Doctoral studies / Habilitation office

Personal appointments are only offered by prior arrangement via email to prodekanat.bio@uni-jena.de!

Please name us the reason for your visit. You will be given an appointment within the following time frames:

• Monday between 10:00 and 12:00
• Thursday between 14:00 and 16:00
• Special office hours in summer term 2023 for the submission of dissertation theses / applications to open the doctoral examination procedure:
  Friday, 24 March 2023: 10:00 - 12:00
  Friday, 28 April 2023: 10:00 - 12:00
  Friday, 26 May 2023: 10:00 - 12:00
  Friday, 23 June 2023: 10:00 - 12:00 

Outside office hours, a letterbox next to the door of the doctoral studies and habilitation office (room 113) is available for you to submit documents.

For documents to be sent to us by post, the address is:

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

For applications for acceptance as a PhD candidate and for applications to open the doctoral examination procedure, please note the separate information.

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

Please contact us via e-mail (prodekanat.bio@uni-jena.de) to arrange an appointment for the viewing of your reviews.

Yes, applications for acceptance as a PhD student can be submitted.

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 regular mail or or submit them during office hours by prior appointment. The application form and the supervision agreement must be submitted with the original signatures of all participants.

If you do not hand in your documents in person, all necessary certificates and transcripts must be submitted as certified copies, since contactless submission does not allow for the possibility of comparing copies with the original documents. Simple authentications can also be made, for example, by the office of the supervisor (see Information of the Legal OfficeExternal link).

The Office for Doctoral Studies will check the documents. If documents are missing or incomplete, we usually get back to you by email. Admission letters will be sent by regular mail to the correspondence address provided in doc-in.

Send all documents (as original documents, signed where required) to the doctoral office.

For documents to be sent to us by regular mail, the address is:
Friedrich-Schiller-Universität Jena
Fakultät für Biowissenschaften
Promotions- und Habilitationsstelle
Bachstraße 18 k
07743 Jena

Alternatively, the documents can be submitted during the specified office hours by prior appointment.

Please pay attention to the completeness and correctness of the documents according to the information in step 2 for the submission process.

For details on the submission of dissertations to the Thuringian University and State Library (ThULB) please refer to information provided on the ThULB websiteExternal link.

PhD regulations

• English version of the doctoral regulations: Doctoral examination regulations of the Faculty of Biological Sciences pdf, 400 kb · de (Legal note: This English version is for your information only. The legal basis for a Course of Examination of Doctoral Candidates is the original German text.)

Implementing regulations

• Implementing regulationspdf, 267 kb
• Attachement 1 docx, 25 kb · de(in German and in English)
• Attachement 2docx, 26 kb

Step 1: 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, after successful verification of admission, by the Dean/Vice Dean.

• Supervision agreementpdf, 386 kb

Step 2: Registration in doc-in

Doctoral students need to register on the Graduate Academy's online portal. The portal doc-inExternal link 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/email/name.

Step 3: Application for admission

Doctoral candidates can submit their documents to the Doctoral studies and Habilitation office during office hours or send them by normal mail (please ensure that the documents are complete):

• Application for admission (printout from doc-in; original signed by the doctoral candidate and the supervisor(s))
• Supervision agreement (Downloadpdf, 386 kb) (original; the signature of the dean's office will only be added after admission)
• Curriculum vitae (signed)
• Official certified copies of the university degree: certificate and transcript of records
  • In the case of degree documents issued by the Friedrich Schiller University Jena, simple copies are sufficient if the original documents are presented.
  • If you hold a Master's degree (or similar), please also submit certified copies of your Bachelor's degree certificate and transcript of records (or documents of other undergraduate degrees).
  • If the documents and certificates are not issued in German or English, an officially certified translation must also be submitted.
• Proof of identity (passport)
  Data that is not required for identification, in particular printed access and serial numbers, should be blacked out on the copy!

Step 4: 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.

Additional Documents

• Application for withdrawal from the doctoratepdf, 15 kb · de (form in German)
• Application for a change of scientific supervisor(s)pdf, 794 kb · de

Important notes:

The previous notification of a change of title of the dissertation is no longer required.

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 12:00). 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 JenaExternal link

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 12:00).

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

• List of required documents - opening procedurespdf, 185 kb · de
• Application form for the opening of the doctoral examination procedurespdf, 665 kb · de (in German)
• Reviewer proposals as supplement to the application for the opening of the doctoral examination procedurepdf, 743 kb · de
• Obligatory statement of disclosurepdf, 97 kb
• Possible subject areas for doctoral studies (Appendix 1)pdf, 125 kb
• Front page of the dissertation (Attachement 1) docx, 25 kb · de(German and English)
• Form own contribution (Attachement 2)docx, 26 kb
  
  
• Optional: Proposal of doctoral commissionpdf, 729 kb · de (form in German)

Please note the formal requirements for disstertations in our implementing regulations:

• Implementing regulationspdf, 267 kb
• Attachement 1 docx, 25 kb · de(in German and in English)
• Attachement 2docx, 26 kb

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). The doctoral candidate can access the information in doc-in. 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 inspection of thesis and reviews

Once the thesis has been accepted, the dissertation and reviews 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 chairperson 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 (and, where apllicable, as well after the chairperson confirmed that additional requirements ordered by the doctoral committee have been fulfilled), 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.External link

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 also 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.

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

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"

• Valid version as of 04/1997pdf, 131 kb · de (German)

Step 1: Appointment with the Dean

Please contact the Doctoral Studies and Habilitation Office with sufficient lead time if you are interested in a habilitation procedure at the Faculty of Biosciences. In the run-up to the habilitation procedure, essential questions and regulations can be discussed with the Dean.

Step 2: 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 2/2004External link

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"

Step 3: Submission of documents

All documents and the habilitation theses must be submitted no later than 2 weeks before the next Faculty Council meeting. The dates for the Faculty Council meetings and the deadlines for submission can be found at the top of this page.

• Leaflet Submission of the habilitation documentsdocx, 16 kb · de (in German)
• Application for the opening of the habilitation procedurepdf, 71 kb · de (in German)

Step 4: 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.

Step 5: 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.

Step 6: 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.

Step 7: 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.

Step 8: 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.

Step 9: 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.

Step 10: 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.

Step 11: 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 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.

Step 12: Documentation of the habilitation thesis

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

Step 13: Delivery of the deed

After the conclusiont of the habilitation procedure, the certificates are prepared and are available for handing over after approximately two to six weeks.
As soon as the library has confirmed that the obligation to publish the habilitation thesis has been satisfied, the candidates will receive the certificate(s) by normal mail.

Habilitationsgebühr 

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

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 2/2004External link

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"