How to register a PhD candidate?

The registration of the PhD candidate needs to be initiated by the Graduate School. This is based on information provided by the chair group.

How to create a registration?

There are two methods to start a new registration. Log in in Hora Finita and navigate in the menu to:

  1. PhD project > PhD project registrations and click at the bottom of the page on New.
  2. PhD project > PhD projects and click at the bottom of the page on New registration.

Do not use the button 'New PhD track' under the PhD projects tab.

Creating a new registration involves 3 sections.

  1. First, the general information regarding the department, graduate school and chair group. Click Save to continue.

2.  Followed by, the general tab with all required fields for registration.

3.  A separate tab for the PhD candidate's personal details.

Fill in as many details as possible. Some fields are mandatory, such as 'UNL PhD type', 'appointment required' and filling in at least 1 email address. Which fields are mandatory can differ between the Graduate Schools and are identified by '*'.

Add the PhD candidate as a person

Type the PhD candidate's surname in the Person field. If the person does not appear as a result, you can do an additional search via 'Search person (popup)'. If the person does not exist in Hora Finita, you can add the PhD candidate as a new person via 'Add new person (popup)'.

Do not use a WUR account if you find the person as a search result. The WUR account will be linked automatically after admission in the project phase. This is because there is a risk that the WUR account will temporarily be invalid.

Add new person

  1. Write the surname in the 'surname*' box.
  2. If still no person will appear, click the 'Next' button.

On the follow-up page, fill in the personal details and click Save. On the Personal details tab, the data just entered will be automatically entered.

Continue filling in the registration form

See below additional information related to the section 'PhD project', 'Specific details', 'Access other organizational units' and Funding'.

In the PhD project section, there are two periods to fill in on the registration form, namely the PhD programme period and the duration of the WUR account. Entering a start date will automatically fill the PhD programme end date with +4 years. The WUR account end date will be automatically filled with +6 years.

The WUR account end date is automatically adjusted when a PhD candidate graduates or when a PhD project is terminated. In case of a graduation, the end date of the WUR account will be recalculated (ceremony date + 2 weeks).

If there are exchange programs, fill these in under 'Specific details'. If the PhD project is to be assigned to multiple Graduate schools or Chair groups, you can use the 'Edit organizations' button.

You can enter funding in the 'Funding' section.

  1. Funding source is the type of funding and you are able to choose one after clicking on the box.
  2. The subtype is a more detailed description of the funding source and you have to fill this in by yourself.
  3. Indicate the cash flow after clicking on the box.
  4. The start and end date of the funding should also be filled in by yourself.

Requesting additional information and approval from PhD candidate

After completing the required data, offering the registration form to the PhD candidate is an important next step. This step is mandatory, as the step requires the PhD to agree to comply to the Netherlands Code of Conduct for Research Integrity.

Click 'Request additional information from PhD Candidate' at the bottom of the page, so the PhD candidate can complete the information.

A mail template opens with a default message. This may differ per Graduate school. If necessary, the mailbody can also be changed here. Click 'Send' to send the e-mail to the PhD candidate. The PhD candidate will receive an e-mail asking them to complete the information.

At the same time, the username and password will also be emailed separately to access Hora Finita.

Reviewing the registration as submitted by the PhD candidate

After the PhD candidate completes and submits the registration form, the Graduate school is requested to review the form's completeness. Upon this, the following scenarios are possible.

  1. The registration form is complete and approved to continue the process. Click on the 'Submit to DSC Office' button at the bottom of the page. The Doctoral Service Centre (team Admission DSC) will then receive an email with the request to assess the registration.
  2. The registration form has not been filled in correctly or is incomplete. Click on the 'Reject' button at the bottom of the page. Leave a comment and the PhD candidate will receive an email and a request to complete or modify the form where necessary.

Review of the registration form by the DSC Office (Admission DSC)

If the DSC Office assesses that any data is incorrect or missing, the application will be rejected. The Graduate school will be informed of this by email.

If the DSC Office approves the registration, an e-mail will be sent to the secretary of the Chair group requesting that the registration can be finalized by setting a PhD Start date. If the secretary of the Chair group rejects the registration, the Graduate school receives an e-mail with information about the rejection.

In consultation with the Graduate school, in case of unforeseen reasons, the start date may have to be changed in the project phase.