FAQs for IGradU
The selection day is for a student, who applies to get into the IGradU programme. Each applicant as well as the respective (future) supervisor has to present his work from the master thesis in front of the PhD- committee. Students from Master Molecular Medicine can skip this selection procedure by adding a PhD- committee member to their master defense at Ulm University.
Students may get a certain mobility budget according to budget availability. Please contact the coordination office in order to find out how much money you still have in your mobility budget.
Yes, you need to! After receiving the confirmation from the coordinators that all your reviews from your written thesis arrived (takes between 2-3 months after thesis submission), you have to organize your defense: 1. Four examiners: see question #18, 2. Date of defense (doodle questionnaire can help). Once you have the date and the examiners, please contact the coordination office for the room organization. For external examiners, the IGradU will cover traveling and staying costs.
For your thesis, you need four reviewers: three are your TAC members and one additional external reviewer, who has not published together with all of your TACs in the last five years.
For your thesis defence, you need four professors including one from the PhD- committee.
If your PhD is to be graded “summa cum laude” you need one additional external reviewer for the written thesis and a second member of the PhD- committee for the defence.
You can submit your thesis earlier, if you already have an accepted first author paper, attended all progress reports, activities and talks. Also in that case, the PhD- committee has to approve your application for earlier submission.
According to the current PhD- study regulation, you can apply for a so-called "green talk" (green because of the color of the printed paper with the announcement), if your submitted first author paper was not accepted after three years and nine months in the IGradU.
Please note the following:
In early 2018 the PhD-committee decided to ease the procedure of the Green Talks as an exemption of the requirement of an accepted first author paper. Not in all cases an oral presentation will be required anymore. From now on you will have to give an oral presentation only if the PhD-committee considers either your application to be not compelling or if your submitted paper needs further discussion prior the submission of the dissertation.
In any case you can submit your application for the Green Talk procedure not earlier than 3 months prior to your deadline of four years. Please submit also the supporting letter of the supervisor, the manuscript of your paper and a proof that the paper was submitted.
Submission of the manuscript needs to be done at least 3 months before the deadline. Please also provide a comprehensible explanation for the time delay. The application has to be submitted at our coordination office.
The PhD committee will next decide on your application and will decide on first, acceptance or rejection of the application and second on a further discussion during a presentation. You will be informed by the end of the forth year about the decision.
If your application is accepted but no further discussion is required, you will have to submit your thesis within 4 weeks.
If your application is accepted but further discussion is required, you will have to organize the Green Talk within 4 weeks. In this case the further procedure remains as fixed in the PhD regulations. You will need to find a date where at least 4 members of the PhD-committee can come to your presentation and finally decide upon your talk whether you pass it or not. Also in this case the thesis needs to be submitted within 4 weeks after your 4 weeks deadline.
In principle, all students can always apply for exemptions, concerning every matter. The board will prove every case individually and will take a decision. If the board acknowledges that the contribution of the student in several publications is equal to the scope of a first author publication, graduation is possible. However, this will not become an official rule and will only be granted in special cases, as the 1st authorship represents one of the cornerstones of the IGradU.
The KIZ is controling the compliance with image copyrights very tightly - also for PhD theses! Please make sure that you do not only give the reference but that you also obtain the license for pictures you use in your thesis (from journals or authors). If you do not have a license, you might have to consider creating a figure or scheme yourself to be on the safe side. Violations against the German "Law for Copyright and similar Protection" (Gesetz über Urheberrecht und verwandte Schutzrechte) are defined in paragraph 2 “Rechtsverletzungen".
For further information, the KIZ offers a special lecture once a term about the copyright topic in both German and English.
PhD-students have to attend at least two courses with a total duration of 10 days for both courses.
Also, please note that you can use your mobility budget also for practical trainings in other labs outside Ulm.
Every student has to attend two activities each year (in total: five, in the first year it’s only one, the other one is replaced with an obligatory project plan). You can attend more activities in the first/second year and preserve them for the next year(s).
The PhD course of studies comprising the lecture “Improve Your Texbook Knowledge” was launched in agreement with the University Law of the state of Baden-Württemberg in 2005 and was the basis of the successful 2007 application within the framework of Excellence Initiative Therefore, the student representatives (now: Jana Krüger) organize the lecture, which takes place every Wednesday at 5 pm (during lecture weeks). All IGradU students have to attend 85% of all offered talks (that varies from semester to semester) within the first year. Attendances are checked by signing a list. However, if you are not able to get the 85% attendance (for stays abroad, sickness, experiments, holidays etc.), you get the option to collect lectures in your second PhD year.
For further information and schedule please visit the website.
Due to the pandemic situation the PhD committee has released the following exceptions/specifications:
• It is required to collect 30 optional talks for the lecture series. It is now allowed to attend online talks of GRKs, SFBs, TED talks, online conferences and seminars of respective research institutions such as e.g., DF/HCC Connecting the Scientific Community Seminar Series - DF/HCC (harvard.edu). Furthermore, online talks on distinctive research portals are also acceptable (e.g., http://eubias.org/NEUBIAS/training-schools/neubias-academy-home/neubias-academy-archive-spring2020/ ; http://eubias.org/NEUBIAS/training-schools/neubias-academy-home/).
All PhD students have to attend two optional activities per year. These can be workshops, excursions, scientific meetings, summer schools, retreats, mini symposia or key competence seminars. Activities not organized by the Graduate School also count (although it is not possible to perform activities in your own Institute or working group). One of the optional activities for the first-year PhD-students has been replaced by the submission of the project plan to the coordination office.
The optional activities must be recorded in the list of activities. Confirmation of participation in two optional activities must be provided for the registration for the intermediate examinations/evaluations. You will be reminded per email in time. If you are not sure, whether the Graduate School will accept an event as an optional activity, please contact the coordination office.
The TAC must consist of three members. At least one of them must be a member of the PI list of the Graduate School. The list of current PIs is available online
The second supervisor has to be from Ulm University, but not from the institute where the work is performed. The third supervisor is an external supervisor and must be from outside Ulm University. Industrial advisors are also possible.
All members of the TAC have to be qualified for this duty, e.g. be a professor (equivalent to full or associate professors) or should be at the level of junior professors, junior group leaders or comparable.
Duties of the Thesis Advisory Committee
- Monitoring of the student’s progres
- Support in all problems related to the PhD project
- Advice concerning experiments etc.
- Realization and evaluation of intermediate exams (during Spring and Fall Meetings)
- Evaluation of written dissertation
- Realization and evaluation of disputation at the end of studies
The IGradU has a limited amount of licenses (now only licenses for Mac are left). Please ask your working group for this (it is likely, they have them already) or contact the coordination office.
Once you are done with the defense (congrats on that) there are several steps you should do in order to finish your PhD-studies and to get the final certificates.
1. celebrate well :)
2. fill in the missing data in the second page which were left blank such as: Current dean / chairman of the Graduate School, 3. External reviewer: 4. Day doctorate awarded (day of your defence)
3. Make sure there you do not change anything in the final copy, so do not improve nor grammatical nor content mistakes. If after the submission of your dissertation, the source references changed (e.g. your article has been printed and your dissertations states only “accepted” ) you have to change these data and present the final pdf-version to the coordination office of the IGradU.
4. Go to www.uni-ulm.de/en/einrichtungen/kiz/service-katalog/wid/publikationsmanagement/university-publications/, follow the instructions and download the information sheet (also in English) .
5. Start the order then and wait for the confirmation. Please note that the KIZ may contact you in some cases.
Meanwhile the coordination office and the student secretary office are issuing your final certifices which you will be handed in upon the KIZ confirms the rule-consistent submission of the statutory copies. You will be notified when you can collect your certificates. Alternatively, you can get them at Fall/Spring Meeting participating in the graduation ceremony.