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Guidelines

TOPICS

*NEW STUDENT REGISTRATION
*CURRICULA DOCTORAL PROGRAM
*INTERNATIONAL STUDENTS
*HOW TO SELECT AND PROCEED WITH THESIS ADVISORY COMMITTEES
*HOW TO PLAN A WORKSHOP / CONGRESS
*HOW TO PLAN A RESEARCH VISIT ABROAD



NEW STUDENT REGISTRATION


REGISTRATION FOR DOCTORAL STUDIES

University of Graz: Forms are posted by the office of the dean (link to form, German) (link to form, English)). Step (1) apply to the Doctoral School of Molecular Biology and Biochemistry or the Doctoral School of Chemistry. The application requires that you select a second supervisor to advise you in developing the thesis project. This person will also become a member of your graduate committee. Eligible faculty members are at the level of Associate Professor (i.e., have the Habilitation) and are an acting or associated member of the Doctoral School. Submission of the application requires an abstract describing the proposed research project.

Graz University of Technology: Students who are not aleady registered at the Graz University of Technology before do so now (link)



UNIVERSITY INSCRIPTION

You must inscribe not only at your institution but also at the partner university in order to sign up for courses at each university:

KFU Graz: Studien- und Prüfungsabteilung, Universitätsplatz 3, 1st floor

TU Graz: Studien- und Prüfungsabteilung, Rechbauerstrasse 12, 1st floor

Continuing Students: You must renew your inscription at both universities every semester!!

All doctoral students have to register as a PhD student for at least 6 semesters to be eligible for a PhD defense!


CURRICULA DOCTORAL PROGRAM

Karl-Franzens Universität Graz - Curricula Doctoral program

(deutsche Fassung) (english version)

Technische Universität Graz - Curricula Doctoral program

(english and german version)

INTERNATIONAL STUDENTS

You have to organize your VISA, resident permit (= resident title) and your university inscription.

RESIDENT PERMIT

Apply at Austrian Embassy in your home country for a resident permit. You will get an confirmation of acceptance of the DK for Molecular Enzymology by Kristina Schild and you will have to file a resident permit application (link) The form is written in German, so to make the life of none German speaking applicants easier the Landesregierung Steiermark provides an explanation - in German only!! Therefore please contact Kristina Schild or Ruth Schweighofer for an English translation. Please also contact us for any questions.

In addition you will need a portrait picture (passport size) and a certified birth certificate (if the language is other then German or English please get a certified translation)

Please note: Your resident permit is ONLY valid for one year so it is YOUR RESPONSIBILITY to renew your permit in time! Again you will need to fill the form and you will need a letter from Kristina Schild (KFU) or Annemarie Portschy (TU).


INITIAL UNIVERSITY INSCRIPTION

For Students from foreign countries (even EU citizens) your educational documents have to be approved by the KFU or TU of Graz.

(lnternational student information KFU),


(International student information TU)

Please note: If you do not understand the regulations ASK Kristina Schild/ Ruth Schweighofer or Annemarie Portschy! NOTE that we can only assist you but we can not change the university regulations! It is up to YOU to get your documents in order in the given time (registration deadline September 1st or Febuary 1st) !! So take your time to organize your things BEFORE coming to Austria! It makes YOUR and the life of YOUR families and friends a lot easier!



HOW TO SELECT AND PROCEED WITH THESIS ADVISORY COMMITTEES

The progress of each student's thesis will be supervised by a thesis advisory committee including the immediate advisor and three other scientists. The purpose of the thesis committee is to monitor the progress of the work, to advise the students in their research and to be available for discussions outside the formal meetings. The thesis committee also decides whether the results obtained by a student are sufficient to fulfill the criteria of the Ph.D. degree and whether he/she will be admitted to the thesis defense. Both the thesis and the thesis defense must be in English.


Each student should nominate a thesis committee within the first three months of study (link to form). Selection of the committee's members can be made together with the student's advisor.


This committee will meet for the first time within the first six months of study and thereafter at regular intervals not exceeding 12 months.

Meetings are normally convened by the student, but can be initiated by any member of the committee.

Two weeks in advance of every meeting the student is expected to submit a written report to the committee summarizing the objectives, selected strategies, progress and problems arising during the last period of the project. The report, 3 to 4 pages in length, is to be written in English. Copies of this report, as well as a summary of each member's recommendations for the project (link to form) will be filed with the Program Manager at the conclusion of the meeting.



HOW TO PLAN A WORKSHOP / CONGRESS


When the meeting abstract/ workshop registration is accepted

Check for external funding (student travel grant from meeting organizer, Austrian Research Association (ÖFG), Austrian Association of Molecular Life Sciences and Biotechnology (ÖGMBT) , etc.)

Make Travel arrangements, book a hotel;
Confirm with Kristina/ Ruth (KFU) or Annemarie (TU) about costs!

For Traveling to America:
check regulation and make sure that your passport is valid throughout 6 month after your return to Austria. For students holding a resident permit make sure your permit is valid upon your return!


File an application for travel and reimbursement form 3 weeks before your intended departure.

KFU-students: You have to file a travel application/ refund application "Antrag auf Freistellung und Reisekostenzuschuß“ (link to form) with Kristina Schild. The form has to be signed by YOU, your supervisor/ or head of the department and by Ellen Zechner project leader.

Since the form is only available in German, there is a (translation) available to support you. BUT make sure to fill the German form, use the English version only for orientation!

If you are not able to cover the cost for your stay in advance Kristina Schild or Ruth Schweighofer can ask the human resource department for an advanced payment. (This takes about 3 weeks)

TU-students: Fill in "Reiseantrag Projektmittel" (form 216 from TU personal office; ask the department secretary for the form). The form has to be signed by YOU, Peter Macheroux as project leader and the head of the department. If you cannot cover the costs for your stay you can also ask for an advanced payment (the form includes this possibility). .

For legal purposes you ALWAYS have to file your absence (Travel application, Holiday,...) when you leave Graz . In case you travel on buisness but no money has to be reimbursed a different form should be used. Since you loose all your rights for reimbursement if you file that form please contact us BEFORE you plan to do so and we will provide that form.


During your stay:

Collect all bills in original form for all types of travel and accommodations, even when part of the expenses will be paid by a different organization.

All students: If you share a room, request that the hotel splits the bill into cost per person: Each of you needs her / his own original bill!

Keep your bills for eating expenses.

Keep all your boarding passes (train or plain).



After your return:


File your reimbursement forms within the next 2-3 weeks!!! (Please do not staple your documents!)

KFU - students: Fill in "Reisekostenabrechnung“ (form). Again there is no English form available, but a (translation) to help you. Make sure you fill the German form and use the English version only for orientation!" List all your costs in detail in a Word document. Expenses paid for in foreign currency have to be converted into Euro ONLY by the currency converter OANDA. Make sure you take the exchange rate at the day of purchase. Bring the form, the list and all original bills to Ruth Schweighofer.

TU - students: Fill in "Reiserechnung Inland“ or "Reiserechnung Ausland" (ask the department secretary for the form). List all your costs in a Word document in detail. Bring the form, the list and all original bills to Annemarie Portschy.


Be aware that refunding takes a minimum of 3 weeks. If there are mistakes or unclear bills, all bills will be returned and the process starts again!


HOW TO PLAN A RESEARCH VISIT ABROAD



ATTENTION: PLAN YOUR RESEARCH STAY EARLY!!!

Meet with your Thesis Advisory Committee to plan lab and project goals for your stay abroad. Your research stay abroad is connected with DK financing of your fourth year of doctoral research. In order to have your fourth year financed by the FWF your research stay must be at least 6 months in duration. You must complete at least 3 months of that stay BEFORE the completion of your third year of study in order to be eligible for fourth year financing. The research stay can be divided between two different laboratories or two different stays in the same laboratory as long as the sum of time spent in research abroad exceeds 6 months.

Please note:
If your stay abroad will include the turn of the year (Dec.-Jan) make sure that you had your “Mittarbeitergespräch“ (yearly discussion) with your supervisor before you leave.




3 to 6 months before (for stays abroad only):

Organize housing and VISA if needed

Make sure your passport/ and - if necessary your Austrian resident permit - for Austria is valid throughout your stay/ until 6 month after your return.

Check for external funding (student travel grant from meeting organizer, Austrian Research Association (ÖFG), Austrian Association of Molecular Life Sciences and Biotechnology (ÖGMBT) , etc.)

Book a flight; Take into account that you will probably not live close to the airport so book flights with reasonable departures! Talk to Kristina/ Ruth (KFU) or Annemarie (TU) about costs!


For American VISA:

You need a DS-2019 form filled by the university in the USA. Make sure to get this form in time because you need this form for the VISA application.

SEVIS fee: For security reasons you will be checked by homeland security therefore you have to pay an additional fee! This you have to do online (link)! Make sure to PRINT the online statement, since this is the ONLY prove that you paid it !!!

More info: (US Embassy/ Austria)


1 to 3 months before:

File an application for travel and reimbursement form (see above)

KFU-students: Fill in "Antrag auf Freistellung und Reisekostenzuschuß“ a href="http://dk.uni-graz.at/pdf/Freistellung ab 2013.doc">(form)

TU-students: Fill in "Reiseantrag Projektmittel" (form 216 from TU personal office; ask the department secretary for the form).

Note: For insurance purposes, if you plan a vacation abroad or you plan to come back to Austria for a visit or for work remember that you have to file this trip as vacation or as an independent application for travel and reimbursement.

Health insurance during your trip : Your regular health insurance (BVA) does not cover the costs if you stay abroad for a longer period (except within European Union). So you NEED an additional health insurance. See Kristina Schild/ Ruth Schweighofer (KFU) or Annemarie Portschy (TU) for more info.


3 days before US travel:

Online registration (link)


During your stay:

Collect all bills in original form for all types of travel and accommodations, even when part of the expenses will be paid by a different organization.

Keep all your boarding passes.


After your return:

File a travel reimbursement form within the next 3-4 weeks (see above)

KFU - students: (Reisekostenabrechnung).

TU - students: "Reiserechnung Ausland" (ask the department secretary for the form, file with Annemarie Portschy).


Please note:
We NEED a report of your research stay abroad (example). Please write this report, get it approved by of your supervisor (signature) and hand it in to Ellen Zechner (KFU and TU students!). Please send me an electornic version also.ONLY if your report is approved by your supervisor and Ellen Zechner we will go forward with your travel reimbursement!


Be aware that refunding takes a minimum of 3 weeks. If there are mistakes or unclear bills, all bills will be returned and the process starts again!


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