- 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 contact the author of this webpage or the webmaster.
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: Tue–Fri 08:00–12:30 h
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
Before 04/2011: Fill out the form "Anlage 1: Anmeldung eines Promotionsvorhabens" and get it signed by (you and) your supervisor.
- a certified copy of your final certificate from your former university and
- the registration form(s) to Mrs. Stelljes.
- After some time you will get a confirmation letter from PhD committee, which is needed for enrolling in PhD study program at University of Hamburg.
Enrolling in PhD study program (Promotionsstudiengang Physik)
For students who registered with the PhD comittee before April 2011, this is not essential, but has advantages due to term-ticket for public transport and canteen-tokens. 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 recieve 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 (currently: 269 Euro).
- After that you will get your term-ticket for public transport and canteen tokens to reduce cost by 0,50 Euro per day.
Coming to an end...
Submission of the Dissertation
- 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.
- To speed things up, it is nice to hand the hardcopies over to the referees personally (faster than by mail).
Fill in the form “Anlage 2: Antrag auf Annahme der Dissertation und Zulassung zur Disputation”.
A quick possibility to print your thesis at DESY is to contact Peter Fesche the "Kopierstelle" (Tel: 3383). Peter Fesche moved away from the "Kopierstelle". Bringing my own printout and binding it was no problem, but I had to fill and sign one of the print requests.
- Hand in your thesis and all required attachments to Ms Stelljes:
- Four (not three!) hardcopies of your thesis
- Four publication lists
- One CV (to let the chairperson introduce you before your disputation)
- 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)
Preparation of the Disputation
- Nominate up to ten questioners (they need to have a PhD, but they do not need to come from the University of Hamburg). The more, the better!
Book a seminar room (or the university auditorium in building 61).
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.
- Send the form to Ms Stelljes, or just hand it in when you submit your thesis (see above).
- Ms Stelljes has to receive the final reports of the two dissertation referees ten 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 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”.
Follow the requirements in “Richtlinien für das Promotionsverfahren”, section 3.
Vorsitzender des Promotionsausschusses: Prof. Dr. Peter Hauschildt (2011-2013)
Leiter des Departments Physik: Prof. Dr. Daniela Pfannkuche (since January 2010)
Dekan der MIN-Fakultät: Prof. Dr. Heinrich Graener (since March 2009)
- 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.
Distribution of the Samples
You need to collect all the required receipts from “Quittungen: Verteilung der Pflichtexemplare” before you can get your PhD certificate.
- First referee of the dissertation: one hardcopy, one receipt
- Second referee of the dissertation: one hardcopy, one receipt
- Library of the physics department (Jungiusstraße): one hardcopy, two receipts (one for the electronic abstract, details can be found on the receipt)
- The library of the physics department also publishes an abstract of your thesis for which you need the following information:
Fill in the online abstract submission form or deliver a floppy disk. (Remember those things?)
- Do not miss any field in the form. In the abstracts, use line breaks only to separate paragraphs.
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.
- Library of the home institute: one hardcopy (is enough, even though the receipt says two to four), one receipt
- University library (“Staats- und Universitätsbibliothek Hamburg Carl von Ossietzky”): four hardcopies, one special receipt (no template in the “Quittungen” document)
- Responsible: A couple of people (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.
- Opening hours: Mo–Fr 09:00–12:00 h
- Bus: bus stop “Staatsbibliothek”, the main entrance is at the back side of the building
- Parking: Grindelallee, alleyway on the rear side of “Logo”
- 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 (several people, assigned depending on your last name)
- Address: Edmund-Siemers-Allee 1 (main building of the university), 20146 Hamburg
- 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 Annika Vauth, 2011-04-19