Completing your PhD

Writing the dissertation is one of the key aspects during a PhD and there are some considerations that need to be taken into account. The GGNB kindly provides a guide for dissertations, which can also be used by all students of the Faculty of Biology and Psychology. Please be aware that the writing process requires time and therefore begin the writing process early in the project. You may also want to request an internal review from your supervisor before submitting your thesis. Also, check your thesis with plagiarism checking software to avoid unwanted plagiarism.

Please be also aware that it is mandatory to use the cover pages listed in the doctoral regulations.

When you have finalized your PhD thesis you need to submit it online via Lucom to the deanery of the faculty. At this point, you need to apply for admission to your doctoral examination specifying your desired doctoral degree (Dr. rer. nat. or PhD) and proposing the examination board including the two referees of your thesis. As a guideline on the process of thesis submission, the faculty provides a checklist.

The examination board shall contain experts in all research areas dealt with in the doctoral thesis. It consists of six examiners, all of whom must be accredited for examination in the GAUSS program. At least three of them must also be authorized by the faculty. If your examiners are not approved, request an individual examination accreditation. (LINK!)

Usually, the first and second supervisor as mentioned in the supervision agreement will also be the first and second reviewer of the examination board. If you would like another person to be the first or second reviewer, please submit an informal request to the Dean's Office for a change of reviewers (this requires the signatures of the old and new reviewers, as well as your own).

For the first and second reviewer, it is also important to note that both must be authorized by the faculty. If they are not listed and it was not done during your admission process, apply now for individual examination accreditation. (LINK)

Once you have considered these guidelines and selected your examination board, contact the deanery first to check whether it is qualified. You can then start searching for a date for your disputation.

Once you have agreed on your examination board with the faculty, you can start organizing your oral examination about 6 weeks before you submit your thesis. Arrange the date, time and place of the disputation with your examiners. The disputation must take place within the next 6 weeks after the submission of the thesis.

At least two-thirds of the members of the examination committee must be present at the defense, including at least two thesis reviewers.

The disputation can be conducted by video and audio transmission with the help of a suitable system, provided that you agree to this procedure at least in text form in advance.

Audio and/or video recordings of the oral examination are not permitted.

You must submit your Thesis Advisory Committee (TAC) reports and your credits list before submitting your thesis. Please bring the completed checklist for PhD students including all signatures to a personal consultation during student advisory service.

Please have the official submission date in mind and organize early. The submission takes place exclusively online. For successful online submission you have to upload the following documents via eCampus:
(EN: More\Forms\Promotionsformulare\Application for doctoral examination
DE: Weitere Dienste\Formulare\Promotionsformulare\Promotionsprüfungsantrag)

• Final version of your thesis as PDF file
• Signed “Promovierendenerklärung / Doctoral student's declaration”
• Proof of TAC meetings (page 1 of check list)
• Proof of credit achievements (page 2 of check list)
• Confirmation of check list by the dean’s office
• CV with signature and date (in German or English)

Hand in via e-mail the “Application for doctoral examination” signed by you to the faculty. After the formalities have been checked, you will informed via e-mail. You will also get instructions for printing your thesis. Do not print your thesis before! Note, one printed version (identical to the submitted version) is needed.

With submitting your PhD thesis, you need to apply for admission to the oral examination. Both has to be done online via a single Lucom form. Required documents and further information about the online procedure can be found at the GAUSS webpage under PhD Thesis Submission.

With submitting your PhD thesis, you need to apply for admission to the oral examination. Both has to be done online via a single Lucom form. The oral exam known as the thesis defense (or disputation) usually is scheduled up to six weeks after submission. At least two-thirds of the members of the examination committee must be present at the defense, including at least two thesis reviewers.

Remember, that the disputation can be conducted by video and audio transmission if you confirmed that you agree to this procedure at least in text form in advance.

Further information as well as upcoming PhD defenses can be found on the GAUSS website.