Hora Finita is the registration and monitoring system for PhD candidates. People who are involved in the PhD project (the PhD candidate, the supervisor, the graduate school, etc.) have their own role and tasks in Hora Finita.

As management/office-assistant you can have two different roles in Hora Finita:

• As "Chairgroup secretary (leerstoelgroepmedewerker)" you have access to the PhD projects of your chair group;
• As "Secretary of promotor" you have access to the PhD projects of a specific promotor (regardless the chair group).

Both roles have different rights and tasks in Hora Finita. For an overview of the tasks, please visit Role secr. promotor vs. chairgroup secretary. For information on how to request a role, please visit How to request the role secretary supervisor or secretary chair group

In the column on the left side, underneath your name, you can see your current role.

Via the top right of the page, you can switch between roles. Click on your name. Then click on Switch role.

After you have clicked on Switch role, click on one of the roles. The environment of the selected role will open.

At the top right of the page, you can choose your preferred language by clicking on one of the flags.

At the top right of the page, you can change the contrast of the pages. Click on the circle to change the contrast.

In the column on the left you find an overview of the different pages. The role of Chair group secretary (Leerstoelgroepmedewerker) has eight different pages: PhD projects, Persons, Progress, Ceremony, Mailings, Reports, Tasks and Support.

The page PhD projects gives you an overview of the current PhD projects connected to your chair group. Click on a specific PhD project to see the details of the project and the PhD candidate. For information on how to navigate in a PhD project, please see How to navigate in a PhD project?

The page Persons gives you an overview of the names of people connected to your department.

The page Progress gives you a general overview of interviews, training activities, etc.

The page Ceremony gives you an overview of ceremony dates. Please note that the availability of a ceremony date for a PhD candidate depends on the terms and conditions for booking a date. A ceremony date can only be booked after the manuscript and the composition of the Assessment Committee have been approved. Besides that, there is always a 15 week period between the moment from which a ceremony can be booked and the first available ceremony date. So, an available ceremony date in the calendar does not mean that this date is available for all PhD candidates.  

The page Mailings give you an overview of the emails about the PhD projects of your chair group that were sent from Hora Finita.

The page Reports give you a general overview of the progress of PhD projects per chair group or department and an overview of PhD graduates.

Underneath Tasks you will find your Tasks in Hora Finita.

On the page Support you will find links to more information and manuals.

After you have opened a PhD project, you can find more information underneath the tabs.

At the right side of the page, you can navigate to, for example, the requirements (such as the Data Management Plan), the milestones (such as the Go/NoGo interview) and the page where you can generate documents.

At the right side of the page, you can find more personal data of the PhD candidate via the button.

At the bottom of the page, you can save the information you have entered.

There are different ways to search in Hora Finita.

• Enter information (e.g. a name) in the search field (enter) or
• Click on the x behind active to search for graduated PhD candidates or
• Click on modify active filter. Click on 'true' or 'false' and then click on Apply, or
• Click on Advanced search to search for specific topics in different folders.

For more information, please see the manual How to use filters and advanced search

It is possible to export an overview of PhD projects in an excel file.

1. Go to PhD projects > PhD projects. If applicable, first search for the right data (for example, an overview of only graduated PhD candidates)

2. Go to More options at the bottom of the page

3. Click on More options > Export

4. Select the Columns Selection

5. Click on Start export.

For information on how to perform tasks in Hora Finita, please see the manuals for Chairgroup secretaries: Hora Finita: Chairgroup Secretaries

For questions, please contact [email protected].