Education SupportHora FinitaHora Finita: SupervisorGraduation PhaseHow to book PhD ceremony dates in Hora Finita?

How to book PhD ceremony dates in Hora Finita?

Please note:

  • You are not allowed to book dates that are within 14 weeks from the present date!
  • An individual PhD candidate can be entered in up to 3 raffle slots at any given time.
  • Raffle slots and no-raffle slots cannot be booked together.
  • In case a PhD candidate does not get a slot assigned in the raffle and all no-raffle slots are unavailble/booked, this could cause a month delay in graduation.

Booking a ceremony date without a raffle

1. Click on the 'PhD ceremony calendar' tab.

2. Click on the 'PhD ceremony calendar' tab.

3. Fill in the right location and month.

4. You can choose a day and time by clicking the 'available' button.

5. At the bottom of the page you can find the meaning of the different colors.

After selecting the PhD ceremony day, you can fill in the Hora Finita name-ID of the relevant candidate. 

You can submit the PhD ceremony slot by clicking on the 'Submit to reservation service' button.

After the submit button you will be taken to the following page where you can add comments:

Use the 'Confirm' button to submit the PhD ceremony.

After confirming you will receive the following message:

You will receive the following email confirming the submission:

After the definite date is set or changed, the supervisor and co-supervisor will receive the following email:

The PhD candidate will receive an email informing them the PhD ceremony slot has been approved.

Deleting the confirmed PhD ceremony slot

Navigate to 'PhD ceremony calendar'.

1. Select the concerning promotion slot.

2. Click on ‘Delete from reservation service’.

You will receive the following email:

The PhD candidate will receive an email informing them the PhD ceremony slot has been removed.

Booking a ceremony slot with a raffle

Please note that you can only book max. three raffle ceremony slots and it's not possible to combine this with no raffle available slots.

Ceremony slots with a raffle are released on the first working day of the month, at 9:00 a.m.

Navigate to the 'PhD ceremony calendar'.

1. Fill in the right location and month.

2. You can choose a day and time with a raffle by clicking the 'available' button.

After selecting the PhD ceremony day, you can fill in for which PhD project you are booking a ceremony.  

You can submit the PhD ceremony slot by clicking on the 'Join raffle' button.

You will receive the following message:

The raffle will take place in the night after you made the reservation(s) and you will be informed the day after whether or not a raffle slot is booked.

Deleting a ceremony slot with raffle

1. Click on the 'PhD ceremony calendar' tab.

2. Click on the 'PhD ceremony slots to be raffled' tab.

3. Click on the right PhD ceremony slot.

Use the 'Delete' button to delete the PhD ceremony slot.

You will then be asked if you are sure to delete the following ceremony slot:

If you are sure you can once again use the 'Delete' button.

After you deleted the slot, you will receive the following message:

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