Research Project step-by-step

This page provides all the information you need throughout your Research Project. Each step explains how to find a project, apply, and understand the assessment process. In total, there are four steps to follow;
 

Step 1. Finding a project


You should look for a project that fits your field of research and interest. Get in touch with potential research groups, examiners, and/or supervisors to discuss possibilities. 

Major Research Project

The Major Research Project must be carried out at Utrecht University (UU) or UMC Utrecht (UMCU), including the Hubrecht Institute and the Princess Máxima Center. Epidemiology (Postgraduate) research projects can be partly conducted outside the UU/UMCU, but only in collaboration with the UU/UMCU. 

Profile Project or Mini Project

The Profile Project and Mini Project can be conducted internally or externally. 

Summer internships and compensation (OV arrangement)

If your internship runs during the summer holiday period, please make sure to discuss the OV (public transport compensation) arrangement with your supervisor in advance. This will help clarify whether any compensation applies to your situation and avoid misunderstandings later on.

Step 2. Application


Preparing your application

Ensure you meet with both your examiner and supervisor (they may be the same person) to discuss the project and check if you could work well together. This discussion should cover the topics you need to fill in the application form in Osiris Case:
 

  • Agreements on the project's content (title, aims, and short research proposal)
  • Start and end dates* (including any time off for holidays, courses, etc.)
  • Activities you will be involved in within the research group
  • Assessment criteria, using the provided rubrics (discuss the relevance of each component)

* The standard duration of each type of project can be found in this table under studypoints (1 EC = 28 hours). When applying, you must indicate the weeks you will spend on courses, holidays, or other planned activities. The system will then calculate your project end date automatically. You are entitled to the public holidays listed as non-teaching days in the GSLS academic calendar; these do not affect your project deadline and therefore do not need to be indicated when applying. The summer holidays and Christmas break are exceptions to this rule. We strongly advise you to discuss your holiday plans with your supervisor at the start of the project and to plan them well in advance. This will help you maintain a healthy work-life balance and ensure smooth scheduling of your experiments.

We recommend using the SEED tool throughout your project. The start of the project is an ideal time for an expectations meeting.

Application procedure and approval 

Your Research Project will be evaluated by your examiner, the programme coordinator and the Board of Examiners (BoE). Submit your application via Osiris Case, accessible via Osiris Student, at least 20 working days before the project starts. Once approved, you will receive a confirmation email and then you can start your Research Project.

If you apply for a Research Project for your Profile, you also need permission from your profile coordinator.

Do you have more questions? Please go to the FAQ and student manual for more details. For feedback or issues with Osiris, email the Research Project Coordinators of Beta or the BMS programmes, including your case number or project type.

Research Projects at UMC Utrecht

To work on a UMC Utrecht research project, you need a UMC Utrecht internship account, a UMC Utrecht card, and you must complete a compulsory e-module. More details on each component are listed below.
 

Details on UMC Utrecht account

Your UMC Utrecht account gives you access to your research group’s computers – note: it’s not the same as the account for the computers in the Hijmans van den Bergh building.

Once your project is approved by the Board of Examiners, UMC Utrecht will request your internship account within a week. You will receive an email with activation instructions.

After activation, your supervisor can ask the department’s BCP-er to grant you access to shared drives, software, or lab rooms.

Your account rights will be removed when your project ends. If you start a second project, you can reuse the same account. After graduation, the account will be closed permanently.

Details for your UMC Utrecht card

You also need a UMC Utrecht card. You will receive an Excel form with requirements to complete with your supervisor. Email the filled form to studentautorisaties@umcutrecht.nl.

You will get an email when you can pick up your card at the Facility Service Center. Bring a valid ID card or passport – no driving licence, photos, or digital copies.

You can link your UMC Utrecht account to your card to print via Follow Me. In the UMC Utrecht Study Landscape, follow printer instructions (card not needed). You may only print during your project. Misuse will be charged to you.

Details mandatory E-module: Quality and Safety

Before starting, you must complete the ‘Quality and Safety’ e-module, which follows Joint Commission International (JCI) standards.

You will receive an email from the Master’s administration with access details. Find the module in Brightspace under ‘Master UMCU stage (BMB518518)’, then click ‘e-modules’ in the menu. Completion is registered as a pass in Osiris.

If applicable; HiX Training

If you will use the HiX patient database, you must complete HiX training before starting. The Master’s administration will email you the training date. Confirm your attendance by replying to that email.

Questions? Email: STIP@umcutrecht.nl

External projects

For external projects, an internship contract is required. In step 3 of your Osiris Case application the standard GSLS internship contract is embedded. If the host institute does not accept this contract, there are some alternative contracts you can use:

  1. UNL contract (NL/EN) for all projects within the Netherlands
  2. EAIE contract for projects abroad

It can also happen that the host institute provides their own contract. In that case, ask them to use one of the suggested contracts above. If that is not an option, send the host contract to science.internshipcontracts@uu.nl before you sign it! They can check and advice you on the contract.

When you do not use the internship contract embedded in Osiris Case, send the signed internship contract to science.internshipcontracts@uu.nl, they must sign it in name of the UU. Your examiner or programme coordinator are not mandated to sign the contract.

More information about external projects abroad can be found in the section on the Projects Abroad page.

The Faculty and Utrecht University strongly discourage signing an contract provided by an external organisation with a penalty clause (a fine).

Please be aware: We will not co-sign any contract which contains a penalty clause (fine).

Step 3. Interim Assessment


A mandatory Interim Assessment must occur 2-3 months into your project. Feedback should be given using the rubric for research skills.

  • For UU/UMCU projects: The meeting is with your examiner and preferably your daily supervisor as well.
  • For projects outside UU/UMCU: The meeting involves you, your host institute supervisor, and your examiner

This assessment differs from regular work discussions, and more feedback sessions are encouraged. You can also have the second SEED tool meeting during this period to enhance communication and feedback.

To complete this assessment, upload a PDF signed by the examiner/host institute in Osiris Case.

Of note; If the project application was started before September 1st, 2025 the order of the interim assessment process is different. In these cases, the student must upload a PDF signed by the examiner/host institute in Osiris Case. The examiner will be informed automatically to confirm.

Step 4. Final Assessment


The Final Assessment consists of three key elements: research skills (60%), the written report (30%), and the final presentation (10%). To pass, each element must score at least 5.5. If your overall grade is above 4.0, including an NVD (niet voldaan = non passing grade), you will have one chance to re-sit any failed component. You and your examiner should agree on re-examination deadlines and requirements, and document these in writing.

Plagiarism check 

Your examiner will check your written report for plagiarism by uploading the final Word version (without the reference list) to the Turnitin plagiarism software. They need to access the plagiarism report to determine of plagiarism is suspected or not and upload the Turnitin report in the final assessment form in Osiris Case. 

If there are publication restrictions, the examiner should upload the report under embargo. Detailed information about the plagiarism software (and confidentiality) is available on the GSLS Teachers' Guide . 

For source code plagiarism, you can use tools like MOSS, Marble, or JPlag. The examiner must review all written versions, and the use of contract cheating sites is considered plagiarism by the Board of Examiners.

Rubrics

Your examiner must provide a rationale for the final grades and upload this justification to Osiris Case during the final assessment. We strongly encourage your examiner to use the following rubrics:

Assessment form and procedure


Your examiner must complete the Final Assessment form in Osiris Case within 10 working days after your deadline. The following components should be included:

  • A complete Final Assessment form
  • The Ouriginal summary report
  • Motivation of the grades (rubrics)

The second reviewer or host institute supervisor will be notified once the form is completed and must approve the final assessment. After receiving approval, you will get an email with instructions to upload your final report to Osiris Case. Once uploaded, your grade will be registered in Osiris Student.

Osiris Thesis Archive

All written reports will be archived in the Osiris Thesis Archive. After completing the final assessment in Osiris Case, you will receive an email prompting you to upload your report.

You can also choose to publish your thesis, including the timing and version. Once published, theses become open access and can be found through search engines like Google and WorldCat. You, along with your examiner and supervisor, will decide if, when, and how your thesis will be published.

Please note that the title of your report is copied exactly to your international diploma supplement, so ensure proper use of capitals in the title. For more information, visit the Osiris Thesis Archive site.

Assessment in case of confidentiality

  • Your examiner must have constant access to the report, and you should be able to give your final presentation at their research group. The Board of Examiners and any third parties involved in the evaluation or accreditation of Master's Degrees can access your report upon request.
  • Reports are archived in the Osiris Thesis Archive. If confidentiality is a concern, the examiner can specify in the assessment form (or via Osiris Case, if applicable) whether a version of the report should be published. If a formal confidentiality agreement prohibits archiving, you may upload only the title page, which should include the contact details of your supervisor, examiner, and institute, along with your name and student ID.
  • The examiner must check the final report for plagiarism. The option to upload a file 'under embargo' is only available when your examiner uploads it to Ouriginal, and the information in the report will not be stored in the Ouriginal database.

Conversion table international grades

Marks will be rounded as follows: if the second decimal is 5 or higher, the first decimal will be rounded up; if the second decimal is 4 or lower, the first decimal will be rounded down. This rounding does not apply to grades between 5.45 and 5.50, which will round to 5.4, and grades between 3.95 and 4.00, which will round to 3.9. In Osiris, final grades between 5.0 and 5.4 will round down to 5.0, while grades from 5.5 to 5.9 will round up to 6.0. Other grades will not be rounded in Osiris.