Frequently Asked Questions

Q: Who is eligible to apply to the HBIGS PhD program?

A: The requirement for admission to HBIGS is a university degree that will allow the applicant to be accepted as PhD student at Heidelberg University according to the regulations stipulated by the Faculty of Biosciences.
Applicants holding a medical degree, e.g. in 'Medicine', 'Clinical Medicine', or 'Veterinary Medicine' and related subjects cannot become a member of HBIGS.

Eligibility (Faculty of Biosciences)

Q: How can I apply for a PhD position?

A: The Online Application System will guide you through the completion of your application.
Please note: Before you can submit your application, you have to generate an application profile!

Step 1: Registration and generation of your application PROFILE

• Register with your email address, create a Login Name and a Password (only letters; NO blanks or punctuation!).
• Fill in all mandatory fields (marked with '*') and upload all requested documents.
  To add or edit details, use the pencil icon in the top right hand corner of each tab. Save changes by clicking on the “Save Changes” icon.
• Press the “Submit profile” button to submit your application PROFILE.

Step 2: Submission of up to three APPLICATIONs

• After submission of your application profile you can start your application by clicking on ''My Applications'' on the top of the page.
• Select your preferred PhD position or “unsolicited application” from the sroll bar.
• Write a statement specifically addressing the position you want to apply for.
• Press the “Submit application” button to submit your APPLICATION.
  After submission,  your application cannot be changed.

Q: What are the deadlines for applying to the Graduate School?

A: In general, you can submit your application at any time throughout the year. Please note, however, that there are individual deadlines for announced projects and that projects are removed from the website even before the deadline is reached once an appropriate applicant is found. We, therefore, recommend to apply as early as possible to announced projects.

Q: The system does not allow me to submit my application. What can I do?

A: If you are not able to submit your application, then it might be incomplete. Please make sure you have uploaded all the necessary documents.
If one of your applications had already been rejected, you are not able to submit another application.

Q: Can I send my application via regular mail?

A: No. Please do NOT send any documents via mail, neither regular nor electronic, as we will not consider any application or document received this way.

Q: Do I need to take the Test of English as a Foreign Language (TOEFL)?

A proof of German or English language skills must be provided by none-native speakers. For English, the following proofs are accepted:

• Test of English as a Foreign Language (TOEFL) with at least 90 internet-based TOEFL-test points (out of 120)
• International English Language Test System (IELTS) with a result of at least 6,5 (out of 9)
• Cambridge Certificate in Advanced English (CAE)
• Applicants who took part in an undergraduate program in which the language of instruction was English are asked to provide a suitable certificate from their Faculty.

For German, the following proofs are accepted:

•  “Deutsches Sprachdiplom der Kultusministerkonferenz - Zweite Stufe” (Beschluss der Kultusministerkonferenz (KMK) vom 16.03.1972 und 05.10.1973 in jeweils geltender Fassung)
• Deutsche Sprachprüfung für den Hochschulzugang (DSH-Stufe 2) gemäß der Rahmenordnung der Hochschulrektorenkonferenz (HRK) und KMK
• Großes or Kleines Deutsches Sprachdiplom issued by the Goethe-Institute
• Zentrale Oberstufenprüfung issued by the Goethe-Institute
• “Deutsch als Fremdsprache” (TestDaF) certificate, only if passed with a mark of TDN 4 or better in all of the examinations
• Zeugnis der Prüfung zur Feststellung der Eignung ausländischer Studienbewerber für die Aufnahme eines Studiums an den Hochschulen der Bundesrepublik Deutschland ("Feststellungsprüfung")
• An equivalent certificate based on a bilateral treaty with another country

Applicants who are exempted from providing proof of language proficiency are requested to upload the statement of exemption in .pdf format.

Statement of exemption from language proof

Q: Do my referees have to submit letters of recommendation (LOR)?

A: Yes. You are to name two referees who will be asked by the application system to upload reference letters. Referees must submit their letter of recommendation two weeks after your profile submission. There are no LOR forms available for download.

Q: I cannot upload documents to the Online Application System. What might be the problem?

A: Supported file formats are JPG and/or PDF, up to a file size of 15 MB.

Q: If I am invited to Heidelberg, do I have to cover the cost of transport and accommodation?

A: Costs for travel and accomodation have to be covered by the applicant or the PI the applicant has applied to.

Q: I am invited for interviews in Heidelberg but am unable to come. Can the date of the interviews be rescheduled?

A: If you are unable to attend because of factors beyond your control (i. e. a delay in the granting of a visa), please let us know as soon as possible so that we can try to find a solution.

Q: I am to take the Qualifying Exam. Can this be done online or is this conducted on site?

A: All Qualifying Exams take place in person in Heidelberg. It is not possible to take the exam online.

Q: I need to apply for a visa to enter Germany. Will I have enough time to do so? What type of visa should I apply for?

A: If selected to conduct interviews in Heidelberg, you will have enough time to apply for a visa to enter Germany, should this be necessary. Because you are not accepted as a PhD student yet, you must apply for a tourist visa.

Q: What expenses do I have to cover? 

A: Accepted PhD students have to take into account that there are expenses involved with starting their PhD in Heidelberg, such as fees for visa and immigration, the cost of a one-way flight to Germany, and the deposit for an apartment.

Q: Are PhD positions paid? 

A: PhD positions are usually renumerated according to TV-L E13 (50 - 65%) but alternative salary schemes may apply, depending on the source of funding.

Q: When will I hear about a decision on my application?

A: Shortlisted applicants who applied for an advertised project will be notified and invited for interviews in Heidelberg usually within three to four weeks after a deadline has been closed. Shortlisted applicants who submitted an unsolicited application will be invited as soon as they are selected by an HBIGS principal investigator. This period of time my vary depending on various parameters, e.g. the number of non-advertised open positions etc. The final decision will be made swiftly after the interviews.

Q: How will I hear about a decision on my application?

A: Selected candidates will receive notification via email as soon as the decision is made.

Q: What is the difference between acceptance at the FACULTY of BIOSCIENCES and enrollment at the UNIVERSITY?

A: Acceptance as a PhD student at the Faculty of Biosciences is the necessary requirement in order to receive your doctoral degree. Enrollment at the University as a doctoral student is an administrative procedure that must be carried out after you have been admitted to the Faculty of Biosciences.
According to the State law, all doctoral candidates must enroll at the university. If you have an employment contract of 50% or more with the university or the university hospital ("Universitätsklinikum), you can apply for exemption from obligatory enrollment.