Enter data for doctoral candidiates (DOC501)

Deutsche Version: Datenerfassung für Promotionsinteressierte (DOC501)

• Start by creating a new request under „Service“ → „Requests“ → „Doctorate“.
• The window „Create new request“ will appear.
• Please note that you cannot buffer your entries during the creation of your request. Once you have sent your request your data is being saved.
  
  

  

  
  

• A new window „Enter and edit your request“ opens. Click on the drop-down menu and choose the faculty where you plan to do your doctoral studies.
  
  

  

  
  

• The field Subject will appear. In the Subject field, enter the doctoral subject agreed upon with your first supervisor. It will appear via the typeahead function or the suggest function.
• Under the following link you can find the list of all the doctoral subjects of the University of Freiburg (link will follow shortly).
• Alternatively, you can click on the blue arrow to the right of the search field. A new tab with a search mask for your doctoral subject will appear.
  
  

  

  
  
  

• In the next step please enter your doctoral supervisor in the Doctoral supervisor field. Only enter the name of your first supervisor. It will appear through the typeahead or suggest function.
• Alternatively, you can search for your doctoral supervisor via the blue arrow.
  
  

  

  
  

• A tab with the search mask for your supervisor will appear where the result can be filtered via different detailed entries (1.-5.).
• Confirm your doctoral supervisor with the blue arrow (6.).
  
  

  

  

• Enter your university entrance qualification (UEQ) or Abitur.
• If you have already entered your UEQ then it should be displayed here. If your data is incorrect, please note it in the comment field at the end of the application.
• If you have not saved the data to your HZB at the University of Freiburg, click on the icon with the +.
  
  

  

  

  
  

• The window Add a higher education entrance qualification will pop up.
• Please enter the information that has enabled your first access to a German university. The fields marked with the asterisk * are mandatory. The icon gives further information if you cannot find the suitable answer in the dropdown or if you are uncertain.
  1. In which year did you graduate from high school.
  2. In which country did you receive your UEQ.
  3. If you chose Germany, enter the region.
  4. In which way did you receive the UEQ.
  5. If you like, enter your grade.
  6. Once you have entered all information, confirm with 'Save'.
     
     

     

     

• Enter the information to your first enrollment at a university.
  1. Select the country in which you enrolled for the first time.
  2. If you selected Germany, enter your first university.
  3. Choose whether your first semester was a summer semester (April - September) or a winter semester (October - March).
  4. Choose the year in which you enrolled at a university for the first time.
     
     

     

     

     
     

• Choose the date of your first registration as a doctoral candidate in Germany, if you have ever been formally accepted to another German institute of higher education (University, Fachhochschule, etc) before. Enter your earliest acceptance date. Otherwise leave the field blank.
  
  

  

  
  
  

• If one or more of your degrees are recorded in the system, or maybe you finished your Master at the University of Freiburg, they should be displayed here under degree qualifying for doctoral studies.
  1. Select your degree qualifying for the doctoral studies in the dropdown.
  2. Should it not be available, click on the icon with the +.
     
     

     

     

• The mask „Enter previous studies successfully completed“ opens.
• Enter the required data of your degree from a university which qualifies you for doctoral studies.
  1. Select the country in which you received your degree qualifying you for doctoral studies.
  2. Select the name of (your) university when you selected Germany in 1.
  3. If you like, enter your matriculation number.
  4. Select your degree upon graduation, meaning the title or the type of your final degree. This might be „Master an Unis Abschlussprfg. vorausgesetzt“.
  5. Select the form of your study that enables you to do the doctoral research, e.g. „consecutive Master“.
  6. Enter the date of the official final exam for your degree. If this date is not available, the date of the examination certificate can be used.
  7. Enter the term of your graduation (summer semester (April-September) or winter semester (October-March)).
  8. Enter the year of your graduation (e.g. if your exam was in February 2022 please enter winter semester 2021.)
  9. Choose the status of your degree („passed“).
  10. The information on your ECTS-Grade is optional.
  11. The information on your final grade is optional.
  12. Please choose once more, whether your graduation was within a summer or a winter semester (April-September or October-March).
  13. Enter once more the year of your graduation.
  14. Enter the subject studied that qualifies you for your doctoral studies.
  15. The sum of your semesters studied (S.term) is an optional information.
  16. The blue trash icon deletes the data in this row irreversibly.
  17. If you would like to „add (a) previous study“ please confirm on . A second mask opens in order to enter a further relevant degree program (see also 4-11).
  18. If you would like to „add (a) study progress“ please confirm on . A second row opens in order to enter a further relevant field of study (see 14-17).
  19. Once you have entered all data you can confirm with „Save“.
      
      

      

      

• Upload the required verifications/documents here. The fields marked with * are mandatory. Please use the format jpg, png or pdf (1-4).
• If there is something else that we should know about your application, please write it in the comment field (5).
  
  

  

  
  
  

• Once you have carefully checked the correctness of all the data please confirm with a click at the end of the document.
• After checking the box of the correctness of your data, the button 'Submit request' will show up. With one click you submit your application for your doctoral studies.
  
  

  

• You have made all the required steps and will receive a confirmation from the system!
  
  

1. Under 'Service → Requests → Doctorate'
2. See 'My submitted requests' anytime.
   
   

   

   

• Q: I cannot find my supervisor. What should I do?
• A: Go to „Subject“ to the dropdown „Doctoral supervisor“ and enter the name of your supervisor. The typeahead function will help you to find your result. If you are not successful you can start a more detailed search by clicking on the blue arrow. If you could still not find your supervisor in the list, please choose through the typeahead or suggest function „Supervisor not found“.
  
  
• Q: What does UEQ mean?
• A: The University Entrance Qualification (UEQ) is the degree that qualifies you for your doctoral studies.
  
  
• Q: When does the summer- and when does the winter semester take place?
• A: The summer semester is always from April to September. The winter semester goes always from October to March.
  
  
• Q: Do I have to enter a date for the first enrollment as a student at a German higher education institution?
• A: You have to enter a date for your first enrollment as a student for doctoral studies only if you have ever been formally enrolled at another German institute of higher education as a doctoral student. Then please note the earlier enrollment date. Otherwise you don´t have to enter anything for the „first enrollment“ as a doctoral student in Germany.
  
  
• Q: What is a degree qualifying for doctoral studies?
• A: The degree qualifying you for your doctoral studies is an earlier passed exam that qualifies you for the doctoral studies. This might be a master´s degree, a diploma or maybe a state examination.
  
  
• Q: When do I have to enter data about a previous study (degree program)?
• A: A previous study or a degree program only needs to be entered if you do not have a degree in HISinOne that qualifies you for doctoral studies yet.
  
  
• Q: What is an „externe Leistung“?
• A: An „externe Leistung“ is the achievement that qualifies you for the doctoral studies. This is e.g. a master´s degree, a diploma or some other degree that you have passed successfully.
  
  
• Q: I have an important modification in my already sent request. What can I do?
• A: If there are important reasons for further changes in your already sent request, please contact the Campus Management Team by opening a ticket (cmp@rz.uni-freiburg.de) or for subject-specific modifications please approach your contact partner at the faculty (https://uni-freiburg.de/university/university-at-a-glance/faculties-departments/).
  
  
• Q: Where can I find the requests that I have already handed-in?
• A: The handed-in applications are available at: „Service“ → „Requests“ → „Doctorate“ → „My submitted requests“