How to add training activities and request review of my portfolio? (NEW)
This manual provides information about registering training activities, which eventually results in your portfolio. For the correct steps and procedure to follow, it is recommended that you first contact your graduate school. There are different procedures to follow, depending on the progress of your PhD trajectory.
- Adding single training activities in Hora Finita (New procedure since April 2026)
- Upload all training activities compiled into a single document containing the final list and use the certificate application form (please see the manual How to request review of my portfolio via a Certificate request - Final list?)
- Follow the procedure that has been agreed with the graduate school and create your training activities overview outside Hora Finita.
Please follow the instructions below for the steps you need to complete in the new procedure.
Highlights of the new procedure
If you must follow the new procedure, you have to add single training activities. After you have entered all training activities, you need to request a review of your portfolio. First, your first supervisor will be invited by email to approve your request via a task on the Hora Finita dashboard. Following this approval, the graduate school will receive a request to assess the individual training activities. Once approved, the task ‘Portfolio approved’ on your PhD checklist will be marked as complete.
This manual describes how to enter your training activities and request a review, according to the new procedure.
How to add my training activities?
1. Go to your PhD Dashboard > Click on Research phase
2. Click on Training activities
3. Click on New
4. Select the type of activity in the drop-down menu
5. Enter the name of the activity
6. Enter the start date and finishing date of the activity
7. Enter the EC credits of the activity
8. Upload Proof of attendance document(s), if available
9. Click on Save and go back
Note: Depending on the type of activity, the Description and/or Organizer fields are mandatory. This is indicated with an * symbol.
Overview of your training activities
Your Hora Finita dashboard also features a direct link to your training activity overview. Activities that have been entered with a date in the future are displayed on your dashboard.
1. Go to your Dashboard > Click on the link in the Portfolio column or 'Open the training activities overview page' link.
2. An overview of your training activities opens.
Use one of the filters to find a training activity. Click on the training activity to view or edit the activity.
3. At the bottom of the page, you can click on Report. This overview provides a detailed categorized overview with subtotals of the ECs achieved.
Please note: depending on the graduate school's work procedures, it is possible that activities have already been assessed by a graduate school employee. In that case, the last column will show Approved or Rejected. If an item is rejected, you will be informed of this by email.
How do I request a review of my portfolio?
If you have entered all training activities in Hora Finita and the portfolio is complete, you can initiate the approval process. This approval process starts with your first supervisor approving your submission in Hora Finita, followed by the graduate school assessing all the activities you've entered. This results in an approved portfolio and a certificate.
1. Go to your Dashboard.
2. Click on the link 'request a review by your graduate school'. You can find this link in your PhD checklist underneath 'Portfolio approved'. The link can also be shown underneath 'Next-up' on your Hora Finita dashboard, depending on your progress in the PhD trajectory. A message appears at the top of the screen:
3. Click on OK to submit your request.
A message appears at the top of the screen. You will be informed about the outcome via email.
Portfolio rejected
Rejection by your supervisor: If your portfolio request has been rejected by your first supervisor, you will receive an email with the motivation for the rejection. You can adjust and resubmit your portfolio by following the steps in this manual.
Rejection by your graduate school: If your request for a portfolio approval has been rejected by your graduate school, the rejection will also be shown in your PhD checklist and, if applicable, underneath 'Next-up'. After you have submitted your adjusted portfolio, your first supervisor will be asked to review your portfolio again.