Admission

Acceptance to IMPRS-HD & admission to Heidelberg University

Admission for PhD studies involves some bureaucracy. The following steps are involved 1) Acceptance to the IMPRS-HD, 2) Admission to University with 2a) acceptance as PhD student by the Department for Physics and Astronomy, and 2b) enrollment at Heidelberg University.

The enrollment 2b) is not mandatory unless required by your visa or your funding source.

Note that for enrollment 2b) you need a student visa, however, without enrollment you can't get your visa right away (see below how to resolve this).

1) Acceptance to the IMPRS-HD

No real paper work is necessary for admission at IMPRS-HD. Applicants who applied via the IMPRS-HD application procedure and have been offered a position will be asked formally to join the IMPRS-HD upon arrival.

2) Admission at Heidelberg University

Admission/enrollment at Heidelberg university goes in two steps. First step is to register at the Department. By the signature of the Dean students become accepted as Ph.D. student at the Department of Physics and Astronomy. The second step is to register at Heidelberg University and enroll as student.
All admission material and more information about physics/astronomy PhD studies at Heidelberg University is provided by the Heidelberg Graduate School for Fundamental Physics' "Doctoral studies" web-pages.


2a) Registration at the Department of Physics & Astronomy

If you have applied to IMPRS or the Graduate School HGSFP and are accepted as a IMPRS fellow, that implies 1) that your application material has been evaluated already and 2) that registration at the Department has to be done at the secretariat of HGSFP. The office is at:

   Graduate School of Fundamental Physics

   Im Neuenheimer Feld 226, room 02.304

   69120 Heidelberg

When you go there, you must take with you:

1) the application forms for Graduate School and University, incl. the signatures from you, your supervisor, and (part of) your thesis committee. This link provides an overview from which you could download the forms.
2) your MSc and BSc degree certificates, or equiv. (original + copy)
3) the transcripts of your studies (original + copy)
4) your MSc thesis (original + copy)
5) an abstract (in English) of your thesis (if the thesis is not written in German or English)
6) a photograph (passport sized)
7) you might be asked also for your high school certificate

If your documents are not issued in German and English language, you may need certified translations of your documents.

The Dean will sign your application form (within about a week). The HGSFP secretariat will then contact you and you could pick up all documents for registration at Heidelberg University.

  2b) Enrollment at Heidelberg University

Enrollment at the university takes place at the central administration building downtown Heidelberg (close to "Universitaetsplatz"): Seminarstr. 2, 69117 Heidelberg. As a PhD student you do not have to be enrolled, but it has some benefits. If you have received a visa for students, however, you must enroll.

If you are of non-German citizenship you have to go to the Akademisches Auslandsamt. As a German you should go to the main registration office. The latter is just right from the main entrance, the other is located at the end of the corridor if you go left at the main entrance. Note that there are no deadlines for Ph.D. students, as they may register at any time during the year.

Here are some papers provided by HD university containing more information about their formalities. Look at the checklist for visa application (in German and in English) and how enrollment depends on you student visa,  and checklists for the health insurance (in German and in English and for  a private health insurance). All forms and information valid as of Sept. 2016.

When you go there, you need to take with you:

1) your original degree certificates & transcripts


2) the University admission form you had filled out for the HGSFP and which was returned to you with the signature of the Dean


3) a certificate of your health insurance (the insurance companies have special student certificates, ask them)


4) your school leaving exam certificate resp. high school certificate (if available), take a copy with you


5) a photograph


6) about 142,30 Euro (as of 2017) to pay your registration fee


7) your passport incl. your new visa 


 NOTES:

In order to get enrolled at HD university you must have a valid student visa. Unfortunately, you will only get this visa if you are enrolled at university ... The procedure is therefore that you have to visit the university office and the visa office twice (in most cases).  After your first visit to the enrollment office you will receive a preliminary admission certificate (by postal mail), that you have to show to the visa authorities. The will provide you with a form for the university for enrollment. After full enrollment that you have to go to the visa office again to pick up your visa.

Even if you don't need a visa, they will first only accept your material for admission, then decide about acceptance and ask you to come again to finialize enrollment. They will tell you which documents to bring (e.g. the health insurance certificate).

Benefits from university enrollment

When you are enrolled at university and have received your student ID card, you may go and buy your "semester ticket" (158,50 Euro as of 2017) for public transport in the Heidelberg area and use all university services (refectories, accommodation service, email, etc.).

 
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