Supervisors and co-supervisors

• The (co)promoters are added automatically. Can't we as UniAdmin!
• You can change the composition by logging in as 'university application administrator': rank order, and role.
• In the relevant PhD track, click on the Promotion Committee tab.
• Go to 2. Approved attendees ceremony. These attendees are added to the promotion committee after the registration is approved, or if a (co)supervisor is added to the track.

1. If assessments have not yet been given
Change from co-supervisor to second supervisor if no reviews have been given yet:

• Go to the relevant PhD trajectory and uncheck in the General tab (at the bottom) mails are sent.
• Select the (co)supervisor tab; delete the co-promoter by clicking on the prohibition sign and then right-clicking the green right arrow; in the next screen, choose delete and confirm again. At the bottom, click the right save button.
• Go to the (co)supervisor tab again and click on at Supervisors in the bar and enter the name of the new second supervisor. Select the appropriate person and click on 2 in the Rank column and click the right save button.
• Go to the General tab again and turn on Mails are being sent. Close with save!

Earlier, when entering new (co)promoters, we sometimes got orange triangles on the screen, which did not go away. Solve that by entering your own p-number, saving it and deleting it later. And also make sure the numbering in rank is in order!

2. If the assessments have already been given

Beforehand:
When entering the new supervisor role, the previous review of the manuscript gets lost, so it is important to save it first.

Next:

• Open the review of modified reviewer (at the bottom of the (co)supervisors tab), see screenshot.
• Copy the assessment so that you can fill it in again later, see screenshot.
  
• Next, you can delete the former assessor as a co-supervisor and add him/her as a supervisor. Removing is done by clicking on the red 'stop sign'. See screenshot.
  
• After saving, you will be asked whether you want to send the 2nd supervisor a request for assessment. Uncheck the name of the reviewer and click 'save' to not send an e-mail.
  
• Then go to the PhD trajectory again, tab (co-)supervisors and scroll to 'Individual manuscript reviews by supervisor(s).' Click on the new, 2nd supervisor and enter the review you saved earlier there.
  

Sample case RUG1805. Actions:

• the motivation accompanying the assessment has been completed
  
• under quality it has been ticked that she has done excellent work
  
• it has been ticked that cum laude procedure can be started
• including motivation.

First the "Mails are sent"-button was turned off and then the Send button was pressed. The other assessors had already received a mail from HF.

The individual assessments are not updated until the promotion request is made. So the fact that the person is not visible in the individual assessments is not a problem here.

As soon as the next step in the process is taken, the individual assessment will become visible.

The Hora Finita supplier reports that it is not desirable to organise this earlier because of the load on the HF system.

During a trajectory, it is possible to remove or add a supervisor or (co)supervisor. The composition of the PhD committee can always change, for whatever reason.

• Access from the promotordashboard: If you remove the (co-)supervisor from the track, the consequence is that he/she no longer has access to this track from the promotordashboard. If you want the (co)promoter to still have this access, it is better to leave him/her in.
• Manuscript approval: Another consequence of removing a (co-)supervisor is that the approval of the manuscript given by this (co-)supervisor disappears. In itself, this is of course not a problem: as long as the approvals of the (co)promoters who are still active remain, the process will not get stuck. The only thing is that you lose a piece of information (the assessment of this (co)supervisor) that you might want to keep.
  

Sometimes (co)supervisor continue to receive mail while no longer involved in a trajectory.
Go to the track the former (co)supervisor was associated with.

1. Click on the Interviews tab.
   
2. In the Conversations tab, look in the pending conversations at participants, and delete the former promoter, and save. After that, the former promoter should no longer receive new messages.
   
3. In previous conversations (when the promoter was still involved), the promoter remains.
   
4. The GS combination role has sufficient rights to carry this out on behalf of the promoter. Sometimes HF support is asked to do this on their behalf.
   

Important for Graduate Schools: administer which people leave a trajectory during a trajectory!

Important for HF-support:

• Tab (co)promoters: remove (co)promoter from a track
  
• Tab conversations: remove (co)promoter from the moment the (co)promoter stops the trajectory.

It is not enough to to add a supervisor or co-supervisor to the (co)supervisors tab.

• Add the new (co)supervisor to the (co)supervisors tab and save.
• At the bottom of the screen, go to Interviews.
  
• Add the new (co)supervisor to the interviews that are yet to take place.
  
• Close with Save.

• GS combination role
  
• role for 1st and 2nd supervisor and co-supervisor
  
• NOT : roles for other members of supervisory team, e.g. daily supervisor

Explanation:

• A promoter is always a professor who is supervisor in a PhD programme. Normally this is one.
  
• Co-supervisor(s) are PhD supervisors with an appointment at RUG, or other university.
• Other other supervision team members: supervisors who do not belong in the previous 2 categories. For example working in industry.

See contact in Verint Agent: 531902. Search with #!

If the emeritus professor still has a university appointment (or hospitality appointment), he or she may be co-supervisor.

This is also allowed if the emeritus professor no longer has a university appointment, but there is a supervisor or other co-supervisor besides the first promoter who does have a university appointment. A prerequisite is always that the co-supervisor is still academically active and expert in the field concerned (in the opinion of the first supervisor).

See Art. 3.2 of the new doctoral regulations (2024; Dutch only).