- Getting started...
- Coming to an end...
This How-To should provide information to newcomers on how to correctly register and enroll at the University of Hamburg. It should also serve as some administrative help for all those of you who are just about to finish their PhD. In case you find anything is wrong or has changed, please fix it.
Important: Old vs. New Regulations
Described below are the procedures according to the old doctoral degree regulations (Promotionsordnung) of the department (Fachbereich) of physics from 2002.
PhD students who registered their PhD work until the end of March 2011 and finish until March 2015 can choose to finish their PhD according to these old regulations (recommended).
Physics Department Administration
Responsible: Birgit Stelljes (phone 040/42838-7031, fax 040/42838-6233)
- Address: Department Physik, Promotionsangelegenheiten, Jungiusstraße 9 (room 28, ground floor), 20355 Hamburg
- Opening hours (as of Oct 2013): Mon 9-12, Tue-Thu 10-12, Wed 13-15
Responsible: Katja Salzwedel (phone 040/42838-4208), Team Bewerbung und Zulassung (phone 040/42838-7000, fax 040/42838-4486)
- Address: Universität Hamburg, Service für Studierende, Team Bewerbung und Zulassung, Alsterterrasse 1 (room 343), 20345 Hamburg
- Opening hours: Mon-Wed 9:00-10:00, Thu 17:00-18:00
Registration of PhD work
The registration process for PhD students at the MIN faculty of the university of Hamburg is currently being updated. Exhaustive instructions are on the PIER graduate school page. First apply for admission, then use the Docata online form to enroll.
Enrolling in PhD study program (Promotionsstudiengang Physik)
For students who registered with the PhD committee before April 2011, this is not essential, but has advantages due to term-ticket for public transport and a discount at the DESY canteen. If you register after April 2011, the new PhD regulations for the MIN faculty apply, and you have to enroll within three months after you receive the acceptance letter.
Contact University Administration (Team Bewerbung und Zulassung) and ask for the matriculation application form OR write an formless application on your own to get enrolled at the University of Hamburg.
- Collect the following documents and send them to University Administration (Team Bewerbung und Zulassung):
- Matriculation application (original)
- Final certificate from university (diploma, master) (certified copy)
- Letter from your supervisor that confirms that he/she takes over supervision (original)
- Confirmation letter of PhD committee (copy)
- Certificate of health insurance (copy)
You will receive a letter where you are asked to pay the term-fee (2015: 305 Euro).
- After that you will get your term-ticket for public transport and your student ID. If you show the student ID at the cash desk of the DESY canteen/cafeteria, you get 1 Euro off.
Coming to an end...
Submission of the Dissertation
Formal requirements for the thesis layout: see “Richtlinien für das Promotionsverfahren”, section 3.
The title page has to conform to “Anlage 3: Muster für das Titelblatt der Dissertation”, title.tex.
- Title and abstract (not more than 1 page for each abstract) have to be available in both English and German. If the thesis is written in German, the English title must be placed on the title page or above the English abstract. If the thesis is written in English, the German title is needed later by the library of the physics department.
- You can leave the title backside (names of referees etc.) empty for now and take care of that after the disputation (see below).
- Select the referees (for your dissertation and the disputation) and a chairperson (for the disputation):
- Two referees for your dissertation (typically your supervisor and another professor from the Institut für Experimentalphysik or DESY).
- Two referees for your disputation. One (typically your supervisor) can be identical to the ones above, so you’ll need three professors in total.
- The faculty staff list (in the full Vorlesungsverzeichnis of the university, available at the DESY library) contains a list of all professors to choose from.
One official chairperson for the disputation (must be a graduated member of the Promotionsausschuss).
- Prepare your time schedule:
- You don’t necessarily need to fix a date yet, but all involved persons (see above) have to agree on your plans.
- If your disputation should happen soon (within the next four weeks), it is important to let the referees know that they have to write their reports quickly.
A quick possibility to print your thesis at DESY is to contact the "Kopierstelle" (Tel: 3383). You need to fill a DESY Kopierauftrag and get it signed by Ties or Felix.
- Sometimes their printers are occupied. In that case, you can bring your own printouts and let them get bound.
- You might have to hand in up to 6 copies (usually 4).
- To speed things up: When you submit the thesis (below), you can take the hardcopies for the referees with you and hand them over to the referees personally (faster than by mail). The questioners usually do not get a printed copy, but only the pdf file.
- Hand in your thesis and all required attachments to Ms Stelljes:
- Four (not three!) hardcopies of your thesis
- Four publication lists
- One signed CV (to let the chairperson introduce you before your disputation) - make sure in contains date and place of birth and your full name, since this information will also be used for the certificate you get in the end.
- The required certificate(s) about passed examinations, typically your diploma or master’s certificate (if you didn’t already present them when you started your PhD some years ago)
The form “Anlage 2: Antrag auf Annahme der Dissertation und Zulassung zur Disputation” with all required signatures on the second page
- If you have set up your disputation already, you also can already submit Anlage 4 (see below)
Preparation of the Disputation
- Nominate up to ten questioners. They need to have a PhD (a non-German PhD is also fine), but they do not need to come from the University of Hamburg. There should be ~5 questioners actually participating in your disputation. If there are fewer or none, it leaves a bad impression. If there are too many, there will not be time for everyone to ask a question. Since usually one or two cannot make it, make sure you nominate enough.
Book a seminar room or the university auditorium in building 61 (Mr. Illing, Tel. 2207).
Fill in the form “Anlage 4: Vorschläge über den Ort und Termin der Disputation sowie über die weiteren Fragesteller” and have it signed by the chairperson of your disputation. You do not need to specify a seminar (leave items a) and d) empty).
- Send the form to Ms Stelljes, or just hand it in when you submit your thesis.
- Ms Stelljes has to receive the final reports of the two dissertation referees ten working days before the date of the disputation (at the latest). A preliminary statement that the thesis has been accepted (without a detailed report) is not sufficient. The report can also be sent via e-mail as long as a signed hardcopy is handed in later (may happen after the disputation). She will then send the official invitations to the disputation to the referees, the questioners and yourself.
- Prepare a talk of about 40 minutes (not more than 45 minutes!).
- Prepare to answer delicate questions for another 45 minutes.
- Good luck!
Publishing the Dissertation
- Finalise the front matter of your thesis:
The title page has to conform to “Anlage 3: Muster für das Titelblatt der Dissertation”, title.tex.
Follow the requirements in “Richtlinien für das Promotionsverfahren”, section 3.
- The title backside needs to list the persons as on the day of your disputation:
- Title and abstract have to be available in both English and German. If the thesis is written in German, the English title must be placed on the title page or above the English abstract. If the thesis is written in English, the German title is needed by the library of the physics department.
- At least nine (or ten) samples are required:
- Two for the referees of the dissertation (or three if the thesis was passed “with distinction”)
- One for the library of the physics department (Jungiusstraße)
- One for the library of the home institute (Institut für Experimentalphysik or DESY, the former is preferred)
- One for the file (Ms Stelljes)
- Four for the university library (Staats- und Universitätsbibliothek, “Stabi”)
If you want to publish the thesis through DESY, fill in a DESY Kopierauftrag and have it signed by Ties or Felix.
Send the form and a PDF copy of your thesis to Maren Stein (building 1d, room O1.443, phone 040/8998-3602). She will handle the publication of the thesis:
- Prepares the required cover (“DESY Thesis”)
- Assigns an ISSN number
Uploads the thesis to the DESY publication server
- Signs the corresponding receipt of “Bibliothek des Institutes”
- Sixty hardcopies is a good number. The production will take one to two weeks. In the meantime, you can already prepare the keywords and PAC numbers for the library of the physics department (see below).
Distribution of the Samples
You need to collect all the required receipts from “Quittungen: Verteilung der Pflichtexemplare” before you can get your PhD certificate. With good timing (opening hours), you only need to go downtown once to visit the university library, the library of the physics department and finally Ms Stelljes to receive your PhD certificate.
- First referee of the dissertation: one hardcopy, one receipt
- Second referee of the dissertation: one hardcopy, one receipt
- Library of the home institute: one hardcopy, one receipt
- University library (“Staats- und Universitätsbibliothek Hamburg Carl von Ossietzky”): four hardcopies, one special receipt (no template in the “Quittungen” document)
Responsible: Dissertation Office (Hochschulschriftenbearbeitung) (phone 040/42838-2236)
- Address: Von-Melle-Park 3, 20146 Hamburg, room 258 – this is on the second/topmost floor of the library in the administration part of the building.
WWW: opening hours, currently Mo–Fr 09:00–12:00
NEW PROCEDURE: The copies of the dissertation should be handed in directly at the library service desk in the reading room (1st floor). You will get there a temporary receipt. The official (final) receipt will be sent directly to Ms. Stelljes by the library.
- Bus: bus stop “Staatsbibliothek“, the main entrance is at the back side of the building
- Parking: Grindelallee, alleyway on the rear side of “Logo”
- Library of the physics department (Jungiusstraße): one hardcopy, two receipts (one for the electronic abstract described below - take care of that before going to the library)
- The library of the physics department also publishes an abstract of your thesis:
Fill in the online abstract submission form or deliver a floppy disk. (Remember those things?)
Browse through the PACS table and look for approximately five items that describe your thesis best. Enter the nn.nn.xx codes into the corresponding field.
You can select keywords for your thesis from the HEP Keyword Index and/or the INSPEC classification scheme.
- Do not miss any field in the form. After clicking the "Submit information" button, you should see a preview of the result before the final submission. If LaTeX formatting does not work, try plain text or HTML.
Send the full text of your thesis to email@example.com (see receipt), unless you do not have the rights to do so or would have to pay for it (if you employ a publisher).
- Hand in all required receipts and one hardcopy to Ms Stelljes to receive your PhD certificate.
- You can visit the “Zentrum für Studierende” to be properly removed from the register of students of the university. If you don’t show your certificate (but just quit paying your fee), you’ll get an automatic notification after some time.
- Responsible: Team für Studierendenangelegenheiten
- Address: Alsterterrasse 1, 20354 Hamburg
WWW: opening hours
- You’re done – congratulations!
Written by Jan Menzel, 2005-05-20
Update by Marius Groll, 2007-07-02
Update by Matthias E. Janssen, 2008-05-09
Update by Adrian Vogel, 2008-11-17
Update by Christoph Rosemann, 2009-03-26
Update by Benedikt Vormwald, 2010-09-03
Update by Moritz Beckmann, 2014-01-10
Update by Benedikt Vormwald, 2014-02-03
... and many more, see revision history