Ouestions on specific data and on the University Statistics Law
What is the University Statistics Law?
The German Law on University Statistics is the basis for federal statistics for the purposes of legislation and planning in the higher education sector and at the vocational academies as well as for fulfilling data delivery obligations under European law.
The amendment of the University Statistics Act of 6 March 2016 obliges our university to collect comprehensive doctoral candidate data every year on 1 December and forward it to the Federal Statistical Office. For the first time in Germany, a valid data set for doctoral candidate statistics is to be created that can meet the extended data requirements of the EU and the requirements of the Federal Education Report on Young Academics.
At present, statistical reports on doctoral candidates and on doctorates can be reported via Docfile.
Further information on doctoral statistics can be found at University Statistics Law.
What documents are required for a registration in Docfile?
In order to process your application for admission as a doctoral candidate or your registration in Docfile (in the case of doctoral projects already in progress) and to validate the data relevant to the HStatG, it is necessary to provide proof of your details.
As a rule, the required proofs are scans of university entrance qualifications, degree certificates, proof of examination certificates, confirmation of supervision/agreements, confirmation of graduate schools, if applicable, as well as certificates of enrolment and course of study. A detailed list of the required documents will be displayed in the digital assistants when you apply for admission as a doctoral candidate and admission to open the doctorate proceedings. If you have any questions, please contact the doctoral office responsible for you.
Please note that you may also need to submit the original documents to the doctoral office. You will receive information on this in the application process.
Is it possible to upload documents at a later point in time?
Yes, you can save your data in the digital assistant for admission as a doctoral candidate and admission to open the doctoral proceedings at any time and end it. You can continue your application or registration at a later date, upload documents and complete the registration by sending your details. If you have already completed registration, you can make your documents available under "Overview", "Postgraduate records" (D), "Documents" with "Add document".
What information is required for the place of conducting the doctorate?
Please enter the primary place of conducting your doctorate, which is not necessarily the same as your faculty. (For example: You are employed by the Forschungszentrum Jülich under an employment contract and mainly carry out your research project there. At the same time, you are admitted to the Faculty of Mathematics and Natural Sciences at the University of Cologne as a doctoral candidate. Please indicate Forschungszentrum Jülich as the place of conducting your doctorate).
What information is required to identify the "type of doctorate"?
Please indicate whether you will be conducting your doctorate in cooperation with another institution. In case of changes or the start of a cooperation with another institution. A cooperation must only be reported if it is an institutional cooperation, i.e. if the cooperation is based on a contract or an agreement. This type of cooperative doctorate is to be distinguished from purely scientific cooperations, which are also queried during registration in Docfile. Please remember to upload a proof in Docfile.
The University Statistics Law classifies the types of doctorates as follows:
01 = Doctorate at higher education institution authorised to award doctorates
(e. g. University of Cologne)
01 = Doctorate at higher education institution authorised to award doctorates (including cooperation with another university in Germany)
(e. g. RWTH Aachen, Rheinische-Friedrich-Wilhelms-Universität Bonn, Heinrich Heine Universität Düsseldorf, Deutsche Sporthochschule Köln, Ruprecht-Karls-Universität Heidelberg, Eberhard Karls Universität Tübingen, LMU München, TU München, HU Berlin, FU Berlin, TU Berlin)
02 = Doctorate at higher education institution authorised to award doctorates in cooperation with a university abroad
(e. g. cotutelle de thése, ETH Zürich, University of Birmingham, Università degli Studi di Firenze, Universiteit Leiden, Linnaeus University, Université de Nantes, Semmelweis Egyetem, Sun Yat-sen University, KU Leuven, Univerzita Karlova, Radboud Universiteit, Keio University, University of Cape Town, University of Colorado at Boulder)
03 = Doctorate at higher education institution authorised to award doctorates in cooperation with a university of applied sciences
(e. g. TH Köln, Hochschule Bonn-Rhein-Sieg, Hochschule für Musik und Tanz Köln, Cologne Business School, Kunsthochschule für Medien Köln)
04 = Doctorate at higher education institution authorised to award doctorates in cooperation with a research institution
(e. g. Max-Planck-Institute, Forschungszentrum Jülich, Helmholtz-Institute, GESIS-Institut der Leibniz-Gesellschaft, Deutsches Zentrum für Luft- und Raumfahrttechnik, Fraunhofer Institut, caesar, Deutsches Zentrum für neurodegenerative Erkrankungen, Deutsches Zentrum für Infektionsforschung, Deutsches Zentrum für Diabetesforschung, Deutsches Zentrum für Herz-Kreislauf-Forschung)
05 = Doctorate at higher education institution authorised to award doctorates in cooperation with industry or other institution
(e. g. Bayer AG, Siemens AG, thyssenkrupp, LANXESS, Deloitte, L’Oréal, Henkel AG & Co. KGaA, Capgemini Invent)
What information is required to indicate scientific cooperations?
When indicating scientific cooperations, please list all other cooperations you have entered into so far during your doctorate. This may involve cooperation with individual persons and professorships, but also with institutions. (For example, once a year you will have the opportunity to discuss your research project with your Australian colleagues in a retreat with doctoral candidates as part of the Jülich - Melbourne programme. Please indicate this as scientific cooperation. Another possible example is the professional support of a professor or similar, who invites you to regular exchanges within your own institution, e.g. in the context of a research colloquium.
What information is required for membership in a graduate program?
The integration of doctoral candidates in structured graduate institutions distinguishes a doctorate at the University of Cologne. As a doctoral candidate, you are integrated in the Graduate school of your faculty. Therefore, please create a membership file in the respective faculty graduate school below. Information on the Graduate schools of the individual faculties can be found here.
Please also indicate all other memberships in structured graduate institutions (e.g. GRK, Research schools in Clusters of Excellence, Helmholtz Schools, IMPRS, SFB, IRTG, TRR). It is possible to add several memberships. If you do not know yet whether and in which program you are doing your doctorate, please indicate the program in which you expect to do your doctorate.
In the course of the mandatory annual data update, you may update your information and/or add new memberships if necessary.
All employees who will be working on your doctorate at the University of Cologne have access to individual data required for their activities - regulated by a differentiated rights and role concept - via Docfile. It is therefore important that you correctly identify all memberships in graduate programs so that the relevant persons can contact you via Docfile.
What do I have to enter in the field "supervisor"?
Please indicate the official supervisor of your doctoral project. This is usually a university professor at the University of Cologne. Your entry will be checked by the relevant Doctoral Office after the digital assistant has been sent to you.
The receipt of the notification of admission is accompanied by the official confirmation of the first supervisor of your doctoral project. Please note that future doctoral candidates of the Faculty of Law are accepted as doctoral candidates directly by their supervisor.
Please also indicate which persons will also supervise you in terms of content, e.g. a junior research group leader.
If you have not yet found a supervisor, you will find supporting information here.
In Docfile I am asked to upload a Confirmation of academic / supervision agreement and, if applicable, a confirmation of the graduate school? Why is this necessary and what can I do if I cannot fulfil this requirement?
If you have not yet concluded a supervision agreement, please ask your supervisor and the faculty graduate school about the possibility of signing such an agreement. You can find a legally verified model of a supervision agreement and further information here.
Please note that in some faculties it is mandatory in the doctoral regulations whether a supervision agreement must be signed. In Docfile you will soon be able to use the download function in the Doctoral File to download faculty-specific templates for supervision agreements/agreements, e.g. from the Faculty of Human Sciences.
If you do not (yet) have the relevant documents or if you are not required to do so, you can continue to fill out the digital assistant without uploading any documents. At a later point in time, you can provide any missing documents under "My profile", "Postgraduate file" (D), "Documents" by clicking on "Add document".
Which date must be entered in the data field "Start of doctoral project"?
In the data field "Start of doctoral project", please indicate when you actually started working on your doctorate. This may have already taken place before the official acceptance as a doctoral candidate in the faculty.
What information is required for the data field "Date of Dissertation topic confirmation"?
In the data field "Date of Dissertation topic confirmation" , please enter the date on which your supervisor assigned the doctoral thesis to you.