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Faculty of Chemistry and Pharmacy

Procedure and Forms

Procedure of Doctoral Studies at the Faculty of Chemistry and Pharmacy

Obtaining a doctorate at the Faculty of Chemistry and Pharmacy you have to follow a prescribed structured process relating to the  Rahmenpromotionsordnung der Universität (Central University Doctoral Degree Regulations) and the Promotionsordnung der Fakultät (Faculty Doctoral Degree Regulations). For questions relating the procedure please contact the Office of the Dean. 

Procedure of Doctoral Studies is divided into 4 steps:

Start

  • Subject Search
  • Acceptance
  • Enrolment
  • Foreign Applicants
  • External Theses

During

  • Updating of the Supervisory Agreement (Betreuungsvereinbarung)

Submission

  • Thesis Compilation
  • Admission
  • Evaluation
  • Defence

Finish

  • Grading
  • Publishing
  • Certificate


Choosing a Subject - Searching a Supervisor - Organising a Mentorship

Choosing a research subject and a mentoring professor would be the first step in the course of the doctoral procedure. You are supposed to search for a research subject that is in place Search. External implementation is possible.

Whether and how many reserachers will support your doctoral procedure will be committed in consultation with your main supervisor. 1-3 mentors are possible. During  doctoral procedure the mentorship provides professional scientific advice, promotes scientific development and ensures the compliance of the supervision agreement.


Acception as a Doctoral Student

At the beginning an acception as a Doctoral Student is necessary. For reviewing the documents in question have to be presented to the Office of the Dean:

  1. Academic Degree Certificate
    Degrees already accepted by the doctoral examination board are shown on the  degree list. In case your academic degree isn't already listed, an informal application for recognition of not registered academic degrees has to be sent to the Doctoral Examination Board via the Office of the Dean for document checking.             
  2. Copies by presenting the originals:
    Higher education entrance qualification,
    Academic Degree, Degree Certificate, (see 1.)
    Confirmation of period of study/Transcript of Records with marks
  3. Supervisory Agreement
  4. Acceptance (to become a doctoral student)

Acceptance at the Faculty of Chemistry and Pharmcy will take place as soon as all required documents have been submitted. You will be issued by a written acknowledgement which immediately has to be presented to Unit 2.2 Student Affairs.


Enrolment 

Enrolment is compulsory for doctoral students at the Julius-Maximilians-University of Würzburg (see University Regulations for Doctoral Studies). Consider the Unit 2.2  Student Affairsprescribed common period for enrolment. Doctoral Studies are treated like a degree programme with open admission. Considering that  all required documents  are needed the confirmation of your acceptance as a doctoral student at the Faculty of Chemistry and Pharmacy issued by the Office of the Dean has to be submittet in addition. 

Please hand in the enrolment certificate as soon as possible to the Office of the Dean.


Special Procedure

Foreign Applicants

Applicants from abroad have to consider special rules for the execution of the procedure.

Foreign applicants' documents have to be checked by the Office of the Dean previously. Following documents have to be submitted (Nice to have):

  • higher education entrance qualification
  • graduate Diploma/Master/Magister Certificate
  • undergraduate Diploma/Bachelor Certificate
  • Transcript of Records Bachelor/Master or other reports that show modules, achievements, ECTS and marks
  • Curriculum Vitae - gap-free
  • list of puplications, shown to the intended supervisor
  • Master Thesis, shown to the intended supervisor

Furthermore applicants from China, Vietnam and Mongolia mentadory need an  APS-Certificate.

To get more information please consider the following websites:

External dissertation preparation, binational doctoral procedure, degree preliminary recognition by conditions

If your thesis shall mainly be done at a external research institution and not at a chair or institute of the Faculty of Chemistry and Pharmacy, the mentorate must consist of 3 persons.  The same applies to processes with preliminary recognition by conditions and binational doctoral procedures. A written information needs to be accomplished within the supervisory agreement . 


For consistent exchange regular meetings between the student and the mentorship should take place during the doctoral process.

In coordination between the student and the mentorship an updating of the supervisory agreement for the adaption of the progress is possible.


Dissertation Authoring

Whenever all research work is done a doctoral thesis according to the doctoral regulations of the Faculty of Chemistry and Pharmacy has to be drawn up:

  • printed manuscript (appropriate quality for duplication not more than format DIN A4, printed double-sided)
  • dissertation has to be submitted in English or German (supervisor's approval)
  • respective applied literature and other sources have to be presented completely
  • text passages regarding external contributions that have been taken up literally have to be indicated
  • the dissertation has to be presented tighten binded (no spiral binding), page numbers have to be indicated
  • an individual designed cover is permitted

Dissertation must content the following items:

  1. Cover sheet
  2. second page with statement of the reviewers and examiners of the defence
  3. List of Contents
  4. Introduction
  5. Main Section: representation of research results in monographic or cumulative form or cumulative in parts
  6. Summary in English or German
  7. Bibliography
  8. Dissertation cumulative or cumulative in parts: You have to use the forms created by the Doctoral Committee to show your own parts

Defence Admission

After submission of all required documtens to the Office of the Dean (place, date, original signature) you will get the admission for your doctoral examination (defence). A route card will be handed over - necessary for further process.

  • Application (Admission for Defence)
  • 10 Copies of Dissertation - printed manuscript  Cover Page
  • Statement Mentorate - relating supervisory statement
  • if Dissertation is cumulative or cumulative in parts:
    Form Authorship
    Form Percentages
  • Affirmation
  • Copyright Statement
  • Curriculum Vitae (detailed CV)
  • 7 x List of Publications (updated register indicating complete bibliographic data)
  • Good-Conduct Certificate for Authorities - as per § 30 (5) BZRG -
  • Notification Sheet final exams - Unit 2.2 Student Affairs
  • in case of binational doctoral studies a signed cooperation agreement is needed

Reviewing

Concerning inquiries of experts' opinion for reviewing the Dissertation primarily is the responsibility of the Dean.  Process runs from the Office of the Dean.

As soon as the experts' report has been sent to the Office of the Dean circulation (about 3 weeks) will start. Reading your thesis is made available to all Professors of the Faculty of Chemistry and Pharmacy. Information about this period reach you and your supervisor automatically routed via database e-mail from the Office of the Dean.


Public Defence

Defence will take place 4 weeks after circulation procedure at the earliest. For preparation the Office of the Dean needs to be notified:

- examiners (supervisor's proposal)
- fixed date
- time
- place (lecture room - booking about Office of the Dean)
- minute keeper (person already in possession of a doctoral degree)

Parties involved will get an official invitation sent off by the Office of the Dean 7 days before defence at the latest.  Defence is about to show if the candidate is in charge to master the research field of the thesis as well as touched subject areas. Defence lasts 75 up to at most 120 minutes. The Leader of the public doctoral examination should be one of the examiners usually the supervisor. In the first approximately 30 minutes the candidate has to present the content of the Dissertation. Following examiners have questions regarding the thesis and touching subject areas. The leader takes care that inquiriy time between all examiners is balanced.

The defence, doctoral examiniation, is basically open to the public. In duly substantiated exceptional cases defence can take place in camera or can be limited to a narrowly confined group of audiences. This action may be granted upon request and on decision of the leader. Particularly if rights or claims of third-parties would be committed.

Minutes of the defence shall be drawn up by a recorder.

Subsequently the candidate gets a provisional examination certificate.


Scoring System

After the conclusion of the doctoral procedure the chairperson will hand over an examination certificate to the candidate. It includes the grading of the dissertation, the total evaluation relating ot the results of the defence and the overall grade of the doctoral examination. Explicit reference: At this point the candidate shall not be entitled for using the academic degree and the title of a "Doktor der Naturwissenschaften (Dr. rer. nat.)" which is equivalent to a PhD. (Doctorate will be awarded after obligatory submission of the dissertation copies to the University Library.) 

Within the several test achievements (thesis and public examination) the following marks can be given:

  • 1,0 very good = outstanding performance compared to average;
  • 1,3 very good minus - 
  • 1,7 good plus + 
  • 2,0 good = averagely performance, meets the requirements in every respect; 
  • 2,3 good minus  - 
  • 2,7 satisfactory plus + 
  • 3,0 satisfactory = performance only just meet the requirements featuring some deficiencis;
     
  • 4,0 failed = inadequate performance, considerable deficits, unacceptable in total

In case of an excellent performance of the dissertation in addition to the mark "1,0" a special predicate "with honors" can be given.

The total evaluation relating ot the results of the defence follows from the arithmetic average of all marks given by the examiners keeping two decimal digits without rounding (all further digits are dropped).

For the overall grade of the doctoral examination a mark with two decimal digits without rounding will be given. It is composed by considering the  total grading of the defence once and the grading of the thesis twice.

Passing the doctoral examination the following overall marks are possible averagely:

  • from 1,00 to 1,49 very good (complies with the Latin magna cum laude)
  • from 1,50 to 2,49 good (complies with the Latin cum laude
  • from  2,50 to 3,49 satisfactory (complies with the Latin rite)

The overall grade "1,00" with the special predicate "with honors" in addition can be awarded (complies with the Latin „summa cum laude“) if the mark "1,00" as a total evaluation relating to the results of the defence should have been given and if the obtainment of the dissertation evaluation resulted into the awarding of the special predicate "with honors" in addition to the mark "1,00".


Dissertation Publication

Relating to the peer reviewed thesis or the thesis in circulation the final accepted version of the dissertation may only differ in purely editorial nature. Rule-consistent the candidates compulsory have to arrange the printing or reproducing of the final thesis after passing the defence examination at their own expenses.

After defence within one year 5 specimen copies of the dissertation have to be submitted at the University Library free of charge and durable binded. Paper has to be aging resistent, acid and lignin free.   

For this purpose copies left became returned by the supervisor after defence (1 specimen copy is kept for allocation for the library branch at the Faculty of Chemistry and Pharmacy).

Furthermore a contentual identic version matching the specified data format has to be uploaded by electronic means via University Library interface (OPUS) .

If applicable a temporary application for  Non-Publication up to one year is possible (e.g. in patent matters).

Doctoral Certificate

After publication the route card has to be submittet to the Office of the Dean. After signature of the President and the Dean a Report as well as a Doctoral Certificate will be awarded to the candidate.

Last step: Date of issue is the day you hand in your obligatory copies of your dissertation at the University Library.

It will last approx. two weeks till you can fetch the report and the certificate at the Office of the Dean (personally or by an authorised person by presenting a proxy and a passport).

If not applicable you will get a registered letter by mail to your home address. Collection will be possible at your local post office (personally or by an authorised person by presenting a proxy and a passport).

Questions on the Organisational Procedure

Das historische Siegel bzw. das Siegelmotiv mit der Aufschrift "Sigilum Universitatis Herbipolensis" darf ausschließlich für nicht kommerzielle Zwecke z.B. auf Dissertationen, verwendet werden. Die Freigabe durch die Pressestelle wurde erteilt.

Die Promotionsordnung richtet sich nach dem Beginn ihres Promotionsvorhabens.

Haben Sie vor dem 13.02.2016 mit dem Promotionsvorhaben begonnen, gilt für Sie die Promotionsordnung von 2001

Für alle, die nach dem 13.02.2016 mit Ihrem Promotionsstudium begonnen haben, gilt die Promotionsordnung von 2017

Es gab jedoch eine Übergangsregelung für diejenigen, die zwischen dem 13.02.16 und dem 09.08.2017 mit der Promotion begonnen haben. Sie konnten auf Antrag in der alten Promotionsordnung von 2001 bleiben. Die Antragsfrist ist abgelaufen.

Nein. Ihr Lebenslauf sowie Copyright-Erklärung usw. werden nicht mit eingebunden, sondern separat mit abgegeben.

Montag:
14.00 - 16.00 Uhr

Donnerstag:
10.00 - 12.00 Uhr

Für auswärtige Promotionsstudierende auch nach Terminvereinbarung.

Es werden nur Anträge mit vollständigen Unterlagen angenommen!

Ja. 

Das Titelblatt gemäß der Vorlage sowie die zweite Seite mit Angaben zu Prüfern/Gutachtern muss gemäß der Vorlage am Anfang der Arbeit eingebunden sein.

Das Promotionskolloquium kann frühestens 4 Wochen nach dem Start des Umlaufs ihrer Arbeit stattfinden. Dieser beginnt, sobald alle Gutachten im Dekanat eingegangen sind. 

10 Exemplare. Sie bekommen nach dem Umlauf alle bis auf eines wieder zurück. Dieses wird vom Dekanat in die Teilbibliothek gegeben. 

5 Exemplare davon können Sie zur Abgabe in der Bibliothek verwenden. Darüber hinaus ist bei der Universitätsbibliothek eine inhaltlich identische elektronische Version der Dissertation, deren Datenformat mit der Universitätsbibliothek abzustimmen ist, abzugeben (OPUS)  

Questions about the design of the dissertation

Das historische Siegel bzw. das Siegelmotiv mit der Aufschrift "Sigilum Universitatis Herbipolensis" darf ausschließlich für nicht kommerzielle Zwecke z.B. auf Dissertationen, verwendet werden. Die Freigabe durch die Pressestelle wurde erteilt.

Die Promotionsordnung richtet sich nach dem Beginn ihres Promotionsvorhabens.

Haben Sie vor dem 13.02.2016 mit dem Promotionsvorhaben begonnen, gilt für Sie die Promotionsordnung von 2001

Für alle, die nach dem 13.02.2016 mit Ihrem Promotionsstudium begonnen haben, gilt die Promotionsordnung von 2017

Es gab jedoch eine Übergangsregelung für diejenigen, die zwischen dem 13.02.16 und dem 09.08.2017 mit der Promotion begonnen haben. Sie konnten auf Antrag in der alten Promotionsordnung von 2001 bleiben. Die Antragsfrist ist abgelaufen.

Nein. Ihr Lebenslauf sowie Copyright-Erklärung usw. werden nicht mit eingebunden, sondern separat mit abgegeben.

Montag:
14.00 - 16.00 Uhr

Donnerstag:
10.00 - 12.00 Uhr

Für auswärtige Promotionsstudierende auch nach Terminvereinbarung.

Es werden nur Anträge mit vollständigen Unterlagen angenommen!

Ja. 

Das Titelblatt gemäß der Vorlage sowie die zweite Seite mit Angaben zu Prüfern/Gutachtern muss gemäß der Vorlage am Anfang der Arbeit eingebunden sein.

Das Promotionskolloquium kann frühestens 4 Wochen nach dem Start des Umlaufs ihrer Arbeit stattfinden. Dieser beginnt, sobald alle Gutachten im Dekanat eingegangen sind. 

10 Exemplare. Sie bekommen nach dem Umlauf alle bis auf eines wieder zurück. Dieses wird vom Dekanat in die Teilbibliothek gegeben. 

5 Exemplare davon können Sie zur Abgabe in der Bibliothek verwenden. Darüber hinaus ist bei der Universitätsbibliothek eine inhaltlich identische elektronische Version der Dissertation, deren Datenformat mit der Universitätsbibliothek abzustimmen ist, abzugeben (OPUS)