General information:
Checkpoints are moments during the PhD program as determined by the Graduate School/Research Institute. They are used to monitor and evaluate the progress of the PhD project. The periodic checkpoint cycle is automatically created by Hora Finita when creating a trajectory, after registration approval.
Usually the first checkpoint CP1 coincides with submission of the TSP/OBP 3 months after the start date of the PhD program. This may vary by faculty/Graduate School.
Per faculty/Graduate School there are differences in measurement moments and measurement methods, and the VSNU type of the PhD student also affects the checkpoint rollout that Hora Finita accomplishes for a faculty/Graduate School.
Checkpoint deadlines can only be altered by the Faculty Promotion Coordinator or the Graduate School Coordinator.
An exit checkpoint is rolled out four years after the start date of the PhD project. This period of time differs per faculty/Graduate School and end date of the PhD project, etc.
The date of the exit checkpoint is automatically adjusted when the status of a PhD project changes to promoted or stopped; Hora Finita then assumes that an exit interview will take place, or that an exit questionnaire must be completed.
In order not to lose sight of the PhD student and/or to facilitate other types of processes, various checkpoint cycles are used.
To avoid losing sight of the PhD candidate's progress, checkpoints can also be used after the PhD contract has expired.
Some checkpoints are accompanied by a certain outcome, 'go'/'maybe'/'no go'. The outcome of a checkpoint is determined according to the outcome of an approval process.
Where can I find my PhD candidates checkpoints?
Option 1: My dashboard
On your dashboard you will find an overview of the upcoming checkpoints in the next three months. You can view a specific checkpoint by clicking on that checkpoint in your list.
If you want to view the checkpoints of a specific PhD candidate, click on their title on your dashboard.
This will take you to the PhD candidate's dashboard where you can view all upcoming checkpoints in the 'Upcoming checkpoints' section.
Click on a specific checkpoint to navigate to it's page.
Option 2: Checkpoints tab
You can also navigate to the overview of all planned checkpoints by:
- First clicking on the 'Progress' tab.
- Then clicking on the 'Checkpoints' tab.
You will see an overview of all the checkpoints belonging to all PhD candidates you are supervising. Search for the PhD candidate or the checkpoint using the search fields.
Click on a specific checkpoint to go to that checkpoint's page.
Reminder email:
Before the checkpoint takes place the PhD candidate will receive a reminder email about the upcoming checkpoint.
The email will also contain information about which questionnaires they will receive.
See example reminder email below:
Depending on the work practices of the Faculty/Graduate school a reminder email to upload an interview transcript following a checkpoint interview may be sent.
Questionnaires:
A checkpoint can be accompanied by a questionnaire that the PhD student must fill in to complete the checkpoint.
Questionnaires can be found on the checkpoint page to which they belong or under the 'Questionnaire' tab on the dashboard.
Reminders will be sent via email informing PhD students about upcoming questionnaires that they are required to fill in.
Questionnaires are sometimes marked as confidential meaning that only the Graduate School Coordinator/Faculty PhD coordinator can view them. Confidential questionnaires exists for both PhD candidates and PhD supervisors.
Interviews:
Alongside checkpoints Faculties/Graduate schools can require PhD candidates to schedule an interview with their PhD supervisors. After a date is set by the participants, it can be filled in on the checkpoint page.
These dates are agreed upon by participants outside of Hora Finita.
Attachments
Both PhD candidates and PhD supervisors can attach documents to a checkpoint.