How to propose members for the Assessment Committee?

Wageningen University & Research builds an inclusive organisation on all fronts. It is therefore urged to consider diversity, equity and inclusion when assembling an assessment committee. We strive to have diverse assessment committees compromised of people of all genders.

Registering the proposal of the composition of the Assessment Committee members can be delegated to the Secretary of promoter role. However, the 1st supervisor remains responsible for submitting the proposal in Hora Finita.

Note. Submission of this proposal is possible after the supervisors' approval of the manuscript is complete.

Do not forget to Submit the assessment committee (Step 3 Request Approval). Because that is the action that notifies the Doctorates Secretariat to send the manuscript to the opponents.

Step 1: Navigate to assessment page

Once you have approved the PhD candidate's manuscript for assessment you will receive an email asking you to submit a proposal for the Assessment Committee.

On your dashboard you will also find a new task 'Propose assessment committee for (name PhD)'.

Step 2: Propose the members

The Committee consists of four members. If the PhD project is a Joint Doctorate, the Committee can be composed of more than four members (max 6).

Option 1: Person already known in Hora Finita

If you wish to add a person already known in Hora Finita, you can type their name in the 'person' column of the table. Once you have found the correct participant, select and click on them; this will automatically fill in all the needed information.

If you want to remove a person from the table, press the red circle with a minus sign in it, it can be found in the rightmost row of the table.

Before you can enter a new person in the same place where the deleted person is, you must save and refresh the page via the second 'Save' button (See images below)

Option 2: A new person Hora Finita

Look up the intended committee member under the heading 'person'.

If they are not recognized, please don't fill in the column "person" and fill out the other columns as completely as possible (at least last surname and email). After saving, a person will then be created in Hora Finita and included in the proposal.

Click the right-hand Save button, which will keep you on the page.

A new person card has been created from the data just entered. Now click on the blue icon to add personal data, including address and affiliation.

Click save to return to the page to add the next committee member.

If you request approval before you have added enough members you will receive the following message:

Step 3: Request approval

When you have added all the members to the proposed committee you can request approval by clicking on the 'Request approval for composition' button

After this you will see the following pop-up:

If you click the 'OK' button, an approval process will be started. An email will be sent to the PhD office.

What happens after I requested approval?

After you submit the proposal, the PhD Office will receive an email asking them to review the proposal made for the Assessment Committee.

The PhD Office can disapprove or approve. the proposal. In case the PhD Office disapproves the proposal, you will have to submit a new proposal. If the PhD Office approves the proposal, the proposed committee members will be notified of the approval.

Subsequently, the first supervisor and involved offices will be notified that the Assessment Committee has been approved.

The PhD candidate receives an email notifying them about the approval, and will be asked to hand in their propositions for assessment. After this, the committee will assess the propositions and submit their assessments.