HGS MathComp Rules & Regs
Your Annual Report
All doctoral fellows of HGS MathComp have to provide an annual report after the first and second year of their membership. This report is mandatory for all HGS students.
ATTENTION: If fellows with a full HGS stipend do not send their report, their stipend will not be prolonged!
- The basis of your report is a presentation to your thesis advisory committee (TAC).
- Arrange a date for this talk with your supervisor and your TAC.
- Present your results so far and your plans for the next period.
- To report, write a protocol of the suggestions and future plans given to you during your presentation.
- Have your supervisor sign the annual report section on the blue sheet
- Send your report to the thesis advisory board AND
- Send the final version of the report (in PDF form) to our mail address: email@example.com.
Important information for scholarship holders: The final submission of your first annual report is due four weeks before the end of your first year. The report after two years of membership is due six weeks before the end of your second year. If you fail to meet these deadlines, payment of your scholarship might be delayed or stopped.
For further questions contact the HGS Office
Our guest program stimulates the exchange between the doctoral fellows and internationally reknown scientists.
The application for a visiting guest consists of an application letter to the coordinators of the graduate school. The application should contain:
- the CV of the guest
- an outline of cooperations between the guest and our fellows
- abstracts of lectures and compact courses intended to be given by the guest during his stay and
- an overview of the costs (travel & stay).
Usual rates for sustaining the living during the stay:
- Students: 1,000.- Euro
- Doctoral students: 1,500.- Euro
- PostDocs: 2,000.- Euro
- Professors: 2,500.- Euro
Different rates are possible, but must be individually justified.
Based on the information you provided in your application, the board of chairmen decides on the proposal and allots funding. This decision, which is usually made within three weeks of the application, is communicated to you by email.
Guests should contact the HGS office immediately after arrival to start the payment process. Payment is to a Eurpean bank account. In case of non-European visitors payment is usually arranged in cash. Please allow for both methods at least 10-14 days to complete.
5. Stay at Heidelberg
Please note that (as with all guest programs) the office of the supervisor signing the application is responsible for accomodation and local supervision of the guest.
Your Travel Fund
Travel grants are available for fellows and postdocs!
Please plan your buisness trip reasonable in cooperation with your supervisor!
1. Please apply here ( new application form) for travel funds
2. Your supervisor has to comment on the intended business trip and has to sign your application.
4. Please hand in your application at the HGS Office or send it to firstname.lastname@example.org via attatchment.
5. Based on the information you provided in your application, the Board of Chairmen decides on the application and the HGS office (Sarah Steinbach, Ria Lynott) will inform you via e-mail of the decision! The meeting of the Board of Chairman takes place once a month.
6. It is compulsary to hand in your travel application at least six weeks before you want to travel.
After your return, we ask you to fill in a claim for travel expenses (,, Reisekostenabrechnung'') which is available at the HGS Office. Reimbursement for your expenses will be calculated based on this claim. The maximum sum is set according to the decision made by the Board of Chairmen.
Through the visiting fellow program we offer all fellows the possibility to invite doctoral students from other universities to Heidelberg for a joint research period. This is espescially suited for collegues you meet at conferences or during guest visists at different work groups.
Before applying for this measure you and your intended guest fellow should elaborate a detailed plan for your projects. The duration for such a stay should be 2-3 months - longer stays are possible, but need a thorough preparation.
The application consists of a letter of motivation written by the HGS MathComp doctoral fellow and signed by him/her and the supervisor. It should explain the benefits of the intended collaboration and possible outcomes (e.g. joint paper, software, short workshop/training ...). Together with the letter of motivation the application must contain the work plan for the stay including milestones for this short project. Please send both documents to the HGS MathComp office
Based on the information you provided in your application, the board of chairmen decides on the proposal and allots funding. In general, a visiting doctoral student receives support for living expenses while in Heidelberg. The travel costs are expected to be paid by the sending university! This decision, which is usually made within three weeks of the application, is communicated to you by email.
Visiting students should contact the HGS office immediately after arrival to start the payment process. Payment is to a Eurpean bank account. In case of non-European visitors payment is usually arranged in cash. Please allow for both methods at least 10-14 days to complete.
5. Stay at Heidelberg
Please note that (as with all guest programs) the office of the supervisor signing the application is responsible for accomodation and local supervision of the visiting student.
The Blue Sheet
HGS MathComp issues a Blue Sheet, a process slip to document the doctoral membership. All new members have to make an appointment with the central office of HGS MathComp to collect the blue sheet and thus complete the application process.
1. Front Page
The blue sheet holds in compact form all important dater of the membership of doctoral members: Details about the doctoral project, the thesis advisory committee and the start and duration of membership.
All doctoral members have to complete an annual report after the first and second year, respectively (see above for details). Once the primary supervisor has read the annual report, he signs the blue sheet to indicate his apporval.
The back page holds information about the praticipation in the course program and the participation in workshops and conferences.
For the course program, doctoral students have to complete courses, lectures and seminar worth 18 ECTS points over the time fo their membership. These courses have to be on topics related to their PhD project and have to be signed on the blue sheet either by the course lecturer or by the primary supervisor.
In agreement with the first supervisor, up to 6 ECTS can be from master courses of Heidelberg university. At least 9 ECTS have to be obtained by participating in courses from the HGS MathComp curriculum. Courses from other graduate schools in Heidelberg are also valid for accounting.
Students participating in a conference, work shop or summer school should note down their participation in the lower part of the blue sheet. In addition, the title of an own contribution (talk or poaster) should be noted. The entries have to be signed by a member of the thesis advisory committee.
3. Certificate of Membership
After completion of the doctorla project the doctoral member should send back the blue sheet to HGS MathComp. We will get into contact with you to issue the certificate of membership and integrate you into our alumni program.