Doctorate (PhD/EngD monitoring system)

This section displays all actions: open, upcoming, and completed. Once completed, the action moves to the Completed tab.

What you need to do

• Regularly log in to Doctorate to complete required actions and meet deadlines.
• Complete each open action before the deadline.
• Upload files or provide digital signatures when requested.
• You can view upcoming actions in the Upcoming tab.

This section contains four intake actions to be completed in the first weeks.

What you need to do

• Register for the TGS Intake briefing. When registered, you will receive an email reminder approximately one week before the intake briefing session.
• Add your promotor under Supervisory Team.
• Confirm your agreement with the Netherlands Code of Conduct for Research Integrity under Academic Integrity.
• Add your project title and project summary under Project details.
• Complete the actions and meet the deadlines communicated to you by email.

In this section you document your training plan and supervision agreements, and upload evidence of completed training activities.

What you need to do

• Upload your T&SP within three months of starting; it is recommended to do this after the intake briefing.
• Meet with your supervisory team to discuss mutual expectations; record the resulting agreements in the T&SP.
• Update your T&SP when needed.
• Upload evidence of completed training activities.
• Complete the actions and meet the deadlines communicated to you by email.

For more information on the T&SP: see PhD education programme 

This section covers the formal assessment meetings during your PhD.

Qualifier (month 6–9)

What you need to do

Schedule the qualifier meeting together with the supervisory team and an independent UT member with ius promovendi.

• Upload your progress report at least one week before the qualifier meeting. The progress report must include results achieved, the research plan for the remaining time, and an (updated) time planning.
• Prepare your presentation of the initial research results, the research proposal, and the planning for the remaining time.
• Complete the actions and meet the deadlines communicated to you by email.

Annual or Progress Interviews

What you need to do

• Schedule the meeting together with the supervisory team (from the third annual progress interview onwards also with an independent UT member with ius promovendi).
• Upload your progress report (results and updated time planning) at least one week before the meeting.
• Complete the actions and meet the deadlines communicated to you by email.

This section contains all graduation actions, both before and after assessment by the manuscript committee.

What you need to do

Before assessment by the manuscript committee

• Upload your draft doctoral thesis for approval by the promotor.
• Upload your author’s declaration and research data management for the manuscript committee.
• Request a date and time for your defence.

After approval by the manuscript committee

• Check your personal details; these will be used on your diploma.
• Submit your propositions (if any) for approval by the promotor.
• Request an ISBN and DOI.
• Submit the title page for approval; printing of the final doctoral thesis is only allowed after this approval.
• Submit your final doctoral thesis to the university library.
• Submit the information required for the public announcement of the defence.
• Complete the actions and meet the deadlines communicated to you by email.

All required actions must be executed in accordance with the Doctoral Regulations.

6. Support

This section contains relevant resources and contacts.

What you will find

• Contact details for the Support Office Twente Graduate School.
• Links to the Doctoral Regulations.
• Links to the Charter for Doctoral Candidates.
• Practical information and guidance relevant to your PhD trajectory.

If you have questions, please contact the Twente Graduate School.

This section displays all actions: open, upcoming, and completed. Once completed, the action moves to the Completed tab.

What you need to do:

• Regularly log in to Doctorate to complete required actions and meet deadlines.
• Complete each open action before the deadline.
• Upload files or provide digital signatures when requested.
• You can view upcoming actions in the Upcoming tab.

This section contains four intake actions to be completed in the first weeks.

What you need to do

• Register for the TGS Intake briefing. When registered, you will receive an email reminder approximately one week before the intake briefing session.
• Add your scientific supervisor under Supervisory Team.
• Confirm your agreement with the Netherlands Code of Conduct for Research Integrity under Academic Integrity.
• Add your project title and project summary under Project details.
• Complete the actions and meet the deadlines communicated to you by email.

In this section you document your training plan and supervision agreements, and upload evidence of completed training activities.

What you need to do

• Upload your T&SP within three months of starting; it is recommended to do this after the intake briefing.
• Meet with your supervisory team to discuss mutual expectations; record the resulting agreements in the T&SP.
• Update your T&SP when needed.
• Upload evidence of completed training activities.
• Complete the actions and meet the deadlines communicated to you by email.

This section covers the formal assessment meetings during your EngD.

Qualifier (month 6–9)

What you need to do

Schedule the qualifier meeting, together with the supervisory team, one independent EngD programme director, and at least one scientific staff member with ius promovendi.

• Upload your progress report at least one week before the qualifier meeting. The progress report must include results achieved, the research plan for the remaining time, and an (updated) time planning.
• Prepare your presentation of the initial research results, the research proposal, and the planning for the remaining time.
• Complete the actions and meet the deadlines communicated to you by email.

Annual or Progress Interviews

What you need to do

• Schedule the meeting together with the supervisory team.
• Upload your progress report (results and updated time planning) at least one week before the meeting.
• Complete the actions and meet the deadlines communicated to you by email.

What you need to do

At least 6 weeks before the intended defence date:

• Upload the titel and a digital version of the draft thesis.
• Upload the written statement by the scientific supervisor stating that the draft thesis is approved and free of plagiarism
• Upload the list of assessment committee members 

Please see the video below to see a brief explanation of the PhD/EngD role within the system.

Doctorate is the platform used to monitor and manage all steps of the trajectories of your PhDs and EngD candidates. Whenever an action is required from you, you will automatically receive an email notification. You will also receive weekly emails with outstanding actions.

Here you can:

• Access the dossier of your EngD and PhD candidates.
• Perform all required actions.

Important:

Navigation menu:

• The navigation menu is always shown on the left side of the screen.
• It provides access to your tasks, candidate overviews, and general information such as the doctoral regulations and the charter for doctoral candidates.

Pearl chain progress

• A green circle with a check mark shows that the action has been completed.
• An empty circle shows that the action is still open; clicking it reveals which actor must perform the task.
• A green circle with a check mark on the far right shows that all actions in the section have been completed.

The use of icons

• Eye – Clicking the eye icon allows you to view information already entered.
• Pencil – Clicking the pencil icon allows you to enter or edit information in a section. Clicking opens a form where data can be filled in or uploaded. If others have already entered data, you can view it here.
• Plus – Clicking the plus icon allows you to add people.

The dashboard is the landing page. It displays all tiles with actions that require your assessment or approval. Dark‑blue tiles show the actions you must complete in your role as promotor. Light‑blue tiles show actions you perform in other roles, for example as an independent member of the qualifier committee or as a member of the manuscript committee.

On the dashboard, each tile shows a type of required action, such as accepting a promotor role, setting up a manuscript committee, or organizing a progress meeting. One tile is active at a time. You can open it with the button below the tile. Under this button, you see the PhD and EngD candidates for whom the action is required. The label PhD is shown in dark blue, while the label EngD is shown in light blue.

Here you can:

• Complete all required actions.

Important:
You will automatically receive an email whenever a new action requires your attention. In addition, you will receive weekly reminder emails about outstanding actions.

My PhD candidates provides an overview of all PhD candidates. The overview has three tabs: All projects, which shows all projects where you are involved as promotor or copromotor; My projects as promotor, which lists the candidates for whom you are promotor; and My projects as copromotor, which lists the candidates for whom you are copromotor.

The overview shows tiles for each PhD candidate. Each tile displays the candidate’s name and photo, the duration of the project in months up to today, and the number of EC in training activities already completed. Clicking a tile opens the candidate’s dossier.

Here you can:

• See an overview of all active PhD projects.
• Click on a candidate tile in the PhD overview to open the candidate’s dossier.

My EngD candidates provides an overview of all EngD candidates. The overview has three tabs: All projects, which shows all projects where you are involved as scientific supervisor or supervisory team member; My projects as scientific supervisor, which lists the candidates for whom you are scientific supervisor; and My projects as supervisory team member, which lists the candidates for whom you are supervisory team member.

The overview shows tiles for each EngD candidate. Each tile displays the candidate's name and photo, the duration of the project in months up to today, and the number of EC in training activities already completed. Clicking a tile opens the candidate's dossier.

Here you can see:

• An overview of all active EngD projects.
• Clicking a candidate tile in the EngD overview opens the candidate’s dossier.
• The dossier has five tabs: Details and intake, Training and supervision plan, Progress meetings, Graduation, and Comments.

Important:

• Tabs that are not yet available because earlier phases of the doctoral trajectory have not yet been completed appear in light grey, with a note indicating which actions must be completed before the tab becomes available.