This manual provides information on reviewing and assessing training activities in Hora Finita, how to approve the portfolio and create a certificate for the PhD candidate.

The portfolio workflow: the PhD candidate enters individual training activities in Hora Finita. Once all training activities have been entered, the PhD candidate submits a request for the assessment of the portfolio. First, the primary supervisor is invited by email to approve the request, then the graduate school receives a request to assess all the individual training activities. Once the portfolio has been approved, the task ‘Portfolio approved’ on the PhD checklist is completed.

Note: We advise PhD candidates to contact the graduate school before they start registering their first training activities. This is because the requirements and conditions of a specific training activity may differ from one graduate school to another.

The assessment of individual training activities can take place during the PhD trajectory or after the PhD candidate considers that all training activities have been entered into Hora Finita and has submitted a request for assessment.

1. Go to the tab TSP and select Open portfolio or Portfolio items (Navigation menu) for the basic view of the registered training activities. We recommend using the “Report” function for a categorized overview with subtotals.

2. Above is an example of the Report. Select a record to open the training activity.

3. Review the entered details and adjust if necessary.
   - Select Approve if the activity meets the requirements. Approval does not trigger communication to the PhD candidate.
   - Select Reject if the activity does not meet the requirements. Use the Comment field to provide an explanation. The PhD candidate will receive an email.
   - The Save and go back button allows you to make minor adjustments and save the activity without entering an assessment.

4. If you want to approve multiple activities at once, use the basic view of the registered activities. At the bottom of the page, you will find the 'Approve selection' function.

Once all training activities have been entered, the PhD candidate will submit a request for assessment of the portfolio. First, the supervisor will approve this request. Next, the graduate school will be invited by email (Request to review portfolio) to assess all individual training activities. The link in the email will open a page with various sections, including the report. We recommend navigating to the TSP tab. This provides a better overview.

5. Open the “Report” function for a categorized overview with subtotals. Here you can modify the item, view any attachments and approve and/or reject each item individually. When changing an item, the report is updated automatically. As a result, changes to for example the category or credits are immediately visible.
   
6. Click Approve portfolio once the registered activities have been assessed and the portfolio can be approved. The PhD candidate will be informed of this by email. Once the portfolio has been approved, the item on the PhD checklist is also marked as completed.
   
7. Select Reject portfolio if the overall registration of training activities does not yet meet the requirements. The PhD candidate will receive an email regarding this rejection, which you can edit with further explanations.
   
   Note: The first supervisor must also give a new approval for the new request to assess the portfolio.
   
8. The final part of the portfolio is generating a certificate. Click Create certificate and, depending on your local settings, a Word document will open immediately or you will be given the option to save it first. Please take the following into account:
   - The document is stored in Hora Finita, tab Documents, and is only available to the graduate school.
   - The document can be edited as required.
   - The second page of the certificate with the overview of the ECs can be shared with the PhD candidate for the thesis booklet.