What is my role?
As a 'Secretary of promotor' you do not have an active role in the registration phase.
This manual describes the registration phase and gives an overview of who is involved in the registration phase. It also describes how you can check the status of the registration.
What does the registration phase look like?
As secretary of promotor you do not have a task during the registration phase.
The chair group secretary, the graduate school, the PhD candidate and Doctoral Service Centre have a task in the registration phase.
The registration of a PhD candidate in Hora Finita follows a sequence of steps:
1. The chair group informs the graduate school about the prospective PhD candidate
2. The graduate school starts the registration in Hora Finita and asks the PhD candidate to provide additional information
3. The PhD candidate completes the information
4. The graduate school checks the information. If the information is complete, the graduate school sends a request to the Doctoral Service Centre to assess the registration
5. The Doctoral Service Centre assesses the registration. If they approve, they send an email to the chair group secretary with the request to check and finalize the registration
6. The chair group secretary checks the details of the registration, including the start and end date of the PhD programme and the WUR account. These dates are still editable. If the details on the registration form are correct, the chair group secretary approves the registration.
After the chair group secretary has approved the registration, the PhD registration in Hora Finita is turned into a PhD project.
As secretary of the promotor, you will receive an email about the approval of the registration.
How can I check the status of the registration?
1. Go to PhD projects > PhD project registrations
The column status gives you a quick overview of pending and ended registrations. The column duration tells you how long the registration is ongoing or how long it took, in days.
2. Click on the surname of the prospective PhD candidate
3. The column Status shows the current situation. The column Registration created / modified shows the date when the registration form was modified for the last time. The column Agreed shows which parties need to give approval and the status of the approval process.
In the tab Personal details you can find more information about the PhD candidate.