Acceptance & admission to IMPRS-HD & Heidelberg University

Admission for PhD studies involves some bureaucracy. The following steps are involved

1) Admission to the IMPRS-HD

2) Admission to the Department of Physics via the HGSFP

3) Admission and Enrollment at Heidelberg University

3a) Admission to the University via the Graduate Academy (Graduiertenakademie)

3b) Enrollment at the University Heidelberg

1) Admission to the IMPRS-HD

Not much 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.

What is urgently necessary is to hand in to the IMPRS (imprs-hd@mpia.de) the IMPRS membership form, signed by the student and the main supervisor . This is essential for later university registration as the HGSFP membership is coupled to the IMPRS membership (and vice versa). You basically signe that you have read and will follow the IMPRS rules.

You need to provide the membership form withing 2 weeks after arrival.

2) Admission to the Department of Physics via the HGSFP

ALL IMPRS students have to register at the Department for Physics and Astronomy asap. If you are accepted as an IMPRS fellow, registration at the Department has to be done at the secretariat of the Heidelberg Graduate School for Physics (HGSFP). Only with that registration, you can be accepted as a PhD student at the Heidelberg University.

Further information and links to the forms can be found at the HGSFP homepage.

Registration at the Department for Physics and Astronomy goes via the secretariat of HGSFP:

Heidelberg Graduate School for Physics

Im Neuenheimer Feld 226, room 02.304

69120 Heidelberg

Tel: +49 6221 54 19635

Email: sekretariat@gsfp.uni-heidelberg.de

Internet: https://hgsfp.uni-heidelberg.de/

3) Admission and enrollment at Heidelberg University

Once the Department of Physics and Astronomy has accepted you, you need to submit your admission and do the enrollment at Heidelberg university.

First step is to apply for admission to the University via the Graduate Academy (online).

Second step is to enroll at Heidelberg University (by postal mail).

3a) Applying for admission to the University via the Graduate Academy

Enrollment is mandatory for all doctoral candidates. After being accepted at the Department of Physics and Astronomy, and after you have received the letter of admission (Annahme als Doktorand), you must apply for admission to the university via the Graduate Academy.

Look here for general information about the Graduate Academy, their offers and help concerning administrative procedures.

It is possible to enroll at any time during the year although we recommend that enrollment take place before the end of the re-registration period (July 15 for the summer semester and February 15 for the winter semester).

The admission procedure takes place online in the heiCO system

For a detailed explanation on how to apply, please see step 5 on the website of the Graduate Academy.

After you have submitted a complete application online, you will be notified through the heiCO system about your admission status. After the admission notification (Zulassungsbescheid) is issued in the system, you can proceed with your enrollment (see next chapter).

If you have any questions about this procedure, you can contact the Graduate Academy:

Universität Heidelberg

Graduate Academy (Graduiertenakademie)

Im Neuenheimer Feld 370

69120 Heidelberg

Tel: +49 6221 / 54 – 1976

Mail: graduateacademy@uni-heidelberg.de

Office hours: Monday 10am-12pm, Tuesday 2-4pm, Wednesday 10 am-12pm, Thursday 10am-12pm and by appointment

  3b)  Enrolment at Heidelberg University

After you have received your admission notification (“Zulassungsbescheid“) in your heiCO account, you can proceed with the enrollment in heiCO. You will be required to enter additional data in your account that is relevant to enrollment. When this information is complete, you will be able to print out the enrollment form. You will also be asked to pay the semester fee (186,35 Euro in 2023).

To complete your enrollment you will need to send the enrollment form and the necessary enrollment documents by postal mail to the student administration at the address indicated on the enrollment form.

After receiving and processing your enrollment documents and you semester fee, the enrollment office will send you, by postal mail, your multifunctional student identification card.

The university will send you reminders about the payment of your semester to the email address that you receive through enrollment. Therefore, please remember to check this email regularly. Additionally, the university will send notifications to you by postal mail to the mailing address that is in the enrollment system. You are responsible for keeping this address current in the heiCO system.

For further information and required documents, please visit following website.

For German citizens, enrollment can be done online via the following website.

NOTE

After you are done with registration, admission and enrollment, we would really appreciate if you could let us know if there were any changes in the procedures so that we can adjust the brochure.

Let us also know about your experiences with these procedures.