Go/no-go meeting

The go/no-go meeting and decision vary across institutions and among different types of PhD candidates. A no go should never be a surprise, meaning that progress should be discussed regularly so PhD candidates have time to improve. If you are employed and have any questions about the go/no-go meeting or decision, please contact your institution’s HR department.

Employed Utrecht University PhD candidates

The initial contract is for 18 months, followed by an extension for the remaining part of the PhD track if progress is satisfactory. The go/no-go meeting should occur well before the initial contract ends, allowing time for improvement if necessary. We recommend that you initiate an informal meeting at six months to discuss progress and document any agreements made. In most cases, the go/no-go meeting is held during the first Annual PhD Progress Meeting (after 12 months). If needed, this can be a provisional decision with a final decision at 15 months.

Employed UMC Utrecht PhD candidates

The go/no-go moment should take place during the first Annual PhD Progress Meeting. The initial UMC contract covers the entire PhD period. Therefore, a no-go decision is a strong advice to the PhD candidate that successfully completing the PhD is not considered feasible. It is equivalent to an insufficient assessment under the assessment policy, which should not come as a surprise since progress and performance discussions are held throughout the year. If agreed upon, a settlement agreement can be arranged with the assistance of HR, outlining terms for (financial) support in finding other employment and recording that contract termination is non-culpable for unemployment benefits. If you disagree with a no-go decision, it is equivalent to receiving a failing grade as an employee of UMC Utrecht. You must develop a plan with your supervisor outlining the required improvements, what is needed (e.g., training, coaching), the timeframe, and plan regular evaluations. The goal is to get back on track to complete the PhD. If subsequent evaluations remain unsatisfactory, you can choose to stop and draw up a settlement agreement, or the supervisor may seek contract termination through the court.

PhD candidates with scholarship, externally funded or external PhD candidates

Incorporate the go/no-go meeting into the first Annual PhD Progress Meeting. We recommend that you initiate an informal meeting at six months to discuss progress and document any agreements made. This allows time for improvement if necessary. If needed, the go/no-go during the first Annual PhD Progress Meeting can be a provisional decision with a final decision at 15 months.