Doctoral StudiesRegistration

Source: https://www.bio.uni-heidelberg.de/en/study-and-teaching/doctoralphd-studies/registration Parent: https://www.bio.uni-heidelberg.de/en/study-and-teaching/doctoralphd-studies

Doctoral Studies Registration

Please register with the Faculty of Biosciences no later than 6 weeks after the start of your PhD work. Before you register with the Faculty of Biosciences, make sure you have met the requirements (see 'Before you start').

For registration, you may submit all required documents by standard post, internal mail (= Hauspost) or directly in the blue letterbox at the main entrance of building INF 234 (or in the letterbox of the Faculty on the 2nd floor of INF 234). Please inform the Doctoral office accordingly by email.

Note: All signatures on the application must be original. Scans or copies of pages 1 to 6 of the application form and of the GSP form will not be accepted.

Please submit the following documents to the Doctoral Office:

• Application formfor admission as a PhD candidate ("Annahme als Doktorand/in"), including the original signatures of your Faculty supervisor (FGA), your reviewer (GGA) and, if applicable, your direct supervisor. Use the List of Examiners to check the status of your supervisors (FGA = Faculty supervisor,  GGA = supervisor from the list or “external” - see explanation on the list). Both supervisors also act as referees of your thesis and as examiners in your defense examination committee.
• Indication of the structured PhD program you will attend (you should be pre-approved) on the application form.
• Copy of your identity card or your passport.
• GSP (Good scientific practice) signed by you and your Faculty supervisor and, if differing, your direct supervisor. (The original of this form is required.)
• Epigeum - Research Integrity Certificate: This is a pilot project from the Faculty of Biosciences and the Graduate Academy of Heidelberg University. Prospective PhD students of the Faculty of Biosciences need to submit the course certificate, together with the registration ("Annahme als Doktorand/in"), to be eligible for acceptance by the Faculty of Biosciences. A mandatory prerequisite to participate in this course is the supervision confirmation of your Faculty Supervisor (FGA). (Contrary information regarding course registration on the Graduate Academy’s webpage does not apply to applicants of the Faculty of Biosciences.)\ DKFZ and EMBL candidates: DKFZ and EMBL conduct their own Epigeum training. Please contact your DKFZ PhD Program Office / EMBL Graduate Office.
• Abstract of your PhD project (printed in German or English, 1 page).
• University degrees: Two (2) regular copies of all of your university degrees - e.g. Bachelor of Science and Master of Science diploma, certificate and transcript(s) of records = BSc- und MSc-Urkunden, -Zeugnisse (mit Einzelleistungen) und Transcripte - plus the original documents for verification.\ By showing the originals and handing over the two regular copies, the standard copies can be certified in the Doctoral Office while you keep the originals. Please bring the two regular copies already along; they will not be made in the Doctoral Office.\ Official translations are required if your degrees have not been issued in English or German.\ Or alternatively: \ Two (2) officially certified copies of your university degrees, e.g. Bachelor of Science and Master of Science diploma, certificate and transcript(s) of records = BSc- und MSc-Urkunden, -Zeugnisse (mit Einzelleistungen) und Transcripte. These certified copies will be kept in the PhD office.\ Official translations are required if your degrees have not been issued in English or German.
• CV including information concerning your Master/Diploma-thesis (duration, title, number of pages).

• PhD students holding a university degree from abroad should add: Proof of German or English language skills (not necessary for native speakers): Check the Language Requirements.

• Doctoral Studies

• Contact & PhD Office
• Before You Start
• Registration
• Structured PhD Programs
• Thesis Submission
• Official PhD Celebration
• Information for supervisors

You can find all necessary forms on the right side.

Please note: The application form consists of three parts:

• Page 1 and 2: Application as a doctoral candidate ("Annahmeantrag") – has to be signed by yourself and both your supervisors (FGA and GGA) (original signatures are needed, no scans, copies or electronic signatures).
• Page 3 and 4: Doctoral Degree Agreement ("Promotionsvereinbarung") – has to be signed by yourself and your scientific supervisor (FGA and/or GGA) (original signatures are needed, no scans, copies or electronic signatures).

• Page 5 and 6: Declaration of compliance with export control regulations ("Exportkontrolle") – has to be signed by your scientific supervisor (original signature is needed, no scans, copies or electronic signatures).

• Application form

• List of Examiners
• GSP Document
• SOP Epigeum
• Language Requirements

Acceptance letter and matriculation

Once you have been accepted as doctoral candidate / PhD student by the Faculty of Biosciences, you will receive a confirmation letter ("Antrag auf Annahme als Doktorand/in", in German) to your workplace address. This letter is an important document that you should keep. Our international PhD students may find the English translation of this letter in the links to the right.

In addition, an acknowledgement for the student administration is enclosed ("Bestätigung für die Studierendenadministration"). You will need this confirmation for your matriculation. It is only valid for 6 months.

Note and check:

Only complete application documents for admission as a PhD candidate will be considered.

• Acceptance letter

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