How to Obtain a PhD in Germany

Guideline for foreign students, who want to obtain a PhD at the University of Kassel

Published by:

Research Liaison Office

University of Kassel

Editorial office: Dr. Anne Walter

Birgit Tilch
Phone:

+49 561/804-1968
Fax:+49 561/804-2226
E-Mail: [email protected]
Website: http://www.uni-kassel.de/uni/?forschungsreferat

Printers:

Universittsdruckerei
Kassel, 2005
Fourth edition 2008

Internet Update: July 2012

The first edition of this brochure was supported by
Hessisches Ministerium fr Wissenschaft und Kunst

Content

Starting Point

The Outset

The German System of Obtaining a Doctorate

How Do I Successfully Identify a Research Team

Suitable For Me?

How Do I Successfully Attract Attention?

Regarding the PhD

Enrolling as a Doctoral Candidate

How Do I Finance My Research and My Life

while Doing the Doctorate?

11

How to Compose a Good Application

13

The Academic Environment

15

Time Frame

15

Additional Qualifications

16

Useful Addresses at the Internet

18

Starting Point
You have completed your studies with an academic degree. You are now aspiring to continue your academic career and
you want to do your doctorate in Germany. University of Kassel offers you an overview of what you have to do in order to
realise your idea.
The most important thing for you is to come to understand the German system of obtaining a doctorate. For this purpose,
please read the following information carefully. You can also view this information on the internet where you will find
further useful addresses and links to other websites related to the subject that we recommend you to consult.

The Outset
At the outset of the decision whether to do a doctorate and thus opening up the way for a continued academic career,
you should intensely examine yourself and ask yourself if you are truly crazy about research and if you are also
qualified for it.
Do I have my own ideas? Is there an academic problem that is worth the time, effort, and money to pursue? Is it worth to
bring this problem to a positive end and to find an answer to it that is new, inventive and relevant? Do I have the
patience, persistence, and the ability to identify diffculties and to overcome them? Do I have a solid command of the
factual store of knowledge and the methodology of my discipline, so that I can productively apply them to the academic
problem? Am I able to operationalise my ideas in such a way as to produce a workable task and time schedule?
And some other important questions are:

How do I find a suitable supervisor/professor for my doctorate?

How long will it take to finish the doctorate/PhD?
How will I finance the time I spend on my doctoral project/thesis?

The German System of Obtaining a Doctorate

The German system is essentially different from other systems as, for example, the English-speaking system. There are
no graduate study programmes at the end of which the doctoral thesis will be completed. Instead, the phase of research
on your doctoral project starts with having been accepted as a doctoral candidate.
You can only gain a doctorate (PhD) in Germany by attending a university or a universitystatus institution
(wissenschaftliche Hochschule). A doctorate cannot be gained from a university of applied sciences
(Fachhochschule).
A professor, called Doktorvater or Doktormutter (doctorate father / mother) will act as your academic supervisor for
the doctorate. This academic supervisor will formally set the topic of your doctoral thesis and will advise you on how to
proceed with the studies and with your research. There are three ways to identify this topic. Your supervisor can either
have a project that he will propose to you and that you may accept, you yourself may have a clear idea for a project, or
you and your supervisor may discuss a possible topic for your research together.
This is why you must first find a professor who is willing to serve as your Doktorvater or Doktormutter. The easiest
way to do so is to write to a professor whose research area(s) you are interested in. In this letter you should introduce
yourself, enclose the certificates and degrees you already hold, and hope that the professor is interested in you and your
project and willing to supervise you.

How Do I Successfully Identify a Research Team Suitable For Me?

By no means should you send mass e-mails to arbitrary addresses. Instead do research first to find out who could be a
suitable supervisor for you! You can find and identify interesting research groups in different ways:

perusing academic literature

See which authors have written about your special area of interest and contact them. Especially read recent articles in
the relevant journals of your discipline.

attending conferences
Meet people from your discipline and ask them for advice on whom to contact, or talk directly to someone whose
research interests you and who you would like as a supervisor.

using the internet

On the internet, you can find information about research teams and institutions. For example, at Forschungsportal
Deutschland (research gateway Germany) you can conduct a keyword search for teams of your speciality. On the
websites of University of Kassel you should especially take a look into the research report which contain information
about recent projects at the different universities. Please view our websites for these and further links.

How Do I Successfully Attract Attention?

Finding a Doktorvater or Doktormutter is just like applying to an employer for a job. Professors receive lots of letters
and hundreds of e-mails every day. To get his or her attention, you should arrange and formulate your application
carefully. This way, you show serious interest in your possible future supervisor. The best way to come to his or her
attention is to find someone whose own research is closely related to your area of interest, and to introduce yourself with
an accurate letter. Present your education (school, academic education) and point out in which way you are interested in
his or her research field. Lay down your state of knowledge and research you may have already done or participated in,
such as the topic of your diploma thesis. It is also recommended to list other special qualifications you may have, as well
as a list of your publications if you have any.

Regarding the PhD

Once you have found a supervisor for your thesis, a committee in the department or faculty in question will decide
whether the knowledge and qualifications you have already acquired will qualify you for taking a doctorate at a German
university. It is possible that you may first have to attend one or two semesters of additional lectures, courses or
seminars before you can start your doctorate. Each department or faculty at a university has its own doctoral regulations
(Promotionsordnung). While one university may admit you to the doctoral studies without setting any prior conditions,
others may set conditions. This is all part of the autonomy / privileges / independence which German universities enjoy.
As already mentioned, there are generally no graduate studies to be completed in order to obtain your PhD in Germany.
Graduate colleges (Graduiertenkollegs) represent another opportunity for taking a doctorate in Germany. Within a
Graduiertenkolleg, several doctoral candidates (Promovenden) work together on a major research project, with each
candidate taking on responsibility for a project section. Additionally there are some graduate studies, you have to register
for. For information on the Graduiertenkollegs, which have been set up at German universities or research institutes,
please visit the DFG homepage on the internet (DFG = Deutsche Forschungsgemeinschaft - German Research
Foundation). Perhaps you will find a research topic of interest to you in which you would like to collaborate. If this is the
case, for further information and details please turn to the specified contact address on the website.
In Germany, it usually takes four to five years to take a doctorate. There are some universities that are anticipating a four
year period or shorter.

Enrolling as a Doctoral Candidate

Once you have decided to do your doctorate at Kassel University and have found a supervisor for your research project,
you should formally enrol. Why does the registration of your doctorate make sense?

Two things are tied to the registration:

Legal Certainty
When you have been accepted as a doctoral candidate, there are no longer any formal problems. I.e. the respective
thesis committee recognises that you have the right to do a doctorate based on the quality of your prior studies. In
general, this is no problem if you have completed your studies at Kassel University or a respective institution. But if
you come from a different field of study or a different university (especially, from a foreign university), it is possible that
the thesis committee will accept you only on certain conditions (e.g. two semesters of additional studies). This, too,
normally presents no problem. But it would result in one, if these conditions are imposed on you when you have
already completed your project. That is, if you register your project after having already completed most of your work
on it.

Goal Setting
The earlier you set the objective for your doctoral research project, the faster you can start working on it
constructively. Together with the registration, you have to present the thesis committee with a short outline of your
research project. Another part of the registration is that the faculty you selected can decide if your project falls into its
area of (academic) responsibility. Last but not least and for your own benefit, the outline also serves as a means to
restrict the volume of your project and to set a timeframe for it. Of course, this does not mean that you have to slavishly
cling to these proposals. There are unquestionably good reasons for departing from these plans with regard to the
timeframe or the content of the project. But, in general, and with the necessary corrections, the outline should certainly
serve as a guideline.

In order to register as a PhD-Student at a University, contact the responsible offices. They do the administrative work for
the thesis committees. At University of Kassel this office is called Promotionsgeschftsstelle. One of their tasks consists
of conducting the registration and admission process for doctoral studies. You will find the application for admission as a
doctoral candidate on the internet. For application and admission and enrolment as a doctoral student you will need a
letter of acceptance of your supervisor (Doktorvater/Doktormutter). If some formalities (see above) and definitive
registration of your doctorate is not possible at the moment, you might be enrolled as a transition student. You have to
ask at your university about the specific regulations.
Usually, the following documents have to be enclosed:

working title and written description of the academic question of

certified copies of your diploma and your transcript of records
your curriculum vitae
if applicable, a list of your academic publications
if applicable, certification of your language abilities

your research project

In case of further questions concerning the application process, the thesis office (Promotionsgeschftsstelle) will be at
your disposal.
As a doctoral student, you do not have to pay tuition fees, but an administrative fee (Semesterbeitrag), which is paid by
all regular students and covers costs for services such as student government, public transport, and student services
(Studentenwerk). The contribution is scarcely more than 200 this semester at Kassel University, but the amount can
vary at each university.
An important issue which you should inform yourself about before registering, is whether the degrees you hold are
comparable to the German degrees that are a prerequisite for a PhD. For further information, please contact the study
service for foreign students.
The doctoral regulations also state in which language you are allowed to write your thesis. In the natural sciences and in
engineering, it is usually possible to hand in your dissertation in English. In all other cases, you should check early with
your supervisor or the thesis office for the respective regulations. In general, you are expected to master the German
language on an academic level. This is not only necessary for the daily communication with your supervisor and other
academic staff, but also often for writing your doctoral thesis. In any case, it is to your advantage to know enough
German to communicate with the people you meet. This will not only make your daily life in Germany easier, but also
help you to make friends and feel comfortable and at home in our country during your doctorate.

How Do I Finance My Research and My Life while Doing the Doctorate?

Another factor for a productive (research) environment (in addition to the professional skills
Doktorvater/Doktormutter that are not to be underrated) is a sensible approach to the question of financing.

of

the

If you have the chance to obtain a job as a research assistant/teaching assistant for a professor, you will receive a salary
according to the German Public Servants Rate. This position allows you to be paid for doing your doctorate and also
involves 2 to 4 hours of teaching a week as well as other services for your professors Chair. Often you are referred to
graduate scholarship programmes that you can apply for. But, of course, you do not only have to take into account your
personal costs that are covered by your salary or your scholarship. You will also need an appropriate infrastructure, for
example, new equipment or consumable materials. Who will pay for travel expenses to archives, conventions, and
symposia? Therefore, it is important to arrange for appropriate financing in your chosen environment.
As already mentioned, there are many possibilities to finance your work. Principally, there are three options:
1. As mentioned above universities and other research institutions advertise positions with different research fields/for
different projects that you may be interested in and that offer the possibility of additionally obtaining a PhD.
Sometimes/Often these positions are parttime. This means that you will earn only half the money, but you have also
less duties and more time to spend on your project.
2. Apply for a scholarship. You can find addresses from institutions providing scholarships on the internet.
But scholarships like the ones that are offered, for example, by Kassel University are often a poor alternative. At the
moment, these consist of approximately 1000 of monthly assistance. The money also has to pay for your health
insurance and does not include any social insurance (such as unemployment insurance, pension insurance). But,
most importantly, you will not receive money for additional expenses (equipment, consumable material, travel
expenses). If you dont need such things, scholarships give you the freedom to concentrate on your research.
Please note that in Germany, most scholarships are meant for junior scientists and they are age restricted. If you are
older than 30 years, it will be difficult to obtain such funding.
3. Institutions funding research, such as the German Research Foundation (DFG) or VolkswagenStiftung give money to
finance research projects on application. In order to apply, you basically have to meet two conditions: You have to be
qualified (i.e. you have to hold a PhD) and you as a person have to be financially covered by an institution like our
university. Therefore, you cannot apply for funding yourself, but only your supervisor can apply at one of these
institutions for a research grant that will finance you. This application should be based on your doctoral research
project. Such a grant (in the positive case of an acceptance) usually pays for a halftime position as a research
assistant, additional equipment and consumables as well as, if needed, travel expenses. Officially, your supervisor
has to write the application, but of course, you can do an important part of the work yourself by writing a draft of the
application so that your supervisor only has to go over it.
You can apply for a scholarship, ask your supervisor to apply for a grant to the DFG and respond to job advertisements
at the same time. You should only be aware of one thing: If you have worked as a research assistant for three or more
years and then decide to apply for a scholarship because your thesis is not yet finished, you will run into problems. In
general, scholarships are awarded immediately after obtaining the university diploma which gives you the right to take a
doctorate. Three or more years later simply do not qualify as immediately. Besides, you are also three or more years
away from the category junior scientist. As a general rule, you should, therefore, apply for and accept a scholarship
before any employment contract!
Financing a doctorate has become more difficult in times of tight budgets. That is why it is no longer sufficient just to go
to your supervisor and ask him to apply to the DFG for you. It takes work and labour (for your supervisor, too). Not every
applicant will be granted the money. Only the projects deemed worthiest will receive funding. But an exciting idea and an
excellent application still have a good chance of being funded.

How to Compose a Good Application

In order to register your doctoral studies and to apply for a scholarship or for funding for your project, you need to have
an outline (expos) of the topic you want to work on. In our brochure Wie stelle ich einen Forschungsantrag? (How
do I compose a research application?), we describe in detail how such an abstract should look. Here, therefore, we only
want to make some additional remarks.
The most important advice is: Make it short! Of course, there are no generally accepted rules on how to do this. The
Deutsche Forschungsgemeinschaft (DFG), for example, states in its guidelines for grants that an application should not
consist of more than 20 pages and the task schedule should make up at least half of the application. A rule of thumb for
applications for doctoral/graduate scholarships is that two pages are usually just a bit short in order to convince
reviewers to give you money for two years. But someone who does not manage to convey in ten pages what he or she
plans on doing will probably not achieve this on twenty pages! In this case, too, the following is true: the exciting things
are not only the ideas that you have developed from the current state of research, but also your ability to come up with
realisable and temporally restricted work steps. Therefore, please especially heed the above suggestion that the work
schedule should take up half of the application!
If you take into account that reviewers have only limited time, it is imperative to make it short and also concise. This
begins with the title and does not stop at the summary. With the latter, concision is of special importance, because with it
you open the eyes, minds, and emotions of the people you want to convince of your project. The title Short treatise on
doctoral studies in general and in special cases with particular regard to the environment of their genesis, their financing,
and the time frame resulting from the former would probably motivate neither you nor the reviewers to carry on reading.
The title is the first eyecatcher of your abstract; the second one is the summary. Here, you have to make clear in a few
catch phrases what exactly is new, original, and exciting about your project.

In general, your abstract should have the following structure:

Current State of Research

This does not have to be laid out in depth; instead there should be a pointed and tight presentation that makes clear
why the question of your project resulted from it. This is particularly true for bibliographical references. They should be
restricted to the most important and relevant works, since you are not expected to prove your erudition but rather your
ability to differentiate between what is more and what is less important.

Objective of Your Project

You are working on obtaining a doctorate. This is a temporally limited phase of qualification. But afterwards, you still
want to have something to do. Therefore, limit your project consistently to the most interesting and most necessary.
Make clear what the particular problem is that will bring new conclusions and lead you to your goal. Later, as a
professor or a researcher at an institute, you may carry on your research and deepen or broaden your doctoral
project.

Means and Methods to Reach Your Goal

You have laid out your ideas in describing your objective. Now you have to show that you are able to realise your
ideas. How do you want to proceed? Which methods do you want to use? Which problems do you want to work on in
which time intervals? You should not only describe what you want to do, but also how you want to do it and why
you want to do it that way.

Work Schedule, Time Schedule, Financial Plans

Are work schedule, time schedule, and financial plans consistent with your ideas? Is your time schedule maybe just a
trick to fulfil the conditions of a funder (e.g. the graduate funding commission) who will provide money only for two
years? You can assume that, in general, commissions consist not only of specialised but also methodically trained
scientists who are certainly capable of estimating the consistence of your objectives, the necessary means and
necessary time.

The Academic Environment

As mentioned above, in Germany the decisive question is: Is there someone who is able, willing and qualified to
supervise the academic work on your selected topic? This person will usually be the PhD supervisor or
Doktorvater/Doktormutter. As the term suggests, the personal factor is very significant. Nevertheless, this personal
aspect should not mislead you to conduct your own research in a kind of slavish dependence on the work of the
concerned person or to choose somebody based only on his or her personal qualities.
You yourself can also contribute to creating your own productive environment for your research. Generally, you are not
alone with the joys and woes of a doctoral project. Therefore, you should seek contact with others that are in the same
situation as you are. With them, you can discuss any problems that may arise and find out, for example, if your specific
problems and perspectives are related to particular people or are rather situationrelated. Seminars for doctoral
candidates (such as you) in the different faculties are good institutions where the current state of each research project is
presented and discussed or where problems of the phase of qualification are talked about on a regular basis. You should
also engage in this actively!
Before enrolling as a doctoral candidate, you should take the time to make use of the helpful suggestions given above in
order to be well prepared and to be able to make good use of your time during the doctorate.

Time Frame
Unfortunately it is very common that doctoral candidates take on too much work and are not able to finish their thesis.
Therefore, it is imperative to work out a good time and work schedule and to limit the objective of your research. It is
impressive when a thesis for a diploma or a Master of Arts comprises at least 200 pages (without appendices, of course).
Many people conclude from this that the doctoral thesis should be at least 500 pages long. The only problem is that all
this takes time. Often one forgets that a doctorate is just a phase of qualification, and not the work of a lifetime. Ironically
and with much exaggeration, one could say: First the doctorate, then the Nobel Price!

That is why a sensible time and work schedule should not be forgotten when beginning your doctorate (see: Application),
but it should serve again and again as a point of reflection of what you have already accomplished and what is left to do.
On the outset of a doctorate, 3 or 5 years seems an infinite stretch of time. But time moves all the more quickly as the
end approaches. The time frame should always admonish you to take your work seriously and to identify existing
problems on time in order to be able solve them rapidly.
Surely, it is no divine law that a doctorate has to last more than three years. But completing your PhD in the course of
three years exhorts good time management.

Additional Qualifications
The activities that will qualify you for a PhD do not only consist in the work on your project. It also comprises
(independently done) teaching or continuing education in academic methodology or the amplification of computer skills
and possibly the attainment of multimedia knowledge.
Above all, the acquisition and the nurturing of key qualifications are important. For example:

reading academic texts

academic writing
academic lectures
project development and project management

The participation in the German academic self-administration is certainly not unimportant for future professional
prospects, if you have not already attained these abilities during your prior studies.
But, to concentrate on your doctorate is imperative!
In order to be able to do this, you need good time management! This you can learn. The most important ability that you can
also learn is to say no sometimes. Do not let the work that your supervisor might impose on you or your teaching duties get
in the way of completing your thesis. If you do not learn to say no sometimes, you might end up with empty hands! If you
reflect on what you have done (or have not done yet) and what you want to accomplish with what material and which
methods at regular intervals, then, success is organisable and obtainable.

Useful Addresses at the Internet

How to Obtain a PhD in Germany
http://www.uni-kassel.de/uni/?informationsbroschueren
Reasearch report online
http://forschung.uni-kassel.de/converis/
The Researchers Mobility Portal Germany
http://www.euraxess.de/portal/home_en.html
higher-education-compass Germany
http://www.hochschulkompass.de/
The Searchengine of Researchportal.Net
http://forschungsportal.net/index-en.html
Studying or researching at German higher education institutions
http://www.daad.de/deutschland/en/index.en.html
Fellowships for a doctorate from German foundations
http://deutschland.dasvonmorgen.de/en/762.php
Research training groups by DFG
http://www.dfg.de/en/research_funding/programmes/coordinated_programmes/research_training_groups/index.html
Research training groups by DFG in Hesse
http://www.dfg.de/forschungsfoerderung/koordinierte_programme/graduiertenkollegs/liste/gk_bl6_nr.html
Guideline for Supervision of Doctorates at Kassel University
http://www.uni-kassel.de/uni/?informationsbroschueren
Promotionsgeschftsstelle
http://www.uni-kassel.de/pvabt2/promot/index.htm

The International Office will help international scholars and PhD-Students to:

arrange research contacts within the UniKassel

find accommodation

coordinate the settlement of scholarship instalments by the DAAD

and
Stiftung (AvH) for short stays at the UniKassel that do not exceed three months.

the

Alexander-von-Humboldt-

It is possible to rent a laptop PC with international software during your stay at the UniKassel. There is an extensive
programme of cultural and social events for our visiting scholars and PhD-Students.
http://cms.uni-kassel.de/index.php?id=34