Dekanat der Fakultät für Biowissenschaften

Doctoral studies / Habilitation office

Dekanat der Fakultät für Biowissenschaften
Image: Thomas Winckler

Doctoral studies / Habilitation office

Denise Göpfert
Dean's office, Faculty of Biological Sciences, Room 113, 1. OG
Bachstraße 18k
07743 Jena
Phone
+49 3641 9-49017
Fax
+49 3641 9-49002
Office hours:
Monday: 10:00 - 12:00
Tuesday: 10:00 - 12:00
Thursday: 13:00 - 15:00
Postal address:
Friedrich-Schiller-Universität Jena
Promotions- und Habilitationsstelle
Dekanat der Fakultät für Biowissenschaften
Postfach
07737 Jena

FAQ - Doctoral studies and habilitation affairs - current regulations

Is the Office for Doctoral Studies and Habilitation Affairs currently open? Show content

No, the office remains closed until further notice.

Please contact us preferably by e-mail (promobio@uni-jena.de). You can also send us documents by regular mail, but we cannot currently guarantee regular collection of mail. If in doubt whether to send us original documents or to wait, please send us an e-mail.

Mailing address for documents to be sent by regular mail:

Friedrich-Schiller-Universität Jena
Fakultät für Biowissenschaften
Promotions- und Habilitationsstelle
Bachstraße 18 k
07743 Jena

Doctoral studies (I): Do you currently hold doctoral defenses? Show content

Oral examinations, as part of doctoral examination procedures, may be taken again. The respective doctoral committee chairperson is in charge of organising the exmination. 

Doctoral studies (II): Can dissertation reviews be inspected? Show content

Please contact us by e-mail (promobio@uni-jena.de) to clarify the mode of inspection with you.

Doctoral studies (III): Can I still apply for acceptance as a PhD student with the Faculty of Biological Sciences? Show content

Yes, but there will be delays. Complete the first two steps (see Acceptance as PhD student) by drawing up a supervision agreement and registering online with the doc-in platform; then send us all documents that are listed as required (see Acceptance as PhD student) by e-mail (promobio@uni-jena.de). The Office for Doctoral Studies will check the documents for completeness and contact you.

Doctoral studies (IV): How can I submit my PhD thesis and apply for opening of doctoral examination procedures? Show content

As the Office for Doctoral Studies is currently closed, submissions of PhD theses occur in two steps.

Step 1

(a) Doctoral candidates wishing to submit their dissertation must complete all the necessary forms (see Submitting the PhD thesis) and have them signed by their supervisors.

-- At this stage we accept electronic signatures (NB: original signatures will be required in Step 2!).

(b) Candidates then scan their supporting documents and submit them as one PDF file together with the dissertation, which will be submitted in a second PDF file, to promobio@uni-jena.de.

-- If you do not have access to a scanner, please use your smartphone or tablet with an appropriate app that converts pictures into PDF files.

-- Attention: In case of large data volumes of files to be submitted, please send a download link instead of an e-mail attachment. For example, students/employees of FSU have access to the FSU Cloud, where files can be deposited to which the Office of Doctoral Affairs can be given access.

(c) After reviewing the documents, the Office of Doctoral Affairs will contact the candidates and either give the OK for the next step or request changes. If changes are necessary, step (b) will be repeated until the OK comes from the office.

Step 2

Candidates send the original documents to the Office of Doctoral Studies. A brief e-mail to promobio@uni-jena.de should inform the office that the documents are on their way. 

Address for mailing documents to the Office for Doctoral Studies:

Friedrich-Schiller-Universität Jena
Fakultät für Biowissenschaften
Promotions- und Habilitationsstelle
Bachstraße 18 k
07743 Jena

When can I hand in my thesis deposit copies? Show content

The submission of dissertations to the Thuringian University and State Library (ThULB) is still possible. Please refer to the notes on the ThULB website.

Attention

Office closed: The Promotions- and Habilitationsstelle (Office for Doctoral Studies and Habilitation Affairs) will be closed until further notice. Please contact us preferably via e-mail and send your applications and documents via postal service. Your messages will be answered as soon as possible.

Deadline for submission of docoments/Additional opening hours

Additional opening hours are being offered solely for the purpose of submitting documents for the opening of doctoral and habilitation procedures in person. Unless indicated otherwise, the office is open between 9:00 and 11:00 a.m. on the Friday two weeks before the next scheduled meeting of the Faculty Council. The next dates are as follows:

Date Faculty Council meeting:    Deadline for submission of documents:
13.07.2020 26.06.2020
12.10.2020 25.09.2020
16.11.2020 30.10.2020
14.12.2020 27.11.2020

Doctorate processes

PhD regulations Show content
Acceptance as PhD student by the Faculty Show content

1. Step: Supervision agreement

Doctoral students conclude an agreement with their supervisor. The agreement defines the topic of the dissertation, the schedule and work plan as well as the tasks and duties of the supervisor and the doctoral candidate. It is signed by the supervisor, the doctoral student and the dean's office.

2. Step: Registration in 

doc-in

Doctoral students need to register on the Graduate Academy's online portal. The portal doc-in manages all doctorates electronically. Here, doctoral candidates can view their electronic doctoral files and track their doctoral progress. Once you have registered, you can apply to be accepted as a doctoral candidate under the menu item "Application for doctorate". The application form must be completed, printed and signed. Please report changes of address/e-mail/name.

3. Step: Application for admission to doctoral studies

During office hours, doctoral candidates can submit their documents to the doctoral and habilitation office or send them by post (please ensure that all documents are complete):

  • Application for admission to doctoral studies (printout from doc-in)
  • Supervision agreement [pdf 386KB]
  • Curriculum vitae (signed)
  • International certificates and deeds must be presented in the form of an English or German translation.
  • Copy of certificate + university degree certificate (degree Diplom or Master at the Faculty of Biological Sciences: original to be submitted for comparison or in the form of certified copies)
  • Certified copy of document + certificate (degree from other institutions / faculties, degree in pharmacy, second section, master's degree)
  • Note: A certified copy of the certificate and the certificate of the Bachelor's degree is also required for the Master's degree!
  • Copy of identity card: Data that is not required for identification, in particular printed access and serial numbers, should be blacked out on the copy of identity card!

4. Step: Decision on acceptance as a doctoral student

As a rule, the Vice Dean decides within one month on acceptance as a doctoral candidate. The decision on acceptance is made in writing.

Submitting the PhD thesis Show content

Important notes:

Notification of title changes must have been received by the Doctoral Studies / Habilitation office 14 days prior to the submission of the opening documents! The notification will be deposited in the Doctoral studies / Habiltation office and included in the doctoral file when the procedure is opened.

The application and all necessary supporting documents must be submitted until the above mentioned deadline for submission (usually on the Friday two weeks before the next scheduled meeting of the Faculty Council until 11:00). It is also possible to sent it by post.

Applications and necessary documents submitted after the above deadline can only be dealt with at the subsequent Faculty Council meeting.

Step 1: Transfer of the promotion fee

The promotion fee is 130,- Euro,
in accordance with the scale of charges of the Friedrich Schiller University Jena

Please transfer the fee to the following account of the Friedrich-Schiller-Universität Jena (Deutsche Bundesbank Filiale Leipzig):

Recipient: Universität Jena
IBAN: DE09 8200 0000 0083 0015 03
BIC: MARKDEF1820

Please indicate the following reason for payment:
"Promotionsgebühr"
"[Nachname], [Vorname(n)]"
"Fakultät für Biowissenschaften"

Step 2: Submission of the application to open the doctoral examination procedures with all necessary supporting documents

The application, the copies of the doctoral dissertation and all further supporting documents must be submitted until the above mentioned deadline for submission (usually on the Friday two weeks before the next scheduled meeting of the Faculty Council until 11:00).

Please note: The reviewers are not to be listed in the copies of the doctoral dissertation handed in at this step of the procedure!

For users of LaTeX files:

  • LaTeX files: thesis.tex und titlepage.tex "thesis.tex" is the main document into which the "titlepage.tex" is loaded. You need both files because in "thesis.tex" the document class is set to KOMAScript Report and you can only define a title page with titlepage for it. In "titlepage.tex" the different versions for Dr. rer.nat./PhD and German/English are commented out.

Step 3: Appointment of doctoral committee/ Opening of the doctoral examination procedure

The Faculty Council decides on the opening of the doctoral procedure and appoints the members of the doctoral committee. The doctoral candidate is informed in writing about the opening of the doctoral examination procedure.

Step 4: Receipt of expert opinion within 8 weeks

 All incoming reports (original copy) are recorded in doc-in (online registration system for doctoral candidates). As soon as all 3 reports are available, the doctoral candidate will receive an email with information on the next steps in the procedure.

Step 5: Display period for the expert opinions

Once the thesis has been accepted, the dissertation and the expert opinions are available for inspection for 2 weeks by the habilitated members and university teachers of the faculty.

Step 6: Determination of the disputation date and its execution

The chairman of the doctoral commission sets the examination date after the end of the display period and forwards the defence date to the Graduate Studies office. As soon as the date is fixed, doctoral candidates will have the opportunity to inspect their reports at the Graduate Studies office.

Step 7: Completion of the doctoral examination process

 After passing the oral examination, the Faculty Council decides on the overall final grade and completes the doctoral examination procedure. Candidates are informed in writing about the completion of the doctoral examination procedure.

Step 8: Publication of the doctoral dissertation

After completion of the doctoral examination process, candidates are obliged to publish their doctoral dissertation. Compulsory copies must be handed over to the Thüringer Universitäts- und Landesbibliothek within 2 months of completion of the doctoral examination procedure.

You can find information on how to submit required copies on the website of the library.

Step 9: Delivery of the doctoral certificate

After completion of the doctoral examination process, the certificate is prepared and is available for handing over after approximately two to six weeks.
As soon as the library has confirmed that the obligation to publish the doctoral dissertation has been satisfied, the candidates will receive the doctoral certificate by normal mail.
The right to use the title "Doctor" only begins once the certificate has been received.

Fees Show content

The promotion fee is 130,- Euro,
in accordance with the scale of charges of the Friedrich Schiller University Jena, valid version as of 2/2004

Please transfer the fee to the following account of the Friedrich-Schiller-Universität Jena (Deutsche Bundesbank Filiale Leipzig):

Recipient: Universität Jena
IBAN: DE09 8200 0000 0083 0015 03
BIC: MARKDEF1820

Please indicate the following reason for payment:
"Promotionsgebühr"
"[Nachname], [Vorname(n)]"
"Fakultät für Biowissenschaften"

Habilitation processes

Habilitation regulations Show content
Implementation of the habilitation procedure Show content

All documents and writings must be submitted no later than 2 weeks before the next Faculty Council meeting and no later than 11:00 a.m. on Fridays. Writings and documents submitted after the above deadline can only be dealt with at the next following Faculty Council meeting.

The dates for the Faculty Council meetings can be found at the top of this page.

1. Step: Bank transfer habilitation fee

The habilitation fee is 200,- Euro,
in accordance with the scale of fees of the Friedrich Schiller University Jena, valid version as of 2/2004

Please transfer the fee to the following account of the Friedrich Schiller University Jena (Deutsche Bundesbank Filiale Leipzig):

Recipient: Universität Jena
IBAN: DE09 8200 0000 0083 0015 03
BIC: MARKDEF1820

Please indicate the following reason for payment:
"Habilitationsgebühr"
"[Nachname], [Vorname(n)]"
"Fakultät für Biowissenschaften"

2. Step: Submission of documents

3. Step: Appointment of the Habilitation Commission

The Faculty Council decides on the admission to the habilitation and the opening of the habilitation procedure. It appoints the members of the Habilitation Commission. The applicant receives a written notification of the opening of the procedure.

4. Step: Preparation of expert opinions

After the opening of the procedure, the dean sends the habilitation thesis to the experts with a request for reviews. The reviewers have twelve weeks from the opening of the procedure to review the habilitation thesis and to prepare the teaching reports.

5. Step: Display of the habilitation and expert reviews

After the reports have been prepared, the habilitation dissertation and the reports are available are available for inspection for four weeks.

6. Step: Acceptance or rejection of the habilitation thesis

At the end of the display period, the Habilitation Commission decides on the basis of the expert reviews whether to accept or reject the habilitation thesis. It may also decide to return the habilitation thesis for correction within a maximum period of one year. The habilitation candidates will be informed in writing of the decision of the habilitation commission. After the decision on acceptance or rejection of the habilitation thesis has been made, the habilitants may inspect the expert reviews. After acceptance of the habilitation thesis, the dean agrees with the habilitants on a date for the scientific lecture and colloquium.

7. Step: Scientific lecture with colloquium

Following the scientific lecture and colloquium, the Habilitation Commission decides whether the applicant's performance has met the requirements and decides to continue the procedure. The topic for the public lecture is determined.

8. Step: Public lecture

The lecture should be held within three weeks after the scientific lecture with colloquium. The Dean will contact the post-doctoral lecturers to arrange an appointment.

9. Step: Recommendation for or against the issue of a teaching qualification

Immediately after the lecture, the Habilitation Commission, considering the expert reviews on the didactic quality of the courses, decides whether the applicant's performance has met the requirements according to § 16 (2) and decides on the recommendation for or against the granting of the teaching qualification.

10. Step: Conclusion of the habilitation procedure

The Chairman of the Habilitation Commission informs the Faculty Council about the recommendation of the Habiliation Commission according to § 17 or § 22 of the Habilitation Regulations. The Faculty Council decides on the granting of the teaching qualification. If the applicant has also applied for the right to teach in accordance with § 5 of the Habilitationsordnung, the Faculty Council shall decide on the granting of the right to teach in the same meeting. The teaching authorisation applies to the subject area for which the teaching qualification has been applied for.

11. Step: Documentation of the habilitation thesis

The habilitand is obliged to hand over the required copies of the habilitation thesis to the Thüringer Universitäts- und Landesbibliothek.

12. Step: Delivery of the deed

As soon as the library has confirmed that the required copies have been submitted (approx. two to four weeks after the Faculty Council meeting), the candidates will receive the certificate of teaching qualification by post if they have applied for teaching authorisation.

Fees Show content

Habilitationsgebühr 

Die Habilitationsgebühr beträgt 200,- Euro,
entsprechend der Gebührenordnung der Friedrich-Schiller-Universität Jena, gültige Fassung 2/2004

Die Gebühr überweisen Sie bitte auf das nachfolgende Konto der Friedrich-Schiller-Universität Jena (Deutsche Bundesbank Filiale Leipzig):

Empfänger:  Universität Jena
IBAN:             DE09 8200 0000 0083 0015 03
BIC:                MARKDEF1820

Bitte geben Sie folgenden Verwendungszweck an:
"Habilitationsgebühr"
"[Nachname], [Vorname(n)]"
"Fakultät für Biowissenschaften"

Umhabilitationsgebühr 

Die Umhabilitationsgebühr beträgt 70,- Euro,
entsprechend der Gebührenordnung der Friedrich-Schiller-Universität Jena, gültige Fassung 2/2004

Die Gebühr überweisen Sie bitte auf das nachfolgende Konto der Friedrich-Schiller-Universität Jena (Deutsche Bundesbank Filiale Leipzig):

Empfänger:  Universität Jena
IBAN:             DE09 8200 0000 0083 0015 03
BIC:                MARKDEF1820

Bitte geben Sie folgenden Verwendungszweck an:
"Umhabilitationsgebühr"
"[Nachname], [Vorname(n)]"
"Fakultät für Biowissenschaften"

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