Supervisors
In advance
How and on which platforms can I best advertise a doctoral researcher staff position?
In addition to advertising in national and international subject mailing lists, on professional platforms, and the Universität Hamburg job opportunities page, we recommend disseminating job advertisements via personal networks (e.g., Twitter and LinkedIn) and email distribution lists, contacting the MIN Graduate Center (MINGZ) to advertise at fairs and via the MINGZ Twitter account, and disseminating through topic-oriented graduate schools if applicable.
What language requirements must candidates fulfill to be eligible to do a doctorate at the MIN faculty?
The supervisors decide on the necessary quality of language proficiency. Candidates do not have to submit certificates (to apply for and receive admission to doctoral studies). However, we recommend B2-level (or comparable) language skills in German or English.
What subject requirements must candidates fulfill to be eligible to do a doctorate at the MIN faculty?
As a rule, they require a master of science or a comparable degree (300 ECTS credits) in a degree program relevant to the doctoral dissertation project. A rare exception is the fast-track doctoral procedure, where admission is possible after passing a bachelor’s examination (for details, see Section 4 subsection 3 of the doctoral degree regulations or the 2022 call for applications).
Are candidates with foreign degrees easily admitted to doctoral studies?
Often, yes. However, the equivalence of the degrees is evaluated accordingly. As long as the submitted documents (e.g., transcript of records and diploma supplement) are clear and credible, a decision is made quickly.
In the admission / orientation phase
What steps do candidates need to complete before starting doctoral studies?
Candidates must
- find at least one supervisor
- agree on a topic and the cornerstones of the supervision with the supervisor
- submit the admission application in Docata
- read the MIN Faculty Doctoral Degree Regulations (2018) and the Bylaws for Safeguarding Good Scientific Practice and Avoiding Scientific Misconduct at Universität Hamburg.
For which of these steps in the admission procedure are the supervisors (supervisor, if applicable, cosupervisor, or chair of panel of supervisors) mandatory?
The following documents must be signed by the supervisors:
- admission application for the doctoral procedure (candidate generates this in Docata)
- supervision agreement confirming commitment to adequate supervision
- research outline
Can an admission application be rejected?
Yes, rejection is possible if, for example, you have not met the admission requirements or cannot achieve them even with additional conditions or if you have already successfully completed a doctoral procedure in the respective subject or a subfield.
If necessary, who decides on conditions?
The respective subject doctoral committee can grant admission subject to conditions, such as acquiring and providing proof of a certain number of ECTS credits within a certain period of time.
How many supervisors can a doctoral researcher have?
They must have at least one supervisor but can have any number of supervisors (e.g., one supervisor and several cosupervisors); alternatively, a supervisory committee comprised of a chair, a supervisor, and a cosupervisor can supervise.
Who can be (co)supervisors?
MIN university teachers and MIN faculty members who have completed a Habilitation (postdoctoral qualification) are usually able to so; other possibilities are listed in the MIN Doctoral Degree Regulations (2018). Read the explanations of the changes in the doctoral degree regulations from 2010 to 2018. Any researcher who holds at least a doctorate and is qualified in the field of the doctoral dissertation project can be requested; the subject doctoral committee determines whether the chosen requested supervisor is qualified in the respective field.
How is supervision defined?
Supervision is understood as supporting the doctoral researcher’s work on the dissertation topic, providing the necessary conditions for this, engaging in periodic scientific exchange, giving feedback, and addressing weaknesses and strengths as well as the doctoral researcher's academic or nonacademic future.
If the doctoral researcher takes up a position as a non-civil-service employee, who serves as the doctoral researcher’s manager?
Various arrangements are possible—for example, it could be their doctoral studies supervisor or the department head. In the case of externally funded positions, it is usually the project manager.
To what extent are doctoral studies linked to an employment relationship?
Employment is not a prerequisite for the completion of doctoral studies; other funding models (scholarships) are also possible. However, in the MIN faculty, most doctorates are at least partially linked to employment.
What support does the MINGZ and the HRA offer?
For doctoral researchers:
- The MINGZ offers starting support, networking events (Welcome Night, walking tours), advice on living and researching in Hamburg, soft-skills courses, funding for international mobility, a newsletter, a blog, a Twitter account, bridging scholarships for international candidates, advice on difficulties that arise during doctoral studies, individual development plans, and representation for doctoral researchers.
- The HRA offers short information formats (HRA Spotlights), workshops in German and English, networking events, representation for doctoral researchers, and advice on the conditions of doctoral studies—through the ombudsperson in the case of difficulties.
For supervisors:
- The MINGZ offers workshops on certificates, networking, announcing job offers, funding for conferences and research trips of the candidates (if no own funds available), advising on difficulties that emerge in the doctoral studies, and information via the MIN Doctoral Gateway.
- The HRA offers workshops for supervisors on networking, representation for postdoctoral researchers, and advising on difficulties that emerge in the doctoral studies.
What advising services and information resources are available for candidates with regard to the types and procedures of the doctoral studies?
The relevant academic office or physics doctoral office provides advice on the administrative handling of the doctoral procedure (from admission to the doctoral procedure until completion of the doctorate). MIN tutors and the Hamburg Research Academy (HRA) can offer advice on other topics. Find further information resources on the MINGZ web pages (MIN Doctoral Gateway), including the FAQ for doctoral researchers, and the DAAD website.
How can I ensure that candidates are well integrated beyond my research group (especially if an individual doctorate is pending)?
Besides integrating themselves into the corresponding scientific community, they should make use of services offered by the MINGZ, the HRA, and PIASTA to integrate themselves into life in Hamburg. We also recommended the MINGZ and HRA newsletters and Twitter accounts, which provide continuous information about current services (MINGZ newsletter, HRA newsletter, MINGZ Twitter, HRA Twitter).
During the doctoral studies phase
How intensive should supervision be?
It is important to discuss and agree on regular meetings from the beginning. Doctoral researchers have different needs in terms of the extent of supervision, and depending on their culture, they may be more or less vocal about them. As a rule of thumb, we recommend offering at least monthly meetings at the beginning of a doctorate; weekly meetings are preferable. Later, quarterly meetings should be offered as a minimum. The MIN faculty’s office of the dean and doctoral committee also recommend that both the form and the interval of meetings be defined in more detail at the beginning of the doctoral studies (e.g., in the context of the supervision agreement). Once a year, the IDP should serve as the basis for a structured discussion between supervisors and doctoral researchers so that no one loses sight of career development.
Do supervisors receive coaching?
Starting in Winter Semester 2022/23, the MINGZ will offer a series of workshops for supervisors of doctoral researchers. The workshops will cover, in addition to the conditions of doctoral studies in Hamburg, aspects such as conflict avoidance and resolution in the supervisory relationship, intercultural communication, and good scientific practice for supervisors and will be completed with a peer-to-peer workshop by international trainers. The workshop series will be offered once per semester. It will not be geared only toward new supervisors but will also provide more experienced supervisors with an opportunity to self-reflect, improve, and certify supervision skills.
How often should one seriously check whether the objectives set at the beginning of the doctorate are still realistic?
This should be an ongoing process. If there are doubts about the original plan, this should be addressed in meetings with the doctoral researcher.
What should be considered with regard to data-usage rights?
We highly recommended transparently communicating and discussing the topics, problems, and data usage from the beginning (see obligations in the supervision agreement). This topic is addressed in the courses on good scientific practice offered by the MINGZ for doctoral researchers—these courses are best attended early. The Center for Sustainable Research Data Management at Universität Hamburg also offers courses and information on this topic.
What should be considered with regard to authorship on publications?
We highly recommended transparently communicating and discussing the topics, problems, and possible practiced procedures in the research group from the beginning with regard to authorship for potential publications (see obligations in the supervision agreement).
Who can help in dealing with difficult cases or cases involving serious problems?
The MINGZ offers nonbinding, short-term advising in the form of reflection, which can be particularly helpful when problems begin and also highlights other paths and advising options. If serious problems have already occurred, the Universität Hamburg ombudsperon can also be contacted directly. Dealing with conflicts and scientific misconduct is addressed in the courses on good scientific practice offered by the MINGZ for doctoral researchers. These courses are best attended early.
What should be discussed with the candidate once a year?
In addition to the status of the doctoral project, the candidate’s personal development opportunities, challenges, interests, and goals should also be discussed at regular intervals. The MINGZ has developed a template for an individual development plan (IDP), which serves as a basis for these annual, structured discussions. This ensures that academic development and aspects of personal career development are covered. You can download an IDP as a PDF (uhh .de/mingz-idp) or print it out.
How long should a doctorate take?
Admission to doctoral studies is initially for 4 years, during which the doctoral dissertation should be submitted to the subject doctoral committee and the oral defense should be held. The doctoral dissertation should be completed within 3 years. Should subject-specific, personal, health-related, or other obstacles arise, doctoral researchers may apply for an extension in writing to the subject doctoral committee 3 months prior to the expiration of the admission period. The doctoral studies administration will issue a timely reminder of the expiration of the 4-year admission period. Requests for an extension of the admission period must be approved and signed by the supervisors.
Doctoral completion phase
What should definitely be discussed with the doctoral researchers toward the end of the doctoral studies period?
A plan for the successful completion of the doctorate must be discussed and worked out.
When should a doctoral dissertation be submitted, and who decides that?
If the original topic or a modified topic has reached a scientific level worthy of a doctorate, this should be discussed. The doctoral researcher and the supervisor or panel of supervisors should coordinate the submission.
Who decides which reviewers will evaluate the doctoral dissertation?
The doctoral researcher suggests reviewers when submitting the dissertation via Docata; discussing this beforehand with the supervisors is helpful and recommended. The relevant academic office or physics doctoral office advises on the appointment of reviewers in accordance with statutory requirements and cites guidelines regarding this on the website. The decision on the appointment of reviewers is made by the relevant subject doctoral committee.
Are (co)supervisors automatically reviewers?
As a rule, a supervisor or a cosupervisor of a doctoral dissertation project must be appointed as a reviewer for the doctoral dissertation. However, they are not automatically appointed, but the doctoral researcher has the right to nominate them.
With regard to the future of the doctoral researcher, what should be considered in the selection of reviewers?
Selecting reviewers who are broadly spread throughout the respective community may be very helpful for an academic career.
How quickly must reviews be written?
Reviews must be submitted within 6 weeks of their request.
Who decides on the composition of the examination commission?
The doctoral researcher makes suggestions when submitting the doctoral dissertation via Docata; the subject doctoral committee responsible decides on the appointment. Doctoral researchers should discuss their suggestions with their supervisors. The relevant academic office or physics doctoral office advises on the composition and appointment of the examination commission in accordance with statutory requirements and cites guidelines regarding this on the website.
Are (co)supervisors automatically members of the examination commission?
They are not automatically appointed, but the doctoral researcher has the right to nominate them. However, supervisors are usually members of the examination commission.
After the doctorate
Does Universität Hamburg or the MIN faculty keep in touch with their former doctoral researchers?
Universität Hamburg runs an alumni program that is open to all graduates of the University. Also, the MINGZ always invites former doctoral researchers to networking events to share their experiences with current candidates. Contact the MINGZ if you are interested.
Can doctoral researchers still access everything they worked on at Universität Hamburg? How should data from the doctoral studies be handled?
Should the doctoral researcher wish to do this for scientific reasons, this should be guaranteed and supported by the supervisors; only in exceptional cases where there are valid reasons should it be rejected. As a rule, research is publicly funded, and data must thus be publicly accessible. This topic should be discussed and agreed upon at an early stage (see obligations with regard to this in the supervision agreement).