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Contact information

Graduate Academy Heidelberg University

Service Point Old Town (City Centre)
Seminarstr. 2
1st Floor, Room 135
69117 Heidelberg

Telephone Icon 17x17 +49 (0) 6221 / 54 - 19765
E-Mail  graduateacademy@uni-heidelberg.de

Office hours
Mon–Thurs: 10 am–12 pm
Mon & Wed: 1 pm–3 pm

 

Service Point INF
Im Neuenheimer Feld 304
Ground floor of the main cafeteria
69120 Heidelberg

Office hours
Wed: 10 am–12 pm

 

FAQs – Frequently Asked Questions

Service Point – Questions about doctoral training
heiDOCS – Online Doctoral File
Seminar Program – Workshops for doctoral candidates
Landesgraduiertenförderung (LGF)
Travel Grants
Completion Grants DAAD (STIBET)
Completion Grants Excellence Initiative
Publication Grants

FAQs – Service Point

This is a list of general information and questions related to obtaining a doctoral degree from the University of Heidelberg. Please note that we will generally not answer emails with questions that are already covered by the FAQs.
Please feel free to contact us if you have any further questions that are not covered by these documents.


Application Requirements

Can you contact a supervisor for me?

Unfortunately, due to the great amount of inquiries we receive, we cannot initiate contact with a supervisor on your behalf. Please note that there is no central office which matches doctoral candidates and supervisors; every doctoral candidate who wishes to receive a professor’s acceptance letter must find a supervisor through their own initiative. However, you will find important information and tips on our website.

Can I write my dissertation in English? / What are the German language proficiency requirements?

Depending on your research field, it might be possible to complete a PhD in Heidelberg in English; however, this aspect of the degree must be clarified directly with the prospective faculty and doctoral supervisor. You can obtain further information as to the various faculties at the University of Heidelberg and their doctoral requirements here.

If required, the expected German proficiency level for doctoral candidates is C1.

Application & Enrolment procedures

What is the difference between acceptance at the faculty and enrolment at the university?

Acceptance at one of the faculties is the basic requirement in order to receive your doctoral degree. Enrolment at the University itself is not compulsory for doctoral students. You can therefore complete your dissertation without having enrolled at the University. Note however, that international students are often required to enroll in order to receive a student residence permit.

Also note that in order to enroll at the University, you must already be accepted by a faculty or, in the case of international students, at least have a supervisor’s letter of acceptance.

What are the deadlines for applications at the faculty?

There is no general deadline for applications for admission as a doctoral student at the University of Heidelberg. If you are planning to carry out your doctoral training individually, you can apply any time throughout the year. However, if you are planning to apply for a structured doctoral program, you should find out about deadlines for this particular program on its website beforehand.

What are the deadlines to enroll at the University?

It is recommended that doctoral students enroll at the University during the first week of the semester (German doctoral students must enroll during the week prior to the beginning of the semester). Please note, however, that it is possible to make exceptions on a case by case basis.

If you need a Visa to enter Germany, we recommend that you begin the application procedure far enough in advance.

Fees and Financing

What are the tuition fees?

As a doctoral candidate you are not required to pay tuition fees. Registration at the University of Heidelberg, however, obligates every doctoral candidate to pay a student service fee of 152,30 Euro per semester (as of September 2018).

Does the University of Heidelberg offer any doctoral scholarships?

Although the University of Heidelberg itself does not award any grants or scholarships, the Graduate Academy offers a limited number of Doctoral fellowships limited number of Doctoral fellowships via the “Landesgraduiertenförderung” of Baden Württemberg (LGFG). Please note, however, that you must already have been accepted at one of our faculties in order to apply.

Some of the University’s structured doctoral programs may also offer fellowships to doctoral Students. More information can be found here.

Your will find more information on scholarships from our website.

Can I get a paid doctoral position at the University?

Some professors and departments can provide their doctoral students with stipends, paid research positions or part-time jobs in order for them to finance their studies. Whether this is possible in your case depends on your supervisor and the specific department or research institute you will be working at.

Research areas for doctoral studies

How do I know, whether I can pursue a doctoral degree in my field of studies at Heidelberg University?

It is possible to find out about the disciplines offered at the University through the websites of the various University faculties.

If you are not able to find any subject that suits your interests you can visit the website of the DAAD (German Academic Exchange Office) where you can find a complete list of German universities sorted by subject.

Please note that it is not possible to study Management or Business Administration at the University of Heidelberg. Due to historical reasons, the University of Heidelberg specializes in the field of Economics and Development Economics. The fields of Business, Management and Finance are covered by the nearby University of Mannheim: CDSB, University of Mannheim

 

 

FAQs – Online Doctoral File heiDOCS

My faculty is not included in the drop-down menu. How can I register for the Online Doctoral File?

Your faculty is not yet included in the registration process for the Online Doctoral File. For further information about your application, please contact the Dean’s Office in your faculty.

I can’t register and create a user account: an error message occurs. What’s wrong?

If you entered a valid e-mail address please check your password again. The password must be at least eight characters long and include a minimum of one upper case letter, one lower case letter and one number.

If both your e-mail address and password comply with the mentioned requirements please contact our Doctoral Students' Office for help: zdb@uni-heidelberg.de.

 

 

FAQs – Seminar Program

Who can register for the German language courses?

Please be aware that the Graduate Academy can only accept registrations from international doctoral students who are enrolled at the University of Heidelberg. If you are working in a lab that belongs to the Cluster of Excellence CellNetworks, then please register with CellNetworks (course funding for CellNetworks lab members). All Cellnetworks members are listed here:
► www.cellnetworks.uni-hd.de/2980/people

What do I have to know about registration and what do I do when I cannot attend the course I registered for?

The courses are only open to doctoral students who are registered at a faculty of Heidelberg University. Doctoral students who are registered at a foreign university but are in Heidelberg temporarily for research purposes can take part in the courses if they are matriculated as a visiting student or have a visiting scholar card (the card is available at the Welcome Centre).

Registration for the courses takes place through an online form found at the end of each course description.

Registration is binding. You can cancel your registration in writing (by email) up to 14 days before the course begins without penalty. Afterwards, we will have to retain your course fee unless you can provide a doctor’s certificate in the case of illness or we can fill your place with someone from the waiting list. Important: If you fail to attend more than one course without giving notice, you will not be allowed to register for any courses at the Graduate Academy in the following semester. Registration and participation in our courses will be permitted only in the semester after that.

Please keep in mind that we have waiting lists for many courses. If you register for a course and then fail to attend without giving notice, your place can not be filled even though there may be another doctoral student who needed or was interested in the course.

We expect participants to be present for the entire duration of the course. Exceptions can be made only after prior consultation with the Graduate Academy. We will issue certificates of participation only to those participants who have attended at least 80% of the course.

How high are the fees?

We charge a small fee for the courses, usually in the amount of 15 Euro per course day (exceptions are possible). This is a lump-sum fee that covers the costs for refreshments and course materials, among others. Any surplus which may arise flows back into the course program.

Several weeks before the course begins, you will receive a payment request containing the pertinent bank account and reference information. We ask you to pay the fee by bank transfer within one week.

We charge different fees for the German language courses. The regulations for these courses are found in the course description.

If you have any questions or suggestions, you are welcome to contact us:

Tel.: 06221 / 54-19769
Email: ga-seminare@uni-heidelberg.de

Visitors' Address:
Graduate Academy
Seminarstraße 2, 1st floor, room 136

Where do I find the maps for the venues?

 

 

FAQs – Landesgraduiertenförderung (LGF)

On this page we have compiled the most frequently asked questions about individual doctoral fellowships within the LGF-Program (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

By which date must I submit my application?

New applications (deadline: 30 April) as well as applications for fellowship extensions (deadline: 15 September) can be submitted using the online application process until midnight (for each deadline). These are also the deadlines 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.

Questions About the Evaluation Reports

Who can write my reports?

The reports can be written only by 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 website.

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 an LGF 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 an 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 employed during the receipt of the fellowship and what do I have to consider?

Yes, you can be gainfully employed during the receipt of the fellowship. This employment must have a scientific background and must be directly related to your doctoral subject. With approval of the fellowship you must inform the Graduate Academy about your part-time job(s). If this/these position(s) do(es) not fulfil the requirement of a scientific reference to your doctoral subject, you must resign from the employment in order to receive the fellowship. Additionally your income may not exceed 7.380 Euro per year.

Please note: Employment during the receipt of the fellowship is possible, provided that it does not conflict with pension insurance regulations.

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 for 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.

Who is the LGF representative in my faculty?

A list of all LGF 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@uni-heidelberg.de
by telephone: +49 (0) 6221 54 19761

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

 

 

FAQs – Travel Grants

Before you apply

Who can apply for a travel grant?

The travel grants are open to:

  • Doctoral students who are officially admitted to a faculty at Heidelberg University and have completed a university degree which qualifies them to pursue doctoral training. Medical students who are working on their doctorate while completing their first medical degree are not eligible to apply.
  • Postdocs who have completed their doctoral degree within the past three years and who have an employment contract with Heidelberg University.

What kinds of trips are supported by the travel grants?

You can apply for a travel grant to:

  • attend a conference with direct relevance for your doctoral project. The conference can be in Germany or abroad. Applicants are expected to actively participate in the conference (through a poster presentation or talk). Please indicate the form of participation clearly on your application.
  • attend a workshop or a (summer or winter) school with direct relevance to your doctoral project. The event can be in Germany or abroad. Applicants are expected to actively participate in the conference (through a poster presentation or talk). Please indicate the form of participation clearly on your application.
  • carry out a research trip for the purpose of gathering data, visiting libraries or archives, carrying out field research, conducting interviews, working with specialized equipment etc. The research trip must have direct relevance to your doctoral project.

When should I apply?

Application deadlines for 2019:

January 20, 2019:     for trips taking place between January 21, 2019 and September 30, 2019

April 14, 2019:           for trips taking place between April 15, 2019 and September 30, 2019

 **** In 2019 it is not possible for us to provide funding for travel that takes place after September 30, 2019. ****

Please take note of the application periods and apply at the earliest relevant deadline. The evaluation process generally takes about 8-10 weeks after the application deadline. If your trip takes place during this 8-10 week period, we will not be able to notify you of the results of your application before your trip begins.

Incomplete applications and applications submitted after the appropriate deadline will not be considered.

Where can I find information about the application procedure and forms?

Information about the application procedure and forms is available here.

Tips for filling out the application form

Please use only the space provided in the existing fields on the application forms. The evaluators will not be able to read any text that extends beyond the existing limits of the fields.

Please do not change the formatting of the fields on the application forms.

Please fill out the forms electronically; do not handwrite your application. If you have a problem using the forms, please contact our office.

Please use an Apple or Windows operating system to fill out the forms. The forms are not compatible with a Linux system.

In order to ensure that the electronic forms work with all versions of the Adobe software, we strongly recommend that you first download and save the empty application form on your computer and then fill the form out and save it again.

Please send the application documents as separate attachments in your email. You do not need to merge the various documents into one PDF file.

Do I need to send any additional documentation (e.g. publication lists, CV etc.) with my application?

No. You must submit:

  • the online registration form
  • the application form
  • proof of your admission to a university faculty (doctoral candidates) OR a copy of your employment contract with the university (postdocs)
  • confirmation of your active participation in a conference or workshop, if applicable   AND
  • you must ensure that your supervisor submits the evaluation form on your behalf.

All of the information necessary to evaluate your application can be provided on the application form. No additional documents such as publication lists, literature lists, or CVs will be sent to the evaluators.

Can I apply to attend a conference before my abstract (for a poster presentation or talk) has been accepted by the conference organizers?

Yes. In such cases, the award of a travel grant is conditional upon acceptance of the abstract. Please indicate on the application form when you expect to hear from the conference organizers and submit the acceptance letter as soon as you receive it.

Can I apply more than once for a travel grant?

You may apply only once for any one conference, workshop or research trip. You may also only apply for one trip at any application deadline. However, over the course of your doctoral training or postdoc work, you may apply for more than one travel grant (up to the point at which you receive a travel grant; see next topic) to go to various conferences, workshops or on different research trips.

Can I receive more than one travel grant?

If you have already received a travel grant from the Graduate Academy, you are generally no longer eligible to apply. A second application will be possible only in well founded cases. Please contact us for more information.

What are my chances of receiving a travel grant from the Graduate Academy?

We are able to fund approximately 20-30% of the applications that we receive. Therefore, we strongly recommend that you also search for other funding opportunities for your trip, for example, from the DAAD.

Why am I asked about the funding of my doctoral training on the application form?

You are asked about the funding of your doctoral training because, in addition to the academic quality of your project and the relevance of your planned trip, the existence of an alternative source of funding for your trip (e.g. through your institute, graduate program or fellowship) will play a role in the evaluation of your application.

Which expenses can be reimbursed by the travel grant?

The travel grant will pay for transport (airfare, train fare, public transportation, rental car, taxi etc.), accommodations (hotel, private room rental etc.) and conference registration fees. The travel grants do not cover trip cancellation insurance, meals, entertainment, bench fees, books, photocopying or expenses related to private travel. The amount awarded for a travel grant will be based on the expenses that you list on your application form, up to a maximum amount of 1500.00 €.

I do not know exactly how much the trip will cost. Which expenses do I enter on the application form?

If you do not yet know your exact expenses, enter your best estimate on the application form. Please be aware that if you receive a travel grant, the amount awarded in the grant will be based on these expenses. It will not be possible to claim more than the amount you enter on the application form.

Who will evaluate my application?

The travel grant applications are evaluated by professors from all disciplines at the University of Heidelberg. It is very likely that the evaluators for your application will not be active in your direct research field; therefore, it is very important for you to describe your research project and the planned conference/workshop/research trip in such a way that it can be understood and appreciated by professors outside of your research field.

Information for postdoctoral applicants

Although postdocs are free to apply for a travel grant for up to three years after completing their doctoral degrees, priority will be given to applicants in their first year of postdoctoral work.

After you apply

How do I know if you have received my application?

It is not possible for us to automatically notify each applicant that their application has been received. If you want to check on the status of your application, please feel free to call the Graduate Academy Service Point (Tel: +49 (0) 6221 54 19763). Please note that incomplete applications will not be considered.

When will I be notified of the decision regarding my application?

The awards notifications are sent out after the entire evaluation process is completed; this process takes eight to ten weeks after the application deadline. It is not possible to inform you about the results of your application before all evaluations are completed and there is no fast track evaluation process for trips that fall within the eight to ten week evaluation period. If your trip takes place within this period, you will not receive the results of your application before you travel.

As soon as the evaluation process is completed, we send out the written notifications to all applicants, first by email and then by regular mail. Please be sure to provide a valid email address and a complete mailing address in the online registration form.

How and when are the travel grants paid out?

If you are awarded a travel grant, your expenses up to the maximum amount of the grant will be reimbursed. The expenses will be reimbursed only after you have completed your trip. Please do not submit any receipts to our office until after you return from your trip.

What do I have to submit to have the travel grant paid out?

You must send in the appropriate form (which is sent out with the approval notice) and all of the original receipts for the expenses you wish to claim. Expenses for which you do not have a receipt cannot be reimbursed.

When do I have to submit my receipts?

We appreciate it if you submit your receipts as soon as possible after your trip is completed. Expenses can be reimbursed only until October 15, 2019. Expenses submitted after this date will not be reimbursed.

What happens to my travel grant if I can not go on my planned trip?

The travel grant is not transferable to another person or to a different event. Therefore, if you are unable to carry out your planned trip, you will automatically forfeit your award.

If you are unable to take advantage of your travel grant, please inform the Graduate Academy immediately so that we have the chance to award these funds to another doctoral student or postdoc.

What happens if my research trip has to be postponed?

It is possible to postpone a research trip; however, in this case you must contact our office as soon as possible in order to notify us of the new dates. In 2019 it will not be possible to postpone a trip past September 30, 2019.  The travel grant will apply to the postponed trip only if the purpose and destination of the trip remains unchanged.

 

 

FAQs – Completion Grants within the "Stipendien- und Betreuungsprogramm" (STIBET) by the DAAD

What has the DAAD to say about the completion grants?

Please read carefully the FAQ of the DAAD (only in German) from page 6 or question no. 35 respectively.
 

 

 

FAQs – Completion Grants within the Excellence Initiative

Prerequisites for Application and Criteria for Evaluation

What is a completion grant?

Our completion grants were created in order to provide financial support for the final phase of a doctoral degree, which is the writing of the doctoral thesis only. The grants cannot be used to finance the resarch phase.

According to which criteria are the completion grants awarded?

 

  • Applicant’s qualifications
  • Academic/scientific relevance and quality of the dissertation project
  • Viability of the schedule for completion
  • Conclusiveness of the reasons for the delay in completing the project, if applicable
  • Lack of sufficient financing during the completion period

 

Is there an age limit?

No, you can apply regardless of your age.

Can I apply for a completion grant if I am carrying out my doctoral training while still completing my university degree (Studienbegleitende Promotion)?

No. In order to apply, you must have already received a university degree that qualifies you for a profession as well as to pursue doctoral training (e.g. Diplom, Magister, Master).

Must I be matriculated at the University of Heidelberg in order to apply for a grant?

No, you do not have to be matriculated at the University. However, you must have been admitted as a doctoral candidate to a Faculty of the University of Heidelberg (i.e. have received the "Annahme als Doktorand" from a University Faculty).

Must I be carrying out my doctoral training at the University of Heidelberg in order to apply for a completion grant?

Yes, you must be admitted as a doctoral candidate to one of the Faculties of the University of Heidelberg.

What are the chances of receiving a grant?

It is not possible to answer this question as it greatly depends on the number of applications received. In the past, the Graduate Academy has been able to approve approximately 10 to 20% of all valid applications.

Length and Amount of the Funding

What is meant by "completion grant"?

The purpose of the completion grant is to fund the swift and efficient completion of a dissertation project. You can apply for a grant to fund the final six months of work on your dissertation up to the submission of the dissertation to the Faculty. The period between submission of the dissertation and the oral examinations can not be funded.

For how many months can I receive the grant? How high is the monthly stipend?

Completion grants are awarded for a maximum of six months; the stipend is max. 1.103 Euro. If you have children, you can apply for child care benefits.

How high are the child care benefits?

The monthly child care benefit is 400 Euro for one child and 500 Euro for two or more children.

During which period can I receive funding?

You can receive funding between Januar 1st and October 31st, 2019.

Can the funding begin in any month in 2019?

The funding can begin in any month from January 1st to October 1st, 2019, depending on the desired duration of the grant. Please remember that the grant cannot be paid out after October 31st, 2019.

Can I work or receive an additional grant/fellowship while receiving a completion grant?

You must convincingly demonstrate financial need. Additionally, as the purpose of the grant is to support the swift and efficient completion of your dissertation, you should not be employed in an area outside of your doctoral project.

Can I receive a completion grant until I complete my rigorosum/disputation?

No, you can receive funding only until you submit your dissertation to the Dean’s Office of your Faculty.

Applying for a Grant

I cannot fill out the application form. What should I do?

In order to ensure that the application form works with all versions of the Adobe software, please download and save the empty form on your computer and then fill the form out and save it again.

IMPORTANT: Despite ongoing efforts, we have not been able to make the application form compatible with the Macintosh system. Therefore, we strongly recommend that you fill out the form only on PCs with Microsoft Windows operating system.

What is meant by "Letter of Intent" in the application document?

Please use this space to explain why you are applying for a completion grant.

What is meant by "Letter of Intent" in the application document?

Please use this space to explain why you are applying for a completion grant.

The “Annahme als Doktorand” from my Faculty has expired. Do I need to apply for an extension?

Yes, please submit a valid “Annahme als Doktorand” or additionally an extension of the "Annahme" if it has expired. (The “Annahme als Doktorand” is generally valid for three years.)

Can I submit a copy of my matriculation certificate (Studienbescheinigung) instead of the "Annahme als Doktorand"?

If you are matriculated in a doctoral training program (i.e. "Promotion"), you may submit a copy of your matriculation certificate (Stammdatenblatt/Studienbescheinigung/Studienausweis).

Must the two evaluations come from my primary and secondary supervisors?

You must submit an evaluation from your primary supervisor. If you do not yet have a secondary supervisor, you may ask a professor at Heidelberg University, or at another university, who is familiar with your work to submit an evaluation for you.

Can the application, the summary of my dissertation and/or the evaluations from my supervisors be written in English?

Yes.

How should I prepare the summary of my dissertation?

Please restrict the summary to a maximum of two pages. Please be aware that your application will be reviewed by evaluators who are not specialists in your field; therefore, your application should be written in a way that is understandable to a general university audience.

Must I submit any other certificates or references?

No, please submit only the documents required as outlined on our web site.

Organization of the Awards Process

I have applied for a completion grant and have not heard anything from the Graduate Academy. Is there a problem?

Because of the large number of applications that we receive, it is not possible to individually confirm the receipt of every application.

When will I be informed whether or not my application has been approved?

All applicants will be sent a letter until the middle of December of the current year to notify them of the decision regarding their application. Please refrain from inquiring about the decision before that time.

Organization of the Grant

Does the completion grant include a deadline for submission of the dissertation to the Faculty?

Yes. According to the grant statute, you must submit your dissertation to the Dean’s Office of your Faculty at the latest three months after your grant expires. Please submit to our office a confirmation of submission from your Faculty not more than four months after your grant expires.

Is it possible to suspend the grant for a time?

Yes, you can suspend your grant in the case of illness, pregnancy, a particularly difficult family situation or for another important reason for up to six months, or in exceptional cases, for up to one year. This is possible only if your doctoral supervisor confirms that the suspension will not put the final completion of your dissertation at risk.

Whom do I need to inform if any of my financial, academic or personal information changes?

Please inform the staff of the Graduate Academy Service Point.

 

Further information about the grants is available in the statute (in German only), p. 933–944.
 

 

 

FAQs – Publication Grants

Applying for a Publication Grant

APPLICATION DEADLINE FOR FUNDING IN 2019: Monday, October 1, 2018

Who can apply for a publication grant?

Anyone who fulfils the following prerequisites can apply for a publication grant:

  • You completed your doctoral training at Heidelberg University, including your Rigorosum/Disputation, within the 12 months before the application deadline
  • You received a final grade of summa cum laude, mit Auszeichnung, or, in special cases only, magna cum laude on your dissertation
  • You can convincingly demonstrate that it is not possible for you to publish your dissertation electronically OR that the publication of your dissertation with a well-respected publishing house would substantially advance your academic career.

Is there an age limit?

No, you can apply regardless of your age.

Can the summary of my dissertation be longer than five pages?

No. Please limit your summary to a maximum of five pages.

May I write my application in English?

Yes.

Is it possible to apply for a publication grant if my Rigorosum/Disputation takes place after the application deadline?

It may be possible to apply under certain conditions. Please contact the Graduate Academy Service Point to discuss the situation in detail.

Is it possible to receive a publication grant after my dissertation has been published (either electronically or as a book)?

No, a publication grant can only be approved for an unpublished dissertation.

Is there a form that the publisher must fill out for the price quotation?

No. You can submit the price quotation in the form used by the publisher.

Do I need to submit any other references or letters of recommendation?

No. Please submit only the documents listed on our website.

Where do I submit my application?

You must submit your application only to the Dean’s Office of the Faculty in which you were registered as a doctoral candidate. Please do not submit your application to the Graduate Academy. Please be sure to submit your application both in paper form and as a PDF file on a CD.

Evaluation Process

What are the criteria for the evaluation of the applications?

  • Applicant’s qualifications
  • Academic relevance and quality of the dissertation project
  • Evaluation of the dissertation (summa cum laude, mit Auszeichnung, or, in special cases only, magna cum laude)
  • Recommendation by the Faculty

In which cases can an application for a dissertation with a final grade of magna cum laude be approved?

Such an application can be approved if it receives the recommendation of the Faculty and additionally, if the Faculty states the reasons why, in this case, the grade of magna cum laude should be considered equivalent to a summa cum laude or why the dissertation should, despite the lower grade, be considered to be excellent.

When will I receive notification of the decision regarding my application?

All applicants will be sent a letter by the end of December 2018 or the beginning of January 2019 to notify them of the decision regarding their application.

Receipt of a Grant

If my application is approved, what conditions must I fulfil in order to receive the grant?

You must fulfil the following conditions:

  • IMPORTANT!! You must submit the publisher's invoice as well as a copy of your book to the Graduate Academy at the latest by mid-September 2019. All of the grant funds must be paid out by October 1, 2019. If the publication of your dissertation is delayed beyond this time, it will be impossible for the Graduate Academy to pay out your grant.
  • The book must include the following formulation on the inside first page (Impressum Seite): “Gedruckt mit Unterstützung der Graduiertenakademie der Universität Heidelberg und mit Mitteln der Exzellenzinitiative.“

Further information is available in our statute (PDF), S. 933–944 (in German only).

 

 

Web Administrator: Eric Herbst
Latest Revision: 2018-12-11
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