Qualifier and annual interviews | Planning of qualifier and annual interviews

When it's time to plan the qualifier or annual interview with your supervisor, you will receive an e-mail reminder from Hora Finita.

Please store this e-mail somewhere you can easily find it again because it's needed when confirming the interview has taken place.

Clicking on the link in this e-mail will take you to a screen in Hora Finita where you plan the date and upload the necessary files.

Prerequisites

A date you agreed upon by mutual agreement with your supervisor.
The qualifier report or annual interview form you received as an attachment to the notification e-mail. Make sure the mandatory sections are filled in.
Your T&SP, including possible necessary revisions as proposed by your promotor or the TGS director.
Your UT log_in information, i.e. the m-number (minus the last digit) and the password you use to log in to most other UT systems.

Please note: Only the fields mentioned below are required, you can ignore the rest.

Date Agreement

Screenshot of agreement in planning results interview

Set the date you agreed upon with your supervisor, in the format DD-MM-YYYY
Tick the checkbox "definitive date: participants have approved the date"

Participants

Screenshot of Hora Finita participants list

Check the names and roles of the pre-filled participants.
If any participants are missing, add them to the list.
The participant is an UT employee:
Type the first couple of characters of the name in the first column ("person"). A list of possible matches will appear for you to choose from.
The participant is external:
Leave the first column empty, but type the name of the participant in the third column ("free name") of the first empty row.
Make especially sure your promotor's role is set to "supervisor".

Please note: If you want to remove a participant from the list, click the icon at the end of the respective row. Clicking the icon in the first column ("person") will not remove the entry from the list.

Upload Qualifier Report / annual interview Form

Screenshot of Hora Finita file upload

In the field "attachment 1" click Browse and select the Qualifier report or annual interview form from your computer. Make sure the mandatory sections (for the qualifier, these are 1 and 2) are completely filled in.

To finalize the planning click the left "Save" button at the bottom left of the screen.

Additional steps

After having finished the planning in Hora Finita some additional steps are required:

E-mail the Qualifier report form or annual interview report to your promotor.
Make sure to send the T&SP and the Qualifier report / annual interview form to all participants ahead of the meeting, so they can prepare properly.

Next: Confirm the interview took place