PhD students and doctoral students

What can we do? What steps?

• Select PhD projects, PhD Projects
• Find the student
  
• In the General tab, go to the Organization and research section
  
• Make changes at faculty*, graduate school, institute, research school, program and/or program line.
  
• Click on Save. The new GS can now see the PhD trajectory and, if necessary, modify it further.

1. Firstly, create an additional external person: in the Persons tab, click the New button in the bottom left. Complete the fields as much as possible and click Save.
2. Link this external person to the old PhD trajectory as a PhD student (this overwrites the old, internal PhD student)
3. In users, change that external person to the role of supervisor.
4. Mail the supervisor and report that the completed PhD trajectory is now linked to an e-number; and that the supervisor role is now linked to the p-number. This should solve the problem and the supervisor should be able to access the trajectories linked to her/him.

See Trello RUG1936. Incidentally, as soon as someone is added as (co-)supervisor to a PhD trajectory, this person then automatically gets a promoter role; and he/she can then see the trajectories of his/her PhD students.

• PhD students sometimes interrupt their PhD trajectory (e.g. due to pregnancy) and are then temporarily out of service. The PhD trajectory then does not disappear from Hora Finita!
• So as soon as it is known that a PhD trajectory will be continued later, there are no consequences for HF.
• Possible solution for PhDs: apply to the Graduate School to create an OEP (with access to HF and Pure) for the period that the PhD is not employed by the RUG, and thus still have access to HF.
• If a PhD receives a different p-number when re-employed, HF support can merge both p-numbers.

Occasionally, a registrant accidentally cancels their own registration in Hora Finita. HF support can reinstate the registration. 

• 1. Look up the registration: it is 'handled', i.e. cancelled. So don't search in pending registrations!

• 2. In the promotion registration, click on the "status history" button and change the status to "pending".

• 3. Then click on the 'request additional information' button to send the registrant an e-mail that continues the registration process.