How to propose modification of the supervision team
As a graduate school employee, 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 manual describes how to submit a proposal for modification of the supervision team.
Note: submitting a proposal for modification of the supervision team is a task of the role 'Chair group secretary (leerstoelgroepmedewerker)'. The graduate school can provide support in case of absence or questions.
Where can I submit a change request?
1. Go to the PhD project
2. Go to the tab (Co)Supervisors
3. Click on Propose change of supervisors
The page Proposal opens.
With the button 'Copy current members' you first have to copy the current supervision team into the proposal. Skipping this step will delete all current team members!
4. Click on Copy current members
5. Adjust the supervision team. You can enter the name of a new team member underneath the column 'person'. You can delete the name of a team member by clicking on the red dustbin. If you want to indicate that a (co)promotor is the daily supervisor, check the box underneath the column d.s.
If you try to add a person that is not yet known in Hora Finita, the pop-up 'No results were found' will appear. Click on Add new person (popup) to add the person to Hora Finita. While entering the surname, Hora Finita will show the persons that are known underneath Possible duplicated persons. Please enter the full surname. If you find the right person in the search results, please select the person. If you cannot find the person, you will have to add the person manually. Click on Next.
Submitting the proposal
6. Check the rank and the affiliation
If you want to change the rank, go to the grey rank field of the person. Then left click with your mouse to grab the line, and drag the line to the right position.
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 and go back.
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 to review the proposal. After the first supervisor has approved the proposal, the proposal must 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 secretariat).
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.