What is an interview?

General information:

Interviews are moments of supervision used to monitor and evaluate the progress of a PhD candidate's PhD project during the research phase. Periodic interviews are automatically created by Hora Finita after the PhD candidate's registration has been approved.There may be interviews scheduled at the end of year 2, 3 and 4. Furthermore there is an introduction meeting as well as a go/no go meeting.

An exit interview is rolled out after graduation.

In order not to lose sight of the PhD student and/or to facilitate other types of processes, various interview cycles are used. To avoid losing sight of the progress of the PhD project, interviews can also be planned after PhD contract has expired.

Certain interviews have an accompanying result (go/no go) filled in by the PhD candidate's supervisor.

Where can I find my interviews?

Option 1: PhD dashboard

On the right hand side of the dashboard under the 'Progress Interview' tab you will find a list of your upcoming interviews with their respective deadlines.

  1. You can navigate to a specific interview's page by clicking on it.
  2. Alternatively you can navigate to a complete overview of all planned interviews by clicking on ’Open the interview overview page.

Option 2: Interviews tab

You can also navigate to the overview of all your planned interviews by:

  1. First clicking on the 'Research phase' tab.
  2. Then clicking on the 'Progress interviews' tab.

Below you will see an overview of your interviews. Click on a specific interview to go to that page.

Before an interview deadline you will receive a reminder email to notify you of the upcoming interview. This email will contain information about the content and procedures of the interview. This email is usually sent a month before the deadline of an interview but this date can vary depending on the interview and your Graduate school.

Questionnaires:

Optionally, accompanying an interview is a questionnaire that you are requested to fill in, in order to pass the interview. Questionnaires can be found in the interview page to which they belong or under the 'Questionnaire' tab on the PhD dashboard. Note that the questionnaire that goes with the go/no go meeting can only be edited by your first supervisor.

Interviews:

To accompany an interview Graduate Schools can request that you schedule an interview with your PhD supervisors. After a date has been set by the participants it can be filled in on the interview page.

These dates are agreed upon by participants outside of Hora Finita and can then be added to the interviews page.

Attachments

Both PhD candidates and PhD supervisors can attach documents to an interview.

How do I set the interview date for an interview?

Navigate to the correct interview.

In the 'date' section, enter the desired date.

 

You can also use the calendar icon.

Press the 'Save' button at the bottom of the page

How do I add participants to an interview?

Log in to Hora Finita and navigate to the interview page. In the center left of the page is the section where you can add participant.

Step 1: Click on 'Add participant'

Step 2: Type the surname into the search bar

Step 3: Select the participant:

Search for the participant you wish to add by typing their surname in the search bar, any matches will be shown in the overview. Select the correct participant.

Step 4: Participant role

The person and interview will be automatically filled in.

Step 5: Click on 'Add participant'

All added participants will be visible in the participants section of the interview.

You can edit or delete participants from a interview using the 'edit' or 'delete' buttons

How do I upload documents to an interview?

Navigate to the interview page. At the bottom of the interview are two columns. PhD candidates can add attachments under the column 'File (uploaded by the PhD candidate)'.

Step 1: Click on 'Browse' to open your computer's file explorer.

Step 2: Select the file you wish to upload in your file explorer and click 'Open'.

Once you have done this you can see the document in Hora Finita. You can also download or delete the files using the 'download' or 'delete' buttons.

If your supervisor has added a file, you can download it using the 'download' button.

How do I complete an interview?

Check if all the information in the interview is in order

Log in to Hora Finita and navigate to the interview page.

  1. The submission date will be automatically filled in with today's date.
  2. Check the result and interview information.

The interview result is provided by the PhD supervisor. Different interview types have different types of results associated with them (i.e. go/no go). Both the PhD candidate and the PhD supervisor can add comments under the result to justify the result.

Check if all questionnaires associated with the interview have been completed.

If an interview has been completed, the completion date will be filled in under the 'completed' column of the questionnaires table.

Check if all needed documents are uploaded to the interview (if applicable).

Submit the interview

At the bottom of the interview page you have 3 options:

  1. Click on 'Save' to save the interview and go back to the previous page.
  2. Click on 'Save' to save the interview and stay on the interview page.
  3. Click on 'back' to go back to the previous page.

After the supervisor submitted an interview an approval process may be started depending on your Graduate School and the type of interview. The interview result will be sent via email to each of the people involved in the process who can then approve/reject the result. Who is involved in the interview approval process depends on the work preferences of your supervisors/Graduate school.

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