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Graduate School of Science

Supervisors and Secretary

If you are supervising one or more PhD candidates, or serve as a secretary on a Doctorate Committee, you will have to perform some administrative steps as part of the PhD procedure. This page provides information about the formalities during the PhD track, and their administration, for supervisors and the secretary of the Doctorate Committee.

LUCRIS GSM Help!

If you experience any difficulties using LUCRIS GSM and you cannot find an answer in the information on this page or frequently asked questions, you can visit the Graduate School Office for help during one of the walk-ins or a Q&A session:

  •  Walk-ins on Tuesdays (2PM-3PM) and Thursdays (10AM –11AM) in BS 0.22 of the Gorlaeus Bestuursgebouw.
  • Q&A session on Thursday November 29th (4PM-5PM) in DM 0.09 (route Gorlaeus).

You can also e-mail Margriet van Laere from the Graduate School Office at gsoffice@science.leidenuniv.nl

Please note: All 2018 defences will still follow the existing, paper, procedure.

PhD Regulations and administration (LUCRIS GSM)

Each succesful PhD candidate has to meet the requirements as described in the PhD Regulations. These regulations define the criteria for the dissertation manuscript, but also who is eligible to become a PhD candidate, and what your tasks as a supervisor are.

Some of the steps in the PhD process have to be registered for administrative purposes. We use LUCRIS Graduate School Management (GSM module) to register these steps. LUCRIS GSM supports various approvals (by the supervisor (promotor), dean, and secretary) that occur during the PhD track. Some documents, like the training- and supervision plan (OBP) must be uploaded to LUCRIS GSM by the PhD candidate and must be approved by the supervisor.

You can find a complete overview of the administrative steps in the Workflow LUCRIS GSM. The LUCRIS GSM manual for supervisors and secretary can be found in the menu to the right.

Should you have any questions, please contact Margriet van Laere at the Graduate School Office (GSOffice@science.leidenuniv.nl).

  • In order to be able to see your tasks as a supervisor or secretary, you will need to switch roles in LUCRIS GSM. You will automatically be signed in as a 'Researcher'. In order to see the GSM tasks, you will have to switch to 'Supervisor' or 'Secretary', depending on your role (see the LUCRIS GSM manual for more information).
  • Turn on automatic e-mail notifications in LUCRIS GSM. This way, you will receive e-mail notifications whenever there is a task that requires an action. You can do this by ticking the box 'Email' in Role > My Settings > Messaging Settings. You can find more detailed information in the LUCRIS GSM manual for supervisors. 

Why do I not receive e-mail notifications whenever there is an action for me to perform?

Whether or not you receive e-mail notifications depends on your messaging settings. If you do not receive e-mail notifications from LUCRIS GSM, it means that automatic e-mail notifications has not been turned on. In order to turn on e-mail notifications, please tick the box 'Email' in Role > My Settings > Messaging Settings. You can find more detailed information about the messaging settings in the LUCRIS GSM manual for supervisors (right-hand menu). 

Why can't I see my tasks as a supervisor or secretary in LUCRIS?

In order to be able to see your tasks as a supervisor or secretary, you will need to switch roles in LUCRIS (GSM). You will automatically be signed in as a 'Researcher'. In order to see the GSM tasks, you will have to switch to 'Supervisor' or 'Secretary', depending on your role (see the LUCRIS GSM manual for more information (right-hand menu)).

Can I assign my tasks to somebody else (assign a delegate)?

Unfortunately, this is not possible in LUCRIS GSM. This is different from LUCRIS PM (publication management) where this is a possibility. Due to the more sensitive nature of information in the LUCRIS GSM module, there is no option to delegate your tasks.

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