Leiden University Centre for Linguistics

Practical Guide for PhD students 2006/2007

Contents Preface ..................................................................................................................................................... 3 The LUCL Office and Board .................................................................................................................... 4 General information ................................................................................................................................ 6 Practical Guidelines ................................................................................................................................. 7 Financial matters, travel grants...............................................................................................................10 Reading groups, evaluation talks ............................................................................................................13

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Preface Welcome to Leiden, welcome to the Leiden University Centre for Linguistics (LUCL), a research institute based at the Faculty of Arts. We hope you will have a pleasant time in Leiden and a fruitful stay at LUCL. Our aim is to provide an atmosphere that is scientifically stimulating in which faculty, staff, PhD students, M.Phil students, guests and visitors can optimally pursue their linguistic interests. This booklet provides general information on the structure of LUCL and practical guidelines on how to make the most of your time. If there is anything that might be improved in LUCL, do let us know. For the LUCL executive committee,

Jos Schaeken, Director of LUCL

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The LUCL Office and Board Address Van Wijkplaats 4, 2311 BX Leiden (building 1166, 2nd floor) P.O. Box 9515, 2300 RA Leiden ℡ 071 527 2125 071 527 2205 email: [email protected] website: www.lucl.leidenuniv.nl or www.lucl.nl Please note: If something is sent to you by courier, please make sure the parcel is addressed as follows: Your name, your telephone number, LUCL, building 1166/2nd floor, Van Wijkplaats 4, 2311 BX Leiden, The Netherlands. Executive Committee Director

Prof. dr. J. (Jos) Schaeken ℡ 071 527 2105/2077 Email: [email protected]

Vice-Director Dr. J.M. (Jeroen) van de Weijer ℡ 071 527 2205 email: [email protected] Management Assistant

Ms G.C. (Gea) Hakker-Prins ℡ 071 527 2125 email: [email protected]

Secretary

Ms M. (Margreet) Verra ℡ 071 527 2125 email: [email protected] Please send general messages to [email protected]

Office hours The LUCL Office is open every morning from 9 a.m. until 1 p.m. It is also open on Tuesday and Friday afternoons. Any changes or holidays are posted on the door of the Office.

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The LUCL Board: Current members Prof. dr. W.F.H. Adelaar Prof. dr. L.L.-S. Cheng Dr. M.A.F. Klamer Prof. dr. A.M. Lubotsky Prof. dr. J.E.C.V. Rooryck Drs. S. Steeman Ms M. Minkman Prof. dr. A. Verhagen (chairman) The Executive Committee carries out decisions made by the LUCL Board and is responsible for the daily affairs of LUCL. Note that there are various committees that play a role in LUCL. Among these is the PhD Council, which discusses affairs relating to PhD students on a regular basis. Please consult the website for the current composition of all standing committees and/or further information. National Research School in Linguistics LUCL is part of the Dutch national graduate school for linguistics, LOT. LOT offers a summer and winter school in linguistics, sends out a weekly newsletter, and publishes a dissertation series. LOT Janskerkhof 13 3512 BL Utrecht tel. 030 – 253 6006 www.lotschool.nl, email: [email protected] Many of our members are also members of the Algemene Vereniging voor Taalwetenschap (AVT), the general society for linguistics in the Netherlands. Other relevant national societies are the Netherlands Phonetics Society (Nederlandse Vereniging voor Fonetische Wetenschappen), the Netherlands Society of Applied Linguistics, Anéla, and the Netherlands Society for Dialectology (Nederlandse Vereniging voor Dialectwetenschappen). Each of these societies organises a yearly conference and a variety of other events. For details, consult the web pages of these societies and/or the LOT newsletter which is mailed to all LUCL members regularly.

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General information Information on LUCL lectures, conferences, etc can be found on our website. Should you have any information that would be of interest to our members, please bring it to our attention. Most information will be sent out electronically. Make sure you read your email and advise us of any address changes. On the Information Board in the hall downstairs of building 1166 you will find information on courses, lectures, etc. The LUCL Newsletter (in English) appears quarterly and is our info bulletin with introductions of new people, travel reports, etc. Other short announcements appear on the website and/or are sent by email. The university’s website in English www.leiden.edu is worth checking regularly as it contains all information on the university in general and the Faculty of Arts in particular. Forum is the electronic information bulletin of the Faculty of Arts (in Dutch). Archived issues (containing interviews with newly appointed professors) can be accessed at www.let.leidenuniv.nl/forum/archief. Mare is the Universiteit Leiden newspaper, with a weekly edition during term. You can pick up a copy in the Lipsius building (near the restaurant), or in building 1165 (hall); Mare is also on line available at www.leidenuniv.nl/mare. The newspaper is in Dutch but contains a summary page in English.

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Practical Guidelines Bicycle shed You can get a key to an enclosed bicycle shed in the underground parking structure or in the Lipsius building. Apparently the key works on all other bicycle sheds within the University as well (Facilitaire Zaken in the Lipsius Building; reception desk in the main hall). There is a € 10 deposit. The key to your room works also on all bicycle sheds, so if you have a room key there is no need to ask for an extra bicycle shed key. Computer and Printer For email facilities or quick computing questions, ask Jeroen van de Weijer. Every member of LUCL has a website that he/she can keep up-todate him/herself. It is also possible to install a home page for special events (e.g. workshops), at LUCL’s website, www.lucl.nl. Software or hardware problems should be addressed to the computer helpdesk, ext. 7777. There are two printers for LUCL: P1166_180_0 (1166/1st floor) and P1166_280_0 (1166/2nd floor) Please make sure you use this printer rather than printers of other departments (unless individual arrangements have been made). If you have large documents to print jobs (100+ pages), please print these early in the morning or late in the afternoon/evening when it is not so busy; otherwise the printer gets jammed with too many jobs. We urgently request you not to waste paper on unnecessary printouts of web information. If you can, print two pages per sheet of paper and/or double-sided, which is possible on the newer printers. Dutch language courses International students are encouraged to take intensive Dutch classes, available in January and August. For more details you can contact the Office (or see www.talencentrum.leidenuniv.nl (Dutch version) or www.languagecentre.nl (English version of the same website)). LUCL will cover half of the costs but only after prior consultation. More specialised courses are available from ICLON (see www.iclon.leidenuniv.nl). Identity Cards From 1 September 2006 identity cards for PhD students will be provided by the Personnel Department (Ms Annie de Winter, tel. 527 2780 or Ms Nathalie van Egmond, tel. 527 2323). Illness When you are ill, inform your Supervisor and the LUCL Office in the morning by phone (017-527 2205) or by email, because the Personnel Department has to be informed. This is because in case of prolonged 7

absence through illness, you get the lost time added at the end of your contract. Also inform the Office when you have recovered. When nobody is in the Office, either send an email or ring Personnel directly (Ms Annie de Winter, ext. 2780). Keys Each PhD student will be given a key to his/her room. You are responsible for this key; if you lose it, you will have to buy a new one at the Servicedesk (costs: € 25 minimally). Guests and M.Phil students who share a room will be given a key to the key-cabinet in 1166 (1st floor). The key to the room is kept in this keycabinet and should be returned after work. On the subject of keys: never leave valuable things in your office and lock the door when you leave. Computers, wallets, books have been stolen in the past. Language laboratory If you want to use the language laboratory facilities, you will need some form of identification the first time you go there. Take a copy of your contract or proof of participation in a LUCL programme and show it to the reception desk there. Mail Everybody has his/her own mailbox, on the ground floor of building 1166 or in the building where your office is. Please check it regularly. Large parcels that do not fit into the mailbox are left at the Office. If something is sent to you by courier, please let the parcel be addressed as follows: Your name, your telephone number, LUCL, building 1166/2nd floor, Van Wijkplaats 4, 2311 BX Leiden, The Netherlands. Photocopying You can get copy cards from the LUCL Office. These will be deducted from your annual personal budget. The secretary will keep a record of this. Make sure you do not lose it; put your name and extension number on it. You can use it in any photocopier around the university. For large copying jobs, it is best to take these to the Grafisch Bedrijf in the Lipsius building (with a signed form which you can get from the Office). Telephone and Fax If you want to ring somebody within the University, dial the 4-digit extension number. A list of Leiden LUCL people with their rooms and extension numbers can be found on LUCL’s website. Calling somebody in Leiden and vicinity: dial 0 and the number, for the rest of the Netherlands: dial 0 + area code + number. 8

For international numbers please contact the operator by dialling 99. The operator will then put you through. If a call is private, mention this to the operator, so that you will be charged. When you are away from the department, you can transfer calls from your extension to any other extension. To do this: pick up your phone, wait for the dialling tone, press *21 and the extension number you have chosen, wait for the receiving tone and put the phone down again. To cancel: press #21# (without an extension number). Fax: There is a fax in Jeroen van de Weijer’s office. Our fax number is: +31 71 527 2205 (this is also Jeroen’s telephone number). University Library To borrow books from the university library, you need a letter from LUCL and an identification card to show to their reception in order to get a library card. They have a brochure that tells you how the system works. You can also reserve books through the library’s Internet site. For details consult ub.leidenuniv.nl/gids/index.html. Visa (Du. verblijfsvergunning) For permits, etc you should contact the Admissions Office at the International Office Gravensteen Pieterskerkhof 6 2311 SR Leiden Contact person: Ms Marlies van den Bos-van Sambeek (tel. 527 7256). Weekend and evening entrance From Monday to Friday you can enter and leave buildings through all doors until 5.30pm. From 5.30pm to 6.30pm the exit is building 1165 through the door on the P.N. van Eyckhof-side. If you want to work late or during the weekends, you should get a key from the reception desk in the Lipsius building. To obtain the key, take a letter from LUCL stating that you work here to the Lipsius janitor during the day and he will give you a permit to take out the key when you want it. You will have to return any keys before 11pm. When you leave, lock the door securely. Failure to do so may result in losing the right to get a key outside office hours.

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Financial matters, travel grants Personal Budget On an annual basis, any (full-time) PhD students get a personal budget of € 650∗ (or 80% of this if you have an 0.8 position). Given a full four-year contract, your total personal budget amounts to € 2600. In principle you will be free to use this money towards any or all of the following items: -

domestic and international travel other conference-related costs a period of guest research at some foreign institution copy cards special hard- and software, documentation research-related perishables (subject fees, tapes, diskettes, CD-roms)

There is no need to deplete the budget; left-over money is saved for the next year. Also, under certain circumstances, you may negotiate an advance on future years’ budget(s). Any left-over budget at the end of the contract will be used for dissertation printing costs. Note that all expenses must be approved of beforehand by the LUCL executive committee. A list of your expenses will be kept at the LUCL office, and it will not be possible to overdraw your budget. Second, having your own budget does not mean that you can no longer apply to organisations like LUF for travel funding, etc. On the contrary, for conference visits you must apply for LUF funding. We are aware of the fact that some types of research are intrinsically more costly than others. For those among you who feel that they will need money in excess of the € 2600, please contact us (and your supervisor) so that we can secure extra funding. Please note that the amount of € 650 does not include printing and stationery costs. These are covered by LUCL general means. However, we emphatically urge you to economize on printing, as costs have skyrocketed in the last few years. We buy brand-less toners and we suggest that you print 2 pages per sheet as your default option (In Word: option under File → Print). Also, it is more economical to print one copy and then make copies, rather than printing out multiple copies of the same document.

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This was the amount for the year 2006. This amount may change per year. 10

Procedure of reimbursement of costs: 1. Complete a Declaratieformulier Binnenlandse reizen/Materieel budget (Dutch or English version) available from the LUCL Office or website 2. Add the original tickets, invoices, etc. 3. Give or send the form and tickets to the LUCL Office. The secretary will check your budget and forward the form to the Financial Department (FEZ) of the Faculty of Arts, who will then transfer the amount to your account. Travel grants For travelling abroad and visiting conferences, you should complete the form Aanvraagformulier Buitenlandse Reis en Congresbezoek (Dutch or English version) available from the LUCL Office or website. Procedure: 1. Complete the form mentioned above, including all the details. 2. Give or send the form to the LUCL Office at least 2 weeks before your departure date. 3. Within a few days you will hear whether LUCL will guarantee (part of) the estimated costs. A copy of this letter can be used for your grant application to the Leiden University Fund (LUF, see below). 4. The LUCL office will send a copy of the letter and the Application form to the Financial Department for approval (FEZ, Rob Kamp, building 1175, room 243). 5. In certain cases it is possible to receive advance money on your travel grant. Please ask one of the Secretaries, if applicable. Important: • LUCL will normally only pay for transport, accommodation and conference fees (not for excursions, membership fees, etc. and only in exceptional circumstances for food and drinks) • As LUCL has limited means, application for a LUF grant for international travel is mandatory (see below). • When you make a travel budget, use cheap rates only. When travelling by plane, please take advantage of special weekend rates, etc. • As for hotel costs: the Office has guidelines for the amount reimbursed per day for various cities around the world. Ask the Secretary for details. Normally only accommodation in university dormitories is reimbursed. Hotel rooms, if no other options are available, should be shared. Note that most conference organisations have crash space available for PhD 11

students. In return, LUCL faculty and students are expected to accommodate visiting students during LUCL events. LUF Grants PhD students can apply for a LUF (Stichting Leids Universitair Fonds) grant twice during their PhD period. LUCL insists that its PhD students to make use of this opportunity. For details and application form, please look at the website: www.luf.nl or contact Stichting Leids Universitair Fonds, Rapenburg 61, 2311 GJ Leiden (Ms Dr. S.M. Gieling). As stated before, you first have to submit your travel request to LUCL, and after this to LUF, together with the LUCL letter of provisional approval. The dates of applying for a LUF grant can be found on the LUF website and in Mare. For 2006 the following dates are set: LUF meeting date Date of application 18 August 2006 28 August 2006 30 September 2006 9 October 2006 3 November 2006 13 November 2006 Please note that LUF is extremely strict about deadlines, the number of copies, correct signatures, etc. If anything is missing or incorrect, your application will be rejected. After your visit abroad you have to complete Declaratieformulier buitenlandse reis en congresbezoek (Dutch or English version), with the actual costs and original tickets to the LUCL Office. This form can be obtained from the LUF website, the LUCL website or the Office. Please give or send it to the Secretary within two weeks after your return. The Secretary will then see to it that FEZ, Mr Rob Kamp, will pay the amount into your account.

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Reading groups, evaluation talks Reading groups Many reading groups are active in LUCL. For the programme and information on when and where, please see our website under Events. Evaluation talks Each year there will be an evaluation talk with you, your promotor(s)/supervisor(s) and the LUCL Executive Committee. You will be asked to provide a detailed report on what you have done in the past year and what you are planning for the coming year(s). For PhD students in their final year there is a final evaluation (note: see LUCL’s website on information about regulations for the PhD defence, etc.). A report of the evaluation talk will be drawn up and signed by all those who took part. The Faculty requires a copy of these reports.

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