To register PhD trajectories, track the progress, and monitor the quality of supervision, every PhD candidate at the Radboud University is included in Hora Finita, a web based system. For general information on Hora Finita, please see the Radboud University Hora Finita information and the manuals. Here we will explain the procedures that are specific for the Donders Graduate School.
Checkpoint system
Throughout the PhD trajectory all PhD candidates part of the Donders Graduate School (DGS) have annual checkpoints to discuss progress of the project. Please note that the checkpoints are not linked to the end date of your contract, but are scheduled based on fixed timepoints after the start of your project (3, 12, 24, 36, 45 months, and if necessary then yearly until manuscript submission). See details of each checkpoint below.
It is important to meet at least once a year to discuss the progress so far and the planning for the future with the entire supervision team to make sure the mutual expectations align. Not just about the scientific progress but also personal development, career plans, and evaluate the supervision. Towards the end the focus should shift towards wrapping up. More than two checkpoints missed is highly correlated with not finishing on time. From checkpoint 2 onwards, the PhD candidate is also asked to fill out a confidential questionnaire on their progress and supervision and these questionnaires are only read by the Graduate School Coordinator.
Checkpoint deadlines
In principal, deadlines for checkpoints are not extended, as we do want people to have the checkpoints on time. They are scheduled at fixed timepoints on purpose, independent of the duration of the PhD project. That also means that the checkpoint schedule does not need to be adjusted in case of contract extensions.
We are specifically strict for CP2. This has to be held within the first 12 month of the PhD, because for the majority of PhDs the outcome of the checkpoint has direct implications for a contract extension. In the few cases where the outcome is a Maybe or No-Go, the timing of the decision becomes even more important. If there is a Maybe, there has to be a period of 3 month to evaluate the progress and if there is a No-Go (directly, or after a Maybe), this decision has to be known at the very latest 3 month before the contract ends.
In case of special circumstances (e.g. maternity leave, long period of full-time clinical duties, extended sick leave), please contact the Graduate School Coordinator (dgcncoordinator [at] donders.ru.nl (dgcncoordinator[at]donders[dot]ru[dot]nl)) to discuss the best way forward with regard to the checkpoints. Especially in non-standard trajectories it is important to make sure that you are all on the same page regarding mutual expectations. After an absence there should always be a moment to get together with everyone to look at the status of the project and make good agreements on how to pick it up.
Submitting checkpoints in Hora Finita
We often do get questions on why checkpoints on the checklist are not ticked green, even though the checkpoint was completed. This is the case if the checkpoint has not been submitted (different from just saving it), see How do I complete a checkpoint? | HF - PhD candidate | Hora Finita (ru.nl). If it is submitted, but the checkmark is not green yet, this is because at least one of the supervisors has not yet approved it. The PhD candidate is able to see who has not approved the checkpoint yet and can ask the person in question to do so.
Checkpoint overview:
Checkpoint 1:
The first checkpoint meeting is scheduled around 3 months after the start of the project. This checkpoint is meant to discuss whether the PhD candidate has settled and to check whether the TSP has been submitted in Hora Finita.
Checkpoint 2:
1 year after the start of the PhD Project. This is an official evaluation meeting with an external advisor. Prolongation of the PhD contract is discussed, especially for the PhD candidates who have an 18 months + 30 months contract at the university (Faculty of Social Sciences, Faculty of Science etc).