Registration checklist for starting your PhD

Registration as a PhD candidate

It is important that all PhD candidates are registered with HR in time (3-4 weeks prior to starting date for PhD candidates with a Dutch nationality, minimal 3 months for PhD candidates with a non-Dutch nationality) so that formal access to the PhD program and submission of the TSP via Hora Finita can be arranged within three months.

In the registration process, the following types of PhD candidates are distinguished:

• Regular PhD candidate (“Onderzoeker in Opleiding (OIO)”)You can register a new regular PhD candidate through the appointment process in HR Self-Service (Request (new) agreement - PIL or PNIL).
• External PhD candidate
  An external PhD candidate must have a "with permission present" (MTA) contract. You can also register this PhD candidate through the appointment process in HR Self-Service (Request (new) agreement - PIL or PNIL). Please indicate in the 'comment HRO' whether this person is physically coming to NL yes or no. In the case of an MTA contract, full ICT account (Intranet + mail + workplace) must be chosen.
• Radboudumc employee starting a PhD trajectory
  An employee who is already employed at the Radboudumc and starts a PhD program (e.g., a medical specialist who starts a PhD project) can be registered by filling in for this person the requested data navigating via 'Mijn Radboudumc > e-HR (HR Zelfservice) > Contract > Haal contracten op > Promotiegegevens' (start and end date, expected PhD date, research institute). This can be done by the supervisor or the employee.

When a PhD candidate is registered in the above way, he/she will automatically receive a request to start filling in the registration in Hora Finita.

Also at the end of the PhD, each PhD candidate needs a contract to be able to finish the PhD process in Hora Finita. More information can be found in this PhD candidate timeline.

Additional questions

For additional questions about Hora Finita, please contact Hora Finita or one of the Graduate Schools (Radboudumc Graduate School or Donders Graduate School). Questions regarding contracts can be directed to your HR officer.

Hora Finita horafinita.ru.nl

Hora Finita is a software system used by the Radboud University and the Radboudumc to register and follow all PhD candidates and generate the necessary digital correspondence for thesis submission and graduation. Any researcher in a PhD project under the supervision of a Radboudumc professor must be registered in this system, including external PhD candidates.

Go directly to the Hora Finita system: horafinita.ru.nl (please use Chrome, Edge or Safari).

Instruction manuals for Hora Finita can be found here.

• Registration in Hora Finita

  New PhD candidates receive a number of emails at their Radboudumc email address:

  1. Welcome mail from the dean;
  2. An invitation from Hora Finita to complete the registration process in Hora Finita;
  3. Once registration is finished they also receive a welcome mail from the specific Graduate School with instructions for the introduction process.

  After receiving the invitation to complete registration in Hora Finita (e-mail 2), the PhD candidate follows the link provided in the email. The PhD candidate will need to upload his/her Master's certificate as part of the procedure.

  During the registration process, the PhD candidate selects the Graduate School. The Graduate School corresponds to the research institute of his/her daily supervisor.

• What happens next

  After the registration in Hora Finita, the PhD candidate receives a welcome mail from the chosen Graduate School. The email specifies the way to go to the first checkpoint in Hora Finita:

  • Introduction by the PhD Council. PhD candidate members of the PhD council will meet you in a small group of fellow PhD candidates that have just started to provide background information about the Radboudumc Graduate School PhD program and other PhD related affairs (peer-to-peer talk).
  • PhD introduction course by Graduate School. A two-day introduction course helps new PhD candidates to find their way and make the most of their PhD. The course consists of two parts: a general introduction for all researchers of Radboudumc (registration for this mandatory course via the Online Learning Environment) and a part only for PhD candidates of the chosen Graduate School. The course is given four times per year and PhD candidates are invited by their Graduate School.

• Help in Hora Finita

  Should you have any remaining questions about Hora Finita, please contact the Hora Finita mailbox.

Training and Supervision Plan (TSP)

Graduating within the agreed time-frame is not always as easy as it may sound. A clear training and supervision plan (TSP) is an essential tool for achieving this objective. Moreover, it forms a useful part of your annual appraisal meeting. Every PhD candidate should complete a TSP with his or her supervisor(s) and submit this to the relevant graduate school within three months of his/her research start date. This plan is regarded as a formal agreement between PhD candidate and supervisor. The plan is dynamic, being evaluated and updated at least annually either during the appraisal meeting with your supervisor(s) or via a checkpoint form.
 
The plan includes agreements made concerning your

• research project goals, preferably formulated as SMART
• competences and transferable skills to be improved
• any possible teaching agreements made for a Bachelor's or Master's programs.

Welcome!

The introduction for new employees consists of number of parts: digital preparation viewing eight videos, a mandatory on-site introduction day, and for PhD candidates and postdoc an additional target-group specific introduction organized by Graduate school and Postdoc & career office.

Digital preparation

Via the Onboarding Application Appical you will get access to a number of videos and information for new employees. You will be taken through the most important topics what we as Radboud university medical center (Radboudumc) stand for: our strategy, our vision, and especially the way we want to shape those things at Radboudumc every single day.

We want to inform the employees of our organization as best as possible when it comes to current and future developments. A lot of information and best practices can be found on the intranet. Thus, the films provide you with links to the relevant information about the topic at hand. Have fun watching the films. For translation adjust the settings in the video.

On site introduction

As a part of the general introduction day for the new research employees of the Radboudumc, on-site introduction is organized four times a year. The upcoming date can be found here.

Participation in this introduction day is mandatory. You need to enroll via the abovementioned link; in case you experience problems, please contact Postbus Introductiedagen Human Resources.

You will learn

The introduction day will give you an idea of what the Radboud university medical center stands for, how the research is organized, what the important issues to deal with as a researcher are, and how you can contribute.

Furthermore, an additional introduction specific for postdocs is organized by the Postdoc & career office, which will start the day after the General introduction for research personnel.

If you have questions, please contact Postdoc & career office.

Come meet your Graduate School

Every Graduate School organizes its own events for its PhD candidates, including an introduction course.

• Radboudumc introduction course for PhD candidates (link for this 'In the lead' course will follow soon)
• Donders introduction course for PhD candidates

Peer-to-peer talk

PhD candidate members of the Radboudumc PhD council will meet you in a small group of fellow PhD candidates  that have just started to provide background information about the Radboudumc Graduate School PhD program and other PhD related affairs. It is a great way to meet some of your colleagues and get handy tips for success!

You will receive an invitation from the Radboudumc Graduate School to participate in this meeting. For more information about the peer-to-peer welcome contact the Radboudumc Graduate School.

PhD mentor a quick guide

The mentor will support and guide you as well as stimulate you to critically look at and reflect upon your learning objectives and outcomes. In the context of your personal and scientific development, your mentor should discuss career progress with regard to your specific goals (research and education), ambitions and interests. Your mentor can advise you regarding your choices for elective subjects and where necessary offer feedback on research project results, conclusions and ideas. Confidentiality will be maintained at all times.

Also see institute specific information in the time line.

Specific for PhD candidates of the Radboudumc Graduate School

Tasks of the mentor

1. Read the Training and Supervision Plan (TSP) at the start of the project, and comment on it if necessary at the first meeting between the candidate and the mentor.
2. Have a meeting with the PhD candidate once a year to discuss the progress of the project, both in terms of scientific output, as well as training (competences and skills).
3. Be available throughout the year for independent advice.

Confidentiality will be maintained at all times.

Guidelines for PhD mentor meetings

Every year, the PhD candidate needs to arrange a progress meeting with his/her mentor. Progress and scientific output are discussed. The attendance of the PhD training program components will also be assessed.

Although the content of the meetings will depend on the candidate's needs, several subjects need to be discussed in the meetings. This will help the PhD candidate to make the right choices in his/her individual program.

Important questions during mentor meeting

1. Is your PhD progressing as you had expected?
2. How would you assess the interaction and communication between yourself and your (co)supervisor(s)?

In light of these two questions, the following example points may be raised

• Reflection on expectations from the PhD project and from the supervisor(s)
• Reflection on end-of-year assessment [jaargesprek] with supervisor
• Reflection on personal ambition & interests
  • Combination work and personal life
  • Future career plans
• Reflection on achievements in last year
• Reflection on personal strengths and weaknesses (knowledge gaps, specific interests)
  • Elective courses and workshops followed to date. Outcome & relevance e.g. in the light of improving weaknesses, technical expertise, future plans etc
• Reflection on Timeline for writing thesis: thesis chapter ideas > chapter titles > start writing.
• Foreseen difficulties