The roles explained
There are eight types of actors (so-called 'roles') in Hora Finita: PhD candidate, Supervisor, Graduate school employee, Chair group secretary, Secretary of promotor, DSC office, Pedel and Universitair Applicatiebeheerder. This manual describes the rights and tasks of the different roles.
In Hora Finita the PhD candidate has access to information regarding their own PhD project, except for information regarding the division of promotion premiums and 'Cum Laude'. They cannot change any personal data, except for their preferred email address.
The PhD candidate does not have access to information regarding other PhD candidates.
Tasks of the PhD candidate are, for example:
- submitting Requirements such as the research proposal and the Data Management plan;
- submitting their manuscript and propositions.
The PhD candidate has access to their interview pages (for example the Go/NoGo and Annual meetings) where they can enter the date, time and location of the meeting, add or delete participants and upload files. The completion of an interview is the responsibility of the supervisor.
PhD candidates will be informed about their tasks via emails from Hora Finita, and via the information on their Hora Finita Dashboard or Checklist.
Promotors and co-promotors have the role 'supervisor' in Hora Finita. Supervisors have access to all information regarding their PhD candidates, except for information regarding a 'Cum Laude' procedure (the first supervisor can only suggest Cum Laude, when assessing the manuscript). The promotor (first supervisor) is responsible for the submissions and approvals in Hora Finita. First supervisors can also view information regarding their prospective PhD candidates of whom the registration in Hora Finita has not yet been finalized.
Tasks of the first supervisor in Hora Finita are, for example:
- Reviewing the Data Management Plan;
- Uploading a Non-payroll agreement;
- Submitting the Go/NoGo result;
- Reviewing the manuscript;
- Submitting a proposal for the composition of the Assessment Committee;
- Booking a ceremony date.
First supervisors will be informed about their tasks via emails from Hora Finita, and via the information on their Hora Finita Dashboard.
The 'Secretary of promotor' can take over some administrative tasks in Hora Finita: they can enter members for the Assessment Committee and book a ceremony date on behalf of the first supervisor.
The role Graduate school employee manages information regarding the PhD project in Hora Finita.
The Graduate school employee starts the registration of a prospective PhD candidate in Hora Finita (based on information from the chair group). They will request additional information from the prospective PhD candidate, and submit the completed registration to Doctoral Service Centre for approval.
During the PhD project, they will monitor the (administrative) progress of the PhD project. They can edit the planned end and start date of the PhD programme and WUR-account. They can also add, edit or delete requirements and interviews. Besides that, the Graduate school employee will review specific documents, such as the TSP and Research proposal.
Tasks of the Graduate school employee in Hora Finita are, for example:
- Updating the status of a PhD project registration;
- Organizing an Introduction meeting with a new PhD candidate;
- Reviewing the Research proposal;
- Verifying and submitting a Course registration form.
The role Chair group secretary (Leerstoelgroepmedewerker) has access to the PhD projects and PhD project registrations of the chair group, in order to assist the PhD candidates and supervisors of the chair group.
In the registration phase, they have to do the final check of a registration and approve the registration, after which the PhD candidate will be admitted to the PhD programme. The Chair group secretary will be informed about this task via email.
Tasks and actions of the Chair group secretary in Hora Finita are, for example:
- Generating the document 'Proof of Registration';
- Submitting a proposal for modification of the supervision team;
- Booking a ceremony date.
The role Secretary of promotor has access to the PhD projects and PhD projects registrations of one or more promotor(s) (regardless the chair group). They can perform some administrative tasks on behalf of the promotor. The promotor is responsible for the submissions and approvals in Hora Finita.
Tasks and actions of the Secretary of promotor in Hora Finita are, for example:
- Editing the information of an interview (date, time, location, participants, result);
- Entering members of the Assessment Committee;
- Booking a ceremony date.
The role DSC office can enter and adjust information in PhD projects. They will perform tasks during the registration and graduation phase.
In the registration phase, they will assess the registration in Hora Finita, and check if the required information in Hora Finita is complete and correct.
In the graduation phase, DSC office will review multiple documents in Hora Finita and will prepare documents for the ceremony.
Tasks of DSC office in Hora Finita are, for example:
- Reviewing the registration;
- Reviewing the Assessment Committee;
- Reviewing the title page and cover;
- Inviting the opponents;
- Starting a Cum Laude process;
- Generate ceremony documents.
In order to prepare the ceremony, the Pedel (Beadle) will consult Hora Finita to have an overview of which PhD Examining committee members will attend the ceremony. After the ceremony, they will enter the result of the defense in Hora Finita.
This role is the functional manager of the application Hora Finita. They can change the application's settings and add new people to Hora Finita or authorize users.