When can I request my defence ceremony date? 

You will receive an email informing you that you are able to request a ceremony date once:

·         all your documents are in the system (e.g. master diploma-related, T&SP,
          qualifier, annual appraisal, T&SP element evidence, appointment of supervisor),

·         you have completed the 30ECs of doctoral education and your ECs have          
          been  approved by your supervisor and TGS and,

·         you have uploaded your manuscript and your supervisor has approved it.

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I want to fix a date for my PhD defence.  Why do I have to upload a manuscript to request a defence date? What if my manuscript isn’t ready yet?

To justify that you have made enough progress, the manuscript (or an advanced work-in-progress one) has to be uploaded in Hora Finita and approved by your supervisor before you can request a date.

N.B. If you choose to upload a work-in-progress manuscript, be aware that you do this at your own risk! It is your responsibility to coordinate things well with your supervisor.  You have to make sure that you upload the final manuscript into Hora Finita before your supervisor requests the approval of the graduation committee composition to the Dean.  Failing to do so means that the graduation committee will receive a work-in-progress version.

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I already filled in the title of my manuscript in Hora Finita but need to change it.

Request the title name change to horafinita@utwente.nl because you aren’t able to change it yourself.

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What is the maximum size for the manuscript file?

The maximum size is 200 mb.  If you need to reduce the size of the file, you can use this tool  https://smallpdf.com/nl/pdf-verkleinen

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I filled in the details of the defence committee members and requested the Dean’s approval. I now noticed I made some mistakes.

Inform the secretary of the Dean immediately. The secretary will reject your proposal so that it opens for you to edit it and resubmit it.  If the Dean has already approved the committee, contact CvP to make sure they reject the proposal so that it is open for you to edit it and resubmit it.

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I am a Phd and I want to know how my thesis will be sent to the committee members?

They will receive an email asking them to log into Hora Finita. Once logged in they will be able to download the thesis.

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PhD: When must the final thesis be uploaded?

The final thesis must be uploaded prior to requesting the approval of the Dean for the assessment committee composition.

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PhD: should the  whole thesis be uploaded at the moment I have requested a ceremony date in Hora Finita?

After your 30EC portfolio is approved, you will be asked to upload the manuscript.  At that point you may opt to upload a draft.  If you do, make sure to upload the final manuscript  before your supervisor requests the approval of the Dean for the committee composition. You are responsible to coordinate this with your supervisor. Failing to coordinate this means that the committee members might download a draft!

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I am a supervisor and would like to know where should I put the plagiarism check?

You are able to use SimCheck to perform a plagiarism check but you do not need to submit a plagiarism report.  You are only required to give a declaration. Note: SimCheck has replaced Ephorus and Urkund in October 2019. For more information please consult:

https://www.utwente.nl/en/educational-systems/about_the_applications/plagiarism-check/

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Supervisor:  how can I make changes to the committee member’s details (e.g. name, title, affiliation) when the assessment is already approved by the Dean   

You should contact the College van Promoties (promotiesut@utwente.nl) immediately to let them know which details need to be changed. 

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Supervisor: Why do I have to fill in the evaluation form as supervisor

At the end of November 2019, the Doctoral Board decided to make a change so that supervisors don’t have to fill in a formal assessment.  The developers will be working on these changes in the next weeks.  TGS will communicate when this change will be implemented in the system. Until the changes are made in Hora Finita, supervisors need to continue filling in the assessments. 

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Supervisor: When I fill in the names of the committee members, where can I write the titles and roles of external committee members

On the table, fill in the titles of the committee members in the column ‘comments’.  Do not do this on the column ‘title’ because this column applies only to UT staff. 

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Supervisor: How do I get the comments and (editorial/minor) suggestions for improvement to the manuscript from the assessment committee members?

The comments and (editorial/minor) suggestions written by assessment committee members are included in an email which both the PhD and the supervisor receive as soon as all the evaluations are in and the Dean concludes that the assessment is positive.

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Supervisor: Am I able to read the comments made by the assessment committee if there are some committee members who haven’t submitted their assessments yet?

Yes, you can go to the Assessments tab and click on the ‘view motivation statements’ link which appears under ‘2. Assessment Committee’.

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I am a committee member and I want to know if my comments and suggestions written in the box ‘Suggestions for the PhD/Supervisor’ are sent to them after all

the committee members have submitted their assessments and the Dean concludes that the assessment is positive.

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Committee Member: Where can I find the security code?

This will be emailed to the email address which the UT supervisor provided in Hora Finita.

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Committee member: Where can I find the final manuscript?

Hora Finita will send you an email asking you to log in. Once logged in you will be able to download the manuscript.

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I now see different manuscript assessment questions compared to the ones I saw listed a few days/weeks ago.

The assessment criteria listed in Hora Finita changed as of the 17th of January 2020.  You can refer to this file if you want to access the old assessment criteria.

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I see manuscript assessment motivations which don’t seem to relate to the criteria listed in Hora Finita.  How is that possible?

The assessment criteria listed in Hora Finita changed as of the 17th of January 2020.  You can refer to this file if you want to access the old assessment criteria.

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