heiDOCS 2.0 Doctoral initiatives
Are you a doctoral researcher at Heidelberg University who would like to plan a scientific/academic event with other doctoral researchers? Would you like to exchange and discuss your research ideas with your fellow early career researchers?
Do you lack opportunities to establish research contacts and build up an academic network in your everyday life? Would you like to gain more experience in academic event management?
If so, why not apply for a grant for a doctoral initiative through the Graduate Academy heiDOCS funding program for doctoral researchers at Heidelberg University!
Purpose
The grant supports group-related activities or events that are developed and implemented by doctoral researchers. You will have the opportunity to organise and carry out your own conferences, doctoral colloquia or workshops. The main goal is to provide opportunities for exchange and intensive networking, especially among your peers.
The topic of your doctoral initiative may or may not be directly related to your doctoral project. It my also be closely related to your future career. Multidisciplinary events are welcome, but not required.
Prerequisites for an application
You are eligible to apply for the grant, if
- you have successfully completed a university degree that entitles you to pursue a doctoral degree (In Germany, this is usually a Diplom, Magister or master's degree)
- you have been officially admitted to one of the 13 Faculties at Heidelberg University*
*Medical students who are writing their doctoral thesis during their medical studies, before completing their degree (studienbegleitende Promotion) are not eligible to apply.
Additionally:
- the application must be submitted by at least two doctoral researchers who have separate supervisors or who are part of two different working groups/research groups.
- the planned doctoral initiative must take place at Heidelberg University.
Eligibility for funding ends at the end of the month in which you take your oral examination (Disputation/Rigorosum) or at the end of the month in which your doctoral training at Heidelberg University ends for other reasons (e.g. termination of you doctoral training or transfer to another university to pursue doctoral training).
Application deadlines
You must submit a complete application by the relevant deadline in order to be considered for funding.
Please note that this also applies even if the deadline falls on a weekend or public holiday.
Please note the following deadlines and plan accordingly:
Table
March 15 | From June onwards |
June 15 | From September onwards |
September 15 | From December onwards |
December 15 | From March onwards |
The awards notifications are sent out about 6-8 weeks after the deadlines.
Important:
- The doctoral initiative should take place within one year after the approval of the grant.
- The grant can only be awarded for events that take place according to the dates and deadlines given above. The grant cannot be approved for events that already took place.
- Applications submitted after the deadline or incomplete applications will not be considered. An application is incomplete if any documents are missing or if essential information is missing from the application form.
Amount
The grant covers the costs of a doctoral initiative up to a maximum of 2,500 Euro.
The amount of the grant will be based on the total costs of the initiative as indicated in the application form.
If the actual final cost of the initiative turns out to be more than the approved grant amount, the difference will not be covered by the grant or the heiDOCS funding program.
If the actual expenses are less than the approved grant amount, only the actual expenses will be reimbursed.
The following expenses can be covered by through the grant:
- fees, travel expenses and accommodations for external trainers and guest speakers
- rent for event spaces
- materials (e.g. for posters, brochures, flyers, programs)
- catering (hospitality expenses) in adherence with the budgetary guidelines of Heidelberg University (website is only available in German)
- short-term employment of student assistants (Hiwis) for the doctoral initiative
Please note: In the Käthe Leichter Forum various workstations and event spaces are available for use by doctoral researchers. Since only a limited number of rooms are available, reservations are necessary and it is advisable to make a reservation as early as possible.
The grant does not cover:
- hardware, devices or technical equipment
- other infrastructural acquisitions
Good to know
- You are not legally entitled to funding.
- The awards notifications are sent out via postal mail after the entire evaluation process is completed; this process takes about 6-8 weeks after each application deadline.
- Applications submitted after the deadline or incomplete applications will not be considered.
- If you cannot complete the planned initiative, you will automatically forfeit your grant.
- Please contact the Graduate Academy as soon as possible if you have to postpone the initiative or if there are other changes. A decision will be made on a case-to-case basis as to whether the grant approval can be upheld in the new situation.
- The organizers are specifically requested to ensure that the planned event is in line with the mission statement and principles of Heidelberg University.