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Information for PhDs

Frequently asked questions

I want to plan the date and time of my PhD ceremony. How do I do that?

Please read the instruction in the manual for PhD ceremony slots v04.

In case of problems, please contact the promotion office:

  • phone 050 3635276
  • mail promoveren rug.nl
My data (name data, addresses, telephone numbers, gender, nationality etc) in Hora Finita is not correct. How can I correct this?

Your personal data is imported in Hora Finita from the Human Resource (HR) system. So, you need to contact the HR department of your research institute and ask them to correct your information.

UMCG: If you are a PhD student from the UMCG you can change the personal data yourself within InSite https://cms.umcg.nl/ personeel/insite/. This webpage can be accessed through the intranet page of the UMCG.

If you have questions about the registration please contact your graduate school. For questions about UMCG registration please contact the Graduate School of Medical Sciences.

My research institute and/or my program are incorrect. How can I change it?

To change the information about your research institute and/or your program please contact your graduate school.

I need to change my dissertation title page. Who should I contact?
  • If you need to change your dissertation title page before your PhD defence please contact promoveren rug.nl.
  • After the PhD defence please contact dissertations rug.nl.
I cannot save the pdf of the title page in Hora Finita. What should I do?

Make sure that the title page is no more than one page (A4).

I want to change my propositions. What should I do?
  1. Send a new document with amended propositions to horafinita rug.nl.
  2. Inform the supervisor and the Examination Board of these new propositions.

I have questions about the publication of my dissertation (number of copies, embargo, DOI, etc). Where can I find more information?

Information is available on aPublishing dissertations.

How do I get reimbursement for the costs for printing my dissertation?

As soon as the University Library has received both the digital and printed versions of the dissertation and the dissertation has been entered in Pure / is visible on the UG research portal, the PhD candidate will receive a confirmation email.

The email contains a link to the dissertation on the UG research portal and information on how to obtain a compensation for the printing costs. If applicable, the e-mail will contain a link to the application form for reimbursement in Hora Finita. The maximum reimbursement requested in this way is €750.

Payment is made by the FSSC, the RUG's financial department. The online application form asks for

  • a scan of the printer's invoice
  • proof of payment, e.g. a copy of a bank statement

After this the payment can be made; this usually takes about 3 weeks.

A number of Graduate Schools offer an additional compensation for printing costs. Please contact the graduate school of your faculty about this.

I have a question about my PhD certificate. Who should I contact?

Please contact the PhD degree registration office (Promotiebureau): promoveren rug.nl.

I have a question about the certificates of a course I took during my PhD (UMCG only). Who should I contact ?

Questions and changes for certificates of courses can be sent to the Graduate School of Medical Sciences (gsms umcg.nl).

I need to upload a digital copy in Hora Finita. What is the maximum size of a dissertation?

A digital copy of the thesis may be up to 500 MB in size.

I am at the end of PHD trajectory and can no longer log into my UMCG email. What should I do?

Procedure (re)starting PhD trajectory at UMCG/FMW

  1. At the start of a PhD trajectory, the UMCG/FMW PhD student is entered into the HR system PeopleSoft. The PhD student is given a P number (p123456) and can start registering in the PhD registration system Hora Finita.
  2. In addition to the P number, the PhD student is given a business email address (abcdef...@umcg.nl). This data is sent to the PhD student's private email address.
  3. The PhD student must then activate the account via: https://account.rug.nl/. A verification code is sent to the email address, or to the PhD student's phone number.
  4. If a PhD student is at the end of the PhD process, and no longer has access to the UMCG email address, a reset of the password must first be done: https://mijn.umcg.nl/mychart/passwordreset.asp
  5. After account re-activation, the MFA must be set up at: https://mfa.umcg.nl.
  6. Codes for MFA and requests for forgotten passwords go to the PhD student's UMCG business e-mail address.
  7. In case of problems and questions regarding this procudere, the student can contact ICT UMCG. Telephone: (+31) 50 361 1111.
I am at the end of my PhD track and I want to change my name details for on the degree. How do I do that?

At the end of the PhD programme, the PhD student receives an e-mail from the PhD office. With a link to Hora Finita, it is possible to change name details, nationality and birth name for on the bull. The PhD office will check these details using the passport.

change-name-nationality-bul

See also: Handleidingen Hora Finita

Publishing your dissertation

You may find more information for PhDs about publishing a dissertation, and the role of the library at Publishing Dissertations.

Last modified:02 December 2022 09.52 a.m.
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