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 switch roles via 'Switch role' at the top right of the page.
Where can I submit a change request?
1. Go to PhD projects > click on the PhD candidate
2. Go to the tab (Co)Supervisors
3. 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 change proposal. Skipping this step will delete the entire current situation, when only adding the changes!
4. Click on Copy current members
5. Adjust the supervision team:
- You can add a supervisor by entering their name in the column underneath person
- You can delete a member of the supervision team by clicking on the red bin at the end of the line
- If applicable, check the box d.s. (daily supervisor) at the end of the line
- If applicable, change the ranking: go to the rank number in the grey field, grab the line with the left button of your mouse, and drag the line to the right position.
After you have changed the supervision team, continue with Submitting the proposal. 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 can add the person to Hora Finita.
1. Click on Add new person
2. Enter the surname
3. Check if Hora Finita finds the right person. If so, select the person, click on Next and continue with Submitting the proposal
Please check carefully whether the person is already known in Hora Finita, by checking the search results. In case of doubt, please contact [email protected]
4. Click on Next
5. Enter the personal details. Please make sure that you enter the General information and the Affiliation (Institution, External Faculty, External Function Type, Work Email and the address).
6. Click on Save and go back
The person has now been added to your proposal.
Submitting the proposal
6. Check the ranking and affiliation
If you want to change the ranking: go to the rank number in the grey field, grab the line with the left button of your mouse, and drag the line to the right position.
If you want to change the affiliation: please contact [email protected]
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 and go back'.
7. 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 from Hora Finita to review the proposal. After the first supervisor has approved the proposal, the proposal must 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 about the rejection via an email from Hora Finita. The proposer must then revise the request based on the comments in the email. The proposal can be adjusted via the link in the email.