How to propose modification of supervisor team
As a graduate school, you can submit a change request to adjust the supervision team. This request must then be approved by the first supervisor, the PhD candidate and Doctoral Service Centre. This article will guide you through this process.
Note: Changing the supervision team is a responsibility of the role 'Leerstoelgroepmedewerker' (chair group secretary). The graduate school can provide support in case of absence or questions.
Where can I submit a change request?
1. Go to PhD projects overview page > go to the PhD project for which you want to propose modification
2. Go to the tab (Co)Supervisors
3. Click on Propose change of supervisors
On the following page 'Proposal members supervisor team' you can propose new supervisors, co-supervisors and other team members. You can also add a comment about your proposal and see which actors are involved in the approval process.
Changing the supervision team
With the 'Copy current members' button you can copy the current supervisors into this proposal. Skipping this step will delete the entire current situation!
4. Click on Copy current members
5. Adjust the supervision team
It could be that a person you're trying to add, does not exist in Hora Finita yet. In that case, add a new person via the pop-up 'Add new person'.
Submitting the proposal
6. Check the ranking and affiliation
You can adjust the ranking by using the arrows that appear when you move your mouse cursor in the column 'rank'.
We recommend adding a note to the Commentary field to inform involved parties about this change request.
The Approval field displays who is part of the approval process.
If you want to submit the proposal another time and save a draft, click on Save.
7. If you are ready, click on Submit proposal.
What happens after I propose a modification of the supervision team?
After the change request is submitted, the first supervisor will receive an email as the first actor in the approval process to review the proposal.
The change proposal must then 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 research school and the chair group).
How to proceed 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 must revise the request based on the motivation. The proposer will be informed via email. Click on the link in the email that you received.
