pdf ZIBI Graduate School Handbook
Transcription
pdf ZIBI Graduate School Handbook
www.zibi-graduateschool-berlin.de Improve world health Begin your scientific career Come to Berlin 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: [email protected] 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 Page 27 Max, www.fotolia.de Page 31 Jacqueline Hirscher, www.jacqueline-hirscher.de Page 32 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. 1 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 2 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 [email protected] 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) 3 | ZIBI Graduate School Handbook 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 ZIBI Graduate School Handbook | 4 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: [email protected] 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: [email protected] 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: [email protected] 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: [email protected] 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: [email protected] 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. 5 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 6 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. 7 | ZIBI Graduate School Handbook 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: [email protected] 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 ZIBI Graduate School Handbook Opening hours Tuesday 10:00-12:00 and 14:00-16:00 Thursday 10:00-13:00 | 8 Contact person: Promotionsbüro Beate Seeland, Room 3‘02 Newtonstraße 14 12489 Berlin Phone: +49 30 2093 7750 E-mail: [email protected] 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: [email protected] 9 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 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 10 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/ 11 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 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 12 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: [email protected] 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: [email protected] All information is provided online here: www.fu-berlin.de/en/studium/studienorganisation/ immatrikulation/index.html 13 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 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 14 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 15 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 16 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 [email protected] 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 17 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) | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 18 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 19 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. | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 20 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: [email protected] 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. 21 | ZIBI Graduate School Handbook 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 [email protected] ZIBI Graduate School Handbook | 22 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 [email protected] 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 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 24 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 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 26 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. 27 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 28 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: [email protected] 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 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook Sarah Kuck phone: +49 30 28 460 147 [email protected] Andrea Schäfer phone: +49 30 28 460 129; [email protected] | 30 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. | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 32 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 | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 34 (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). 35 | ZIBI Graduate School Handbook 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 [email protected] Frau Henneberger phone: 030-2093-7075 [email protected] Frau Torkler phone: 030-2093-3221 [email protected] Dean‘s office [email protected] ZIBI Graduate School Handbook | 36 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) | ZIBI Graduate School Handbook ZIBI Graduate School Handbook | 38 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! 39 | ZIBI Graduate School Handbook Notes ZIBI Graduate School Handbook Notes | 40 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: