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FAQ for doctoral candidates and postdocs

about corona crisis
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We have compiled information for doctoral candidates and postdocs on how to deal with the corona crisis.

Information for employees can be found here. Information for teaching staff can be found here.

FAQ on arriving in Jena (as of 23.09.2021)

I come from a risk area abroad. What do I have to do? Show content

1. Entry registration

For those coming from a Corona risk area abroad, there is an obligation to register. You must register at https://www.einreiseanmeldung.de before arriving in Germany and carry proof of registration with you upon entry.

2. Corona test

Persons entering Germany are obliged to have either a negative PCR test (not older than 72 hours), antigen test (not older than 42 hours) or proof of vaccination/recovery.

3. Ten-day quarantine

Travellers entering or returning from abroad who have stayed in a risk area within the last ten days before entry are also obliged to undergo a ten-day quarantine immediately after entry. The quarantine can be shortened from the 1st day by proof of vaccination/recovery or from the 5th day by proof of a negative test. Please see the website of the City of Jena for further information on quarantine regulations.

I have symptoms of illness. What do I have to do? Show content

Please report to the public health department ("Gesundheitsamt") immediately if you experience any of the following symptoms:

  • temperature higher than normal (above 37.5°C),
  • breathing problems/shortness of breath,
  • dry cough,
  • lung pain,
  • acute loss of sense of smell and taste,
  • severe pain in the throat and limbs.

Please go immediately into domestic isolation, avoid contact with other persons and please report immediately to the public health department via: corona@jena.de or 0049 3641 49-2222. Please be sure to include your personal details and contact information, especially a telephone number, in the e-mail.

FAQ about the doctorate in general

Can I apply for admission as a doctoral candidate? Show content

You can apply for the admission as a doctoral candidate at your faculty in the Dean's office. Please submit all documents via post.

How can I enrol as a doctoral candidate? Show content

You can still enrol as a doctoral candidate. Please send the necessary documents via post (Johannisstr. 13, 07743 Jena) or use the mailbox behind the big green front door of the buildings "Zur Rosen".

How can I use the library? (Update: 02.06.2021) Show content

The libraries of the ThULB can be used in presence again. The preferred workstation must be reserved in advance via the Carrel booking system. The maximum length of stay is 4 hours. It is also possible again to reserve a secluded individual workplace (carrel).

Without registration, the ThULB's library sections can be used for lending of ordered media from the magazine and interlibrary loans. Please note that the length of stay for the lending activities is limited to 30 min. You can also use all digital offers of the library. They are available by using a Virtual Private Network de.

You can find the opening hours of the library sections and further information on using the ThULB here.

Is the funding period for doctoral scholarships and project positions due to the corona crisis extendable? Show content

The measures to contain the spread of the corona virus can in some cases interfere with regular research activities. Whether this will lead to an extension of the funding period for doctoral scholarships and project positions depends on the respective funding agency.

Landesgraduierten-Stipendien

The standard funding period for Landesgraduierten-Stipendien is three years. According to the Thuringian Higher Education Act § 63 (3), there is the possibility to apply for an extension of the scholarship for another year. Scholarship holders whose time schedule has been postponed due to current disruptions can apply for an extension of the scholarship period.

Positions in DFG Research Training Groups

The DFG allows for an uncomplicated extension of the standard duration of employment contracts of doctoral candidates in DFG Research Training Groups: it is possible to extend it cost-neutral from 36 to 48 months and at the end of the maximum funding period the research training group may apply for an additional funding of three months. Further information is available here (in German).

In other DFG-funded projects, you may apply for an extension of personnel funds.

Research stays by DFG scholarship holders and fellows

There are flexible regulations for DFG scholarship holders and fellows to meet problems with entry and exit restrictions or closure of host institutions. Further information is available here (in German).

Organisations for the promotion of young talent (Begabtenförderungswerke)

If you have any questions about funding by the Organisations for the promotion of young talent, please check the pages of the respective organisation or get in touch with your contact person directly.

Other funding agencies

If necessary, you may apply for additional funds for the extension of project positions in BMBF-funded projects.

If you have any questions about other grants, please contact your respective grant or scholarship organisation directly.

Does the pandemic extend the maximum employment period that is stated in the academic employment law (WissZeitVG)? (Update: 06.05.2021) Show content

If, due to the corona pandemic, you are not able to achieve the qualification aim mentioned in your fixed-term employment contract, please discuss with your supervisor an appropriate extension of your contract in order to mitigate the effects of the pandemic on your qualification aim. The Human Resources Department is on hand to answer any questions you may encounter.

If the maximum period of fixed-term contracts (usually 6 years until the doctorate and 12 years in total), as regulated by the Wissenschaftszeitvertragsgesetz (WissZeitVG), is reached or exceeded, there is a new temporary regulation passed by the Bundestag on 7 May 2020 and on 23 September 2020. It will apply to employment contracts for qualification purposes that are in place between 1 March 2020 and 31 March 2021. According to that, the maximum employment period can be extended by up to twelve months. The specific regulation can be found in the Wissenschafts- und Studierendenunterstützungsgesetz (Science and Student Support Act). 

It is the responsibility of the supervisor to assess whether a pandemic-related delay has occurred and and whether it is possible to extend the contract. Additional funds for these extensions cannot be made available.

FAQ about academic procedures

Can I hand in my dissertation? Show content

Dissertations can only be submitted by post. Please clarify in advance with the dean's office of your faculty if you wish to submit your dissertation by post.

Do oral examinations in the context of dissertations and habilitations take place? (Update: 26.04.2021) Show content

Oral examinations in the context of doctoral and habilitation procedures (disputations, colloquia, scientific lectures and talks) may take place. Such events can be held as video conferences, face-to-face events or hybrid video and face-to-face events. The preferred mode of conduct is via video conference. In case of video conferences, it must be ensured that the examination candidate is visible during the entire conference. Face-to-face events must be organised in compliance with the hygiene requirements of the Friedrich Schiller University Jena respectively the University Hospital (see hygiene requirements of University of Jena (in German)).

Participation of the university public in face-to-face events is currently not possible due to infection control concerns. A participation of the university public via video conference is possible, as long as appropriate measures are taken to prevent the recording of the event. This can be done, for example, by prior registration with proper instructions.

For video conferencing, please refer to the information provided by the staff unit Digital University de (in German) as well as the information on data protection (Administrative Instruction E-Learning, 30.04.2020 [pdf, 1 mb] de (in German)).

Can I submit my deposit copies to the ThULB? (Update: 23.10.2020) Show content

The submission of dissertations in the ThULB is still possible. Please refer to the notes on the ThULB website.

FAQ about offers and services of Graduate Academy

Do workshops of the qualification programme take place? (Update: 23.09.2021) Show content

The Graduate Academy offers online as well as on-site-workshops. You can find all workshops offers here.

How can I contact Graduate Academy? (Update: 08.01.2021) Show content

The Welcome and Service Desk for Doctoral Candidates and Postdocs will be closed for face-to-face contacts until further notice.

You can contact us in the following ways:

  • via phone (03641/9401333) during the following telephone hours:
    Monday to Thursday: 10.00h - 12.00h
    Tuesday, Thursday: 14.00h - 16.00h
  • via e-mail to graduierten.akademie@uni-jena.de
  • individual consultation via Zoom by appointment

If you want to hand in documents, e.g. for enrolment, please send it via post (Johannisstr. 13, 07743 Jena) or use the mailbox behind the big front door.

Contact

If you have any questions regarding academic procedures, please contact the Dean's Office of your Faculty by e-mail.

For general questions about the doctorate, you can contact the Welcome and Service Desk for doctoral candidates and postdocs by e-mail to graduierten.akademie@uni-jena.de. You can find further ways to reach us by clicking on "How can I contact Graduate Academy".

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