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.
Generally the first checkpoint (CP1 - TSP) will take place 3 months after a PhD candidate's starts. After this the deadlines of the follow-up checkpoints depend on the contract starting date, contract type and Faculty/Graduate School.
There are different checkpoint types depending on the 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.
Checkpoints can also be used after the PhD contract has expired, to avoid losing sight of the PhD candidate's progress.
Certain checkpoints have an accompanying result (go/maybe/no go) filled in by the PhD candidate's supervisor. This result must go through an approval process which includes approval from the PhD candidate.
Where can I find checkpoints?
You can 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. Search for the PhD candidate or the checkpoint you are looking for using the search fields. Click on a specific checkpoint to go to that checkpoint's page.
A month before the checkpoint deadline PhD candidates will receive a reminder email notifying them of the upcoming checkpoint. This 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 may also be sent to upload a report of the interview transcript following a checkpoint interview.
Accompanying checkpoints is a questionnaire that the PhD candidate must fill in in order to complete the checkpoint. Questionnaires can be found in the checkpoint page to which they belong or under the 'Questionnaire' tab in the dashboard.
PhD candidates will receive an email informing them about upcoming questionnaires that they are required to fill in.
Questionnaires are sometimes marked as confidential meaning that only the Graduate school coordinator can view them. Confidential questionnaires exists for both PhD candidates and PhD supervisor.
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.
Both PhD candidates and PhD supervisors can attach documents to a checkpoint such as a TSP.