-being. COMFORT ZONE / Familiar tasks, confidence and consolidation. Useful for recovery and skill-building, but limiting if it becomes avoidance. GROWTH ZONE / Productive challenge and manageable uncertainty. This is where meaningful development often happens, with enough support to keep learning. OVERWHELM ZONE / Anxiety and stress · avoidance or procrastination · difficulty concentrating · self-doubt · rumination · emotional exhaustion.
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The Comfort Zone: Once you get the hang of things, familiar tasks and techniques can create confidence and stability. This comfort zone helps you consolidate skills, analyse results more carefully, write, recover after demanding periods, and build trust in your abilities. Periods of relative comfort are important because they give you time to process what you have learned and strengthen your foundations. However, staying mostly within your comfort zone can slow your development. A PhD is designed to stretch you beyond what you already know. Growth comes from gradually taking on more complex questions, making decisions with incomplete information, presenting your ideas, responding to critical feedback, and taking increasing responsibility for the direction of your project. This does not mean constantly pushing yourself to the limit. The aim is to move regularly between periods of consolidation and challenge: comfort provides a foundation from which to grow, but becomes limiting when familiarity turns into avoidance of the next challenge.
07 / PERSONAL GROWTH
The growth zone: The most meaningful development often happens just beyond your comfort zone. This is where you are challenged but still able to move forward, where some uncertainty is present but manageable, and where you are learning even when progress feels slow. This can be one of the most rewarding parts of a PhD. You may feel stretched, but also curious, passionate, engaged and intellectually stimulated. Over time, what once felt difficult becomes manageable and your comfort zone expands. These will be the periods of biggest growth and when you will develop your coping strategies. The early years of a PhD often involve frequent movement between comfort and growth. This fluctuation is normal. Studies on learning, motivation, and workplace engagement suggests that people grow most when they are challenged enough to stretch their current abilities, but not so much that the demands exceed their available resources.
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In a PhD context, this means the most productive zone is often not where everything feels easy, but where the challenge is meaningful, the goals are reasonably clear, and you have access to enough support, feedback, skills, and time to keep moving forward. Finding this balance is important. Growth requires some degree of discomfort and uncertainty, but it should remain a productive stretch rather than persistent overwhelm.
07 / PERSONAL GROWTH
The overwhelm zone: When the challenge exceeds your available resources you enter into the overwhelm zone. This may feel like: anxiety and stress avoidance of tasks or procrastination difficulty concentrating self-doubt rumination emotional exhaustion. Short episodes of overwhelm can occur during intense deadlines, major setbacks, or periods of uncertainty, and they are not unusual in a demanding PhD environment. However, when overwhelm becomes prolonged, it can make learning, decision-making, and problem-solving much more difficult and can also affect your well-being. Not all discomfort is developmental: while productive stretch can help you grow, persistent overwhelm is a signal that something needs attention.
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Recognizing this is not a weakness. It is part of learning to advocate for yourself, ask for help when needed, and make use of the support available around you - whether through your supervisor, peers, mentors, VIB support channels, or the university doctoral school. One of the skills you develop during a PhD is the ability to assess your own situation realistically: Am I being stretched in a productive way? Or am I consistently operating beyond my limits? High-performance environments can sometimes blur this distinction. You may assume that constant strain is normal or necessary. It is not. Learning to recalibrate rather than pushing indefinitely is a professional skill. Growth requires challenge. It does not require chronic distress. A PhD involves moving repeatedly between stability, stretch, and uncertainty. Over time, you develop the judgment to recognize these states, and the confidence to respond appropriately. That awareness is part of becoming an independent researcher.
07 / PERSONAL GROWTH
The role of your peer network Across PhD experiences, peers consistently emerge as one of the most important sources of day-to-day support. Fellow PhD students and postdocs often provide practical advice, shared understanding, and emotional reassurance during setbacks. They can help normalize uncertainty and reduce isolation especially during periods when experiments fail or motivation dips. Peer support does not replace supervision or institutional structures, but it complements them. Building collegial relationships early, participating in shared activities, and being willing to both seek and offer support, strengthens not only your well-being, but also the culture of your lab. At VIB the research centers have their own PhD association, postdoc committee or internal networks that help researchers connect with their peers. These networks regularly organize professional and scientific activities, such as a PhD Symposium, as well as social events outside the lab and outside of working hours. YOUR VIB PHD JOURNEY / 21
Peers provide an immediate community of people who understand the realities of doing a PhD, the successes as well as the setbacks. Many life-long lasting friendships are forged within the PhD community, and they offer one of the most valuable aspects of the doctoral experience.
08 / INTEGRITY
Professional conduct at VIB For many PhD students, a doctorate is not only the start of a research career, but also one of the first professional work experiences. At VIB, you are not only a student; you are part of a professional research institute. This transition can require some adjustment. VIB offers a high degree of autonomy and flexibility, but that flexibility depends on trust, reliability, and clear communication. You may not always work standard office hours, and research sometimes requires early starts, late finishes, weekend experiments, or periods of intense focus. At the same time, sustainable working habits and work-life balance matter. The professional skill lies in learning how to manage both: being present when your team, experiments, meetings, or deadlines require it; communicating clearly about availability; following through on commitments; and using digital tools, phones, and social media in ways that do not interfere with your work or that of a colleague.
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Professional conduct is not about being constantly available. It is about being dependable, respectful, and accountable within a shared research environment. Research integrity is at the heart of good science. This means conducting, analyzing and reporting your research honestly and transparently, including when results are unexpected, inconclusive or do not support your original hypothesis. Pressure to produce results, publish or meet deadlines should never lead to selectively ignoring inconvenient data or presenting findings in a misleading way. Learning to question your own assumptions, document your work carefully and report what the evidence actually shows is an essential part of becoming a responsible and independent researcher.
08 / INTEGRITY
What working as a PhD student at VIB actually looks like Being a “professional colleague” can sound somewhat abstract. In practice, Group Leaders tell us that day-to-day challenges often arise not from breaking rules, but from different or unspoken expectations about the working day, professional relationships, and “commitment.” The expectations described here are developmental goals for the end of your PhD, not requirements you are expected to meet at the beginning. A PhD is a training program, and you will develop these skills progressively through research, supervision, feedback, and experience. It is important to not just assume a common understanding about the expectations on feedback, communication, availability, flexibility, or ways of working, but to make them very explicit through conversations and exchange.
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Expectations of Supervisors towards PhD students
Expectations of PhD students towards the institute and leaders
Mutual respect, shared responsibility
Shared standards: integrity and professional conduct at VIB
08 / INTEGRITY
What VIB and your supervisor can reasonably expect from you: Stay committed to your science and motivated to move your project forward, while remaining open to adapting as the research develops.
You will contribute to lab activities beyond your own project, support colleagues’ work, and supervise master’s students or interns.
Research work generally requires regular on-site presence. Discuss expectations around presence, availability, and flexibility with your supervisor early.
Use digital tools, including AI and instant messaging, responsibly and in line with VIB, university, and scientificintegrity guidelines. Be transparent about AI use in research and writing, and remember that digital communication should not replace important face-to-face conversations.
Communicate early if deadlines may slip, results challenge the plan, or your workload becomes difficult. You will also contribute to general lab activities, support colleagues, and supervise master’s students or interns.
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Take ownership of your professional development and wellbeing. Raise concerns about your project, supervision, workload, or development early, rather than waiting for a formal evaluation or progress meeting.
08 / INTEGRITY
What you can reasonably expect from VIB and your supervisor: A clear framework for your PhD: You should understand the broad goals of your project, the expectations attached to your role, and the milestones that matter for your progress. These may evolve as the science develops, but significant changes should be discussed with you rather than simply assumed. Access to the conditions you need to do your research: You can reasonably expect access to the scientific infrastructure, training, expertise and support needed for your project, within the possibilities and resources of your research group and VIB. Respect for you as a professional colleague: High scientific standards and critical discussion are part of research. They should coexist with respectful communication, appropriate professional boundaries, and recognition of your contribution. YOUR VIB PHD JOURNEY / 25
Opportunities to develop beyond your immediate project: A PhD is a training period. You should have opportunities to develop scientific and transferable skills, participate in the wider research community, build your network, and prepare for your next career step. Support when things are not working: You should be able to raise concerns about your project, supervision, workload, working relationships or well-being and seek advice without fear of retaliation. Depending on the issue, support may come from your supervisory team, HR, a Confidential Advisor, your doctoral school or another VIB support channel.
09 / WELL-BEING
A respectful and safe working environment To create an intellectually and socially safe working environment at our institute, VIB’s expectations around behavior are outlined in the Code of Conduct and the accompanying Code of Conduct eLearning. They define the professional standards that are expected of everyone working at VIB, and they also give guidance to ensure everyone can tell the difference between what is encouraged and what is unacceptable. VIB has clear expectations regarding: respectful communication zero tolerance for bullying and harassment active prevention of discrimination awareness of microaggressions and exclusionary behavior responsible use of power and authority.
Professional conduct also includes how everyday interactions are handled: giving and receiving feedback respectfully managing disagreement constructively avoiding gossip or reputational harm maintaining confidentiality when appropriate being mindful of tone in written and verbal communication.
Professional maturity includes understanding that intent and impact are not always the same. If someone indicates that your behavior has had a negative impact, the appropriate response is openness and reflection - not defensiveness.
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09 / WELL-BEING
Fostering a safe speak-up culture Creating and maintaining a respectful, inclusive, and safe working environment is a shared responsibility. PhD researchers, supervisors, Group Leaders, people managers, HR, and VIB as an organization all have a role to play in fostering a culture where concerns can be raised, addressed, and learned from. VIB recognizes that raising a concern is not always easy. In situations involving power differences, conflict, inappropriate behavior, exclusion, discrimination, or other difficult circumstances, speaking up can feel uncomfortable or challenging. No one should feel that the responsibility for resolving such situations rests solely on the person experiencing them. For this reason, VIB invests not only in support and reporting channels, but also in the continuous development of Group Leaders, supervisors, and colleagues with people management responsibilities. Through training, coaching, feedback, and ongoing dialog, VIB aims to strengthen leadership practices that promote psychological safety. YOUR VIB PHD JOURNEY / 27
If you experience or witness concerning behavior, or if communication and working relationships are not functioning well, seek advice or support from your supervisor, mentor, HR contact, Confidential Advisor, or another trusted person. If direct conversation is not possible or sufficient, VIB offers several confidential and formal channels. Confidential Advisors provide a low-threshold first point of contact: they listen, explain options, and help prepare difficult conversations or explore informal resolution. HR and the formal procedures in the Code of Conduct are available when further follow-up is needed. VIB's Speak-Up tool provides an additional route for raising concerns, including options for confidential or anonymous reporting.
10 / UNCERTAINTY
Uncertainty and when things don’t go to plan If you are used to structured education, one of the most confronting aspects of a PhD is how often things do not go according to plan. Experiments fail. Data contradict expectations. Reviewers reject manuscripts. Funding applications are unsuccessful. Equipment is used by someone else. Collaborations stall. Timelines shift. Progress can seem invisible for months. This is not a sign that you are doing something wrong. It is a defining feature of research. A PhD takes place at the edge of current knowledge. By definition, you are investigating questions that have not yet been solved. That means methods may need to be adapted or developed, results may be ambiguous, hypotheses may change, and outcomes cannot be fully predicted in advance. If everything worked immediately and predictably, the project would probably not qualify as doctoral-level research.
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Uncertainty can feel destabilizing, especially in the first year, when you are still building your confidence and learning how to interpret setbacks. Many students initially experience stalled progress as personal failure, rather than as part of the research process. Over time, you learn to separate experimental failure from personal competence, temporary stagnation from your long-term trajectory, and critical feedback from personal rejection. This shift is part of becoming an independent researcher. It also means resisting the temptation to compare your progress too closely with others. No two PhD projects are the same. Some move quickly at first and become more complex later; others take a long time before results become visible. Your peers can be an important source of support and perspective, but they should not become the measure of your own progress.
10 / UNCERTAINTY
What you can do to cope with uncertainty Uncertainty cannot be removed, but it can be managed. The following practices can help you stay oriented when progress feels slow, results are unclear, or the path ahead keeps changing. 1. Break long-term ambiguity into short-term structure Even if the final outcome is uncertain, your weekly or monthly goals should not be. Define concrete next steps, set small and measurable milestones, and review progress regularly with your supervisor, postdoc, or another experienced lab member. These conversations can help you interpret results, prioritize what matters most, and decide when to adjust course. Support is always available and clarity at the micro-level reduces anxiety at the macro-level.
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2. Write early and often Writing forces you to clarify your thinking and makes progress visible. You do not need to wait until all results are complete. Draft introductions, write short summaries of failed experiments, document decisions and rationales, and keep track of how your research question evolves. Visible progress counters the feeling that “nothing is happening.”
3. Normalize setbacks through conversation Talk to peers and more experienced colleagues. Most researchers have experienced failed experiments, slow progress, rejected manuscripts, or periods of doubt. Hearing “this happened to me too” can reduce isolation and help recalibrate expectations.
10 / UNCERTAINTY
4. Revisit the bigger picture
5. Seek feedback before frustration accumulates
When progress feels stalled, remind yourself of the broader purpose of your work. What is the core question you are trying to answer? What skills are you developing, regardless of outcome? What have you learned from what did not work?
Uncertainty grows when you stay stuck alone for too long. Bring half-formed ideas to meetings, ask for help prioritizing, and clarify whether a setback is normal, concerning, or a sign that the project needs adjustment. You do not need to have everything fully worked out before asking for input. Small corrections early can prevent major detours later.
Sometimes what looks like a failed experiment is actually data that refines the research question. Learning to recognize that difference is part of becoming a researcher. Uncertainty is not only something to tolerate. Sometimes the result you did not expect turns out to be the most interesting one. Becoming a researcher also means learning not to dismiss surprising observations too quickly, looking at your data from different angles, and occasionally returning to earlier results with new knowledge. Some scientific discoveries begin precisely where the original hypothesis stops working.
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“I didn’t expect how normal it would be for things not to work for months. That was hard at first.”
11 / CHALLENGES & SUPPORT
Why PhD trajectories sometimes stall PhD trajectories rarely break down suddenly. More often, difficulties build gradually. Small uncertainties become larger when they are not discussed. Misaligned expectations become more difficult to correct when they remain implicit. A stalled experiment, delayed writing, weak communication, or persistent doubt may seem manageable at first, but over time these issues can affect motivation, progress, and well-being. A PhD trajectory may start to stall when you notice patterns such as: Unclear expectations about supervision, independence, timelines, or authorship
Waiting too long to ask for feedback or clarification
Postponing writing until “all the data are complete”
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As soon as you notice one or several of these signs - ask for help. Self-advocacy is another very important skill you will have to master throughout your PhD journey. At VIB and any of the partner universities there are plenty of support services available - from confidential, informal advice to the official support from the Doctoral school.
Becoming isolated from peers, mentors, or the wider VIB community
Putting off difficult conversations about progress, wellbeing, funding or publication
Treating repeated stress, exhaustion, or loss of motivation as something you simply have to endure
11 / CHALLENGES & SUPPORT
Not everyone who starts a PhD finishes A PhD is a significant intellectual, professional, and personal commitment. The vast majority of VIB PhD students successfully complete their doctorates and go on to pursue careers in academia, industry, healthcare, government, science policy, technology transfer, science communication, and other science-related fields. At the same time, not every PhD journey leads to completion. This is a reality at research institutions, including high-performing environments such as VIB. There are many reasons why a PhD may not be completed. Some stem from personal circumstances, such as a major life event that makes continuing impossible or extremely difficult. These circumstances may involve family, health, or other personal matters. Other challenges relate to the PhD itself, including the project, scientific progress, publication requirements, or funding. Sometimes, a PhD student simply runs out of time. Many of these challenges can be prevented or addressed when they are identified early.
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Many PhD students experience moments when they wonder whether they are on the right path or whether they should quit. These moments can arise early in the process, during onboarding, or later, after repeated setbacks, conflict, prolonged uncertainty, or changes in personal priorities. Doubt is not unusual. What matters is how you respond to it. If you are questioning whether to continue, do not face that decision alone. Talk with people who can help you understand the situation from different perspectives, including your supervisor, a trusted postdoc or staff scientist, a mentor, HR, a Confidential Advisor, or support services at your university’s doctoral school. Depending on the situation, you may be able to adjust the scope of your project, clarify expectations, improve communication, change working arrangements, strengthen supervision, access well-being support, or explore career counseling.
12 / DIVERSITY & INCLUSION
Our commitment to a safe and inclusive research environment Your supervisor and colleagues may have built their careers in different professional environments, shaped by different experiences and expectations regarding work-life balance, hierarchy, communication, flexibility, and commitment. A VIB research group often brings together people at different career stages and from different generations, cultures, and professional backgrounds.
Through our diversity and inclusion work, we are aware that a chronic illness, neurodiversity, disability, a sudden change to your health or family situation can create temporary or more long-term challenges. We have additional resources for these situations, for instance a Neurodiversity Guide or a Conversation guide to ask for reasonable accommodations and adjustments to the work organization.
Working effectively together, whether you are a PhD researcher or a supervisor, requires making these expectations explicit rather than assuming that everyone shares the same unwritten norms or judging others when they do not.
VIB also offers all colleagues access to soft-skills training and personal development resources around well-being, career guidance and conflict management. The university doctoral schools also provide ample support and resources.
VIB actively supports these conversations through surveys, interviews, workshops, and opportunities for exchange, as well as by bringing in external expertise when useful. These initiatives help researchers understand different perspectives and navigate challenges that can arise when expectations, working styles, or generational perspectives differ. YOUR VIB PHD JOURNEY / 33
13 / NEXT STEPS
Your PhD Journey Starts Here Your PhD journey will be shaped by both challenges and opportunities. Use this guide as a reference when questions arise, seek support early, and remember that progress does not always follow a straight line. Whatever direction your path takes, the skills, relationships, and insights you develop along the way will remain valuable. A PhD at VIB requires sustained effort, curiosity, ownership, and resilience. Our goal is to provide you with the strongest possible foundation for success. This guide will help you begin your journey with clearer expectations, recognize challenges earlier, and make informed decisions along the way. Whatever direction your career ultimately takes, whether in academia, industry, entrepreneurship, science communication, policy, or another field, the experience and skills you gain during a VIB PhD can open many doors.
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"The PhD journey has been extremely positive, characterized by academic freedom and strong mentor support."
14 / STUDENTS
Our current PhD Students on the photos
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Miranda Lastra Osua is a PhD student in our VIBUAntwerp Center for Molecular Neurology focusing her research on deciphering the role of TMEM106B in neurodegeneration.
Dufie Strubbe is a PhD student in our VIB-KU Leuven Center for Neuroscience focusing on deciphering the molecular pathology of Amyotrophic Lateral Sclerosis (ALS).
Vanshika Bidhan is a PhD student in our VIBUAntwerp Center for Molecular Neurology specialised in bioinformatics, genomics, and systems biology on neurodegeneration.
Bram Stuyven is a PhD student in our VIB Center for AI and Computational Biology conducting research at the at the intersection of neuroscience, genomics, and artificial intelligence
14 / STUDENTS
Our current PhD Students on the photos Hasse Mol is a PhD student close to her defence at the VIB-KU Leuven Center for Cancer Biology centering on translational oncology, chronic diseases, and liver biology.
Jiyang Chang is a PhD student in our VIB-UGent Center for Plant Systems Biology doing research using evolutionary genomics and computational biology to investigate how complex genomic events shape plant survival. YOUR VIB PHD JOURNEY / 36
The lab of Sandrine Da Cruz in our VIB-KU Leuven Center for Neuroscience study the cellular mechanisms behind neurodegenerative diseases, focusing primarily on amyotrophic lateral sclerosis (ALS) and frontotemporal dementia (FTD).
15 / RESOURCES
Resources Scan the QR code below to explore VIB online. It takes you to VIB’s Linktree, where you can quickly access our website, social media channels and other useful VIB links:
Both VIB and our partner universities offer a wide range of resources and support for PhD researchers. Many internal resources become available once you receive your VIB or university account. In the meantime, you can already explore VIB and some of our publicly available resources here: Here you can watch videos with VIB alumnis: https://vib.be/en/careers/diversity-equity-inclusion-vib/vibalumni-testimonials#/ The Research Foundation Flanders’ funding web-page: https://www.fwo.be/en/support-programmes/phd-fellowships/ Here is an overview of all the Flemish PhD programs by the Flemish Interuniversity Council (VLIR): https://phd.vlir.be/en/homepage/?lang=e
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Photo Credits: Unless otherwise stated, photographs are by Ine Dehandschutter. Staff portraits are © VIB. Scientific and microscopy images are the property of the respective researchers and research groups. Journal cover images on page 17 are reproduced with permission and remain the property of the respective journals and publishers: Nature Cell Biology (March 2023, Adriaenssens et al.), Plant Physiology (May 2023, Geigenberger et al.), Developmental Cell (Vol. 56, Issue 24), and Nature Neuroscience (Vol. 22, Van Hove et al.). Every effort has been made to identify and acknowledge all copyright holders.