Acceptance requirements

Preparation of the application

Application for acceptance as a doctoral candidate

Extension

Once the doctoral thesis has been written, the application for admission to the doctoral procedure can be submitted (e.g. in consultation with the supervisor).

From now on, all doctoral candidates who are doing their doctorate in accordance with the latest doctoral regulations can apply for admission to the doctoral procedure (doctoral application) at their KIT faculty in the Docata web portal.

Doctoral candidates who are doing their doctorate in accordance with the latest doctoral regulations now submit the doctoral application as follows:

• Log in to Docata
• Enter information in the electronic application form
• Upload the electronic version of the dissertation and other application documents in accordance with the doctoral regulations
• After review and approval by the Dean's Office, download the application for admission, sign it and submit it to the Dean's Office with the documents required by the doctoral regulations.

A faculty-specific information sheet is available to doctoral candidates in Docata for information on the application process.

Doctoral candidates who intend to change their doctoral degree regulations before submitting their doctoral application can also apply to their KIT faculty via Docata with just a few clicks.

All other doctoral candidates who did not register with Docata at the beginning of their doctorate or who have not yet taken part in the subsequent registration will take part in the subsequent registration in Docata and then submit the doctoral application to the KIT faculty as before.

If you have any questions regarding the doctoral application or the change of doctoral regulations, we will be happy to assist you.

Please submit your documents at least eight weeks before the desired oral examination date. After approval in Docata, the application must be submitted in writing to the Doctoral secretariat (in person / by post / by messenger).

Checklist

• Application for admission, signed in the original (will be created in Docata)

• Proof of the requirements for admission to the doctorate according to § 4, e.g. letter of acceptance as a doctoral candidate (to be uploaded in Docata as "Other documents")

• If conditions/supplementary work have been specified: Proof of fulfillment of the requirements/supplementary services

• Description of the candidate's professional and academic career (Section 11 (2) (2))

• Doctoral certificate, if a doctoral degree has already been awarded (Section 11 (2) (7))

• Dissertation in triplicate and in bound form (no detachable ring binding, stapler, etc.) and, if more than two supervisors are involved, an additional copy for each additional supervisor

• as well as an electronic version of the dissertation (preferably PDF)

• Affidavit: Annex 3 of the Doctoral Degree Regulations (signed in the original) [Annex 3].

• Instruction on the criminal consequences of the affidavit: Annex 4 of the Doctoral Degree Regulations (signed in the original) [Annex 4]

• Declaration that the "Rules for Safeguarding Good Scientific Practice at the Karlsruhe Institute of Technology (KIT)" have been observed:
  Annex 5b of the Doctoral Degree Regulations (completed: please delete as appropriate) and signed in the original) [Annex 5b]
  
  +If previous publications were included in the dissertation, in which a significant part of the work was carried out independently as part of a co-authorship, please provide a separate list with this information:
  Authors:
  Title of the previous publication:
  Published in:
  Independently produced part:
  For the "independently produced part", give qualitative statements, not percentages or "all". Please note that publications in which you are not the sole author will be listed.

• Suggestions for referees (see § 15 paragraph 3) e.g. in consultation with the supervisor
  For referees who are not members of KIT: also provide the contact address of the referee (postal and e-mail address) and the teaching field

The dissertation

• Independent, scientific work from the fields of work of the Faculty of Mechanical Engineering (presentation of the results and progress of knowledge in a coherent manner)

• Title page designed in accordance with Annex 1a of the Doctoral Degree Regulations [Annex 1a]

• Language: "The dissertation should be written in German or English. In justified cases, the Doctoral Committee may approve the writing of the dissertation in French at the written request of the doctoral candidate. If the thesis is written in a foreign language, a summary in German must precede it."

• Compliance with the "Rules for Safeguarding Good Scientific Practice at the Karlsruhe Institute of Technology (KIT)" - https://www.kit.edu/forschen/gute-wissenschaftliche-praxis.php

• Only for cumulative dissertations: Further requirements for the preparation of the dissertation see §12 paragraph 3 - 5

The dissertation must be submitted in a firmly bound form (no detachable ring binding, stapler, etc.). The format (A4, A5 or other) is freely selectable.

It must contain

• a table of contents

• An abstract in German (if the thesis is not written in German)

• a bibliography

• a complete list of your own (scientific) publications (PromO 2017)

• a professional/academic career (PromO 2007)

Your supervisor is always the contact person for all areas.

Acceptance and doctoral procedure

• Doctoral secretariat: promotionen∂mach.kit.edu
• Opening hours: see tab "Promotion"
• Doctoral committee: Members of the doctoral committee

Registration in Docata
Karlsruhe House of Young Scientists (KHYS) https://www.khys.kit.edu/index.php

Requirements - registration and advice
Information and services for students (InSL) https://www.mach.kit.edu/insl.php

Further contact persons
Ombudspersons for doctoral candidates and supervisors at KIT https://www.khys.kit.edu/ombudspersonen.php
Contact points and advice in cases of conflict https://www.khys.kit.edu/Anlaufstellen.php
Doctoral Covenant https://www.mach.kit.edu/1755.php

You will find us on the South Campus in the building 10.91, R 208

These FAQs are for guidance only and can be used as a checklist. They summarize the most important points without obligation, but do not replace reading the doctoral degree regulations. The questions and answers listed here refer to doctoral procedures according to the regulations of June 26, 2017 of the KIT Faculty of Mechanical Engineering. The paragraphs mentioned also refer to these doctoral regulations.

Is there a deadline by which I have to register?

Where do I have to register as a doctoral candidate and in what order?

1. Conclusion of a doctoral agreement (in the doctoral agreement (§ 11 para. 2) you will be asked to register with KHYS and apply for acceptance as a doctoral candidate at the faculty)
2. Registration with KHYS (Karlsruhe House of Young Scientists)
   You will need a ***@kit.edu - or a ***@partner.kit.edu email account to complete the doctoral agreement for registration(https://docata.khys.kit.edu/welcome?1 ). If you do not have such an account yet, your main supervisor at KIT, your institute or the KIT faculty will help you.
3. Application for acceptance as a doctoral candidate requires a doctoral agreement and registration with KHYS in"DOCATA".
   Details can be found in the FAQ: Is there an application form for acceptance as a doctoral candidate? Where do I have to submit the application?
4. Enrollment as a student
   With effect from 16.02.2021, newly accepted doctoral candidates must generally enrol. There are exceptions for doctoral candidates employed full-time at KIT, who may choose whether they wish to enrol or declare in writing to Student Services that they do not wish to enrol.

How does the doctoral committee review my application?

I haven't heard anything more about my application - it went faster for others. How long does it take to process the application?

The doctoral committee meets approximately once a month. If your application has been received in full in good time before the meeting, a decision will be made at the meeting regarding acceptance and any conditions for acceptance. You will receive the decision by post. Please check that you have provided your current postal address when submitting your application.

What advantages do I have if I am accepted as a doctoral candidate?

By being accepted as a doctoral candidate, you become a member of the Convention of Doctoral Candidates of the KIT Faculty of Mechanical Engineering. If you have any questions, problems, ideas or suggestions, you can contact the Doctoral Covenant and attend the meetings. You will be invited to the meeting once per semester.

Acceptance as a doctoral candidate is a prerequisite for certain services and administrative acts. It gives you security in many cases:

• If your main supervisor is unavailable, accepted doctoral candidates will be placed with a new supervisor by the doctoral committee if possible.

• Many funding programs for doctoral candidates require proof of acceptance as a doctoral candidate, e.g. the offers from KHYS.

• Acceptance as a doctoral candidate is one of the prerequisites for enrolling as a student and enjoying the benefits of matriculation.

What is the Doctoral Convention and how do I get the latest information on doctoral studies?

In accordance with Section 38 (7) of the Baden-Württemberg State Higher Education Act (LHG), the Doctoral Candidates' Convention represents the interests of doctoral students at the Faculty of Mechanical Engineering at the Karlsruhe Institute of Technology (KIT). It advises on questions and can make recommendations to the university bodies.

For news about doctoral studies, please subscribe to the mailing list of the Doctoral Convention: doktorandenkonvent-mach ∂does-not-exist.lists kit edu

Is there an application form for acceptance as a doctoral candidate? Where do I have to submit the application?

The application for acceptance as a doctoral candidate must be created in DOCATA. You can print out and sign the application form there. The application documents must be submitted to the Faculty of Mechanical Engineering at the Dean's Office in the Doctoral Office. You will be notified of acceptance or rejection after approx. 6 weeks.

Checklist of documents required for an application for acceptance:

• Application for acceptance as a doctoral candidate from DOCATA and the following attachments:

• Proof of the university degree entitling you to a doctorate (certified copy or original certificate and transcript) in accordance with § 4 PromO,

• Description of the professional and academic career

• Written declaration in accordance with Annex 5a PromO [Annex 5a]

• Copy of the doctoral agreement in accordance with § 10 PromO [doctoral agreement]
  • Enclosure 1 (topic proposal/exposé, time/work schedule)
  • Annex 2 (qualification measures according to §7 of the doctoral agreement)
• Doctoral certificate, if the doctoral candidate has already been awarded a doctoral degree.

What are the requirements for the dissertation (§12)?

Checklist:

• Independent, scientific work from the fields of work of the KIT Faculty of Mechanical Engineering (presentation of the results and progress of knowledge in a coherent manner)

• Title page designed according to Annex 1a of the Doctoral Degree Regulations [Annex 1a]

• Language: "The dissertation should be written in German or English. In justified cases, the Doctoral Committee may approve the writing of the dissertation in French at the written request of the doctoral candidate. If the thesis is written in a foreign language, a summary in German must precede it."

• Compliance with the "Rules for Safeguarding Good Scientific Practice at the Karlsruhe Institute of Technology (KIT)"

• Only for cumulative dissertations: Further requirements for the preparation of the dissertation see §12 paragraph 3 - 5 The dissertation must be submitted in a firmly bound form (no detachable ring binding, stapler, etc.).

My doctoral period is coming to an end. What can I do?

Extend acceptance as a doctoral candidate (§11 paragraph 6)
If the 5-year period of your acceptance as a doctoral candidate is not sufficient to complete your dissertation, you can submit a justified application for an extension in DOCATA in good time before the deadline expires.

You will receive a reminder via DOCATA before the end of your doctoral period (6, 4 and 2 months before the end).

The doctoral committee will extend your acceptance as a doctoral candidate by one year to the end of the semester.
Applications for extension can be submitted repeatedly.

I have completed my dissertation and would like to register for the examination. How do I do this?

When do I have to submit my application for admission to the doctoral procedure (doctoral application, § 13)?

How long a doctoral procedure actually takes depends on many factors. The recommendation of the Doctoral Committee is to submit the doctoral application at least eight weeks before the desired examination date.
The examination committee and your supervisors each need some time to process your application properly; postal delivery times must be taken into account and, finally, we must adhere to the display deadline.
When your doctoral procedure is opened, your supervisors will be appointed, who have up to three months to submit their assessment in accordance with the doctoral regulations (§ 16 (1)). The examination date is actually set as soon as the reviews of your thesis are available and the dissertation has been accepted by the faculty.
If you plan a shorter period than eight weeks between submitting your application and the desired examination date, experience has shown that there is a high probability that the deadlines cannot be met and the desired examination date cannot take place. Allow plenty of time for unforeseen disruptions and you will save yourself a lot of stress at the end of your doctoral project.

How does the oral examination in the dean's office proceed?

For the oral examination in the Dean's Hall, bring your presentation with you, e.g. as a .ppt file (e.g. on a USB stick). All other equipment is available on site and we will set up the technology for you on site. It is not necessary for you to bring your own laptop. Please contact us and make an appointment if you would like to try out your presentation on the computer in the room before the exam date. On the day of your exam, you can come to the Dean's Office 30 minutes before your exam date to set up.
The following equipment is available:

• Microsoft Office 2019 / Adobe Acrobat Reader for your presentation
• for the projection in the room Barco ClickShare
• for streaming / remote participation (if approved) Microsoft Teams
• Room technology for video and sound transmission (cameras in the room; gooseneck microphones at the tables, headset for presenters)
• Presenter, mouse and keyboard for navigation
• Multiple screens for speaker view and MS Teams view

As of February 2023: The candidate and the doctoral examination committee will take part in the oral examination in presence. Exceptions must be requested from the doctoral committee in good time. Please use this form for this purpose)
Other persons may participate in the session during the public lecture in the room or online via MS Teams. Doctoral candidates agree to the processing of their data via MS Teams with this form .

The oral examination takes place as a colloquium and begins with a 30-minute public presentation by the doctoral candidate. The subsequent 50-minute disputation is not open to the public. The Presidential Board of KIT, the head of the department, the KIT deans of the other faculties and the doctoral candidates of the KIT Faculty of Mechanical Engineering are entitled and invited to participate. Other members of the faculty who have at least a scientific degree may participate in the disputation, but not in the final meeting of the doctoral examination committee, with the consent of the candidate and the chair of the doctoral examination committee. Additional participants in the defense are requested to register in advance with the chair of the doctoral examination committee.
After the final session, the candidate will be informed of the result of the colloquium and the doctorate by the doctoral examination committee.
If one of your examiners is unable to attend the examination in person and would like to take part in the examination via MS Teams, an application for online participation must be submitted to the doctoral examination committee in good time before the examination.

I would like to change faculty/university during my doctoral project.
Can I complete my doctoral project elsewhere if I am accepted as a doctoral candidate at KIT?

The application for and acceptance as a doctoral candidate does not yet constitute a doctoral application or doctoral procedure according to §13. You are therefore not exclusively bound to the KIT Faculty of Mechanical Engineering.
However, please deregister with us if you do not pursue your doctoral project at the KIT Faculty of Mechanical Engineering.
If you have already submitted a doctoral application, §11(4) applies:
§11 (4)
"As long as the doctoral procedure has not been terminated by a negative decision on the dissertation or the oral examination has not begun, the doctoral candidate may withdraw the doctoral application. In this case, the doctoral application is deemed not to have been submitted."

Who can help with problems?