PhD trajectory milestones

The Graduate School tracks the progress of both its internal and external PhD students. At the level of the university, this is done using an online system called Hora Finita. The GSH keeps a grip on the PhD process with a number of milestones that determine whether the process can be continued.

Internal PhD candidates

The beginning: Introductory meeting with the GSH

Within two weeks of your employment, you receive an invitation to an introductory meeting with the GSH coordinator. The coordinator discusses the GSH activities and explains what is expected from you in regard to your Training and Supervision Plan (TSP). The GSH organises an Introduction Day for new PhD candidates in September.

Training and Supervision Plan

Within three months of starting your PhD project, you and your supervisory team must agree on and fill in a Training and Supervision Plan (TSP) (Opleidings- en Begeleidingsplan, OBP, in Dutch). This document formalises a number of agreements regarding research tasks, the supervision schedule, the types of courses you take as a PhD candidate, and – for most internal PhD candidates – your teaching duties or other academic services.

The TSP must be updated every year, based on past developments and the newly developed plans for the year to come. This is done during an annual appraisal interview (jaargesprek, in Dutch) between you and your supervisor(s).

During the project: Being assessed

About nine months into your project, you are invited to report on the progress of your PhD project. The GSH coordinator conducts this first assessment; the aim is to ensure that the project aims are clear, and to address any problems you may encounter in the process towards your next assessment.

During the project: Go/No go assessment

The go/no go assessment will take place around 14 months into your PhD project. In preparation for this assessment you create and deliver a portfolio containing all the documents that are relevant for your thesis. Based on this portfolio, your overall progress, and the feasibility of your project, the decision is made whether your contract will be extended to the full period.

Other assessments

For those doing an internal PhD project, regular assessments are held based on progress reports. In PTR, after 24 and 48 months, the GSH coordinator will assess your progress. At 36 months (or 30 months for those with a 3.5-year contract) this task is carried out by the research director (PTR). The Faculty of Arts has different assessments: with the GSH coordinator at 9, 19, 30, 42 and 48 months, with one of the research coordinator at 24 and 36 months.

Exit meeting

When your contract has expired, you will be invited for a final interview with the GSH coordinator to evaluate your project. Important parts of this evaluation are your time within the GSH. The state of affairs of your PhD project per end date will also be discussed as well as the support (if necessary) the faculty can offer to further the completion of your promotion.

External PhD students

There is no formal introduction meeting, but you are welcome to make an appointment with the GSH coordinator or attend the GSH introduction day.

During the project: Go/No go assessment

Within the first two years of your project you will have a go/no go assessment with the same officials mentioned above for internal PhD candidates. The assessment is conducted by the research director in the Faculty of PTR and by a research coordinator in the Faculty of Arts. In preparation for this assessment, you should create and deliver a portfolio containing all documents that are relevant for your thesis, including i.e. (draft versions of) chapters or articles, survey(s), and a detailed schedule for the remainder of your project. Based on this portfolio, your overall progress and the feasibility of your project, the decision is made whether you can remain an external PhD student.

Other assessments

During your PhD project you will be assessed annually based on a progress report you submit in January.