Education SupportHora FinitaHora Finita: Chairgroup SecretariesResearch PhaseHow to propose modification of the project supervision team

How to propose modification of the project supervision team

As chair group secretary, you can submit a change request to adjust the supervision team. This request must then be approved by the first supervisor, the PhD candidate and the Doctoral Service Centre . This article will guide you through this process.

Make sure you are logged in with the correct role. You can switch roles via 'Switch role', at the top right of the page. 

The role chair group secretary has the required permissions. You recognize this role by the abbreviation 'app' in the url, for example: https://horafinita.wur.nl/app/index.php?pntType=HfPromotietraject

The role secretary of promotor does not have the required permissions.

Where can I submit a change request?

First, you go to the PhD projects overview page and select the PhD project for which you want to propose modification. Navigate to the '(Co)Supervisors' tab. Here you will find the 'Propose change of supervisors' function. 

If this button is not visible you are not logged in with the chair group secretary role so please switch role.

If the button indicates "review proposal of change supervisors" you will be able to see the proposed change by clicking it.
Because this current proposal is being processed it is not possible to submit another change proposal at the same moment. Please wait until the proposal is finalised e.g. approved by all parties involved.

On the following page 'Proposal members supervisor team' you can propose new supervisors, co-supervisors and other team members. You can also add a comment about your proposal and see which actors are involved in the approval process.

With the 'Copy current members' button you can copy the current supervisors into this proposal. Skipping this step will delete the entire current situation!! 

Adding supervisors

Once you have clicked the 'Copy current members' function, you can make the desired changes.

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 fill out information, as the role of 'leerstoelgroepmedewerker/chairgroup secretary' is not authorized to do so.

You can send a request for adding a new external person to the Graduate School or [email protected]. This request is send over email, which should contain the following information:

  • Personal details: 
    • Full name (Calling name, first names, initials and surname).
    • Titels (e.g. prof./dr./ing.)
    • Gender (m/f/x)
  • Contact details
    • Adress, postal code, city, country
    • preferred email adress
  • Affiliation
    • Institution
    • Department of the WUR the PhD project is linked to
    • External faculty
    • Optional: adress info/telephone/work email/internal adres

The Graduate School/Doctoral Service Centre will create the person for you in Hora Finita. Once this is done, you can find them in Hora Finita and change the supervision team.

Submitting the proposal

  1. Please pay attention that the affiliation and ranking are correct. You can adjust the ranking by using the arrows (that appear when you move your mouse cursor in the column 'rank') for example when the proposal comprises the 2nd supervisor becoming the 1st supervisor.

2. We recommend adding a note to the section Commentary to inform involved parties of this    change request. 

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

Once you have entered the changes and the commentary, you have the option to save the change proposal as a draft (Save), or complete the process by clicking 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 research school and the chair group).

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 must revise the request based on the motivation.

Follow the link in the email received below:

The motivation can be found below:

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