Bereichsbild
Contact information

Graduate Academy Heidelberg University

Service Point

Im Neuenheimer Feld 370
Room 3
69120 Heidelberg

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

Office hours
Mon: 10 am–12 pm
Tue: 2 pm–4 pm
Wed: 10 am–12 pm
Thurs: 10 am–12 pm & 2 pm–4 pm

 

FAQs – Frequently Asked Questions

Service Point – Questions about doctoral training
heiDOCS – Online Doctoral File
Seminar Program – Workshops for doctoral candidates
Individual doctoral fellowships of the Landesgraduiertenförderung (LGF)
Completion Grants of the Landesgraduiertenförderung
Completion Grants DAAD (STIBET)



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 is an administrative procedure that must be carried out after you have been admitted to your faculty. All doctoral candidates must enroll at the university.

If you have an employment contract of 50% or more with the university or the university hospital (Universitätsklinikum), you can apply for exemption from obligatory enrollment.

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?

Doctoral candidates can enroll throughout the semester until shortly before the semester break (15 July for the summer semester; 15 February for the winter semester). However, we recommend that you enroll as soon as possible after receiving your acceptance from the faculty.  

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.

I would like to register for the German language course at Heidelberg University in the winter semester 2020. What is the procedure?

This information applies to all interested parties, regardless of whether you are a beginner or have already learned some German:

Beginning on September 15th, you can register for the German language course on our website: www.graduateacademy.uni-heidelberg.de/workshops/training_qualifikation_en.html.

Please note: during the online registration, you will need to give the name of your supervisor at Heidelberg University and your matriculation number or the date of your admission/registration in your faculty (Annahme als Doktorand).

Within a week after your registration, you will receive an email confirming your registration and providing all of the necessary information about the course dates, the date of the placement test, and the payment of the course fees.

Please be aware that all doctoral candidates who are registering for the course for the first time and all returning doctoral candidates who did not take part in the language course in the summer semester 2020 must take part in the placement test on Tue, October 27 at 6:00 pm. If you do not, your registration will be invalid and you will not be able to participate in the language course. If you know ahead of time that you have a time conflict on the first day of the course and will not be able to attend, please contact the ISZ (gastwissenschaftler@isz.uni-heidelberg.de) to find out how to proceed.

I would like to do a placement test first. How/when does it take place?

The online placement test will take place on October 27, 2020 at 6:00 pm. You can access the online placement test on the website of the ISZ: www.isz.uni-heidelberg.de. All doctoral candidates who are registering for the course for the first time – even complete beginners – and all returning doctoral candidates who did not take part in the course in the summer semester 2020 must take the placement test.

If you have further questions about the test, please contact Mr. Steimer from the ISZ: gastwissenschaftler@isz.uni-heidelberg.de

I am a PhD candidate in Heidelberg. My partner is interested in taking part in the language course for visiting scholars and PhD students. Is this possible?

Your partner can register for the course on our website only if he or she is a doctoral candidate at Heidelberg University. If this is not the case, please contact Mr. Steimer (gastwissenschaftler@isz.uni-heidelberg.de) from the ISZ (International Study Center) which organizes the German Language Course.

Are there intensive German language courses in this program?

No, the ISZ does not offer intensive courses for doctoral candidates or visiting scholars.

I missed the registration deadline/placement test and the courses have already started. Can I still take part?

Please send an email directly to Mr. Steimer at the ISZ (gastwissenschaftler@isz.uni-heidelberg.de) with your name and information about your current knowledge of German (certificates obtained, courses completed, etc.).

I would like to cancel my registration. What should I do?

Please request the cancellation by email at ga-seminare@uni-heidelberg.de. We will then confirm the cancellation by email. If you cancel before the deadline (the cancellation deadline is noted in your confirmation email), we will reimburse any fees that you have already transferred. If you cancel your registration after the deadline, we cannot reimburse your fee.

My faculty/institute is going to pay the course fees. How do I proceed with the payment?

Please ask the person responsible at your institute how they prefer to handle the payment process. We are happy to issue an invoice for the fee if requested by your institute

Important! Please use the exact reference (Verwendungszweck) given in the confirmation email when transferring the course fees. Otherwise we will not be able to match the payment to you.

Will I get a certificate for the language course?

Yes, if you successfully complete the course, you will receive a certificate at the end of the course directly from your teacher. Your successful completion of the course depends on how often you were absent.

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 do not attend a course for which you have registered and do not let us know in advance, you will automatically be put on the waiting list when you try to register for another course. If you are absent from a course a second time without excusing yourself in advance, you will be excluded from participating in our seminar program for 6 months.

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
INF 370

Where do I find the maps for the venues?

 

 

FAQs – Individual fellowships of the Landesgraduiertenförderung (LGF)

We have compiled the most frequently asked questions about individual doctoral fellowships within the programme of the Landesgraduiertenförderung (LGF) here. Please read this information 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

What is the purpose of the LGF fellowship?

The LGF fellowship serves to provide financial support to talented doctoral candidates of all academic disciplines at Heidelberg University and to enable them to concentrate as best as possible on their academic research.

The LGF fellowship does not constitute income in the sense of §§ 18, 19 EStG.

The LGF fellowship does not establish an employment relationship between Heidelberg University and the fellowship recipient. The fellowship payments are therefore not remuneration for work in the sense of § 14 SGB IV and are not subject to social security contributions. The fellowship recipient cannot be obligated to provide any specific academic services or any other form of labor based on the award of the fellowship.

How high is the fellowship?

The individual doctoral fellowship of the Landesgraduiertenförderung is 1,468 Euro per month. This includes a monthly allowance of 103 Euro for travel and materials.

Fellowship recipients who do not have mandatory public health insurance through an employment contract can apply for a health insurance allowance of 50% of the actual costs of their health insurance up to a maximum of 100 Euro per month.

Fellowship recipients with children can apply for a child allowance of 400 Euro per month for the first child and an additional 100 Euro per month for every additional child.

What is the application deadline?

Applications can be submitted using the online application process until 03 May 2020 at midnight. This deadline also applies to the submission of the evaluation reports; therefore, please make sure to request the reports from your evaluators in plenty of time.

Exceptions:

Application periods for fellowships at the Zentralinstitut für Kunstgeschichte, München (ZI) and the Kunsthistorische Institut, Florenz (KHI) can deviate from these deadlines and are therefore announced separately on the corresponding websites.

What are my chances of receiving a fellowship?

As a rule, the Graduate Academy receives approximately 120 fellowship applications every year and can award about 10-12 new individual fellowships from the funds provided through the Landesgraduiertenförderung.

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 the 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 reports accompanying your application must be submitted by the evaluators 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 attachments ready?

Yes. You can submit the attachments (as one PDF file) until the end of the application period using the link that will be sent to you via email after you have filled out and submitted the online application form. Simply follow the link and enter 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 incomplete documents in the PDF will not be considered.

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 of the reports. 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 forward your LGFG identification number or, if you do not yet have an LGFG identification number, your personal email address to your evaluator(s). You will be notified via automatic email when an evaluation has been submitted to the Graduate Academy for your application.  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. Both the evaluation form for new applications and the evaluation form for extensions will be available on the website of the Graduate Academy as soon as the call for applications is open. After the evaluation form has been filled out and saved, the evaluator can upload it on the Graduate Academy’s website.

Please make sure to forward your LGFG identification number or, if you do not yet have an LGFG identification number, your personal email address to your evaluator(s). You will be notified via automatic email when an evaluation has been submitted to the Graduate Academy for your application.  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?

You will be notified via automatic email as soon as an evaluation has been submitted to the Graduate Academy for your application. Please make sure to forward your LGFG identification number or, if you do not yet have an LGFG identification number, your personal email address to your evaluator(s). 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 candidate?

Admission as a doctoral candidate to a faculty at Heidelberg University is one of the prerequisites for applying for a LGF fellowship. You must have completed the admission process in your faculty before the application deadline. In certain cases, it may be possible to submit a conditional admission letter from your faculty. Please contact the LGF representative in your faculty to determine whether a conditional admission as a doctoral candidate in your faculty would be sufficient for your application.

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 is usually 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 to have successfully completed a university degree.

Questions About the Application Documents

I would like to apply for the fellowship but cannot submit my university degree certificates because I have just finished my studies. What can I do?

In this case, please ask your university for a temporary degree certificate. The temporary certificate must state that you have completed your studies successfully and include the grades received.

Please note that you must also submit the official letter of admission as a doctoral candidate 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 attachments (as one PDF file) until the end of the application period using the link that is sent to you via email after you have filled out and submitted the online application form. Simply follow the link and enter 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 submit the documents as a Word document or PowerPoint presentation instead?

Please upload your application documents only as one PDF. Documents submitted in Word, PowerPoint or other formats will not be considered. PDFs 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 employed while receiving the fellowship if your employment complies with the following conditions:
  • The work must be of an academic nature (e.g. research or academic teaching) and must be related to the subject area of your doctoral studies.

  • If you have an employment contract with Heidelberg University (e.g. as student assistant or a research assistant in the TV-L system), please be aware that there must be no connection in terms of time, place or content between the activity supported by the individual grant and the work carried out within the employment contract. This does not exclude a relationship to the subject area of your doctoral studies.

  • You can work a maximum of 40 hours per month.

  • The net income you earn within 12 months cannot exceed 25% of the annual income of salary group TV-L E 13, level 3 according to the current table of the “Tarifvertrag für den Öffentlichen Dienst der Länder (TV-L), Tarifgebiet West”. If your net income exceeds this amount, the LGF fellowship will be reduced accordingly.

If you are awarded a fellowship, you will be required to provide information about your employment situation. If your employment does not comply with the requirements listed above, you will be obliged to resign from your contract or relinquish your claim to the fellowship.

Can I apply for a fellowship if my current income will exceed the limit indicated above (25% of a TV-L E13, level 3, Tarifgebiet West position) or if it has already exceeded this income limit?

Yes, you can apply for a fellowship even if your current income exceeds this limit. If your income exceeds the income limit during the time frame in which you receive the fellowship, the fellowship will be reduced by the exceeding amount. This rule applies only to the income you receive while receiving the fellowship.

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 any changes in your employment situation regardless of whether the maximum income limit has been/is about to be exceeded or not.

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 after the completion of the awards process at around the beginning of July.

Are parallel applications for other fellowhips negatively evaluated?

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

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: birgit.bell@uni-heidelberg.de
by telephone: +49 (0) 6221 54 - 19761

Visitor’s address:
Graduate Academy
Im Neuenheimer Feld 370
Raum 2
69120 Heidelberg

 

FAQs – Completion grants of the Landesgraduiertenförderung (LGF)

Please read this information before applying for a completion grant. 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

What is the purpose of the LGF completion grant?

The LGF completion grant serves to provide financial support to talented doctoral candidates of all academic disciplines at Heidelberg University who are in the final phase of their doctoral studies. The completion grants will be awarded for the completion of a dissertation and will be paid out for a maximum of 5 months between August and December of the current calendar year. Completion grants will not be paid out in the time period between the submission of the dissertation and the thesis defense.

The LGF completion grant does not constitute income in the sense of §§ 18, 19 EStG.  

The LGF completion grant does not establish an employment relationship between Heidelberg University and the grant recipient. The grant payments are therefore not remuneration for work in the sense of § 14 SGB IV and are not subject to social security contributions. The grant recipient cannot be obligated to provide any specific academic services or any other form of labor based on the award of the fellowship.

Who can apply for an LGF completion grant?

Doctoral candidates who have been admitted to one of the 12 faculties of Heidelberg University to do their doctoral studies can apply for a grant.

However, you are not eligible for the funding if:

  • you are a medical student who is writing her/his doctoral dissertation during your medical studies at Heidelberg University
  • you are simultaneously receiving an equivalent grant for your doctoral thesis from public or private sources
  • you have already received funding for the completion of your doctoral thesis from other sources

In order to apply, you should be in the final stage of writing your dissertation and you should expect to submit your dissertation directly after or up to a maximum of 3 months after the grant expires.  You should ensure that it is feasible for you to complete the work in this stage during the funding period.

If you will be employed at Heidelberg University for any length of time during the three months before your grant begins, you must ensure that there is no connection in terms of time, place or content between the activity supported by the grant and the work carried out within the employment contract. This does not exclude a relationship to the subject area of the dissertation.

When can I receive the LGF completion grant?

The completion grant will be awarded for a maximum of 5 months and will be paid out at the earliest from August and at the latest until December of the current calendar year. Please indicate in the online application form the exact time period between August and December during which you would like to receive the grant. Please be aware that the grant payments can begin only at the start of a month and must end at the end of a month. The completion grant can only be paid out between August and December of the current calender year.

How high is the completion grant?

The completion grant of the Landesgraduiertenförderung is 1,203 Euro per month. This includes a monthly allowance of 103 Euro for travel and materials.

Grant recipients who do not have mandatory public health insurance through an employment contract can apply for a health insurance allowance of 50% of the actual costs of their health insurance up to a maximum of 100 Euro per month.

Grant recipients with children can apply for a child allowance of 400 Euro per month for the first child and an additional 100 Euro per month for every additional child.

What is the application deadline?

Applications can be submitted using the online application process until 03 May 2020 at midnight. This deadline also applies to the submission of the evaluation report; therefore, please make sure to request the report from your supervisor in plenty of time.

Is there a deadline for the submission of my dissertation?

Yes. You must submit your dissertation to your faculty no later than 3 months after the completion grant has ended. Please submit a confirmation from the faculty of your submission within this time period to the Graduate Academy.

If your dissertation is not finished within three months of the end of the completion grant, you must submit an interim report on the status of your dissertation, a work schedule and a short assesment by your doctoral supervisor to the Graduate Academy.

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 the 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 report accompanying your application must be submitted by your supervisor directly to the Graduate Academy. Therefore, you should contact your doctoral supervisor in plenty of time to request the necessary report.

Please note that if the evaluation report is 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 report below.

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

Yes. You can submit the attachments (as one PDF file) until the end of the application period using the link that will be sent to you via email after you have filled out and submitted the online application form. Simply follow the link and enter 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 incomplete documents in the PDF will not be considered.

Questions About the Evaluation Report

Who can write my report?

The report 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. Ideally, the evaluation report for an application for a LGF completion grant should be submitted by your primary doctoral supervisor. Please make sure to forward your LGFG identification number or, if you do not yet have an LGFG identification number, your personal email address to your supervisor. You will be notified via automatic email when the evaluation has been submitted to the Graduate Academy for your application. Please check with your supervisor if you have not received such a notification by email before the application deadline.

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

Yes. The evaluation form will be available on the website of the Graduate Academy as soon as the call for applications is open. After the evaluation form has been filled out and saved, the evaluator can upload it on the Graduate Academy’s website.

Please make sure to forward your LGFG identification number or, if you do not yet have an LGFG identification number, your personal email address to your supervisor. You will be notified via automatic email when an evaluation has been submitted to the Graduate Academy for your application. Please check with your supervisor if you have not received such a notification by email before the application deadline.

How do I find out if the necessary evaluation report has been submitted?

You will be notified via automatic email as soon as the evaluation has been submitted to the Graduate Academy for your application. Please make sure to forward your LGFG identification number or, if you do not yet have an LGFG identification number, your personal email address to your supervisor. Please check with your supervisor if you have not received such a notification by email before the application deadline.

Questions About the Application Documents

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

Yes. You can submit the attachments (as one PDF file) until the end of the application period using the link that is sent to you via email after you have filled out and submitted the online application form. Simply follow the link and enter 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 in English?

Yes, you can submit your documents in English.

Are there format requirements for the report on my dissertation project?

The report is limited to a maximum length of five pages of text plus a bibliography. 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 submit the documents as a Word document or PowerPoint presentation instead?

Please upload your application documents only as one PDF. Documents submitted in Word, PowerPoint or other formats will not be considered. PDFs 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 completion grant and what do I have to consider?

The purpose of the completion grant is to support you in finishing your doctoral studies quickly and successfully. Therefore, while you receive the grant, you should devote yourself exclusively to writing your dissertation. Should you nevertheless be employed during the grant period, you must provide the reasons for your employment in detail in the online application form. You must also adhere to the following conditions governing your employment:

  • The work must be of an academic nature (e.g. research or academic teaching) and must be related to the subject area of your doctoral studies.

  • If you have an employment contract with Heidelberg University (e.g. as student assistant or a research assistant in the TV-L system), please be aware that there must be no connection in terms of time, place or content between the activity supported by the completion grant and the work carried out within the employment contract. This does not exclude a relationship to the subject area of your doctoral studies.

  • You can work a maximum of 40 hours per month.

  • Your monthly net income cannot exceed 25% of the monthly net income of salary group TV-L E 13, level 3 according to the current table of the “Tarifvertrag für den Öffentlichen Dienst der Länder (TV-L), Tarifgebiet West”. If your monthly net income exceeds this amount, the LGF completion grant will be reduced accordingly.

If you are awarded a completion grant, you will be required to provide information about your employment situation. If your employment does not comply with the requirements listed above, you will be obliged to resign from your contract or relinquish your claim to the completion grant.

Can I apply for a completion grant if my current income will exceed the limit indicated above (25% of a TV-L E13, level 3, Tarifgebiet West position) or if it already exceeds this income limit?

Yes, you can apply for the completion grant even if your current income exceeds this limit. If your income exceeds the income limit during the time frame in which you receive the completion grant, the grant will be reduced by the exceeding amount. This rule applies only to the income you receive while receiving the completion grant.

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

Please notify the Graduate Academy immediately about any changes in your employment situation regardless of whether the maximum income limit has been/is about to be exceeded or not.

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 after the completion of the awards process at around the beginning of July.

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: birgit.bell@uni-heidelberg.de
by telephone: +49 (0) 6221 54 - 19761

Address:
Graduate Academy
Im Neuenheimer Feld 370
Raum 2
69120 Heidelberg

 

 

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.
 

 

 

Web Administrator: Eric Herbst
Latest Revision: 2020-09-23
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