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, #4/4). Please inform the Doctoral office accordingly by email.

Note: All signatures on the application form 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 check: Only complete application documents for admission as a PhD candidate will be considered.

Please submit the following documents to the Doctoral Office:

• Application form for 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 (page 1).
   
• 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: 
  A) General information 
  Degree Certificates/Diplomas (Urkunden) and Transcripts of Record (Zeugnisse) must always be shown or submitted as originals or as certified copies: 
  Proof of your academic degree in the form of your degree certificate/diploma (Urkunde) is a mandatory legal requirement for admission to the doctoral programme.
  Proof of your academic performance/achievements in the form of your transcript of records (Zeugnis) listing courses, grades and theses is necessary to determine your academic discipline.
  
  B) Submission of your university degrees and transcripts: 
  1) Two regular copies plus the original documents for verification of the title-conferring documents 
  a) your Master of Science DEGREE CERTIFICATE/DIPLOMA/URKUNDE and 
  b) your Bachelor of Science DEGREE CERTIFICATE/DIPLOMA/URKUNDE. 
  2) Two regular copies plus the original documents for verification of all individual university-level achievements you have completed 
  a) your Master of Science transcript of records/ZEUGNIS and 
  b) your Bachelor of Science transcript of records/ZEUGNIS.
  
  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. If you wish to have your documents certified at the Doctoral Office, please arrange an appointment by email in advance.
  Alternatively, you can hand in two (2) officially certified copies of all your university degrees, that is your Master of Science and your Bachelor of Science certificates/diplomas and transcripts of records = BSc- und MSc-Urkunden, -Zeugnisse (mit Einzelleistungen). These certified copies will be kept in the Doctoral Office. 
  If your transcripts or diploma supplements are not originals – that is, not provided by your universities as authenticated printouts, but rather only as scans or simple copies – then, please arrange for your universities to send these transcripts directly to the Doctoral Office, either as a scan via email or as originals by post. If you proceed in this manner, please inform the Doctoral Office in advance of the confirmation expected from another university. 
  Official translations are required in any case if your degrees have not been issued in English or German. 
  
  Note: These explanations apply to all degrees – such as the State Examination (Staatsexamen), Master of Engineering, Master in Science, etc.
   
• CV including information concerning your Master/Diploma-thesis (duration, title, number of pages). 
   
• Copy of your identity card or your passport.
   
• 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.
   

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).