How to propose modification of the project supervision team

As chair group secretary, you can submit a proposal to adjust the supervision team. This request must then be approved by the first supervisor, the PhD candidate and the Doctoral Service Centre.

Make sure you are logged in with the correct role. The role Chairgroup secretary (leerstoelgroepmedewerker) has the required permissions. You can recognize this role by the abbreviation 'app' in the URL, for example: https://horafinita.wur.nl/app/index.php?pntType=HfPromotietraject

You can switch roles via 'Switch role' at the top right of the page. 

Where can I submit a change request?

1. Go to PhD projects > PhD projects

2. Select the PhD project of the PhD candidate

3. Go to the tab (Co)Supervisors

4. Click on Propose change of supervisors

  • If the button 'Propose change of supervisors' is not visible, you are not logged in with the role chair group secretary. Please switch role.
  • If the button indicates 'Review proposal of change supervisors', a proposal has already been submitted. Because this proposal is being processed, it is not possible to submit another proposal . Please wait until the proposal is finalized by the parties involved.
    • If you click on the button, you can review the proposal.

Changing the supervision team

With the button 'Copy current members' you first have to copy the current supervisors into this proposal. Skipping this step will delete the entire current situation, when only adding the changes! 

5. Click on Copy current members

6. Adjust the supervision team. After you have changed the supervision team, continue with step 7 of this manual. If you are not able to find a person, please follow the instructions below.

What if I cannot find the person?

It could be that a person you're trying to add, does not exist in Hora Finita yet. In that case you cannot add a new person yourself. It might seem like you can add a new person via the pop-up 'Add new person'. 

Do not use this pop-up option!

This pop-up does open, but will not allow you to enter information. The role of chair group secretary is not authorized to do so. You can send a request for adding a new external person to [email protected]. Please include the following information in your email:

  • Personal details
    • Full name (calling name, first names, initials and surname)
    • Titles (e.g. prof, dr, ing.)
    • Gender (m/f/x)
  • Contact details
    • Address, postal code, city, country
    • Preferred email address
  • Affiliation
    • Institution
    • External faculty
    • Department of the WUR the PhD project is linked to

The Doctoral Service Centre will add the new person to Hora Finita. Once this is done, you can proceed with the adjustment of the supervision team.

Submitting the proposal

7. Check the ranking and affiliation

You can adjust the ranking by using the arrows that appear when you move your mouse cursor in the column 'rank'.

We recommend adding a note to the Commentary field, to give the persons involved a short explanation about the proposal.

The Approval section displays who is part of the approval process.

If you want to submit the proposal another time and save a draft, click on Save

8. If you are ready, click on Submit proposal.

What happens after I propose a modification of the project supervision team?

After the change request is submitted, the first supervisor will receive an email as the first actor in the approval process to review the proposal.

The change proposal must then be approved by the PhD candidate and the Doctoral Service Centre. Once all actors have given an approval, all parties involved in the PhD track are informed (the supervision team members, the graduate school and the chair group secretariat).

Where can I find the motivation if the request is rejected?

If an actor, who is part of the approval process, rejects the change proposal, the process starts all over again.
The proposer of the modification will be informed via email about the rejection. The proposer must then revise the request based on the comments in the email.

Click on the link in the email that you received to adjust the proposal.