Information for Graduate Schools staff member

Reloading a manuscript without starting a new procedure : 

Note: If the manuscript already has motivational texts accompanying assessments: please save these in a separate document before making and saving any changes (!). This is because these motivational texts to the assessments must be added back later, otherwise they are really gone!

1. Pedel with GS combi role has the option to replace the old manuscript with the new one. Assuming the manuscript reviewers involved agree. (This request comes regularly. The procedure in HF is: reject manuscript and then resubmit. Rejecting a manuscript has too much of a negative connotation. We want to avoid that as much as possible. Therefore, we opt for replacing without rejecting).
2. Go to the relevant PhD trajectory.
   
3. First of all, turn off the mail function in the General tab. (Uncheck ‘mail enabled: mails are being sent’. Then not everyone will get mail about this. The mail messages to be sent can still be seen under the tab (below) E-mails.
   
4. At the conclusion of the change, do send a mail yourself, outside HF, because the procedure has been completed.
   
5. Important: Close each action with a click on the right save icon at the bottom of the page!
   
6. In the Manuscript page, you can delete the old version and upload the new version.
   
7. Then in the Assessment tab, you can set the reviewer's assessment to Approved. 
   
8. At the end, in the Assessment tab (at the bottom under Agreed), check whether the review has been set from Rejected to Approved.
   
9. And at the end of these actions check the mail function again (in the General tab).

Registation of a superrvisor: this procedure is through the graduate school.

The Hora Finita coordinator of a graduate school uses the aanvraagformulier Rollen & rechten Hora Finita (Roles & Permissions request form) located in Google Drive.

The form can be used to request or change roles and rights in Hora Finita for employees of graduate schools, promotion office and communication departments.

Coordinators of graduate schools, PhD degree registration office and communication departments who have rights to do so can find the request and change form in:

• Google Drive
• Shared Drives
• Hora Finita coördinatoren
• Aanvraagformulier rollen/rechten Hora Finita

Always inform Hora Finita-support, if during a PhD trajectory there are changes in:

• (co-)supervisors and/or
  
• the members of the assessment committee.

The changes below affect the (joint) approval of the manuscript:

• when (co-)supervisors and/or members of the Assessment Committee are removed
  
• when (co-)supervisors and/or members of the Assessment Committee are replaced
  
• addition of (co-)supervisors and/or members of the Assessment Committee.

Failure to communicate these changes may have consequences at the end of the process for:

• the (joint) approval of the manuscript
  
• and placing a tick in the PhD checklist.

Hora Finita support will have to contact the Hora Finita supplier in these cases to make the approval visible in Hora Finita.
Note Bene: So this actually involves 2 joint checkmarks:

• that of the (co-)supervisors (tab (co)-supervisors)
• that of the assessment committee (tab assessment)

Those are visible In both cases in tab PhD checklist.

The PhD degree registration office (promoveren rug.nl) manages all actions related to the doctoral bull (the certificate). So that is not what the graduate school does!

Please contact the graduate school about questions or certificates of courses, and other questions about the course registration system: gsms umcg.nl.

PhD students from FMS must apply on their own at https://horafinita.rug.nl/registratie/.

Note! This registration must be properly completed (confirm/save). Otherwise, students in Hora Finita keep the role of registrant and do not get the role of PhD candidate.

Pre-promotion changes will be managed by the PhD degree registration office: promoveren@rug.nl. 
After the promotion, changes will be managed by the department dissertations of the university library: dissertations@rug.nl.