Docfile is the new online tool for all doctoral candidates at the University of Cologne who are working on a doctoral thesis in the Faculty of Human Sciences, the Faculty of Law, the Faculty of Medicine, the Faculty of Mathematics and Natural Sciences or the Faculty of Management, Economics and Social Sciences.

PhD students of the Faculty of Philosophy continue to use a.r.t.e.s. access.

Docfile allows the administration of the doctoral process from the electronic acceptance of doctoral candidates to the printing of the doctoral certificate. Docfile maps the electronic workflow of the administrative doctoral supervision and offers a simplification of administrative doctoral processes. Those interested in a doctorate and doctoral candidates will find all relevant applications and documents for their doctorate in Docfile ( soon).

Docfile also enables the University of Cologne to fulfil its statutory reporting obligation under the University Statistics Act (Hochschulstatistikgesetz), which requires anonymised data records on current doctorates to be reported to the national doctoral statistics system.

If you have any questions regarding the use of Docfile, please contact the Docfile support of the AMC.

docfileverw.uni-koeln.de,
+ 49 (0) 221 470 3442
Telephone hours: Tuesdays 12:00 a.m. - 3:30 p.m. and Wednesdays 10:00 a.m. - 11:30 a.m.

In case of technical problems please contact the Helpdesk of the Regional Computing Center (RRZK; rrzk-helpdeskuni-koeln.de, + 49 (0)221 470 89555).

For subject-specific questions, please contact the Docfile Support of your faculty.

Faculty of Human Sciences
Promotionen-HFuni-koeln.de

Faculty of Mathematics and Natural Sciences
mnf-docfileuni-koeln.de

Faculty of Medicine
medfak-promotionuni-koeln.de

Faculty of Law
jura-docfileuni-koeln.de

Faculty of Management, Economics and Social Sciences
promotionwiso.uni-koeln.de

The registration process takes about 45 minutes. Please have the following documents ready as PDF documents: Diplomas, certificates of enrolment, university entrance qualification, if applicable confirmation or agreement of supervision and if applicable certificate of your graduate school.

Yes, registration in Docfile is also required for doctoral students who have already been accepted by the faculty. As part of the transition to electronic doctoral administration, all processes relevant to doctoral studies must be processed in Docfile. Please register as a doctoral candidate if you have already been accepted by the faculty. In the near future, prospective doctoral candidates will be able to apply electronically for acceptance as doctoral candidates in Docfile.

While the provision of "Hochschulstatistikgesetz"-relevant data is mandatory, there are some optional data fields in Docfile. These are used for the administrative support of doctoral projects, the design of qualification measures and the quality assurance of doctorates. The University of Cologne relies on your assistance in answering optional questions in order to continuously expand and optimise the offerings for young academics. Your data will be processed anonymously for quality assurance purposes.

Administrators in the AMC can delete entered data.

Please contact us with any deletion requests docfileverw.uni-koeln.de.

If you have forgotten your Docfile-Account password you can request a new password via the link on the login page. If the problem cannot be solved, or you are missing your username, please contact docfileverw.uni-koeln.de.

For the registration in Docfile you can use your student UniKIM-ID. The student UniKIM-ID can be used up to one year after exmatriculation. The login data will remain valid for the duration of your doctorate.
Please use only your student UniKIM-ID for registration and not (if available) your UniKIM-ID as an employee.

If you do not have a UniKIM user account, you can also register with a new Docata user account in Docfile. You will find this option on the registration page

Registration in Docfile includes the creation of a user account and the completion of the Acceptance Assistant.

You will find the Acceptance Assistant on the second tile after logging in on the start page at " Please register here".

After being accepted as a doctoral candidate in Docfile, you will find two tiles on the start page. On the one hand the update of the contact data and on the other hand the confirmation of admission.

You can use the first tile to update your contact details. If the data cannot be changed, please contact docfileverw.uni-koeln.de to have the entries corrected by an administrator.