Dear PhD candidate,
We are all affected by the corona virus (Covid-19) crisis, many of our daily routines are being disrupted, and this has a huge impact as illustrated in the speech of our Prime Minister.
To inform you on issues specifically for PhD’s, and also to check if there are any of you in need of personal assistance* (see bottom part of this message), we address the whole UT PhD community in this message.
First the regular activities for all PhD’s, depending on the stage where you are in:
- In case you just arrived and have to settle in: read the message at the bottom* and contact the relevant contacts mentioned for further directions (general questions: horafinita@utwente.nl).
- If you are scheduled for a TGS intake you will receive a recorded version with extra information in the accompanying message if necessary (questions: horafinita@utwente.nl).
- T&SP’s can be prepared online and uploaded in Hora Finita, and they and will be reviewed (turnaround time 1 week; questions: p.m.vandijk@utwente.nl)
- The TGS intro workshop of 2-3 April will be offered online, participants will be notified. Similarly the come-back session participants will be notified (questions: tgs@utwente.nl).
- In case you are scheduled for other courses/workshops/bootcamps you will be approached by the lecturer if that particular activity can be offered online (and how), or whether it will be rescheduled (questions: tgs@utwente.nl).
- Appointments for Qualifier exams and Annual Interviews can be held online or can be rescheduled with your supervisors, as you like. Reports of these meetings can be uploaded by the promotor or delegate in Hora Finita (questions: horafinita@utwente.nl).
- Document and 30 EC portfolio checks in order to request a graduation date can be asked via Hora Finita (questions documents: horafinita@utwente.nl). To avoid delays in the approval of the portfolio, make sure your T&SP elements’ information is complete and evidence is uploaded (questions portfolio: a.l.montoya@utwente.nl).
- Regarding PhD graduation dates, future dates can still be requested, although note that we do not know yet how long the special measures will be in effect (questions: promoties@utwente.nl).
- For planned PhD graduations in the coming time there are two options, as shown on the UT corona FAQ website and the TGS website (questions: pedel@utwente.nl):
Can scheduled PhD graduations continue, and how about persons who cannot travel?
Yes, scheduled PhD defenses can continue, but without any audience and in a fully digital manner. When a PhD defense is fully digital, all participants (including the PhD candidate, the chair, committee members and the promotors) connect through a video connection, they do not come to Twente University but join through their laptops or computers. There will be no public at all.
- The Doctorate Board gives the PhD candidates the choice to either (a) continue with the PhD graduation ceremony but in a fully digital way, or (b) postpone the ceremony and reschedule as soon as possible after we are free of COVID-19 measures.
- The Doctorate Board also decided to temporarily lift the requirement for signatures of committee members on the PhD diploma. These measures will be valid until recalled by the rector.
PhD candidates who are scheduled to defend the coming weeks will be individually contacted by the dean TGS (a.need@utwente.nl).
* Secondly for those in special need, or just arrived:
This part applies especially to foreign PhD’s, and/or those who have just started and are thus not yet familiar in Enschede or who have a language barrier or other potential pitfalls which might cause feelings of social isolation. Also, for those who might be well under way but experience isolation, obstacles, or any kind of anxiety about their situation:
- In case you have just arrived and are not yet scheduled for intake (under normal circumstances this is the first f2f meeting to familiarize convened by the TGS manager, Dr. Montoya), please contact us at: horafinita@utwente.nl and we will help you to find your way, connect you to your department, the P-NUT PhD platform, and address your other questions.
- In case you think that you, or people in your surroundings, need medical attention, please contact your GP (or contact the campus practitioner: https://campushuisarts.nl)
- In case you experience extra hardship in your research process and would like to talk about it, please contact: p.m.vandijk@utwente.nl
- In case you feel worry, anxiety, stress or pressure, concerning your stay here and/or your home situation, relatives and friends, you can contact the PhD counsellor: email: sacc@utwente.nl or tel: +31 (0)53 489 2035.
Be aware that there are several international student associations in case you want to link up to countrymates studying at UT to share your experiences and support each other. These associations, though also under restricted operations, may provide valuable contact via social media or otherwise. Also, check the liveblog of our university newspaper U-today.
Finally: go outside for a walk every day (preferably with friends, but on armlength distance!) and discover the Dutch spring season starting with flowers, birds and hopefully some more rays of sunshine.
We hope that our concerted effort to mitigate the impact of the virus, via the by now well-known prevention measures, and mental strength, will soon allow us to resume life as usual.
Keep safe and look after one another,
On behalf of TGS team, P-NUT, PhD counsellor,
Paul van Dijk
TGS director
