General Pages - Chairgroup Secretariat

This article will guide you through all the pages you have access to as Chairgroup Secretariat.

Start screen

When you log in to Hora Finita, you are automatically shown the PhD projects page. 

Please take care that if you have multiple roles in Hora Finita, you might need to switch to the appropriate role using 'switch role' before you can take Chairgroup Secretariat specific actions!

From this page, you can navigate to different pages, with each their own different tabs:  

  • PhD projects 
    • PhD projects 
    • PhD project registrations 
    • Check 
    • Documents 
    • Agenda Items 
    • PhD theses 
    • Requirements  
    • Exceptions 
  • Persons 
    • Persons 
    • PhD candidates 
    • Supervisors 
    • External persons 
  • Progress 
    • Interviews 
    • Training activities 
    • Catalog 
    • Decision documents 
    • Questionnaires 
    • Responses 
    • Progress monitor 
  • Ceremony 
    • PhD ceremony calendar 
    • PhD ceremony slots 
    • PhD ceremony slots to be raffled 
  • Mailings 
    • Sent 
    • Mailings 
    • Mails 
    • Mail groups 
  • Reports 
    • Reports 
    • Performance analyses 
    • Progress monitor 
    • PhD graduates 

What are you allowed to edit?

As "Chairgroup Secretary' you are allowed to edit the following information:

  • Making a proposal for a change in the project team: you can request for a change in the supervision team to be approved by all supervisors and the PhD office.
  • You can book a ceremony slot in Omnia
  • You can edit the Project Title and Project description of a PhD Project.

For more detailed information on these actions, you can take a look at the other articles for the Chairgroup secretaries!

PhD projects - PhD projects

Under the tab PhD projects, you can see all PhD candidates that are active. By removing the active filter you select all projects that have been registered with the Promotors of which your are “secretaresse”. With the option “modify active filter” you can selected project that fulfill specific conditions 

You can search for a specific candidate using the search bar: 

If you click on a specific PhD candidate, you will be send to a page showing their general information. You can navigate to: the candidate’s general information, (co-)supervisors, admission, TSP, manuscript, summaries, assessment, PhD examining committee, ceremony, documents and PhD checklist. 

PhD projects - PhD project registration

Under the tab PhD project registration, you can see all PhD candidates that are in the process of registration. You can filter these candidates based on status and duration: 

You can search for a specific candidate using the search bar: 

If you click on a specific PhD candidate, you will be send to a page showing their general information. You can navigate to: the candidate’s general information and personal details. 

PhD projects  - Check

Under the tab Check, you can see all PhD projects, their UNL PhD type, their start date, date of PhD ceremony, project status and department.  

PhD projects - Documents

This option is not in use yet!

Under the tab Documents, you will get an overview of uploaded documents per PhD project sorted by date. By default, this is latest uploaded first. You can search for a specific PhD project, document, document title or department by using the designated search bar. 

Selecting a specific project/document, will bring you to the document page, were you can download and check the uploaded document. 

PhD projects  - Agenda Items

Under the tab Agenda Items, you will get an overview of planned appointments. These are sorted by agenda item type, person, second person, department, room, title, date, time, comments, description and date created. 

PhD projects - PhD Theses

Under the tab PhD theses you will get an overview of uploaded PhD theses of PhD candidates. 

By selecting a PhD candidate/thesis, you are brought to a PhD thesis page, were you can download the thesis and find additional info about the thesis.

PhD projects - Requirements

Under the tab Requirements you will get an overview of requirements for PhD candidates. This overview shows the specific requirement per PhD candidate, the deadline for this requirement and if the requirements have been met. 

By selecting a specific candidate's requirement, you will be sent to a page displaying details on the requirement.

PhD projects - Exceptions

Under the tab Exceptions you will get an overview of exceptions made for specific PhD projects. These exceptions are listed by reason, remarks, status and date. 

Persons - Persons

Under the tab Persons you will get an overview of all people involved with PhD projects: PhD candidates, supervisors and external persons. You can filter this overview using the filter function: 

You can also search for persons based on their WUR account, title, name, suffix, email, telephone or function using the designated search bar. 

By selecting a person, you are sent to a page detailing this person's personal details, qualifications, appointments, memberships and groups. 

Persons - PhD candidates

Under the tab PhD candidates, you will get an overview of all PhD candidates. You can filter this overview for all PhD candidates or PhD candidates with active appointment using the filter function: 

You can also search for persons based on their ICT-account, title, name, suffic, email, telephone or PhD type using the designated search bar. 

By selecting a person, you are sent to a page detailing this person's personal details, qualifications, appointments, memberships and groups. 

Persons  - Supervisors

Under the tab Supervisors you will get an overview of all supervisors of PhD projects. You can filter this overview using the filter function: 

You can also search for persons based on their ICT-account, name, number of PhD students, email or department using the designated search bar. 

By selecting a person, you are sent to a page detailing this person's personal details, qualifications, appointments, memberships and groups. 

Persons  - External persons

Under the tab External persons you will get an overview of persons involved in PhD projects that are not employed or work at WUR. You can search for persons based on their e-number, name, work-email or town/city using the designated search bar. 

By selecting a person, you are sent to a page detailing this person's personal details. 

Progress - Interviews

Under the tab Interviews, you can see all the interviews scheduled for PhD candidates. These interviews include go-no-go interviews, process meetings and more. You can search for a specific candidate, date or deadline using the designated search bar for each of these criteria. 

When you have selected a specific PhD candidate interview, you will be send to a page showing information on the interview. Here you can add or remove participants to the meeting and add files such as a meeting report. 

Progress  - Training activities

Under the tab Training activities, you can see all the individual planned activities of PhD candidates. You can filter these training activities using the filter function: 

You can search for a specific PhD project, candidate, start date, activity type, date completed, mark, result, EC or assessment using the designated search bar for each of these criteria. 

By selecting certain activities, you can approve a selection of activities at once. Clicking on a specific activity/candidate will send you to a page detailing an activity.

You can only check details of an activity; you cannot assess activities!

Progress - Catalog

Under the tab Catalog you can see all the available/registered courses for PhD candidates. individual planned activities of PhD candidates. You can search for a specific course via the course name, code, activity type, organizer, credits, activeness of course and date of creation of the course using the designated search bar for each of these criteria. 

Selecting a course will send you to a page detailing information on the specific course. 

Progress - Decision documents

This option is not in use yet!

Under the tab Decision documents, you can see all thesis documents of PhD candidates. You can search for a specific PhD project, candidate, start/end/ceremony date, project status, institute, department, modified date and chapters using the designated search bar for each of these criteria. 

Progress - Questionnaires

Under the tab Questionnaires, you can see all the questionnaires surrounding the PhD project that have to be completed by persons connected to the project. The questionnaires include the annual review by the supervisor and the go/no-go form acceptance by the PhD student. You can search for a specific questionnaire based on code, title (EN/NL), target audience, graduate schools, active or confidential using the designated search bar for each of these criteria. 

Selection of a specific questionnaire will send you to a page detailing the questionnaire. Here you can find details and results of the questionnaire. 

You cannot alter/edit a questionnaire response!

Progress - Responses

Under the tab Responses, you can see all the responses to questionnaires. These responses can be filtered using the filter function: 

You can search for a specific questionnaire, person adressed, related PhD project, date created and date completed using the designated search bar for each of these criteria. 

Selecting a specific response will send you to a page detailing the filled in questionnaire. 

Progress - Progress monitor

Under the tab Progress monitor, you can see the number of active PhD tracks per progress status. 

You can change the grouping of the information, using the ‘group by’ function: 

Ceremony - PhD ceremony calendar

Under the tab PhD ceremony calendar, you can find an overview all PhD ceremony slots (available, not available, option, confirmed, synchronized and to be raffled) per PhD ceremony location and per month. 

You cannot book a ceremony slot, that is done by the 'secretaresse van Promotor'

Ceremony - PhD ceremony slots

Under the tab PhD ceremony calender slots, you can find a simplified overview all PhD ceremony slots. You can filter these slots based on date, room and status (available, not available, option, confirmed, synchronized): 

You can search for a specific date of PhD ceremony, ceremony time,PhD project or date modified using the designated search bar for each of these criteria.  

You can only select a PhD Project here that is linked to your chairgroup/department. 

Ceremony - PhD ceremony slots to be raffled

Under the tab PhD ceremony calendar slots to be raffled, you can find an overview of all the available PhD ceremony slots that will be raffled.  

You can search for a specific ceremony slot or PhD project using the designated search bar for each of these criteria. 

Mailings - Sent

Under the tab Sent you can see all emails that you have sent (either manually or via email chains based on actions you performed in Hora Finita). 

You can refresh your page or search for specific emails using this function: 

When selecting search, you are send to a new page, displaying all of your sent emails. 

You can filter for emails using the filter option: 

 You can search for a specific email based on the recipiants email, name, the mail subject, sender, date send, and date opened using the designated search bar for each of these criteria. 

Selecting a specific email will send you back to the Send tab, displaying the contents of the specific email you selected. 

Mailings  - Mailings

Under the tab Mailings you can see all the email-chains sent, an action initiated by altering something in Hora Finita. Here you find an overview per mail, displaying when it was send, and how many people received the email. You can search for a specific email via the subject, date sent, recipient count, number of mails sent, read count or error count using the designated search bar for each of these criteria. 

You can also filter your search using the filter option: 

Selecting an email will send you to a page displaying a tab with the information about the mailing and a tab with information about the sending.  

Mailings  - Mails

Under the tab Mails you can see a table overview of all the emails sent. You can filter these emails: 

You can search for a specific email via the email-address, subject, senders email, date sent or date opened using the designated search bar for each of these criteria. 

When selecting a specific email, you will be send to the internal inbox, displaying the contents of the mail you selected. 

Mailings - Mail groups

Under the tab Mail groups, you can find an overview of all the mail groups. A mail group is a selection of people that you can reach via one email (for the whole group).  You can search for a specific mail group via the name, department, institute or explanation using the designated search bar for each of these criteria. 

You can also create a new mail group or delate an existing mail group via the ‘new’ and ‘delete’ options at the bottom of the page.

Reports - Reports

Under the tab Reports, you can find an overview summarizing all the PhD reports and ongoing projects from your department at WUR. You can select a reference year to see a yearly overview. The page also gives summaries on the graduation rate of your department, Cum Laude awards, PhD project types, PhD students financing, UNL type of PhD students, Nationality of PhD students, scholarships and courses. 

You can export this information using the Excel/PDF function at the top right of the page.  

Reports  - Performance analysis

Not applicable yet!

Under the tab Performance analysis, you can find performance analyses of PhD projects.  You can search for a performance analysis based on their title, type and year using the designated search bar for each of these criteria. 

You can also delete performance analyses using the delete button at the bottom of the page or add new performance analyses using the new button at the bottom of the page. 

Reports  - Progress monitor

Not applicable yet!

Under the tab Progress monitor, you can find an overview of the progress for all PhD projects.   

You can change the grouping of the information displayed using the selection list: 

Reports - PhD graduates

Under the tab PhD graduates, you can an overview of graduated PhD students. Using the filter function, you can select for year of graduation.  You can also search for specific graduated student by their number, name, first name, PhD email, department, employer, position, definitive PhD ceremony date, Cum Laude predicate or joint of double using the designated search bar for each of these criteria. 

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