Frequently asked questions by PhD students
(answers to questions posed to the Vice Dean or the Office for Science and Research)
Are there any deadlines that, if missed, could result in failing the PhD programme?
Yes, there are several such deadlines. If we list them chronologically according to the course of study, they are the following:
- in the first year of study, successfully complete one course
- by the end of your second year, you must have successfully completed at least two courses
- the deadline for successful completion of the study block (the first stage of your studies) are: being the main author of one article accepted for publication (conf. paper /journal article), defending a scientific paper related to your dissertation (aka professional debate)
- passing the state doctoral examination in the full-time form of study two years after the start of your studies, or three years in the part-time form.
- submission of the dissertation within 7 years (for students who started their studies before 11/2021), within 6 years (for students who started their studies after 11/2021) This deadline cannot be extended under any circumstances.
The deadlines are different for students whose studies follow the old DSC (2018):
- in the first year of study, obtain 8 credits for courses
- Deadline for the completion of the study stage (obtaining 30 credits) and the defence of a professional dissertation ("minima"). This time limit lasts for full-time students for two years, for students in the combined form for three years from the start of studies. The deadline is 30 September for students who started their studies in September and 31 March for students who started their studies in March. In the event of interruption of studies, the time limit shall be adjusted accordingly.
- The next deadline is the deadline for the submission of the dissertation. This is seven years from the commencement of studies and cannot be extended under any circumstances (including illness)
I am studying under the old regulations (2018). Can I transfer to study under the new regulations (non-credit system)?
Yes, students may transfer to study under the new regulations by submitting a written request to the OVV.
What are the advantages/disadvantages of studying under the new regulations, i.e. the non-credit system?
The advantage of the non-credit system is that there is no obligation to obtain the required number of credits in the first year of study, to defend the minimum and SDZ.
The disadvantage may be the obligation to be the main author of a scientific paper to successfully complete the study block. And when applying for the defence, the student must have at least three articles, of two of which they must be the lead author.
Is it possible to submit a dissertation as a set of articles in the non-credit system?
Yes, provided that the student is the main author for at least three articles and the articles meet the conditions of the Regulations Article 7 3a), 3b), 3c).
Can the individual study plan be changed?
Yes, the ISP can be changed, and it happens frequently. This requires an agreement with the supervisor and the approval of the ISP by the relevant branch board (ORO). The ISP is changed by making a copy of the existing ISP, after the changes have been made, the supervisor and the relevant branch board approve the changes.
As a PhD student, can I include courses from the previous phase of my studies in my individual study plan?
Yes, with the approval of the supervisor, up to a maximum of two. In a justified case, an exception may be granted and more courses may be enrolled, but this must not be at the expense of studying the courses listed for doctoral students.
Can I get credits for an external course/ summer school?
Yes, credits can be earned for taking an external course/ summer school. The student will submit the ISP "External Course" attachment to the OVV along with the course/summer school completion document. The recognition of the course/summer school and the number of credits is decided by the Vice Dean.
Who is eligible for a scholarship?
The scholarship is paid to full-time students for a period of 4 years. The scholarship is not payable on interruption of studies; on return from interruption the scholarship is payable again. A student in the part-time form is not entitled to a scholarship.
Is the student still entitled to a scholarship if they goe abroad for an internship?
Yes, if they remain a full-time student they are entitled to a scholarship.
Can I interrupt my studies?
Yes, the study can be interrupted. The request for interruption of studies must be submitted to the OVV. The request must be approved by the supervisor, the head of the department and the chair of the branch board.
Interruption of studies due to parenthood, what are the deadlines, conditions?
Interruption of studies due to parenthood is possible up to the age of 3 years of the child. The request for interruption must be submitted to the OVV together with the child's birth certificate. During the period of interruption due to parenthood, all study deadlines are automatically extended (defence of the minimum, state doctoral examination, submission of the dissertation, graduation). During the period of interruption of studies due to parenthood, the student is not entitled to a scholarship.
My full-time studies are coming to an end and I have not completed my dissertation. What are my options, and are there any benefits?
There are two options:
1. change from full-time to part-time studies – student status remains
2. interruption of studies until the defence – loss of student status
Can I change from full-time to part-time studies?
Yes, it is possible to change the form of study. In order to change the form of study, it is necessary to submit a completed "Application for Change of Form of Study" to the OVV; the application is approved by the supervisor, the head, the chair of the branch board.
What is required to submit the Application for defence?
The application for defence is submitted by the student to the OVV, together with all the necessary documents: CV, electronic copy of the thesis, proof of internationalisation, consent to the publication of the thesis, list of publications with author statements specified for each item, honour statement.
The student must bring/submit all these documents at the same time. In the case of missing documents, the application is not complete and will be returned for reworking/completion of missing documents.
Further questions should be directed to the Vice Dean or OVV staff.