Starter Kit July 2020...documents you need to submit in order to apply for a visa as a visiting scholar. At the end of the application process, you will receive a visa in your passport

HBIGS

Universität Heidelberg Step 1 The supervisor’s acceptance letter ............................................... 2

Step 2 Obtaining a Visa and Other Immigration Formalities .................... 3

Extending a Visa1 .................................................................................... 4

Contact Information for the Foreign Department ................................... 4

Step 3 Finding Accommodation............................................................ 5 Short-Term Accommodation.................................................................... 6

Long-Term Accommodation .................................................................... 6

Accommodation Service offered by Heidelberg University ........................ 6

Private Student Residence Halls .............................................................. 7

Private Landlords ................................................................................... 7

Family Accommodation ........................................................................... 8

Step 4 Arriving in Germany ..................................................................... 8

Transportation from the Frankfurt International Airport .......................... 8

Bank Account ......................................................................................... 9

Health and Liability Insurance ................................................................ 9

State-Regulated Health Insurance Companies ....................................... 10

Private Health Insurance Companies ..................................................... 11

Liability Insurance Providers ................................................................ 12

Step 5 Registration as a PhD Student at the Faculty of Biosciences ........ 12

Step 6 Enrollment (obtaining your Student ID-Card ) ............................ 13

Appendix .............................................................................................. 14

Scientific Program ................................................................................ 14

HBIGS Credit Point System .................................................................. 14

Thesis Advisory Committee (TAC) Meeting Guidelines ........................... 16

Career Service ...................................................................................... 17

The Graduate Academy ......................................................................... 17

Emergency Numbers ............................................................................. 18

Campus Map ......................................................................................... 19

1 Quoted from: http://www.zuv.uni-heidelberg.de/international/visaeinreise_engl.html (27.07.2009; 14:00 p.m.)

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Welcome! First of all: Congratulations and a big welcome to all new doctoral students that are joining HBIGS! We are glad that you will be part of this exciting program and we wish you much success for your time here in Heidelberg. For your stay here you will first have some administrative steps to follow before settling in to fully concentrate on your research. This brochure is intended to outline the procedure and to help guide you through, one step at a time. Should you need any additional help, do not hesitate to contact us: HBIGS Im Neuenheimer Feld 501 Monday – Friday 8:00 am – 5:00 pm Telephone: +49 (0) 6221 54-6720 Email: [email protected] What to do before leaving for Germany: Step 1 The supervisor’s acceptance letter The acceptance letter is the written confirmation from a University professor that he or she will supervise your doctoral training and dissertation until their completion. You will require this letter to apply for your Visa to enter Germany. Please refer to the faculty of Biosciences’ website fo the current „ProfList“ to choose a PI (Principle Investigator) if you do not already have one. (https://www.bio.uni-heidelberg.de/fakultaetbio/en/phd_registration) The acceptance letter is written and issued by the supervisor and generally, contains the following information:

ü the full name and birthdate of the doctoral candidate

ü the working title of the planned dissertation

ü the date on which supervision of the doctoral project will begin, including salary grade prospective contract duration (one year)

ü Name of lab group, supervisor, research

ü an explicit declaration that the supervisor will supervise the doctoral candidate with the chosen dissertation topic throughout the duration of his or her doctoral training

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Step 2 Obtaining a Visa and Other Immigration Formalities2 Most international scholars need a visa in order to enter the Federal Republic of Germany. Only a few countries are exempt from this regulation. Citizens of the European Union and the European Economic Area (EWR) as well as citizens of Australia, Japan, Canada, Israel, South Korea, New Zealand, the United States of America and Switzerland do not need an entry visa. You should apply for your visa as early as possible at the German Embassy or Consulate in your home country (German representative offices). The visa is normally issued for a maximum of three months and can be extended if necessary after your arrival in Germany (see Extending a Visa). The German representative office in your home country will let you know which documents you need to submit in order to apply for a visa as a visiting scholar. At the end of the application process, you will receive a visa in your passport that permits you to enter the country and temporarily reside in Germany. For the most current information, regarding which visa, and how to apply for it: https://www.uni-heidelberg.de/institutions/administration/international/welcomecentre.html and http://www.bamf.de/EN/Migration/Arbeiten/BuergerDrittstaat/Forscher/forscher-node.html Please do not forget to apply for visas for your family members, should they be accompanying you, far enough ahead of time. The application process is different from that for visiting scholars and can, in certain circumstances, take longer. If members of your family would like to be gainfully employed while in Germany, they will probably need a residence permit that allows the permit holder to be employed. For further information: epave Information leaflet: “Information on the Statutory Frameworks Applicable to Entry and Residence by foreign Students, Academics and Scientists” from the German Academic Exchange Service https://www2.daad.de/deutschland/stipendium/datenbank/en/21148-scholarship-database/ The Researchers’ Mobility Portal Germany https://www.euraxess.de Practical Hints for your Stay in Germany” from the Alexander von Humboldt Foundation http://www.humboldt-foundation.de/web/home.html

Federal Foreign Office of the Federal Republic of Germany http://www.auswaertiges-amt.de/EN/EinreiseUndAufenthalt/Uebersicht_node.html 2 Quoted from: http://www.zuv.uni-heidelberg.de/international/visaeinreise_engl.html (27.07.2009; 14:00 p.m.)

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Extending a Visa3 If you plan to stay at the University of Heidelberg for longer than three months, you must inform the appropriate Aliens’ Office immediately after you arrive in Germany. This is also true if you are a research fellowship recipient and can enter Germany without a visa. The Aliens’ Office issues a residence permit or a visa extension to non-EU citizens or an EU residence permit (Freizügigkeitsbescheinigung) to EU-citizens. As a fellowship recipient, you are exempted from the usual fees; however, your family members may not be. You must submit the following documents to apply for a residence permit at the Aliens’ Office:

ü Passport or equivalent identification document

ü Letter of invitation from the University of Heidelberg, i.e. your supervisor’s acceptance letter

ü The form “Application for a Residence Permit” and certification form N 18 Area: ü Employment

ü Proof of sufficient financial means

ü Proof of health insurance

ü A biometric passport photo, with the first application (important: please follow the exact

requirements stipulated by the Foreign Federal Office very carefully.) Contact Information for the Foreign Department If you live within the city limits of Heidelberg you are required to take care of your visa formalities here: City of Heidelberg, Foreigners Office Amt für Öffentliche Ordnung/Ausländeramt Bergheimer Str. 69 69115 Heidelberg Phone: +49 (0) 6221 581 7520 Email:[email protected] Web: http://www.ortsdienst.de/Baden-Wuerttemberg/Heidelberg/Auslaenderbehoerde/Auslaenderbehoerde-inst1879/ Office Hours: Monday - Friday 8.00 a.m.- 12.00 a.m. Tuesday and Thursday 8.00 a.m. – 4.00 p.m. Wednesday 8.00 a.m. – 5.30 p.m.

3 Quoted from: http://www.zuv.uni-heidelberg.de/international/visaeinreise_engl.html (27.07.2009; 14:00 p.m.)

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*NOTE: If you live in one of the following municipalities: Bammental, Brühl, Dossenheim, Edingen-Neckarhausen, Eberbach, Eppelheim, Epfenbach, Eschelbronn, Gaiberg, Helmstadt-Bargen, Heddesbach, Heddesheim, Heiligenkreutzsteinach, Hemsbach, Hirschberg, Ilvesheim, Ketsch, Ladenburg, Laudenbach, Lobbach, Malsch, Mauer, Meckesheim, Neckargemünd, Neckarbischofsheim, Nußloch, Oftersheim, Plankstadt, Reichartshausen, Sandhausen, St.-Leon-Rot, Schönau, Schönbrunn, Schriesheim, Walldorf, Wilhelmsfeld, Wiesenbach or Waibstadt you are required to take care of your visa formalities here: Landratsamt Rhein-Neckar-Kreis – Ausländeramt (Foreigners Office) Kurfürsten-anlage 38 – 40 69115 Heidelberg Tel: +49 (0) 6221 522-1478 Fax: +49 (0) 6221 522-1209 Email: [email protected] Web: https://www.rhein-neckar-kreis.de/start.html Step 3 Finding Accommodation As more than 30,000 students in Heidelberg are looking for a roof over their head, it might be both very expensive and hard to find an accommodation. Therefore, it might be a good idea to live outside of the Heidelberg city limits. The rent is usually much cheaper and the “Semesterticket” enables you to use the public transportation system at a reduced fare. Please note that after having moved into a new place, you are obliged to register your new residence within seven days at the appropriate Bürgeramt (local public office). Below you will find links to websites where you can search for accommodation: http://www.quoka.de/vermietungen/vermietung-wohnungen/heidelberg/cat_21_2103_ct_122712.html http://www.baz-medien.de/?p=Kleinanzeigenservice/Kleinanzeigen%20lesen&rubrik=MzIgVmVybWlldHVuZyBXb2hudW5nZW4= http://www.immonet.de/baden-wuerttemberg/heidelberg-wohnung-mieten.html https://www.wohngemeinschaft.de http://www.studenten-wg.de/Heidelberg,wg,Altstadt.html http://www.zimmer69.de/de/zeige.php?modus=angebote

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Short-Term Accommodation To bridge the gap until your search for permanent accommodation has been successful, you can look for a short-term accommodation. In case you need support for a short term accommodation, HBIGS may assist you by acquiring upto 3 offers at the below mentioned Gästezimmerzentrale (http://www.gaestezimmerzentrale.biz/gästezimmer-zentrale-english/ ). Do not hesitate to contact us at the HBIGS office, if you require assistance. The rooms for rent on a daily basis min. 20,-- € on a weekly basis min. 100,-- € on a monthly basis min. 350,--€ Please note that after having opted for an offer, you have to contact the corresponding landlords and sign the contract. NOTE: HIBGS is not liable, in any form, for any contract you may sign. Gästehäuser für Gästezimmerzentrale - Gastwissenschaftler des DKFZ Private Accommodation Agency Personal- und Sozialwesen Häuserstr. 44 Regine Rohnacker 69115 Heidelberg Heike Langlotz Phone: ++49(0)6221/160363 Phone:++49(0)6221 42 2763 / 2967 Email:[email protected] Email: [email protected]

[email protected] Jugendherberge – Youth Hostel Mitwohnzentrale – Tiergartenstr. 5 Agency for rooms in private houses 69120 Heidelberg Rheindammstr. 46 Phone: ++49(0)6221/6511 90 68163 Mannheim Email: [email protected] Phone: ++49(0)621/19445 [email protected] Email: [email protected] Web: www.jugendherberg-heidelberg.de Web: www.heidelberg.homecompnay.de Long-Term Accommodation Below you will find the accommodation services offered by Heidelberg University. The employees speak English. The employees of all the others accommodation services are very likely to speak English as well. Accommodation Service offered by Heidelberg University Akademisches Auslandsamt InfoCafé International - ICI (International Office) Triplex Mensa (triplex canteen) Seminarstr. 2 Grabengasse 14 69117 Heidelberg 69117 Heidelberg Accommodation service: Opening Hours:

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Room 032 Mon-Thur 10.00 a.m. – 3.00 p.m [email protected] Fri 10.00 a.m. – 2.00 p.m. Office Hours: Mon, Wed, Fri 10.00 a.m. – 12.00 a.m. Tue 2.00 p.m. - 4.00 p.m. Residence halls operated by Heidelberg University Studentenwerk Heidelberg Wohnheimverwaltung (Administration Office) Marstallhof 1 Ground floor, room 003 69117 Heidelberg Phone: ++49(0)6221/54-2706 Office Hours: Wed 12.30 p.m. – 3.30 p.m. Fri 9.00 a.m. – 12.00 p.m. [email protected] http://www.studentenwerk.uni-heidelberg.de/zv_portal/zv (student housing)

Application deadline for an accommodation in a student residence hall: summer term: 1 February winter term: 1 August Private Student Residence Halls Conrad-Bender-Haus http://www.conradbenderhaus.homepage.t-online.de Studentenwohnheim Palatia e.V. (men only) http://www.palatia-heidelberg.de Friedrich-Hauss-Studienzentrum (Evangelical Christian home) http://www.fhsz.de Student dormitories http://www.graduateacademy.uni-heidelberg.de/leben/wohnheime.html Private Londlords Gasthaus für Akademiker Cambridge Court Apartment for research graduates, lecturers and professors

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Rohrbacherstr. 69/1 69115 Heidelberg Phone: ++49(0)6223/5246 [email protected] http://www.cambridge-court.de Family Accommodation

Bauhütte Heidelberg Schillerstraße 26/1 69115 Heidelberg Phone: ++49(0)6221/90270 http://www.bhh1949.de Step 4 Arriving in Germany Transportation from the Frankfurt International Airport After having arrived at the Frankfurt International Airport, there are several ways how to travel to Heidelberg. 1. There is a door-to-door-shuttle service to and from the Frankfurt International Airport:

( https://www.tls-heidelberg.de/en/home/ )

The shuttle reliably brings you to any desired address, 24 hours a day, 7 days a week. Unforeseen flight delays do not cause problems. TLS checks the actual flight arrival times and the drivers are instructed to wait for you.

Reservations must be done at least 96 hours prior to the transfer. For reservations within 96 hours please contact the office directly by phone +49 (0) 6221 770077

2. Another option is to go by train. Below you will find the pertaining website. ( http://www.bahn.de ) 3. For all information regarding the regional public transport, please refer to the following:

( http://www.vrn.de ) Bank Account To open a bank account, you will need your passport and an address in Germany. Since there is no uniform handling as far as the fees are concerned, it is advisable to collect offers from several banks in order to compare the different terms and conditions. Below you find some of the main German banks and their Internet addresses.

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Commerzbank https://www.commerzbank.de Deutsche Bank https://www.deutsche-bank.de/pk.html Hypo-Vereinsbank https://www.hypovereinsbank.de/hvb/privatkunden Sparda Bank https://www.sparda-bw.de Sparkasse Heidelberg ( =Credit Union ) https://www.sparkasse-heidelberg.de/de/home.html Volksbank https://www.heidelberger-volksbank.de/privatkunden.html Health and Liability Insurance If you have a health insurance in your home country, you need to inquire whether or not, and under what terms and conditions, this health insurance coverage can be extended to your stay here in Germany. The health insurance system in Germany is divided into a state-regulated and private health insurance sectors. While the state-regulated health insurance companies enable their members to receive non-cash benefits by using the insurance card for check-ups or medical treatments, private health insurance companies reimburse the costs, after the treatment, partly or completely depending on the contract. Your affiliation and option are scaled according to your income, more precisely whether you receive payments due to a contract or to a fellowship. Students who have a work contract with the University are obliged to become a compulsory member of a state-regulated health insurance company. In this case, your employer carries half the costs of your health insurance premiums. The rates are more or less the same with all insurance companies (approx. 14.9 % in total4). In contrast to this compulsory health insurance, students with a scholarship have two choices: Either you sign a contract with a private health insurance company OR you join a state-regulated health insurance company on a voluntary basis. In each case your premiums will be calculated according to varying criterion like age, gender, home country, your state of health and the time you plan on spending in Germany. It is advisable to inquire with several different companies to compare the conditions that they offer and to choose the most suitable one for your own needs. Please note that regardless which alternative you opt for, you will have to carry the total costs. Your employer will not carry any of these costs for you. On the following pages you will find lists of the main health insurance companies (both state-regulated and private ones).

4 Last update 18 November 2009

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Note: You will need to get health insurance before you enroll with Heidelberg University (to obtain a student ID card). Yet your insurance coverage starts only after you are officially enrolled! You will get this insurance certificate (the German translation is Versicherungsnachweis) from any state regulated health insurance company as soon as you sign-up. Either way, you will need this insurance card or the proof that you have a private insurance for enrollment. *Please note that there are also travel health insurance policies, which are – at first glance – low-priced. However, these are meant only for short stays or for the initial transitional period – not for long-term residency in Germany. Since they do not cover check-ups, dental care, or treatment in case of serious illness, they are very high-priced once you consider the possible follow-up costs!* Liability insurance covers accidental damages you may have caused a third party. Even though it is not a mandatory insurance, it is highly recommended to have one. It is possible that your liability insurance in your home country is also valid in Germany. State-Regulated Health Insurance Companies (the list is not exhaustive!!!) AOK Heidelberg (has special service for students) Friedrich-Ebert-Platz 3 69117 Heidelberg Phone: 06221/529-0 Email: [email protected] Web: http://www.aok.de/baden-wuerttemberg/die-aok/112730.php BARMER Ersatzkasse Im Breitspiel 9 69126 Heidelberg Phone: 06221/348-0 Email: [email protected] Web: https://www.barmer-gek.de/barmer/web/Portale/Versicherte/Rundum-gutversichert/Startseite/Startseite.html DAK Heidelberg Adenauerplatz 6 69115 Heidelberg Phone: 06221/521-3 Email: [email protected] Web: https://www.dak.de GEK Gmünder Ersatzkasse Rohrbacher Str. 3 69115 Heidelberg

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Phone: 06221/138530 Web: https://en.barmer-gek.de/barmer/web/Portale/English/Best-health-insurance/Startpage/StartPage.html?w-cm=CenterColumn_t564494 Innungskrankenkasse Heidelberg (IKK) Römerstr. 5 69115 Heidelberg Phone: 06221/530-0 Web: https://www.ikk-classic.de/pk Kaufmännische Krankenkasse (KKH) Ersatzkasse Friedrich-Ebert-Platz 4 69117 Heidelberg Phone: 06221/27040 Web: http://www.kkh.de/index.cfm?pageid=3438 Techniker Krankenkasse http://www.tk.de/tk/kundenberatungen-a-z/h/0651-heidelberg-campus/151800 Private Health Insurance Companies (the list is not exhaustive!!!) Deutscher Ring Krankenversicherung Agentur Vorlaufer Poststr. 1 - 3/ Carré 69115 Heidelberg Phone: 06221 / 18 15 73 Email: [email protected] https://www.signal-iduna.de/frank.vorlaufer Alte Oldenburger http://www.alte-oldenburger.de/web/html/start/tarife/index.html Allianz ( also offers liability insurance ) https://www.allianz.de AXA http://www.axa.de Barmenia (also offers liability insurance) http://www.barmenia.de Continentale http://www.continentale.de

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DKV http://www.dkv.com Liability Insurance Providers (the list is not exhaustive!!!)

Badische Allgemeine Versicherung AG Durlacher Allee 56 76131 Karlsruhe Phone: 07 21/66 00 Email: [email protected] http://www.bgv.de/de/privatkunden/Startseite_Privatkunden.html

Huk-Coburg Allgemeine AG Bahnhofsplatz 96444 Coburg Phone: 0 180 2/15 31 53 Email: [email protected] https://www.huk24.de

Once you are in Germany: Step 5 Registration as a PhD Student at the Faculty of Biosciences (mandatory) Once you arrive in Heidelberg and have settled your visa, health insurance and accommodation issues, it is time to prepare your PhD Student registration with the Faculty of Biosciences. Note that this will be undertaken by the HBIGS office. For an appointment contact Martina Galvan, [email protected] or + 49 6221 54-6720 as soon as you have the application form filled out and signed by your supervisors. This should be done within (max) 6 weeks of commencement. International PhD students need the following:

ü all original certificates (Bachelor and Master’s, or equivalent) ü all original transcripts of records (Bachelor and Master’s, or equivalent ü OR ü certified copies of the certificates and transcripts or if applicable: ü certified translations of both certificates and transcripts into either German or English

(please bring the originals! Copies will be made here in the office, during registration!) ü a CV that includes the following information on your degree thesis: name, number of

pages and time it took you to complete it ü an abstract about your future PhD thesis

National PhD students need:

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ü all original certificates (Bachelor and Master’s or equivalent) ü all original transcripts (Bachelor and Master’s or equivalent) ü an abstract about your future PhD thesis *please bring the originals! Copies will be made here in the office, during registration!

Step 6 Enrollment/matriculation (Obtaining your Student Card) (mandatory) As of April 1st, 2018, a state law governs that enrolment for all (national and international) doctoral students is mandatory! International students who have a residence permit § 20 AufenthG (research visa) are now permitted to enroll, whereas Doctoral students holding an E13 employment position of at least 50 % or more at an institute affiliated to Heidelberg University, can exempt themselves from this law with a written statement, addressed to the University President, at Heidelberg University’s Central Doctoral Students’ Office ([email protected]). Enrollment is possible anytime hroughout the year, but must be done with the “Annahme als Doktorand”, which is issued by the faculty, after registration. German doctoral candidates: https://www.uni-heidelberg.de/studium/interesse/bewerbung/imma_promotion.html https://zul.uni-heidelberg.de/zul1/rds?state=wimma&stg=f&imma=einl International doctoral candidates https://www.uni-heidelberg.de/courses/contact/aaa/index.html#enrolled Note: International PhD students have the possibility to enroll as a short-term PhD student in order to profit instantaneously from the collegiate benefits. You are not bound to enrollment deadlines. You can benefit from this status for a maximum of two semesters, after which you are required to present the original “letter of admittance” (in German: Annahme als Doktorand) from the faculty of Biosciences. For any further questions please contact: The Student Help Desk Mon - Thursday 10:00 am – 4:00 pm Fri 10:00 am – 2:00 pm Room 36 Seminarstr. 2 69117 Heidelberg +49 6221 54-5454 (the staff also speaks English ) Appendix

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Scientific Program HBIGS requires its PhD students to participate and complete a structured training program. This consists of several aspects: the PhD Core Course, additional scientific courses, lectures and regularly scheduled TAC meetings. In the first 12 months of their PhD, students must attend the HIBGS Core Course in March or in October (http://www.hbigs.uni-heidelberg.de/main_training.html ). At least 6 credit points need to be collected during this time. (please see below for more detailed information) To guarantee accountability throughout a PhD project, students are required to schedule thesis advisory committee meetings (TAC) with their main supervisor and two additional members. These need to be scheduled regularly. Please read the detailed information below for the exact regulations. Once you have collected a minimum of 6 credit points and have held the first TAC you will be able to participate in other HBIGS offers, for example: HBIGS Kamingespräche http://www.hbigs.uni-heidelberg.de/main_kamingespraeche.html and Career and Soft Skills Courses http://www.hbigs.uni-heidelberg.de/main_career_service.html HBIGS Credit Point System HBIGS PhD students are required to participate in a number of scientific and non-scientific training activities during the course of their PhD. The Student’s total workload in the HBIGS training program during a three-year PhD term is about 250-300 h (= 15 credit points; CP), according to the European Credit Transfer System (ECTS). One day of work is considered equivalent to 0.5 CP Students must collect a total of 15 credit points.

§ Min. 6 CP must be collected within two consecutive HBIGS Core Courses at the beginning of the PhD.

§ Up to 9 CP must be collected in accompanying teaching modules, either of HBIGS or other institutions. Modules may include:

- Method courses - Soft skill trainings - Workshops - Scientific Meetings with personal contribution (talk or poster) - Summer schools with personal contribution (talk or poster) - Student-led initiatives e.g. Retreats with personal contribution (talk or poster)

§ Scientific lecture series that are part of institutional PhD programs can be accredited

with max. 1.5 CP, depending on the duration, frequency, and documented attendance.

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§ No credit points are awarded for regular lab seminars.

Examples:

§ Core Course 6.0 CP

§ 2 days Method Course 1.0 CP

§ 1 day Soft Skill Training at Graduate Academy 0.5 CP

§ 10 half days course on Animal Handling 2.5 CP

§ Lecture Series over 3 years (e.g. SFB lecture; attendance list) 1.5 CP

§ Summer school with poster or oral presentation (Co- authorship poster 0.5 CP)

1.0 CP

§ Scientific meeting with poster or oral presentation (Co- authorship poster 0.5 CP)

1.0 CP

§ Journal club with presentation over 3 years (attendance list) 1.5 CP

§ Invited oral presentation 1.0 CP

• First authorship (peer-reviewed publication listed in PubMed) 2.0 CP

§ Co-authorship (peer-reviewed publication listed in PubMed) 1.0 CP

§ Patent authorship 2.0 CP

§ Organizer of a scientific meeting, retreat or workshop (max. 1.0 CP per PhD term)

1.0 CP

§ Awards: poster prize or best oral presentation 0.5 CP

§ Organizer/teacher of a Core Course teaching module (max. 1.0 CP per PhD term)

1.0 CP

§ Supervision of a practical course for BSc or MSc students (no lab rotations, no seminars; course must be announced in the prospectus; max. 1.0 CP per PhD term)

1.0 CP

Appropriate proof must be provided for all activities. (Effective June 2016)

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Thesis Advisory Committee (TAC) Meeting Guidelines (Effective for PhD students with official starting date 1 July 2020 or later) The TAC The TAC consists of the main supervisor (“Erstgutachter“ or HBIGS supervisor) and two additional members. The second and third TAC members should cover expertise relevant to the student’s project. They can be faculty members of the Graduate School or external experts from academia or industry. The three TAC members must be independent group leaders. As a rule, not all TAC members can be affiliated to the same institute. The graduate student, in consultation with the main supervisor, suggests appropriate TAC members for approval by the HBIGS Graduate School at least two weeks before the first TAC meeting (see FORM A). Time schedule for the TAC meetings The first TAC meets within the first nine months post commencement of the PhD. During the first meeting, the TAC, together with the student, defines provisional benchmarks that will later help judge the progress of the work. The TAC then meets with the PhD student on an annual basis until the submission of the thesis. This meeting also allows any problems, scientific or other, to be aired and discussed, as appropriate. If a TAC meeting is delayed by more than three (3) months or if the cumulated delays exceed nine (9) months, HBIGS membership will be terminated with immediate effect, unless barred by compelling reasons (e.g. severe illness proven by medical report, pregnancy). The Progress Report The PhD student has to present a short written project proposal for the first TAC meeting describing the planned PhD project and the first experiments and results (4 pages) and progress reports for the following TAC meetings (4 pages) describing accomplishments and problems encountered within the past year and propose solutions to these problems. These reports have to be submitted to the TAC members at least one week prior to the TAC meeting. The TAC Meeting The TAC monitors the student’s scientific progress on an annual basis and recommends future directions and strategies, as well as the structure of the curricular activities. The student gives a 20 min oral presentation of his/her work. The TAC discusses the progress of the PhD work with the student and advises the student on the future research direction, including how to overcome technical difficulties. The TAC prepares minutes of the meeting to be submitted to the HBIGS Student Office (see FORM B). All TAC members must be present during the TAC meeting. Submission of Project Proposals/Progress Reports and minutes of the TAC meeting The Project Proposals/Progress Reports together with the minutes of the TAC meeting have to be completed and uploaded by the student to his/her HBIGS online account immediately (within two business days) after the TAC meeting.

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Career Service The HBIGS Career Service provides you support and guidance to prepare and conduct an effective job search, information about different vocational fields in and beyond academia as well as professional development workshops and soft skills enhancement. In an individualized career advisory session we will talk about your goals and needs, discuss different career options and analyse your strengths and weaknesses (duration approx. 2 hours). Of course your needs will be discussed confidentially. The HBIGS Career service also includes:

• Information about job-entry-positions in and beyond academia • Assessment center and case study preparation • Mock interviews • CV and resume review • Personal competencies profile • Hints for soft skills enhancement • Support for students who leave the program without a PhD • Contacts and cooperation with industrial partners (“Kamingespräche”) • Courses in complementary skills & extracurricular qualifications • Family support

Please contact Sandra Martini, in the career service office: http://www.hbigs.uni-heidelberg.de/main_career_service.html The Career Development Service is available for all HBIGS-students and free of charge. The Graduate Academy An institute separate from HBIGS, but worth a visit to obtain information, is the Graduate Academy, affiliated to the University of Heidelberg. There is plenty of helpful, very detailed information available on their website: https://www.graduateacademy.uni-heidelberg.de/beratung/servicestelle_en.html

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Emergency Numbers

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Campus Map

HBIGS Center,

Im Neuenheimer Feld 501, 1st Floor

Documents

Starter Kit July 2020...documents you need to submit in order to apply for a visa as a visiting scholar. At the end of the application process, you will receive a visa in your passport