On this page, doctoral candidates will find the most important procedures of a doctoral procedure. If you cannot find answers to your questions in the FAQ section, please contact the Doctoral Office. Detailed information on doctoral procedures at KIT Mechanical Engineering can be found in the Doctoral Regulations for Mechanical Engineering (2017) (English translation of the Doctoral Regulations, legally not binding) and in its Amendment (2018) (English translation of the Amendment, legally not binding).

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. A series of faculty-specific document templates also supports the dean's offices of the KIT faculties in the administrative implementation.

Doctoral candidates who are doing their doctorate in accordance with the latest doctoral regulations 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 and 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.

• E-mail: promotionen∂mach.kit.edu
• Doctoral committee: Members of the doctoral committee

Further information

Archive

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 Dean's Office (in person / by post / by messenger) (Building 10.91, 1st floor, Dean's Office, Secretary's Office).

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

FAQ Promotion

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

01 Is there a deadline to register?

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

At the KIT Faculty of Mechanical Engineering, you can follow these four consecutive steps:

• Conclusion of a doctoral agreement
  (in the doctoral agreement (§ 11 para. 2) you will be asked to register at KHYS and to apply for acceptance as a doctoral candidate at the faculty)
• Registration at the KHYS (Karlsruhe House of Young Scientists)
  required doctoral registration agreement(https://docata.khys.kit.edu/ ) you need a ***@kit.edu - or a ***@partner.kit.edu email account. If you do not have such an account yet, your main supervisor at KIT, your institute or the KIT faculty will help you.
• Application for acceptance as doctoral candidate
  requires a doctoral agreement and registration at KHYS in"DOCATA". Details can be found in the FAQ: Is there an application form for acceptance as a doctoral student? Where do I have to submit the application?

• Enrollment as a student
  Effective Feb. 16, 2021, newly accepted doctoral students must generally enroll. There are exceptions for doctoral candidates who are employed full-time at KIT, who may choose whether they wish to enroll or declare in writing to the Student Services that they do not wish to enroll.

03 How does the doctoral committee review my application?

The doctoral committee meets approximately once a month. If your application is received in full in time for the meeting, a decision on acceptance and, if applicable, conditions of acceptance will be made at the meeting. You will receive the decision by mail. So check to make sure you provided your current mailing address when you submitted your application.

05 What are the advantages of being accepted as a doctoral candidate?

By being accepted as a doctoral student, you become a member of the Convention of Doctoral Students of the KIT Faculty of Mechanical Engineering. If you have any questions, problems, ideas or suggestions, you can contact the Doctoral Student Convention and participate in the meetings. You are invited to the meeting once per semester.

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

• If your primary supervisor is unavailable, accepted doctoral students will be referred to a new supervisor by the doctoral committee whenever possible.

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

• Acceptance as a doctoral student is one of the requirements to enroll as a student and enjoy the benefits of matriculation.

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

According to § 38 paragraph 7 of the Baden-Württemberg State University Act (LHG), the Doctoral Students' Convention represents the interests of doctoral students at the Faculty of Mechanical Engineering of the Karlsruhe Institute of Technology (KIT). It advises on questions and can make recommendations to the organs of the university.

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

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

The application for acceptance as a doctoral student must be created in DOCATA. You can print and sign the application form there. The application documents have to be handed in at the Faculty of Mechanical Engineering in the Dean's Office (Building 10.91, 1st floor, Dean's Office, Doctoral Office). After approximately 6 weeks, the acceptance or, if applicable, rejection will be communicated.

Checklist of documents that belong to an application for acceptance:

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

• Proof of the university degree entitling the holder to a doctorate (certified copy or original certificate and transcript) according to § 4 PromO,

• description of the professional and scientific career

• written declaration according to Annex 5a PromO [Appendix 5a].

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

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

Checklist:

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

• Title page designed according to Annex 1a of the PhD regulations [Anlage 1a].

• Language: "The dissertation shall be written in German or English. In justified cases, the doctoral committee may, upon written request of the doctoral candidate, approve the writing of the dissertation in French. If the dissertation is written in a foreign language, it must be preceded by an abstract in German."

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

• Only in case of cumulative dissertation: For 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.).

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

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

You will receive a reminder via DOCATA before the end of your PhD 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.

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

11 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.
To properly process your application, the examination committee and your referees each need some time; there are mail transit times to consider, and finally, we must adhere to the posting deadline.
When your doctoral examination is opened, your referees are appointed, who, according to the doctoral regulations, have up to three months to deliver their expert opinion (§ 16 (1)). The examination date is actually set as soon as the reviews of your thesis are available and the thesis has been accepted by the faculty.
If you plan for a shorter period of time than eight weeks between the submission of the proposal and the desired examination date, experience has shown that there is a high probability that the deadlines cannot be met and that the desired examination date cannot take place. Plan generously for unforeseen disruptions, and you will save yourself a lot of excitement at the end of your doctoral project.

12 What is the procedure for the oral examination in the dean's office?

For the oral examination in the dean's office hall, you bring your presentation with you 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 intended that you 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 hall before the exam date. On the day of your exam, you may come to the Dean's Office 30 minutes before your exam date to set up.
The following equipment is available:

• for your presentation Microsoft Office 2019 / Adobe Acrobat Reader
• for projection in the room Barco ClickShare
• for streaming / remote participation (if approved) Microsoft Teams
• Room technology for video and audio transmission (cameras in the room; gooseneck microphones at the tables, headset for presenter:s)
• 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 attend the oral examination in attendance. Exceptions must be requested from the doctoral committee in a timely manner. Please use this form for this purpose).
Additional persons may attend the meeting during the public lecture in the room or online via MS Teams. PhD students consent to the processing of their data via MS Teams using this form .

The oral examination will take the form of a colloquium and will begin with a 30-minute public presentation by the doctoral student. The subsequent approx. 50-minute disputation is not open to the public. Entitled to participate and invited are the KIT Presidium, the Division Head, the KIT Deans of the other faculties, and the doctoral candidates of the KIT Faculty of Mechanical Engineering. Other members of the faculty who have at least a scientific degree may participate in the disputation with the consent of the examinee and the chair of the doctoral examination board, but not in the final meeting of the doctoral examination board. The additional participants at the disputation are requested to register in advance with the Chair of the Doctoral Examination Committee.
After the final meeting, the candidate will be notified of the results of the colloquium and the doctoral examination by the doctoral examination board.
If one of your examiners cannot attend the examination in person and would like to participate via MS Teams, an application for online participation must be submitted to the PhD Examination Committee in good time before the examination.

13 I would like to change faculty/university during my doctoral project.
Can I complete my doctoral project somewhere else if I am accepted as a doctoral student at KIT?

The application for and acceptance as a doctoral candidate do not yet constitute a doctoral application or doctoral procedure according to §13. Therefore, you are not exclusively bound to the KIT Faculty of Mechanical Engineering.
However, please deregister with us if you do not pursue your PhD 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 started, the doctoral candidate may withdraw the doctoral application. In this case, the doctoral application is considered not to have been submitted."

14 Who helps in case of problems?