General information:
Checkpoints are used to monitor and evaluate the progress of a PhD candidate's project. Periodic checkpoints are automatically created by Hora Finita after the PhD candidate's registration has been approved.
Only the first checkpoint (CP1 - TSP) will take place 3 months after a PhD candidate's contract starts. After this the deadlines of the follow-up checkpoints are dependent on the contract starting date, contract type and Faculty/Graduate school.
In order to suit their needs Faculties/Graduate Schools have different types of checkpoints depending on their work practices and preferences.
Checkpoint deadlines can only be altered by the Faculty Promotion Coordinator or the Graduate School Coordinator. It is important that you adhere to the checkpoint deadlines.
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.
Certain checkpoints have an accompanying result (go/maybe/no go) filled in by the PhD candidates supervisor. This result may go through an approval process which includes approval from the PhD candidate.
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
If you want to view the checkpoints of a specific PhD candidate's checkpoints, click on their tile on your dashboard.
This will take you to the PhD candidate's dashboard.
Here 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.
Bellow 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 contain information about which questionnaires they will receive and are expected to upload.
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:
Accompanying checkpoints are questionnaire that must be filled in, in order to pass the checkpoint. Questionnaires can be found in the checkpoint page to which they belong or under the 'Questionnaire' tab in the dashboard.
Reminders will be sent via email informing you about upcoming questionnaires that you 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 supervisor.
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 and can then be added to the checkpoint page.