Step 1: Navigate to assessment page
Once the Registrar has submitted a date and time for the PhD defence ceremony, you will receive an email asking you to submit a proposal for the Doctoral Examination Board.
On your dashboard you will also find a new task 'Proposal Doctoral Examination Board for X'.
Click on the task 'Proposal Doctoral Examination Board'.
Step 2: Propose the members
You can easily copy the (co-)supervisor(s) and members of the manuscript committee into the table using the drop-down menu at the top right hand side of the table. Subsequently select "PhD Supervisors", "PhD co-supervisors" and "Manuscript Committee".
You can add the other members of the Doctoral Examination Board using the options below
Do not enter the chairperson : this will be done by your Faculty PhD coordinator.
Option 1: To add a person already known in Hora Finita
If you wish to add a person already known in Hora Finita, you can type their name in the 'person' column of the table. Once you have found the correct participant, select and click; this will automatically fill in all the necessary information.
If you want to remove a person from the table, press the red circle with a minus sign in it, it can be found in the rightmost row of the table.
Before you can enter a new person in the same place where the deleted person is, you must save and refresh the page via the second 'Save' button (See images below)
Option 2: To add a new person for Hora Finita
Enter external member: Look up the intended committee member under the heading 'person'.
If he/she is not recognized, please don't fill in the column "person" and fill out the other columns as completely as possible (at least last name, title, gender, email and affiliation: institute and external faculty). The column "person" will be filled in automatically after you click the button "Request approval for composition"
Step 3: Submit your proposal
You can add an explanation for each proposed member in the comments row of the table.
When you have added all the members to your proposal you can submit it by clicking on the 'Request approval for composition' button.
After this you will see the following pop-up:
If you click the 'OK' button, an approval process will be started. Following this an email will be sent to those people who need to approve the proposed members.