Affiliation

As soon as the affiliating window opens, an auto-generated reminder will be send to all affected students. In their personal account, they can now access the fully digital affiliation form. The affiliation form can contain any of your institutions relevant categories. Usually this would be the person or group the student wants to affiliate with. Available research groups or supervisors can be chosen from a list. In case of co-affiliation, more than one faculty member can be selected. Additional questions may be added. The form can be saved and submitted. By saving it, the students can revise it later on. After submission the content can not be changed anymore.

Submitting the form, the system sends an automated message to inform the chosen faculty. They receive an affiliation approval form in which they can check the given data of the student. If they choose to approve the affiliation, they can specify a project or task in the approval form which they want to assign the student to. Further details about the project/group, percentage paid, group size or start and end dates can be given. After submitting the approval form, the affiliation status of the student will be updated and an automated message sent. If they deny the affiliation request, the student will receive an automated notification as well.

Whereas only the student and affiliating faculty can see the affiliation form, all faculty can view affiliation approval status of all students. The admin can use a flag-option to observe students who have not filled the affiliation form yet. Bulk reminders can be send. If students fail to affiliate (in time), their contract might be terminated.

If students cannot meet the affiliation deadline, they can request an extension. Along with the affiliation form, an extra form for deadline extension can be added. This would usually contain a free text field to name reasons for the extension. When the student submits the form, the responsible person(s) will be notified automatically. They decide on the request and can either approve, deny or send back a question or feedback to the student to amend. Along with the status change the new deadline will be automatically updated for the student.

To change the affiliation at a later point of time, the approval of the Dean might be required. Students can fill a special request form to change their original affiliation and provide sufficient justification. The form can be digitally submitted and will be displayed to the Dean for approval. It can be rejected, conditionally approved with a feedback, or approved. The student will be informed as soon as the status change is initiated.