pdf ZIBI Graduate School Handbook

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ZIBI Graduate School Handbook –
an information ressource for doctoral students
The ZIBI Graduate School is supported by:
Imprint
Humboldt-Universität zu Berlin
ZIBI – Interdisciplinary Center of
Infection Biology and Immunity
Luisenstraße 56, Haus 1
10117 Berlin
Phone: +49 30 20 93 60 54
Fax: +49 30 20 93 45 79
E-mail: zibi@hu-berlin.de
Date of issue: May 2012
Layout: Sandra Ulbrich, www.print-2-net.de
Photograph Credits
Cover
Hauptgebäude der Humboldt-Universität zu Berlin
Heike Zappe, Referat Öffentlichkeitsarbeit, www.hu-berlin.de/presse
Arne Sattler
Page 3
Luisenstraße 56 (Ehemalige Tierarzneischule): Sitz der Humboldt Graduate
School, Martin Ibold, www.hu-berlin.de/presse
Page 6
Humboldt-Universität zu Berlin, Hauptgebäude, Unter den Linden 6
Heike Zappe, Referat Öffentlichkeitsarbeit, www.hu-berlin.de/presse
Page 9
Hauptgebäude der Humboldt-Universität zu Berlin, Denkmal Alexander von
Humboldt, Unter den Linden 6
Heike Zappe, Referat Öffentlichkeitsarbeit, www.hu-berlin.de/presse
Page 11
Wegweiser auf dem Campus
David Ausserhofer, Presse und Kommunikation der Freien Universität Berlin,
www.fu-berlin.de
Page 13
Jacqueline Hirscher, www.jacqueline-hirscher.de
Page 17
Campus Nord
Martin Ibold, Referat Öffentlichkeitsarbeit, www.hu-berlin.de
Page 19
Bernd Prusowski, Referat Öffentlichkeitsarbeit, www.hu-berlin.de/presse
Page 22
Alexander Raths, www.fotolia.com
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Max, www.fotolia.de
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Jacqueline Hirscher, www.jacqueline-hirscher.de
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Institutsgebäude Physik, Heike Zappe, Referat Öffentlichkeitsarbeit,
www.hu-berlin.de/presse
ZIBI Graduate School Handbook
Dear doctoral students,
Welcome to the ZIBI Graduate School for Infectious Diseases and
Immunology. We hope that your stay with us will be both successful and enjoyable! As a member of the ZIBI Graduate School you
will profit from interdisciplinary courses, where you will develop key
competencies for your later work as a researcher or in other scientific areas. You will also receive support in planning your career and
be a part of a stimulating scientific environment.
This manual gives you general information about the ZIBI
­Graduate School, the faculty, and the important contacts who will
advise you during your years in the program.
This manual will guide you through important steps in matriculation, such as the enrollment at a university, and provides many
details about our training program. With this handbook we hope
to streamline your start and participation in our graduate school.
Other important information about the ZIBI Graduate School can
be found on our website: www.zibi-graduateschool-berlin.de.
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General information about the ZIBI
and ZIBI Graduate School
The ZIBI, or “Interdisciplinary Center of Infection Biology
and Immunity,” of the Humboldt-Universität zu Berlin (HU)
was founded in 2005. As a broad-reaching u
­ mbrella program,
it spans the activities of two universities, the HU and the Freie
Universität Berlin as well as other non-university research
institutes in the fields of infection biology and immunity in
Berlin. It brings together biologists, physicians, veterinarians,
biophysicists and other researchers from the diverse disciplines of virology, b
­ acteriology, parasitology and immunology.
Professor Richard Lucius
parasito@hu-berlin.de
The spokesperson for ZIBI is Professor Richard Lucius.
What does the ZIBI do?
ππ Strengthens interdisciplinary research and teaching in
the fields of infection biology and immunology.
ππ Facilitates the acquisition of coordinated research
funding, including Collaborative Research Centers,
Graduate Programs, EU-networks, fundings from the
Federal Ministry of Education and Research (BMBF)
and others.
ππ Coordinates and develops teaching activities of its
members. Courses are held in English and encompass
lecture courses, seminar series, practical courses,
workshops, summer schools and more.
ππ Organizes a structured PhD program: The
ZIBI Graduate School for Infectious Diseases and
­Immunology.
ZIBI Graduate School
ZIBI Graduate School Berlin is the roof of two graduate programs and includes doctoral researchers of a collaborative research center (SFB 650):
ππ DFG Graduiertenkolleg (Research Training Group)
Genetic and Immunologic Determinants of PathogenHost-Interactions (GRK1121)
ππ International Max Planck Research School for
Infectious Diseases and Immunology (IMPRS-IDI)
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GRK 1121
Pathogen-Host-Interactions
IMPRS-IDI
Infectious Diseases and Immunology
ππ DFG SFB 650; Collaborative Research Center “From
Bench to Bedside”
The ZIBI Graduate School belongs to the member programs
of the Humboldt Graduate School (HGS). The HGS is a s­ ervice
center for Graduate Schools, organizing professional training
programs for doctoral students and providing support for their
academic careers.
www.humboldt-graduate-school.de
The Humboldt Graduate School offers:
ππ Training in key competences
ππ Mentoring programs
ππ Information desk with advisory service for HGS
member programs, HGS services and information for
international doctoral candidates.
Humboldt Graduate School
Luisenstraße 56
10117 Berlin
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Important contacts of the ZIBI
Graduate School
Prof. Richard Lucius
ZIBI-Spokesperson and Spokesperson for GRK1121
Humboldt-Universität zu Berlin
Institut für Biologie, Lehrstuhl Molekulare Parasitologie
Philippstraße 13, house 14, 10115 Berlin
Phone: +49 30 20 93 60 53
E-mail: parasito@hu-berlin.de
Prof. Arturo Zychlinsky
Spokesperson for IMPRS-IDI
Max Planck Institute for Infection Biology
Charitéplatz 1, 10117 Berlin
Phone: +49 30 28 46 03 00
E-mail: zychlinsky@mpiib-berlin.mpg.de
Dr. Juliane Kofer
Coordinator for GRK1121
Humboldt-Universität zu Berlin, ZIBI
Luisenstraße 56 , 10117 Berlin, (room 101)
Phone: +49 30 20 93 60 54
Fax: +49 30 20 93 45 79
E-mail: zibi@hu-berlin.de
Dr. Adreas Schmidt
Coordinator for IMPRS-IDI
Max Planck Institute for Infection Biology
Charitéplatz 1, 10117 Berlin, (room 1.97)
Phone: +49 30 28 46 01 60
Fax: +49 30 28 46 01 61
E-mail: aschmidt@mpiib-berlin.mpg.de
Susanne Pocai
Assistant coordinator
Humboldt-Universität zu Berlin, ZIBI
Luisenstraße 56 , 10117 Berlin, (room 101)
Phone: +49 30 20 93 60 54
Fax: +49 30 20 93 45 79
E-mail: Susanne.pocai@hu-berlin.de
A list of the faculty of the ZIBI Graduate School can be found
on our website, which is regularly revised and updated:
www.zibi-graduateschool-berlin.de
On Arrival
After arriving in Germany you will need to go to the local
­Registration office (Einwohnermeldeamt) where every new resident must register – this also applies to EU citizens. International doctoral students from countries that are not members
of the EU or the EEA must also apply for a residence permit
at the local Foreigners‘ Registration Office (Ausländerbehörde).
Among other things, you will require proof of admission as
a doctoral student, proof of sufficient funds (e.g. scholarship
confirmation) and proof of health insurance coverage (see
page 14). A residence permit is only valid for a limited period. You must therefore be sure to apply for an extension before
the permit expires.
Anyone who lives and studies in Germany also needs a current
bank account. You can open one at any bank or Sparkasse – as
a rule, free of charge.
The Studentenwerk Berlin (Student Services Berlin) ­provides
information and support for international students:
­www.studentenwerk-berlin.de/en/berlin/international/index.html.
Some information is currently available only in German.
The Freie Universität has published a helpful
student guide, where all things one has to consider before moving to Berlin are explained:
www.fu-berlin.de/en/sites/fubest/doku/­
Student_Guide.pdf ?1316687574.
As a new ZIBI graduate student you will have
to complete some bureaucratic requirements
right from the start. But don‘t be intimidated:
we are here to help!
Described below you can find all necessary
information.
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University Admission and Enrollment
The admission to the ZIBI Graduate School Berlin does not
automatically include acceptance as a doctoral student at one
of the Berlin universities. In Germany, only universities are
allowed to confer doctoral degrees. Therefore, you will have to
apply at a university. The following sections give you all the information you need about the necessary administrative tasks
to enroll as a student at the university and to help you comply
with the process.
Choosing a university will usually depend on the affiliation
of your supervisor. It will usually be Humboldt-Universität
(HU), or Freie Universität (FU). It could also be the Charité
­Universitätsmedizin Berlin, the medical faculty which belongs
to both, HU and FU. The Charité has its own enrollment process, which is not described here. If you need more information, just ask your coordinator.
Below you will find all necessary information concerning
­registration and enrollment at HU or FU.
Admission to doctoral studies at the HumboldtUniversität zu Berlin (HU)
First things first: the equivalence of non-German degrees with
a German Bachelor´s and Master´s degree must be checked.
Usually we do this before you receive a letter of admission to
the ZIBI Graduate School. In very few cases we may do this
later, especially if there are no doubts about equivalence.
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Acknowledgement of degrees from abroad and
enrollment for non-German doctoral researchers
Contact person:
Frau Elke Nürck
Unter den Linden 6, Room 1063C
10099 Berlin
Phone: +49 30 2093 2142
E-mail: elke.nuerck.2@uv.hu-berlin.de
Application for doctoral studies at the faculty
of mathematics and science I at the HU
Before you can enroll at the HU, all doctoral researchers must be
accepted as doctoral students by a ­Fakultät (department) of the
HU. Since ZIBI students usually have a background in the life
sciences, they apply at the HU department for mathematics and
­science I (MNF I, Mathematisch-Naturwissenschaftliche Fakultät I).
Before arriving in Berlin or upon your arrival, you‘ll
need to fill out the university‘s application form for
doctoral studies (together with your official supervisor, who has to sign it) and send it to the ZIBI office
or directly to the Promotionsbüro (see below) together
with your certified copies of original documents, BSc
and MSc degrees, certificates and transcripts. Please
include the proof of equivalency of your degrees, or
ask your coordinators for it, in the case that you have
a non-German degree. We can make certified copies
and forward them to the central office for application at the MNF I of HU. In the case that you do not
wish to use this service of the ZIBI office, you may
also make a short excursion to Berlin-Adlershof, the
­Science Campus of HU, and deliver your application
directly to the dean‘s office. It‘s worth the visit to the
campus!
You can find the application form in the downloads section
on www.zibi-graduateschool-berlin.de. Please note that both
pages have to be printed on one sheet.
Opening hours
Monday 13:00 – 15:00
Wednesday13:00 – 16:00
Friday
09:00 – 11:00
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Tuesday 10:00-12:00
and 14:00-16:00
Thursday 10:00-13:00
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Contact person:
Promotionsbüro
Beate Seeland, Room 3‘02
Newtonstraße 14
12489 Berlin
Phone: +49 30 2093 7750
E-mail: promotionsbuero@physik.hu-berlin.de
You will receive an admission letter from the MNF I faculty.
Please send a copy of the admission letter to the ZIBI G
­ raduate
School‘s office (either GRK or IMPRS).
Please bear in mind that it may take up to three weeks until
you receive the admission letter. You will need this letter to
matriculate at the university.
Matriculation/enrollment at the HU
Finally, after having received the admission letter, you are
allowed to enroll at the HU within one month. If for any
reason you do not wish to enroll at HU during the doctoral
research period, please note that enrollment is mandatory
at least 6 months prior to submission of your thesis at HU.
One bene­fit of direct enrollment is the student Semesterticket
(season ticket for public transport), which allows use of the
public transport system of Berlin for highly reduced rates. As
a registered student you can also eat at the Mensa for student
rates and receive cheaper entrance rates in many public institutions, museums and more.
We recommend to contact your coordinators or the infodesk
of the Humboldt Graduate School (HGS). At the Infodesk of
the HGS you can find competent help and information for
enrollment, contact with the Foreigners‘ Registration Office
(Ausländerbehörde), insurances, etc.:
Infodesk Humboldt Graduate School (HGS)
Luisenstraße 56, 10117 Berlin, Raum 110
Phone: +49 30 2093 1799
E-mail: hgs-info@hu-berlin.de
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The office is open daily; you can make appointments and get
most of the necessary documents for application.
To enroll, you‘ll have to pay the fee for a term. The price for enrollment differs, depending if you decide to have Semesterticket
or not. Details are given here:
www.hu-berlin.de/forschung/wiss_nachw/wn_proan_kosten_html
Bank Account of Humboldt-Universität zu Berlin
Account No.: 512 62 06 04
Bank code: 100 708 48
At: Berliner Bank AG & Co.KG
Purpose: WS__or SoSe__
(winter semester or summer semester)
Here you can find everything about the semester costs of
­enrollment:
www.kustos.hu-berlin.de/wegweiser/5_nach_einreise/5_1_4
For enrollment, it is necessary for the PhD student to appear in
person at the Admission Office. In case you are non-­German,
go to the office of Frau Nürck (see above). The following documents need to be presented:
ππ www.hu-berlin.de/studium/bewerbung/formulare for
international prospective students
ππ completed enrollment form and a current photo
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ππ officially certified copies of certificates and, if they are not
in German or English, officially certified translations
ππ passport as proof of identity, with valid residence
permit for PhD studies or in case of EU citizens
confirmation of registration of Registrars Office and
freedom of movement certificate (Freizügigkeitsbescheinigung)
ππ originals of certificates (to be returned)
ππ health insurance confirmation (see below)
ππ proof of payment of semester fees and contributions,
currently 287,13 EUR including semester ticket for free
public transport (copy of account statement). If you do
not want the semester ticket you only have to pay
103,13 EUR.
Opening hours
Monday: 9 – 11 and 13 – 15
Tuesday: 9 – 11 and 13 – 15
Wednesday: 9 – 11 and 13 – 16
Friday: 9 – 11
Immatrikulationsbüro – Admission office
Unter den Linden 6, Room 1049
(Lichthof West)
10099 Berlin
All information is available online at:
www.hu-berlin.de/studium/bewerbung/imma/einschreibung
Relevant forms can be found here:
www.hu-berlin.de/studium/bewerbung/imma/einschreibung/
formulare/
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HU-account
Students enrolled at the HU automatically receive a HU-account.
The HU-account is linked with HU-services: HU-Mail, WLAN,
AGNES (electronic university calendar), Moodle (­e-learning system), disk space, etc.
Admission to doctoral studies at the
Freie Universität Berlin (FU)
If you are veterinarian and want to obtain the title PhD,
you have to enroll at the FU, as it is the only university
in Berlin with a department of veterinary medicine.
For enrollment at FU you will need:
ππ Original documents of your university degrees
and transcript of records
ππ CV (signed + dated)
ππ Application form for doctoral studies
ππ Signature of supervisor, and in case of external
supervision, the signature of the relevant FU professor
ππ Statement regarding previous registration for another
doctorate degree program or registration for another
doctorate degree program with another faculty or
university
ππ Recognized language proficiency certificate (English or
German)
ππ A working plan detailing the aims and methods of the
doctorate degree project
This Information can also be found here:
www.bcp.fu-berlin.de/en/einrichtungen/zentr-promo-habil.html
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Opening hours
Tuesday and Thursday:
10.00 – 12.00
Telephone enquiries
Monday – Friday
08.00 – 12.00
Office for Doctoral Degrees:
Frau Kerstin Austen
Takustr. 3
Room 12.15
14195 Berlin
Phone: + 49 30 838 – 55160
Fax: + 49 30 838 – 55163
E-mail: probuero@chemie.fu-berlin.de
Matriculation at the FU
Opening hours
Monday: 09:30 – 12:30
Tuesday: 09:30 – 12:30
Thursday: 14:00 – 17:00
Once you receive the letter confirming that you have been admitted to the doctoral program (Zulassung zur Promotion) at
the FU, you need to either register or matriculate at the FU
within four weeks. Students who have an employment contract with the FU can only register. Registered students do not
have to pay fees but will not receive the public transportation ticket (Semesterticket). Registration can be done by mail.
Scholars may choose either to register or to matriculate at the
FU. If you matriculate you will receive the Semesterticket for
public transportation and a student ID card with which you
can get cheaper entrance fees to some public facilities and eat
for student rates in the Mensa. Matriculation will cost approx.
250 EUR per semester and must be done in person at:
Student Records and Registration Office
Iltisstr. 1
14195 Berlin
Phone: +49 (0)30 838-700 00
Fax: +49 (0)30 838-755 43
E-mail: info-service@fu-berlin.de
All information is provided online here:
www.fu-berlin.de/en/studium/studienorganisation/­
immatrikulation/index.html
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Documents needed for matriculation
ππ Completed Antrag auf Immatrikulation (application
form for doctoral studies)
ππ Admission letter from the doctoral administration
(Zulassung zur Promotion) and a copy of this document
ππ Original degree certificate(s), transcript(s) and copies of
these documents
ππ Certified translation of the degree certificate(s) and
copies of these documents (if applicable)
ππ Proof that your name has been removed from the
register of students of other universities
(Exmatrikulations­bescheinigung, if applicable)
ππ Copy of ID card showing your current address in Berlin
(if applicable)
ππ Copy of residence registration with your current
address in Berlin, if your current address is not
mentioned in your passport or ID card
ππ Passport and copy of passport with valid
residence permit (for foreigners who need a
visa in Germany)
ππ EC-Card to pay the semester fees or transfer
voucher
ππ Proof of health insurance for the university
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Insurances
Health insurance
In Germany, health insurance is mandatory.
You have three options for health insurance while living in
Germany:
ππ the government-regulated public health insurance
system (Gesetzliche Krankenversicherung, GKV)
ππ private health insurance from a German or international
insurance company (Private Krankenversicherung, PKV) or
ππ a combination of the two
Finding the best service provider of state health insurance or
finding the most suitable coverage from a private health insurer while still at a competitive rate is not always easy, but it is
well worth the effort. As people have different requirements or
expectations from health insurance, it is important to understand the system in order to find the most suitable plan while
living in Germany. Health insurance should not be considered
a commodity but rather a financial support partner in difficult
times in case illness, disease or accidents should happen.
From our point of view it is important to acquire a good health
insurance coverage. You will be happy you did in the case that
you have an accident, become ill, or require a visit to the hospital during your time in Germany.
Third-party private liability insurance
The most important, and yet the least expensive, insurance coverage you will need in Germany is third-party private liability
insurance (Haftpflichtversicherung). It will provide cover to you
or to any insured member of your family in the event that you
commit an act for which a German court would consider you
ordinarily negligent.
Here is a good link to learn more about insurances in Germany:
www.howtogermany.com/pages/insurance.html
Being a doctoral student at the
ZIBI Graduate School
Thesis committee
Usually, you will start your work in your research group
with the head of the group being your supervisor. The ZIBI
­Graduate School asks you to look for at least two additional supervisors. They will form your individual “Thesis Committee”,
which advises the doctoral research project and supervises the
personal development of the student. Please talk with your supervisor and your coordinator in order to choose the members
of your thesis committee. The composition of the thesis committee should be chosen in a way that it will perfectly support
you and the progress of your research project. It‘s not necessarily the same committee as the one which will be the final,
official committee for the defense of your thesis (see below).
Within the first 3 – 4 months, each student writes a short
project outline. This project outline is sent to the members of the thesis committee and the coordination office.
At the end of the first year (after 10 months), the student organizes the first thesis committee meeting. This is a prerequisite
for the extension of the contract for the following years. The
second meeting should be at the end of the second year. Each
meeting is awarded with 1 credit point (CP, see below). Before
the thesis committee meeting, the student submits a short report, a maximum of 5 pages, to the committee members and
the coordination office which gives a brief introduction to the
project, describes the progress and pitfalls of the project as
well as future directions and outlook. The report should also
mention the progress of the training and an actual transcript
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should be attached. During the meeting the student gives a
20 min presentation covering all issues included in the report
followed by a discussion on perspectives. After the meeting
the student writes a summary of the discussion (ca. one page).
The minutes will be sent to the committee members and the
coordinator.
Please bear in mind that the committee meetings are meant
to support the progress of your work. The members should
give you advice not only in concerns of your project but also
for additional skills you might need to acquire. Options like
lab exchanges, visits of international meetings, and career perspectives are also topics of these meetings. It is not meant to
be an examination!
Doctoral research and training program –
what we offer
The ZIBI program offers its graduate students a wide
­variety of courses, all of which are conducted in English. The curriculum is designed to specifically meet
the needs of each ­individual student. Therefore we ask
you to meet with your coordinator shortly after starting in your research group. N
­ evertheless, the curriculum includes mandatory courses (see below). Doctoral
students are always encouraged to make suggestions
for new course offerings.
For attending courses the students receive credit points which
are aligned with the standards of the European Credit Transfer System (ECTS). 1 credit point (CP) corresponds to approximately 25 hours of work (including preparation).
It is mandatory for each student to acquire 30 credit points
during the three years within the graduate program.
Susanne Pocai
susanne.pocai@hu-berlin.de
phone: +49 30 2093-6054
Susanne Pocai, ZIBI office at the HU, is responsible for course
registration, certificates of attendance and transcripts. Please
contact her if you want to register for a course (except lecture
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courses or those that do not require registration) or if you
would like to receive credit for other courses you have attended.
The course curriculum is composed of five categories. The
numbers of credit points that must be achieved within each
area are indicated:
Lectures and seminars (10 CP)
Practical courses (4 CP)
Soft skills training (4 CP)
Scientific communication (4 CP)
Scientific Meetings (8 CP)
It is recommended to collect 12 CP during the first, 10 CP during the second and 8 CP during the last year.
Lectures and seminars
“The Art of Reading a Paper” (mandatory)
Once a month, a paper-based seminar takes place supervised by faculty members. This seminar is designed not only
to discuss current topics but also to explain and discuss the
methods of scientific writing and publishing. This seminar is
designed for students in the first year. It takes place 10 times
throughout an academic year (see also below: Students‘ Day).
(participation in 8 seminars is required (preferably during the
first year) = 1 CP)
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Scientific Thinking (mandatory)
In the monthly seminar “Scientific Thinking” 2 to 3 doctoral students present their projects to the other students. In
a 20 minute talk they explain the background and progress
of the project, as well as the outlook. The presenting student
leads the discussion and must answer questions. Students in
the audience learn to listen actively and develop the ability to
think critically during a presentation, to address questions and
to ask them in front of the audience (see also below: Students‘
Day). Each student has to present at least once per year. In
addition to the seminar “Scientific Thinking” students are also
encouraged to present their project at the annual retreat (see
below). (8 visits/year = 1 CP, 1 presentation/year =1 CP; max.
6 CP in 3 years)
Berlin Life Science Colloquium (mandatory)
In the “Berlin Life Science Colloquium” (BLSC) internationally
renowned scientists present their research. Apart from participating, students contribute in the organization of the colloquium and are encouraged to invite guest speakers (details below).
(15 attendances/year = 1 CP; 3 CP in 3 years)
Other lectures and seminars
Every summer the ZIBI-faculty, together with invited guest
speakers, holds a forum which offers a comprehensive look
into infection biology and immunology: the ZIBI Summer
School. This two week program offers lectures, practical
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courses and an international scientific symposium for international master students who are funded with scholarships.
The Summer School is supported by the German Academic
Exchange Service (DAAD).
The lectures and the symposium of the ZIBI Summer School
are open for our doctoral students as well.
Thanks to the high density of institutes focusing on
infection biology and immunology in Berlin, many
lectures and seminars of interest to our graduate students are constantly offered. You can also benefit from
the plethora of prominent guest speakers visiting
Berlin‘s universities and institutes. Information about
all lectures and seminars are collected at the ZIBI graduate school website and distributed during Students‘
Day (see below).
Practical courses (4 CP)
Practical courses serve to introduce new techniques to our
graduate students. Courses are offered by our faculty or members of the research labs for 3 to 6 students. They typically
last 3 days and are held once a year. Doctoral research students may also attend practical courses provided by external
institutions such as EMBO, EMBL, the Wellcome Trust, etc.
For refunding options, please contact the coordination office
before registration.
Practical courses are organized and announced by the coordination office. As a rule of thumb, one course-day will be rewarded with 0.5 CP. It is highly recommended to participate in
practical courses during the first two years.
In addition, all students are highly encouraged to spend some
time at an international partner institute (1 month = 1 CP). Travel grants can be provided to support this purpose.
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Soft skills training (4 CP)
“Science-Ethics-Politics” (0.5 CP, mandatory)
The workshop “Science-Ethics-Politics” takes place once a year.
It is designed to promote discussion about the growing public
and political interest in science and addresses the role of science in society.
“Career Development” (elective)
Scientists working in academia, industry, private or public institutions, associations, organizations or other science related
areas are invited to present their own experiences of personal
career development. Here our doctoral students will gain exposure to scientific careers and ideas for planning their own
careers after finishing their doctoral studies within our Graduate School. Please don‘t hesitate to make suggestions for
potential speakers.
“Complementary Skills” (elective)
As mentioned before, the ZIBI Graduate School is a member
of the Humboldt Graduate School (HGS) which offers a variety of soft skill courses. These courses are also open to all ZIBI
graduate school members. Therefore, we rarely offer our own
complementary courses, but rather ask you to choose from
those offered through HGS. We regularly announce the courses during our Students‘ Days (see below). As a rule of thumb
one course-day is equivalent to 0.5 CP.
www.humboldt-graduate-school.de/services-en/­
schluesselkomp2-en/kursprogramm-en
For courses offered by HGS you have to register
with the HGS office: hgs-training@hu-berlin.de
We kindly ask you to inform Susanne Pocai when
attending an HGS course.
Further courses are offered by the Dahlem R
­ esearch
School (DRS) of the FU, which is the roof organization of graduate schools from the FU.
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www.fu-berlin.de/en/sites/inu/drs/index.html
Participation in courses is free for ZIBI students. Only a statement from the coordination office is required for participation.
Therefore, please contact your coordination office beforehand.
Scientific communication (4 CP)
Our students are an active part of the scientific community:
they invite guest speakers, organize meetings and colloquia,
and communicate their research in grant applications and to
the public. Advanced students are encouraged to conduct lectures and courses themselves. “Scientific communication” credits are awarded for special events organized by the students
and include lab tours, “hot topic seminars”, our annual retreat,
the ZIBI Summer Symposium and the Berlin Life S
­ cience
Colloquium.
“Hot topic seminars” are mini symposiums which are
organized by doctoral research students who work on
related topics within different research groups. International guest speakers may be invited to “hot topic
seminars.” Please contact your coordinator beforehand to discuss refunding.
In the scientific communication area each student
should collect 4 CP. Please contact the coordination office with
your ideas and suggestions!
One option for inviting a guest speaker is the Berlin Life ­Science
Colloquium: www.berlinlifescience.de/index.php/home.
Please send your suggestion to the ZIBI Graduate School office (Adreas Schmidt) and add a link to the respective website
of the guest speaker and/or a short CV with a list of publications. A committee will decide about the invitation.
You may also invite a guest speaker to one of the institutes‘
seminars. In that case, please get in contact with your coordinator first.
Andreas Schmidt
phone: +49 30 28 46 01 60
aschmidt@mpiib-berlin.mpg.de
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After inviting a guest speaker you should contact your coordinator, as the ZIBI Graduate School has diverse funding options for accommodating guests. Depending on these, you will
have to follow different tasks concerning guest speakers‘ contracts, refunding of travel costs, and dinner invitation.
Sarah Kuck
phone: +49 30 28 460 147
kuck@mpiib-berlin.mpg.de
For booking flights and housing for the guest, please contact
Sarah Kuck at the MPIIB.
When hosting a guest speaker, you are usually responsible
for arranging his/her program in Berlin. You should ask (via
­e-mail) the ZIBI faculty and doctoral researchers if they would
like to meet the guest individually. You should also ask the
guest about her or his intentions/plans during the stay and
possible meetings with specific persons. After the talk, you
will join the guest for a dinner which is to be organized by
you. You may ask your supervisor or lab mates for recommendations where to go. For reimbursement of the dinner costs
later on, also contact Sarah Kuck upfront if your guest will be
financed by the IMPRS program. In case the dinner financing
will be handled by the GRK1121, please contact Susanne Pocai,
as the rules are slightly different.
23
Meetings (8 CP)
Project Outline and Thesis Committee Meetings (3 CP,
mandatory, see above)
ZIBI Students‘ Day (mandatory)
The two seminars, “The Art of Reading a Paper” and “­Scientific
Thinking” and the seminar in Career Development are combined into a single, comprehensive summit called “Students‘
Day”. Besides the scientific exchange, the Students‘ Day serves
as a communicative platform for the school and has a high
social impact. On each Students‘ Day two students present the
progress of their project (1 CP).
ZIBI Graduate School Retreat (mandatory)
Each year a retreat for all doctoral students and faculty members of our program takes place outside Berlin. It is organized
by both the students and ZIBI graduate school faculty. All students present their work in a poster session and discuss their
data, and advanced students participate as speakers. Participation is mandatory and is awarded with 1 CP. The annual retreat
is a particular highlight which supports scientific exchange
and promotes social contact.
International Conferences and Meetings (elective)
Each doctoral student is encouraged to attend an international
meeting at least twice to present a poster or give a talk. Please
contact your coordination office for grants. Details for traveling and organization are also listed below (up to 2 CP, depending on the meeting and the input of the student).
Language courses
The ZIBI Graduate School encourages all foreign doctoral students coming to Berlin to learn the German language. Language courses for beginners and advanced courses are organized
by the coordination office of the ZIBI Graduate School or HGS.
The language center of the HU also offers a variety of courses
at different skill levels. For students of graduate schools they
regularly run an intensive German course.
www.sprachenzentrum.hu-berlin.de
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Curriculum – Overview
1.Lectures and
seminars (10 CP)
2.Practical courses
(4 CP)
3.Soft skills training
(4 CP)
First year
4 CP
2 CP
mandatory
elective
“The Art of Reading a Paper” – Recommended for the first
8 times = 1 CP
year:
“Scientific Thinking” – 8 times “Statistics for the Life Sciences”
= 1 CP
– 2 CP
Own presentation – 1 time
For other courses see offers
= 1 CP
at the web page.
Berlin Life Science
Colloquium – 15 times = 1 CP
2 CP
mandatory
Workshop “Science-EthicsPolitics” – 0,5 CP
elective
See offers at the web page
and offers of the Humboldt
Graduate School
elective
Lecture Series “Infection
Biology”
Lecture Series “Immunology”
Others
Second year
3 CP
mandatory
“Scientific Thinking” – 8 times
= 1 CP
Own presentation – 1 time
= 1 CP
Berlin Life Science
Colloquium – 15 times = 1 CP
2 CP
elective
See offers at the web page
1 CP
mandatory
Workshop “Science-EthicsPolitics” – 0,5 CP
elective
See offers at the web page
and
offers of the Humboldt
Graduate School
Third year
3 CP
mandatory
“Scientific Thinking” – 8 times
= 1 CP
Own presentation – 1 time
= 1 CP
Berlin Life Science
Colloquium – 15 times = 1 CP
0 CP
1 CP
mandatory
Workshop “Science-EthicsPolitics” – 0,5 CP
elective
See offers at the web page
and offers of the Humboldt
Graduate School
25
4.Scientific communication (4 CP)
5.Meetings (8 CP)
30 CP
12 CP
1 CP
Examples:
Lab tour during the
Assessment Center – 0,5 CP
Invite Guest Speaker – 1 CP
3 CP
mandatory
Project Outline (after 3-4
month) – 1 CP
Thesis Committee Meeting
(after 10-12 month) – 1 CP
ZIBI Graduate School Retreat
– 1 CP
10 CP
2 CP
Examples:
Lab tour during the
Assessment Center – 0,5 CP
Organize Hot Topic Seminar
– 1 – 2 CP
Invite Guest Speaker – 1 CP
2 CP
mandatory
ZIBI Graduate School Retreat
– 1 CP
Poster or talk at an
International Conference or
Meeting – 1 CP
8 CP
1 CP
Examples:
Organize retreat – 1-2 CP
Organize Hot Topic
Seminar – 1-2 CP
Invite Guest Speaker – 1 CP
Teaching in a course – 1-2 CP
3 CP
mandatory
Thesis Committee Meeting
(after 24 – 30 month) – 1 CP
ZIBI Graduate School Retreat
– 1 CP
Poster or talk at an
International Conference or
Meeting – 1 CP
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Cancellation of courses
It is the responsibility of the students to organize their schedule in the way to be able to participate in the courses they have
registered for. Cancellation of participation is possible up to
two weeks before the course begins, without stating the reason. If the cancellation is notified later, the doctoral student
must submit a valid justification (e. g. a medical certificate in
case of illness or a letter of apology signed by the supervisor
if urgent lab work prevents the student from participation). If
a doctoral student does not appear at three courses without
informing the coordination office in advance, he or she will
receive a written warning and the spokesperson and the thesis
committee including the supervisor will be informed.
ZIBI training certificate
The ZIBI training certificate is an official document which
confirms the participation as a doctoral researcher in the
training activities of the ZIBI Graduate School. An additional
transcript document provides a record of training and developmental activities.
It is awarded based on the criteria that the training program
has been completed (i. e. the required number of CP was
­accumulated).
Student account at the ZIBI Graduate School
website
All students are requested to create an account for the ZIBI
Graduate School website with their personal profile. This profile should be updated regularly. The login is the same as the
one of your application. In the case that you don‘t have a login,
please contact your coordinators.
Alumni-net
Your student account at the ZIBI Graduate School will remain
active after you have left the graduate program since we want
all our students to remain within our alumni-net. The alumninet is designed to keep all ZIBI graduate students in touch
with the program, to enable contact and networking and to
keep you informed. Therefore we ask you to update your personal data within the alumni-net. For the future we are planning to establish an annual meeting, the alumni-day. Invitations for the alumni-day and other interesting scientific events
here in Berlin will be distributed via alumni-net.
Your private data will only be visible to the current and the former doctoral research students of the ZIBI Graduate School.
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Funding
Doctoral researchers of the ZIBI Graduate School are
usually given a 1-year scholarship by either the DFG
Graduiertenkolleg (GRK1121) or the International Max
Planck Research School for Infectious Diseases and
Immunology (IMPRS-IDI). After the first year of training is successfully completed – as documented by the
project outline and thesis committee meeting – the
GRK 1121 scholarship is extended for the next 2 y­ ears.
In the case of a previous IMPRS scholarship, the
­financing of the following 2 years is the duty of the
respective research group. It is our goal that the main body of
the experimental work that forms the basis of the doctoral research project should be completed within these 3 years. If any
further extension is required, your supervisor is responsible
for assuring that further funding is available.
Consultation hours:
Thursday 13.00 – 17.00
or by appointment
If you plan to apply for any other scholarship, you can get in
contact either with your coordinator or Frau Hoffmann, HU.
Dr. Uta Hoffmann
Servicezentrum Forschung (SZF)
Ziegelstraße 13c, Room 627
10117 Berlin
Phone.: + 49 30 2093 1664
Fax. + 49 30 2093 1660
E-mail: nachwuchs@uv.hu-berlin.de
www.hu-berlin.de/promovierende/finanzierung_promotion/
stipendien
Funding for travel to meetings, course fees etc.
If you receive an IMPRS scholarship, you can apply for reimbursement of travel to meetings and/or course registration.
Also, GRK1121 doctoral researchers receive travel grants in addition to their 3 years scholarship. The procedures for IMPRS
and GRK1121 differ a bit due to the funding regulations.
GRK 1121 doctoral researchers receive up to 3.000 Euro for
the whole 3 year period. You don‘t have to spend 1.000 Euro
per year, but it would be nice if you don´t save the whole sum
until the last year. Every year in February/March, you should
29
announce your prospective travels and the expected costs. If
you plan to visit a foreign lab for several months, please contact
Julia Kofer (ZIBI office) in order to check funding possibilities.
Travel applications (Reiseantrag) must be submitted to your coordinator no less than 4 weeks before departure. On the ZIBI
Graduate School website you can find the necessary “before
travel” and “after travel” forms of the GRK 1121.
If you wish to travel by train (Deutsche Bahn) there are ­discounts
for major travelers for the GRK 1121 (HU in general). To receive
the discount you need to contact the ZIBI office (Susanne Pocai) before buying a ticket. If you do not use the major traveller
discount, only 80 percent of the ticket price will be refunded.
It is especially important that you indicate on the travel request
form if you want to combine the work travel with a private
vacation and additional leave days. If you can demonstrate that
travelling on a different day is not more expensive, GRK 1121
will refund the costs. If not, you are responsible for paying
the price difference. Please keep in mind that you should not
take more than five work days (Mon – Fri) off in addition to
your meeting.
IMPRS doctoral researchers need to fill out and hand in the
travel request form (Antrag auf Genehmigung einer Dienstreise)
one week before traveling at the latest. Please note that you
have to complete the travel request form before booking the
meeting or travel to be certain that the refund via IMPRS is
approved.
When filling out the travel request form or travel refund request form (both available in German only) for the first time,
ask Andreas Schmidt for assistance.
IMPRS doctoral researchers are asked to organize their travels
using the ORBS online booking system. By using ORBS you
can book your air, train and hotel tickets and you will automatically receive the lowest possible prices. To book through the
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Sarah Kuck
phone: +49 30 28 460 147
kuck@mpiib-berlin.mpg.de
Andrea Schäfer
phone: +49 30 28 460 129;
aschmidt@mpiib-berlin.mpg.de
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ORBS system you have to register as a user with either Sarah
Kuck or Andrea Schäfer at the MPIIB. This applies even if you
do not work at the MPIIB if you want to receive reimbursement through the IMPRS program. The ORBS registration
form and (if needed) a translation into English is available
from Andreas Schmidt.
It is especially important that you indicate on the travel request
form if you want to combine the work travel with a private
vacation and additional leave days. If you can demonstrate that
travelling on a different day is not more expensive, IMPRS will
refund the costs. If not, you have to pay the price difference on
your own. Please keep in mind that you should not take more
than 5 work days (Mon – Fri) off in addition to your meeting.
If you decide later on to change the travel dates, you have to
inform your coordinator about this change, otherwise you may
not receive a full refund!
If you stay in a hotel, please make sure that the billing address on
your hotel bill is the Max Planck Institute/IMPRS and not your
private or work address other than the MPIIB. This is the only
way you will be able to receive a refund for breakfast in the hotel.
For all travelers it is necessary to keep all travel documents
(train tickets, airplane boarding passes, bus tickets…), bills and
credit card receipts, as they will be needed for refund later.
Be aware that costs for lunch and dinner are not completely refundable (if they are not included in the meeting ­registration).
Please discuss this topic with your coordinator separately.
To receive your refund, please fill out the Reisekostenabrechnung form from the ZIBI Graduate School website and submit
it to your coordinator together with your travel documents and
payment receipts/bills and your bank contact information. In
your own interest please make sure that you hand in all documents as early as possible after your travel.
31
If you paid with a credit card, please attach both the credit card
payment receipt and your bank statement confirming the payment (it may take some time until you receive this statement
from your bank). If a colleague initially pays for any of your
costs, please make sure that you receive an additional bill in
your name that shows the costs you had to pay.
Lab consumables
The ZIBI Graduate School provides funding for your
experimental work in the lab. You receive certain financial support for lab consumables (but not machines and equipment) in addition to your funding. There is no financial support for your second and third
year as an IMPRS student. GRK1121 students receive
support throughout all 3 years.
In general, we would prefer that you are responsible
for your budget but often this is organized by the secretary or technical assistant of your research group.
In the case that you are funded through IMPRS and work at
the Max Planck Institute for Infection Biology, you will r­ eceive
your own ordering account for consumables. If you are an
­IMPRS student and work at another institute, you must ­contact
­Andreas Schmidt when ordering materials or consumables for
your project.
In the case that you are funded through GRK 1121 you can
order independently and have to fill out a special form (Auszahlungsanordnung) and forward it together with the invoice
to Susanne Pocai at the ZIBI office. It is requested that you
inform yourself about the modalities at the GRK1121-office in
the beginning of your doctoral research period. Generally, all
PI´s are experienced with these processes and can support and
advise you. If you have questions, please ask Susanne Pocai.
Please note that payments to foreign countries can only be
transferred if the billing address is HU.
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Submission of your thesis, committee for
the defense and disputation of the thesis
Humboldt-Universität, Faculty for Mathematics
and Science I:
If you are a doctoral researcher of the HU, you must be enrolled at the HU at least 6 months prior to submission of your
thesis (see above).
The doctoral regulations (Promotionsordnung der MathematischNaturwissenschaftlichen Fakultät I der HU) can be found in the
download area of the ZIBI Graduate School website, but are
available only in German. Therefore we‘ll give you a short
overview on the main issues. The following section is meant
to support you, but we want you to know that no legal rights
can be derived from this.
You have to submit
ππ 6 printed copies of your thesis
ππ a German and an English CV (table) explaining in
detail your scientific career
ππ a list of your publications
ππ a list of your referees (see below) and of your doctoral
committee members (Promotionskommission),
including their contact data, and signed by your
supervisor
ππ Furthermore, you will have to sign different confirmations at the graduation office of HU.
33
The doctoral committee must be composed of at least three
professors and two further scientists who are habilitated or PD
(Privatdozent, lecturer). One of them has to be the speaker of
the committee (must be a person other than your supervisor).
Please check the composition of the committee with your supervisor and/or your coordinator.
Three persons of your doctoral committee act as referees; one
of them is your main supervisor who signed the application at
the beginning of your doctoral studies. At least one has to be a
professor of the Faculty for Mathematics and Science I of HU.
After receiving the thesis the referees have to write their report
within two months. Afterwards you can defend your thesis. For
the defense, you will have to find a date and a suitable room.
You may ask your labmates or your coordinators for support.
How to make your dissertation thesis ready for
submission
Before writing your thesis we recommend a visit to this website: edoc.hu-berlin.de
Download the add-on and write directly into this formatting
pattern. (At the moment this website is only in German available, but they are working on an English version.) We recommend to use the format already for the 6 printed copies that
you have to submit at the graduation office.
The final submission of your thesis will be after the defense
(see below). Using the provided format, you should be able
to upload the word-document of your finished work for publication to:
edoc.hu-berlin.de/e_autoren/doku_upload.php?nav_
this=Dokumenten-Upload
At the Formatierungsservice of the HU you can have the format
of your word-document checked before final submission. It is
up to you whether you would like to correct the changes yourself or let the university computer service do this job for you
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(for a fee). The easiest way is to have them issue an estimate. A
guideline to the fees can be found here:
edoc.hu-berlin.de/formatierungsservice
Formatting and printing of dissertations through the u
­ niversity
will create additional costs.
After the defense
Now that you have successfully defended your thesis, you will
have to publish it. See edoc.hu-berlin.de/e_autoren for details.
Here a short summary
1. Electronic publishing with a special form “dissertation-hu”
for Microsoft Word, on the edoc-website: edoc.hu-berlin.de
The electronic version must contain:
ππ The original version (the original .doc file of your
thesis) including declaration of autonomy, digital
images, date of submission, date of dissertation, and
the names of reviewers
ππ Abstract in German and English + 4 keywords for each
version (you have to submit 4 .txt files without
formatting)
ππ One .pdf file
If you do not wish to have your CV or any personal data published you must take it out of the documents before submitting.
The university computer service removes this information
auto­matically.
If completing these tasks will cause you difficulties, you can
also use the formatting and printing service of the HU for this
electronic publishing (fee required, see above).
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2. Four hardcover paper copies
ππ White paper, chlorine-free bleached and non-aging
ππ Binding with Schwarzpappenbroschur, done by a
professional bookbinding business, NOT a copy shop!
ππ Binding can NOT be spiral-binding, with cardboard
brochure or contain any metal or plastic elements
ππ Binding can also be done by the HU library (see below)
3. Submission of the electronic version
ππ Through the submission page online: edoc.hu-berlin.de
(there are some parts in English)
or
Upon arrangement, via CD-R to Computer- und
Medienservice, AG Elektronisches Publizieren, Unter
den Linden 6, 10099 Berlin e-mail (you have to apply
for exemption)
Contact persons
At the Computer- und Medienservice: Frau Schröder, Frau
Henneberger. In the university library: Frau Torkler.
When publishing your thesis you should ask the university library to inform Ms. Auerbach (HU Faculty for Mathematics and
Science, see above) about publishing. She cannot issue your
certificate until she has all of the required information in hand.
Should you not be able to pick up your certificate in person,
you can write an e-mail to Frau Auerbach in the dean‘s office
(in German, see example below), and ask her to send your
­certificate to your address.
Frau Schröder
phone: 030-2093-7074
edoc@cms.hu-berlin.de
Frau Henneberger
phone: 030-2093-7075
edoc@cms.hu-berlin.de
Frau Torkler
phone: 030-2093-3221
edoc-ub@ub.hu-berlin.de
Dean‘s office
dekanat@physik.hu-berlin.de
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Text for e-mail:
Sehr geehrte Frau Auerbach,
Leider ist es mir nicht möglich meine Dissertations-Urkunde persönlich bei Ihnen abzuholen. Ich möchte Sie daher bitten, die
­Urkunde, sobald diese zur Verfügung steht und alle Voraussetzungen erfüllt sind, an folgende Adresse zu schicken:
- your address here Mit freundlichen Grüßen
- your name here -
Freie Universität, Fachbereich Veterinary Medicine
If you enrolled at FU, you’ll find all information concerning
your doctoral studies or submission of the thesis collected
here (only in German):
www.vetmed.fu-berlin.de/einrichtungen/zentrale/verwaltung/
promotionsbuero/informationen/index.html
It can also be found in the download area of the ZIBI G
­ raduate
School website. Following is a short overview on the main requirements. This section is meant to support you, but again,
know that information printed here is not official.
You have to submit
ππ 4 printed copies, the title of the English summary must
be translated
ππ A letter with your current address, office and private
telephone number, mobile phone number, e-mail
addressed to:
FU Berlin
Fachbereich Veterinärmedizin
Promotionsbüro
Oertzenweg 19b
14163 Berlin
37
General advice
The thesis should not be more than 150 pages (excluding the
index). Please indicate the title of your thesis also in the English and German summary.
How your thesis should look
Format: DIN A4, printed single-sided, Times New Roman
(12 pt font) or Arial (11 pt font), space from 15 – 18 pt, borders:
all min. 2,5 cm, binding: basic copy shop-binding, glued or
spiral, with transparent cover sheet
First and second page:
www.vetmed.fu-berlin.de/einrichtungen/zentrale/verwaltung/
promotionsbuero/informationen/muster/index.html
Last two pages:
Acknowledgements and declaration
(Example for declaration)
Hiermit bestätige ich, dass ich die vorliegende Arbeit selbständig
angefertigt habe. Ich versichere, dass ich ausschließlich die angegebenen Quellen und Hilfen in Anspruch genommen habe.
(place, date, and signature)
(Original signature in all 4 copies for referees)
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Useful links
The Max Planck Society has published a helpful brochure about
“Living and working in Germany: A guide for international scientists at Max Planck Institutes”. This brochure is available at:
www.mpiib-berlin.mpg.de/images/stories/pdf/phd_prog_­
internat/Living_working_Germany.pdf
The HU has published Guidelines for International Doctoral
Students. You can find them on the ZIBI website or at:
www.international.hu-berlin.de/an_die_hu-en/wegweiser
The FU has a similar information brochure for their students:
www.fu-berlin.de/en/sites/inu/drs/media/brochure_junior_researchers_2010-Nov.pdf ?1307223444
We at ZIBI Graduate School have collected an extensive list
of helpful www.zibi-graduateschool-berlin.de/support/helpfullinks.
Finally, if there are questions or problems to be solved:
Please contact your coordinator!
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Notes
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Notes
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List of abbreviations
DFG
Deutsche Forschungsgemeinschaft (German Research Foundation)
FU
Freie Universität Berlin
EU
European Union
EEA European Economic Area
GRK 1121
Graduiertenkolleg 1121
HGS
Humboldt Graduate School
HU
Humboldt-Universität zu Berlin
IMPRS-IDI
International Max Planck Research School for Infectious Diseases
and Immunology
MNF I
HU department for Mathematics and Science I
MPIIB
Max Planck Institute for Infection Biology
Semesterticket
Season ticket for public transport
SFB
Sonderforschungsbereich (Collaborative Research Centre, established and
funded by the DFG)
ZIBI
Center for Infection Biology and Immunity
In cooperation with: