How to register a PhD candidate?
The graduate school registers prospective PhD candidates in Hora Finita. The registration is based on information provided by the chair group.
How to create a registration?
1. Go to PhD projects > PhD projects registrations
2. Click on New at the bottom of the page
On the PhD projects page you can create a new registration as well, via the button 'New registration'. Do not use the button 'New PhD track'!
3. Enter the Department, Graduate School and Chair Group
4. Click on Next
The registration request page opens. The page has two tabs: General and Personal details.
5. Enter the information on the tab General. Please follow the instructions below for entering the name of the PhD candidate.
Adding the person to Hora Finita
6. Enter the surname of the PhD candidate
7. If you cannot find the person in the drop-down menu, click on Add new person (popup). You can also do an additional search via 'Search person (popup)', to be sure that the person is not yet known in Hora Finita.
If you find the right person and if they have a WUR account, do not select this person! The WUR account will be connected to the PhD project automatically after the admission of the PhD candidate. The person with WUR account cannot be used for the registration, because the WUR account might be temporarily invalid.
After you have clicked on Add new person (popup) the following screen will appear:
8. Enter the Surname of the PhD candidate
9. Check again whether the person is known in Hora Finita. If so, select the person, unless the person has a WUR-account (for more information, please see the red field underneath step 7).
10. Click on Next
11. Enter the information
12. Click on Save and go back. The information has now been added to the tab 'Personal details' of the registration request.
Continue filling in the registration form
Please find below some additional information about the fields PhD project, Category, Access other organizational units, promotion premiums and Funding on the tab General.
Underneath PhD project you have to enter the start date of the WUR account and the PhD programme. The WUR account end date will be automatically filled with +6 years. The end date of the PhD programme end date will be filled with +4 years.
The WUR account end date is automatically adjusted when a PhD candidate graduates or when a PhD project is terminated. In case of graduation, the end date of the WUR account will be recalculated (ceremony date + 2 weeks).
Select the type of PhD contract underneath Category. If applicable, select specific details of the UNL type.
If other organizational units (chair group or graduate school) should have access to the PhD project, you can add these via the button 'Edit organizations'.
If multiple chair groups are involved in the supervision of the PhD candidate, please enter the division of the promotion premium.
Select the funding source in the drop-down menu.
The subtype is a more detailed description of the funding source. Enter the subtype manually.
Select the cash flow.
Enter the start and end date.
Requesting additional information and approval from PhD candidate
13. After you have completed the information on the Registration request, click on Request additional information from PhD candidate
This step is mandatory, as the step requires the PhD candidate to agree to comply to the Netherlands Code of Conduct for Research Integrity.
An email template with a default message opens:
If necessary, adjust the text.
14. Click on Send.
When you click on Send, at the same time the user name and password will be emailed to the PhD candidate.
Reviewing the registration as submitted by the PhD candidate
After the PhD candidate has completed and submitted the registration form, the graduate school will receive an email with the request to check the registration.
1. Click on the link in the email to open the registration request
2. Check whether the information on both tabs is complete.
If the PhD candidate has uploaded a MSc diploma of a Dutch university, uploading a BSc diploma (and gradelist) is not required.
If the information is incomplete or incorrect, click on Reject.
If the information is complete, click on Submit to DSC office to send the form to team Admission of Doctoral Service Centre for review.
For more information, please see the steps below.
Rejecting the registration request
1. Click on Reject if the information on the registration form is incomplete or incorrect
2. Select the Status Additional information required from applicant
3. Enter your Comments
4. Click on Save and go back.
The PhD candidate will see your comments on the registration form, but they will not receive an email from Hora Finita about the rejection. If necessary, please notify the PhD candidate (outside Hora Finita).
After the PhD candidate has adjusted the information on the registration form and has resubmitted the form, you will be notified again via an email from Hora Finita.
Submitting the registration request to DSC office
1. If the information on the registration request form is complete, click on Submit to DSC office
An email template with a default message opens:
If necessary, adjust the text.
2. Click on Send.
Team Admission of Doctoral Service Centre will receive an email to review the registration request.
If DSC Office assesses that information is incorrect or missing, the application will be rejected. The graduate school will be informed of this by an email from
Hora Finita.
If DSC Office approves the registration, an email will be sent to the secretariat of the chair group to review the registration request.
If the secretariat of the chair group rejects the registration, the graduate school receives an email with information about the rejection.
If the secretariat approves the registration, the registration request will be turned into a PhD project in Hora Finita.