FAQ about fellowships for individual doctoral training in the LGF-Programme

  

On this page we have compiled the most frequently asked questions about individual doctoral fellowships within the LGF-Programme (Landesgraduiertenförderung). Please read this page before applying for a fellowship. Clicking a question below will take you directly to the answer. If your question is not addressed here, please contact the Graduate Academy.

 

General Questions

Questions About the Evaluation Reports

Questions About the Formal Application Prerequisites

Questions About the Application Documents

Questions About Secondary Employment

Other Questions

 


 

General Questions

By which date must I submit my application?

New applications and applications for the extension must be submitted by 30 April (midnight) by using the online application process. This is also the deadline for the evaluation reports; therefore, please make sure to request the reports from your evaluators in plenty of time.

Exceptions:
Application periods for the Zentralinstitut für Kunstgeschichte, München (ZI) and the Kunsthistorische Institut, Florenz (KHI) are announced separately.  


 

Has the Graduate Academy received my complete application?

Your application has been submitted in full if you:

  • filled out and submitted the online application form,
  • uploaded your PDF with all five necessary attachments (see call for applications),
  • and finally, after submission, received a notice in your browser confirming that your application was received.

Please remember that the evaluation reports must be submitted by the professors you have selected directly to the Graduate Academy. Therefore, you should contact two professors (for a new application) or your doctoral supervisor (for an application for a fellowship extension) in plenty of time to request the necessary reports.

Please note that if your evaluation reports are not received by the application deadline, your application will not be considered, even if all other documents are complete. There is more information about the evaluation reports below.


 

Can I fill out the application form if I do not have all five attachments ready?

Yes. You can submit the five attachments (as one PDF file) until the end of the application period under the provided link by entering your LGFG identification number or your email address. Please note that if you upload your documents more than once, only the latest version of your application documents will be considered.

Applications with an incomplete PDF will not be considered.

Exception: It is possible to submit a temporary degree certificate if you have not yet received your final university diploma or degree certificate which qualifies you for doctoral training. Please apply for the temporary certificate ahead of time from your faculty.
Please note that you must also submit the official letter of admission as a doctoral student from a faculty at Heidelberg University with your application.


 

Questions About the Evaluation Reports

Who can write my reports?

The reports can be written by any professor worldwide. Please note that they should be university professors as defined by § 44 (1) Nr. 1, LHG Baden-Württemberg. As a rule these are professors, junior professors, junior group leaders, or lecturers with a Habilitation or equivalent qualification. The evaluator should know the applicant personally and should be familiar with his or her academic performance and abilities. In many cases, the doctoral supervisor submits one report. It is not possible for the Graduate Academy to provide assistance in the search for evaluators.

For a new application you will need two evaluation reports. These must be received by the Graduate Academy by the application deadline. Please contact your potential evaluators in plenty of time.

For an application for a fellowship extension (first or second extension) you will need one evaluation report. The report must be received by the Graduate Academy by the application deadline. Please contact your evaluator in plenty of time.

Please make sure to give your evaluator(s) your LGFG identification number or, if you do not yet have an LGFG identification number, your personal email address. In this way, you will be notified as soon as we have received an evaluation report. Please check with your evaluator(s) if you have not received two (for new applications) or one (for extensions) such notification(s) by email before the application deadline.


 

Is there a form for the evaluation report and where do I find it?

Yes. The PDF form for the evaluation report is on the Graduate Academy web site. After the form has been filled out and saved, the evaluator can upload it via the same web site.

Please make sure to give your evaluator(s) your LGFG identification number or, if you do not yet have an LGFG identification number, your personal email address. In this way, you will be notified as soon as we have received an evaluation report. Please check with your evaluator(s) if you have not received two (for new applications) or one (for extensions) such notification(s) by email before the application deadline.


 

How do I find out if all necessary evaluation reports have been submitted?

Please make sure to give your evaluator(s) your LGFG identification number or, if you do not yet have an LGFG identification number, your personal email address. In this way, you will be notified as soon as we have received an evaluation report. Please check with your evaluator(s) if you have not received two (for new applications) or one (for extensions) such notification(s) by email before the application deadline.


 

Questions About the Formal Application Prerequisites

Can I apply for a fellowship if I have not yet been officially admitted to my faculty as a doctoral student?

You must have been admitted as a doctoral student to your faculty or at least applied for admission by the application deadline in order to apply for a LGFG fellowship. If you have not yet received your official letter of admission from the faculty, please contact the LGF representative in your faculty in order to find out whether it is possible for you to submit a confirmation that you have already applied for admission.

Applications submitted without the official letter of admission or a confirmation of application will not be considered.


 

What is a university degree that qualifies the holder for doctoral training?

A university degree that qualifies the holder for doctoral training is an academic degree that entitles a student to pursue a doctoral degree. In Germany this would usually be a Diplom, Magister or master’s degree.


 

I received my university degree qualifying me to pursue doctoral training outside of Germany. May I apply with this degree?

Yes. On the application form, please select "außerhalb Deutschlands” (degree from a university outside Germany) in the field "qualifying degree“ .


 

I am writing my doctoral thesis as part of my studies while still in medical school. May I apply for a fellowship?

No. To apply for a LGF fellowship, you need a successfully completed university degree.



 

Questions About the Application Documents

I would like to apply but can not submit my university degree certificates because I have just finished my degree. What can I do?

In this case, please apply for a temporary degree certificate. The temporary certificate must state that the degree has been successfully completed and must give the grades received.

Please note that you must also submit the official letter of admission as a doctoral student from a faculty at Heidelberg University with your application.


 

Can I make changes to my application documents after I have submitted them?

Yes. You can submit the five attachments (as one PDF file) until the end of the application period under the provided link by entering your LGFG identification number or your email address. Please note that if you upload your documents more than once, only the latest version of your application documents will be considered.


 

Can I submit my documents (project outline, schedule, etc.) in English?

Yes, you can submit your documents in English.


 

Are there format requirements for the project outline and schedule for completion?

The outline is limited to a maximum length of five pages of text plus a bibliography. The schedule for completion of the project is limited to a maximum of one page. As a guideline we recommend a line spacing of 1.5 lines and a font size of 10 to 12 points.


 

Must the additional application documents be uploaded as a PDF? Can I instead submit the documents as a Word document or PowerPoint presentation?

Please upload your application documents only in the form of one PDF. Documents submitted as Word documents, PowerPoint presentations or in similar formats will not be considered. PDF documents can be created directly from Word documents, PowerPoint presentations or most image editing software by using the Adobe PDF function, if installed, or by using free software and the print function.

Please note that the PDF must not exceed the maximum file size of 10MB. Therefore, please be sure to compress images or image files before converting them into a PDF.


 

An error occurred when uploading the application form and my data were not transmitted correctly. What can I do?

Please fill out and submit the application form and upload the PDF with your application documents again. Please ensure that the file is a PDF and does not exceed 10MB in size. After you have filled out the online application form again, you will receive a new identification number and a new confirmation email. Please use only this new identification number in any further correspondence.


 

Questions About Secondary Employment

Can I be gainfully employment during the receipt of the fellowship and what do I have to consider?

Employment during the receipt of the fellowship must be approved and must be related to the discipline of your doctoral studies. If you are employed by Heidelberg University, no overlap between the activities carried out as part of the fellowship and those of the employment is permitted. Employment income exceeding 7.380 Euro (net) per year will be deducted from your fellowship payments.


Can I apply for a fellowship if my current income exceeds 7.380 Euro per year or if it has already exceeded this income limit?

Yes, you can apply for a fellowship even if your current annual income exceeds the sum of 7.380 Euro. If the annual income exceeds the income limit during the period of approval, the fellowship will be reduced by the exceeding amount.

Please note: These regulations come into effect with the beginning of the fellowship and last for its period of approval; your income before as well as after the receipt of the fellowship remain unconsidered. 


 

I am currently receiving an LGF fellowship and my income has changed. What do I need to do?

Please notify the Graduate Academy immediately about the change regardless of whether the maximum income level of 7.380 Euro per year has been exceeded or not. You will find the contact information of the Graduate Academy at the bottom of this page.


 

Other Questions

When and how do I find out if my application was successful?

The Graduate Academy will notify you in writing about the awards decision immediately after the completion of the awards process.


 

Are parallel applications for other fellowships negatively evaluated?

No. Parallel applications for other fellowships will not have negative effects on your application for the LGF-fellowship.

 
 

Who is the LGFG representative in my faculty?

A list of all LGFG representatives is available here.


 

My question has not been answered here.

If you have not found the information you need here, please feel free to contact the Graduate Academy (Ms. Birgit Bell):

 

by email: bell@zuv.uni-heidelberg.de
by telephone: +49 (0) 6221 54-3762

Visitor’s address:
Graduate Academy
Seminarstraße 2
1st floor, room 146
69117 Heidelberg

 

Editor: Akkach
Latest Revision: 2017-08-07
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