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.
Described below are the new procedures relevant to PhD students who registered their PhD work since April 2011 or finish after March 2015 - for the previous PhD regulations, please refer to the old regulations wiki page.
Physics Department Administration
Responsible: Thomas Weiler (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
WWW: The new Doctoral Degree Regulations (valid from 04/2011)
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)
In the PhD regulations for the MIN faculty it is written that you have to enroll within three months after you receive the acceptance letter. For further things that might be different in the new regulations, such as the need to write an "outline of research project" and the possibility for online application, see the MIN faculty webpage.
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 (2014/2015: 300 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.
A step-by-step for the enrollment procedures can also be found on the webpage of the physics department.
Coming to an end...
Submission of the Dissertation
Formal requirements for the thesis layout: see https://www.physnet.uni-hamburg.de/forschung/promotionen/promotionsverfahren_e.html (Under Dissertation formalities).
- Submit the following with your dissertation to the Physics Doctoral Studies Office:
- current CV including a list of publications
- six print copies of your dissertation
- an electronic CD-ROM version of your dissertation, labeled and including a sleeve
- copy of your ID
- copy of your actual matriculation certificate
- copy of your high school degree
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.
The procedure to select necessary people for the disputation is summarized here: https://www.physnet.uni-hamburg.de/forschung/promotionen/promotionsverfahren_e.html
- Pay attention these are the general MIN faculty rules
- There exist special regulations for the physics department that say you need at least 5 people for the disputation committee
- These people are:
- The two referees of the dissertation
One chair person, which needs to be a member of the physics department PhD board: PhD board
- Two more people
- There are general rules that apply to the whole disputation committee:
- One of your supervisors needs to be part of the committee
- The majority of the committee needs to be university professors
- One person needs to be an expert on your thesis topic (in most cases your supervisor)
- Not more than one member should be retired
- The co-chairperson needs to be a professor or habilitated university member (which should be easy to fulfill, because you need a majority of university professors and one of them can be the co-chairperson)
- In case one of the dissertation referees can not participate in the disputation you need to request to exchange this person
- It turned out that Mrs. Pfannkuche does not permit a committee without a member from theory (in case you do a experimental physics thesis), although it is not mentioned in the official rules
If you don't find a member from theory ask her because she is a theorist and in addition you found a chairperson
- Members from the PhD board labelled ILasPh also count as theorist
The disputation is scheduled 11 weeks after the submission of the thesis (timetable unfortunately only in German). The referees have 6 weeks to read the thesis. The minimum time that is needed from the University site after the referees send their reports of the thesis is four weeks.
- To speed up the process, you have to kindly ask your referees to prepare their reports earlier. So the earliest date of the disputation is five weeks (assuming one week for the referees reports)
Publishing the Dissertation
- Directly after your disputation you should receive a docket for the publication of the dissertation (Laufzettel), which should be signed by the chair person of the disputation committee
- So far it is not mentioned on this docket, that you can publish your thesis via the DESY library
After contacting the Dissertation Office (phone 040/42838-2236) they confirmed that it is still possible to publish via the DESY library
- In this case make your tick at published in a publishing company
In that case you need to distribute your thesis to:
- University library (“Staats- und Universitätsbibliothek Hamburg Carl von Ossietzky”): six hardcopies
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
- 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 Thomas Weiler 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 hard copy and the published abstract (see below)
- 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 firstname.lastname@example.org (see receipt), unless you do not have the rights to do so or would have to pay for it (if you employ a publisher).
- Studienbüro Physik: one copy
- You will get a receipt from the University library by mail and a copy is send to Thomas Weiler, which takes some time and is needed before you get your certificate.
- Do the online publication of your abstract (c) before you go to the library of the physics department
Written by Klaus Zenker (based on PhdHowto), 2014-10-31