PhD Education Committee APH-VU/VUmc

The PhD Education Committee APH-VU/VUmc consists of two senior researchers (chair and secretary), two PhD candidates and the manager APH, who are responsible for reviewing the Training Plan (TP) that is designed by the PhD candidate and supervisors at the beginning of each PhD research project. This TP includes the mandatory and elective courses that the candidate must complete alongside the PhD research project for the amount of at least 30 ECs. The European Credit Transfer and Accumulation System (ECTS) is a standard for comparing the study attainment and performance of students of higher education across the European Union. In the Netherlands, 1 EC is equal to 28 hours of workload. The overall aim of the agreement is to ensure a course program that is tailored to the needs of the individual PhD candidate, research project requirements and the VU/VUmc and APH requirements.

You can contact the PhD Education Committee APH-VU/VUmc by using the general email address: phdcommittee@vumc.nl

Please find the PhD handbook at the bottom of this page.


Hora Finita

Hora Finita, the digital system to administer and track PhD trajectories, is live on the VU/VUmc Campus as from July 19th.

All information about PhD trajectories is now available online for those involved: PhD students, supervisors, dean and supporting staff. Many standard procedures have been automated and in time we will also be able to say goodbye to all paper files. Hora Finita has been implemented campus wide, but the work flow sometimes varies slightly per faculty.

Registration in Hora Finita

From now on, the registration of new PhD trajectories in Hora Finita must be initiated by the research institute (for VUmc PhD candidates) or faculty (for VU PhD candidates) where your project is primarily embedded. The support staff of your research institute/faculty are key users of Hora Finita. This means that the PhD candidate (with supervisor on cc) must report the trajectory to the key users (see contact details below) with the following information:

-initials, first and last name of PhD candidate
-e-mail address of PhD candidate 
-department and APH research program where project is embedded
-names and email addresses of all supervisors (specify promotor(s) and co-promotor(s))
-start date of the promotion trajectory
-whether PhD candidate is external

All internal and external supervisors will be linked to the PhD trajectory by the research institute when the PhD candidate is registered in Hora Finita. This will give them access to the PhD trajectory in Hora Finita.

Contact details

For APH-VUmc PhD candidates*:
Amsterdam UMC - Location VUmc:
-Your primary research institute: APH.Horafinita@vumc.nl

For APH-VU PhD candidates:
Science Faculty
:
-Faculty secretary: Maaike Croes
-Athena Institute: Ellen Hand-De Boo
-Health Sciences: Heleen Heijstee

Faculty of Behavioral and Movement sciences
Faculty secretariat
Graduate School FGB

* Procedures for APH-VUmc PhD candidates also apply to external APH PhD candidates and APH PhD candidates at GGZinGeest who both have a guest appointment at VUmc.

Please find the Flowchart HF registration (APH-VUmc PhD) at the bottom of this page.


Training Plan (TP)

The procedures on submitting and approving Training and Supervision Plan has changed as from November 1st 2018. In the former procedures, the Training and Supervision Plan was approved and signed offline by the PhD Education Committee APH-VU/VUmc. In the new procedures the Training and Supervision Plan, further called the Training Plan, will be submitted and approved digitally in Hora Finita. The new procedures can be found in more detail in the PhD Handbook APH-VU/VUmc (at the bottom of this page).

Following the initial registration in Hora Finita, the PhD candidate is requested to provide additional information and to upload both an official embedding letter provided by the APH Scientific Quality Committee and a Training Plan designed by the PhD candidate and his/her supervisors. A number of actors have to grant approval for the submitted information before the registration becomes an official PhD trajectory. As part of this ‘chain of approval’ the PhD Education Committee APH-VU/VUmc will in its turn assess the Training Plan against the educational (training) requirements as set by VU/VUmc and APH.

Once the PhD trajectory is official, the PhD candidate should specify the courses in the portfolio tab in Hora Finita, in order to be awarded an official certificate.


Because we are in a transition period between the old and new procedures, different procedures apply for PhD candidates. Please find your own situation in the table described below.

Is your PhD trajectory already registered in Hora Finita? Please proceed to part B. If your trajectory has not yet been registered, check which situation applies to you to determine which action is needed in order to get access to HF and to register your PhD trajectory.

A. Your PhD trajectory has not yet been registered in Hora Finita (HF)

Situation


A1.

I am an APH PhD candidate with an appointment at the Amsterdam UMC - location VUmc and I want to get access to HF and have my Training Plan approved.

Action


A1.

Please register in HF via the key-users of your research institute (as described above) in order to be admitted to an official PhD trajectory. Following the initial registration in HF, you will be asked to provide additional information and you must upload both your research embedding letter (provided by the APH SQC) and a filled out Training plan. The Training Plan will be assessed as part of the ‘chain of approval’ in HF. More details about this new procedure can be found in the PhD Handbook APH-VU/VUmc at the bottom of this page.

A2.

I am an APH PhD candidate with an appointment at the Vrije Universiteit and I want to get access to HF and have my Training Plan approved.

A2.

Please register in HF via the key-users of your own faculty (as described above) in order to be admitted to an official PhD trajectory. Having your Training Plan approved by the PhD Education Committee APH-VU/VUmc must still be done via offline signatures (old procedure). You can submit a request for this by email to phdcommittee@vumc.nl. Please note that this request must be accompanied with your research embedding letter (provided by the APH SQC). After the committee has approved your Training Plan offline you can upload it in HF.

A3.

I am an APH PhD candidate with an appointment at the Vrije Universiteit or Amsterdam UMC - location VUmc and my Training and Supervision Plan (TSP) is already signed and approved (old procedure), or currently under assessment by the PhD Education Committee APH-VU/VUmc.

A3.

Please register in HF via the key-users of your research institute (VUmc) or your own faculty (VU) (as described above) in order to be admitted to an official PhD trajectory. Following the initial registration in HF, you will be asked to provide additional information and you must upload both your signed and approved Training and Supervision Plan and your research embedding letter (provided by the APH SQC). If your TSP is only signed by the first (and second) supervisor, the new procedure fully applies to you. Your Training Plan will be assessed as part of the ‘chain of approval’ in HF. Please proceed to step A1 (VUmc) of step A2 (VU).

B. Your PhD trajectory has already been registered in Hora Finita (HF), which means you have access to your HF dashboard

Situation


B1.

I am an APH PhD candidate with an appointment at the Vrije Universiteit or Amsterdam UMC - location VUmc and my Training and Supervision Plan (TSP) is almost/currently under assessment by the PhD Education Committee APH-VU/VUmc.

Action


B1.

Once the PHD Education Committee APH-VU/VUmc has approved your Training and Supervision Plan, you must upload the document in your HF dashboard.

B2.

I am an APH PhD candidate with an appointment at the Vrije Universiteit or Amsterdam UMC - location VUmc and I am exempted from the 30 EC educational (training) requirements because my PhD trajectory started before April 1st 2015.

B2.

You will be exempted from the 30 EC educational (training) requirements at a later stage. Please ignore the 30 EC notification that appears in your HF dashboard for now.


APH-VU/VUmc PhD candidates Handbooks & Forms

PhD Handbook APH-VU/VUmc

APH Training Plan

Example APH Training Plan

Flowchart HF registration APH-VUmc PhD

Finish your PhD Handbook (EMGO)

The Finish your PhD Handbook is currently under construction and will be updated to the latest regulations and APH information.

Sample letter for approaching funding agencies