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Guidelines for Scholarship Holders in Berlin
last update: February 2003
Conditions for admission
To be admitted to the program any student has to meet the
following requirements:
- Speedy completion of university studies with a degree in mathematics, computer science, or a related area equivalent to the German
university diploma (e.g. M.S.) with grades significantly above average
- For an admission as a doctorand -- presentation of a planned Ph.D. project with special scientific value
- Willingness to actively cooperate in the graduate program
- Doctorands/Postdoctorands should not be older than 28/35 years.
Granting of scholarships under the graduate program
Scholarships granted within the framework of the graduate program
establish no work contract and are no remuneration in terms of §
14 SGB IV (German Social Security Law).
In case a scholarship is awarded, the applicant will receive a
letter of notification that contains the following information:
- Type of the scholarship: doctorand / postdoctorand scholarship
- Period of grant: usually 2 years with the possibility of an extension up to 1 year for doctorands and 1 year with the possibility of an extension up to 1 year for postdoctorands
- Name of the supervisor
- Amount and composition of the scholarship
- Information concerning tax exemption of the scholarship
- Date of first payment
These guidelines are enclosed in the letter offering a scholarship
and have to be accepted by signature at the time when the
scholarship is accepted.
Obligations of the student
When accepting the scholarship, the student agrees to
- concentrate with his/her full work power on the project in the graduate program;
- submit twice a year (deadline is the last day of each semester) a written report on the progress and results of his/her research. Thus, the student will also make a contribution to the report submitted to the DFG by the assembly of the faculty members of the program.
- make the results of his/her research available to the public whenever possible referring to the DFG funding in the following way: "Diese Forschung wurde gefördert durch die Deutsche Forschungsgemeinschaft im Rahmen des Europäischen Graduiertenkollegs `Combinatorics, Geometry, and Computation' (GRK 588/2)" or ~"This research was supported by the Deutsche Forschungsgemeinschaft within the European graduate program `Combinatorics, Geometry, and Computation' (No. GRK 588/2)". In particular, this reference must be made on the first page of the Ph.D. or habilitation thesis, and a copy of the thesis has to be left with the program coordinator.
- attend the relevant events of the graduate program like lectures, colloquia, courses, and workshops;
- attend at least one block course, lecture or seminar in each of the four basic research areas, namely combinatorics, geometry, optimization, and algorithms and computation. Block courses are offered at least once a year;
- an extended stay as a guest at a partner university (preferably 6 to 12 months);
- support the work of the graduate program to the best of his/her knowledge and capability as well as take care of organizational tasks at scientific events.
The student also agrees to immediately inform the faculty members of the program whenever
- he/she takes up a paid employment. Income from non-scientific activities is fully deducted from the scholarship. In addition to the scholarship an annual income of up to Euro 6,000.- from scientific work during the grant period is allowed.
- he/she discontinues, changes, prematurely terminates, or abandons his/her project in the program.
- his/her scientific activity is supported by contributions from third parties.
- with the student's consent, a third party earns profit from the project funded by the program.
- he/she is granted a scholarship from another party.
- his/her spouse has a monthly additional income exceeding Euro 409.- (only applicable in case of a granted family allowance).
- his/her personal conditions substantially change.
Further, the student agrees that
- the scholarship may be withdrawn, if
- the studies are not started at the date agreed upon, or
- the scholarship has been awarded because of false or incomplete statements, or
- requirements have not been fulfilled, or
have not been fulfilled within the time limits set;
- the grant may be discontinued for important reasons or in case
substantial preconditions for a successful implementation of the project
no longer exist;
- the guidelines for students may be supplemented or modified, and current scholarships may be adapted to changed conditions without taking retroactive effect;
- a scholarship running beyond the current financial year is bound to the condition that the university will be provided with the necessary funds by the funding agency.
Allowances
- In addition to the basic amount of the scholarship an allowance of Euro 103,- per month for materials and travel expenses is paid.
- Students may apply for a family allowance of Euro 205,- per month if the spouse's income does not exceed Euro 409,- per month and/or they have to take care of at least one child.
- There can also be paid a monthly child allowance for children up to the age of 12 years amounting to
- Euro 154,- (for one child)
- Euro 205,- (for two children)
- Euro 256,- (for three and more children).
Note that for all allowances an application to the coordinator of the program is necessary.
More details can be obtained from the guidelines
of the German Research Foundation (DFG) or from the coordinator of the program.
The monthly scholarship and allowances are transferred to the student's bank account on the first day of each month.
Supervision in the program
Each student has his/her individual supervisor who is already assigned
when the scholarship is granted and whose research area is related to the intended Ph.D.thesis.
The supervisor is the student's immediate contact person; he/she will
be responsible for managing requests to the graduate program such as
invitations of scientific guests.
Should the student wish to modify the topic of the thesis or duration of his/her project, he/she has to agree thereon with his/her supervisor.
The student's supervisor at the partner university during the extended stay as a guest (see Study Schedule) is assigned in advance.
Absence
Each absence from the graduate program has to be reported to the supervisor and to the coordinator.
For insurance reasons it is necessary to inform the coordinator
about vacation times, participation in external events, illness, etc.
Vacation has to be approved by the supervisor in advance.
When the student falls ill he/she has to inform the coordinator as soon as possible. He/she has to file an illness certificate within 3 days of the beginning of his/her illness.
Although the students are enrolled at a university, they are treated in the same way as scientific staff, i.e.
they have the same obligations with respect to workhours, vacation, and illness.
Faculty of the program
The graduate program is represented through an elected speaker who
is the students' second contact person besides the supervisor.
Faculty meetings are held and recorded if required, usually two or three times a year. If there is something urgent the students may ask the speaker to
convene a meeting.
Information
At the beginning of each semester,
- on the web pages of the program all relevant lectures and events of the participating universities and institutions are listed that may be of interest for the students;
- the names and addresses, telephone numbers, e-mail contacts of
students, associate members, and lecturers are recorded on the web pages as well.
Study Program
The students have the possibility to acquire knowledge in each of
the four fields combinatorics, geometry, optimization, and
algorithms and computation. A long-term stay (preferably 6-12 months) usually during the second year at a partner university of the graduate program or an internationally renowned research group for this special purpose is intended.
In order to offer the possibility of comprehensive further
education, in the framework of the Berlin program, a lecture and a colloquium will take place once a week during semesters, as well as special schools and workshops during the year, where all participants can regularly meet.
Special advanced block courses running over several weeks are organized at least once a year in all four basic research areas. Each Ph.D. student is required to attend at least one block course, lecture or seminar in each basic research area during the whole grant period. A workshop taking place once a year and assembling all participating students and faculty of the program and its partner institutions gives a record of the scientific results achieved.
The large number of seminars carried out under the program as well
as vivid contacts with internationally renowned scientists encourage communication among the students and guests.
During each semester, each student has to attend all lectures and
colloquia organized within the framework of the graduate program
as well as one regular research oriented course offered by one of
the participating universities. The coordinator has to be
informed about the student's choice within the first two weeks of the semester.
Work area
- Work place
The universities and institutions supporting the graduate program
provide work places for the students within their premises. The
necessary technical equipment will be made available and all
corresponding facilities can be used.
Each student will have his own telephone enabling him to phone
internally and within the city of Berlin, long distance calls need special permission.
Private calls have to be paid for according to the common practice
of each institution.
- Library
The students will have the status of scientific staff allowing them to
borrow books from libraries of their departments (at FU: without time limit). At the
beginning of each semester the names of these students are given to the libraries.
- Computer account
All students get their own computer accounts which are valid for
the time of their Ph.D. projects.
- Consumable materials
Consumable and office materials can be obtained via the
supervisors' offices.
- Literature
Literature required for the research work has to be borrowed from the
specialized libraries or purchased by the student himself.
Upon application, standard literature that is frequently needed
may be purchased by the student himself for the library of the graduate program and the costs thereof reimbursed (invoice and bill of delivery
addressed to the graduate program).
Duty to report
The report to be submitted to the DFG by March 31 every year on the progress of the graduate program as well as the
web pages of the program shall contain contributions from the students
as follows:
- Presentation of their personal data, the subjects of their Ph.D. projects and the progress they achieved (approximately 3 pages).
- Invited lectures and publications.
The students have to file their contributions by the end of each semester.
Once they have agreed thereon with their
supervisors, they shall send their contributions to the coordinator.
Invitation of guest scientists, visit of external events
When guest scientists are invited the relevance of their research areas for the Ph.D. projects of the students are to be considered. Students may
propose an invitation via the responsible
supervisor. Written proposals covering the
following information have to be made:
- Name of the scientist and university
- Field of activity and relevance
- Period of invitation, if applicable
- Estimated costs.
It is highly appreciated that students submit lectures
at conferences and workshops. They are allowed leave from the program in order
to participate.
They shall also have the opportunity to take part in conferences,
seminars, and workshops relevant to their areas of research. Any
travel has to be confirmed by the supervisor and applied for
in writing.
Travel expenses
The travel expenses of students invited to give a lecture or students whose papers have been accepted for presentation may be reimbursed by the graduate program. They may also apply for an allowance if schools, workshops, and block courses of the partner
university are attended. Applications for travel expenses have to
be sent to the coordinator before the travel starts and
have to be supported by the supervisor. Applications shall contain the following
information:
- Cause of travel (congress attendance, research or other
travel)
- Topic of the event
- Scientific contribution of the student
- Where appropriate, list of authors and title of the lecture
- Location
- Time period
- Estimated costs
The graduate program can reimburse:
- Travel expenses (only direct routes, 2nd class),
- Accommodation,
- Conference fees.
Daily allowance will not be paid. Lecturers of the graduate
program will not be compensated for travel expenses out of program
funds.
Students who are guests of a partner university will receive
allowances to their travel and subsistence expenses.
Status
Doctorands of the program are students enrolled in one of
the three universities of Berlin. Each semester, they have to enroll
or re-register according to the rules of the respective university.
They benefit from the usual reductions for
students.
There are no further payments by the graduate program in excess of the scholarship, for example, contributions to social security or health insurances. The program recommends that all scholarship holders, for their own benefit, make contracts of health, accident, liability, and life insurances on their own.
Upon enrollment students have to prove that they are members of registered health insurances and paid the contributions and fees due. The payment of contributions to private or statutory pension insurance funds is voluntary.
Insurance protection
During the period of education at the participating universities and
institutions, enrolled students are
insured against accidents by the legal accident insurance as
far as there is a temporal, local, or internal connection of the accident with the graduate program. Accidents of this type have to be reported immediately to the program coordinator so that insurance coverage may
take effect. This accident insurance is implemented
by Eigenunfallversicherung (EUV).
There is no other insurance protection provided for, in
particular, no health insurance (see Status).
Extension of the scholarship
Scholarships for the Ph.D. students are granted for a period of two years. If, during the
fourth semester, the Ph.D. thesis has made progress such that the
completion thereof is ensured within one further year, the student
may apply for extending his/her scholarship grant by one year. The
written application together with a detailed description of the status of the Ph.D. thesis has to be submitted to the speaker about three months before the scholarship ends. The
supervisor briefly comments in writing on this application.
Postdoctorand scholarships are granted for one year with a possible extension for another year.
Postdoctorands
The preceding guidelines analogously apply to postdoctorands unless explicitly stated for Ph.D. students. In particular, postdoctorands cannot enroll as students of one of the universities.
Postdoctorands are expected, besides scientifically working for
their further professional qualification, to actively support the work of the
graduate program and to be contact persons for the students.
Teaching is desirable.
Each postdoctorand is assigned to the working group of faculty member
of the program, when the decision to grant a scholarship is made.
The scientific area of the group should be related to the postdoctorand's
research field.
Associate members
There is the possibility of associating:
- Ph.D. students of the participating universities and institutions
- external scientists
- doctorands under the
supervision of one of the faculty members of the graduate program.
as extraordinary members of the graduate program. They will not
receive a scholarship.
They are provided with work places including computer access as
well as travel allowances (with the same rates being applicable as
for the scholarship holders). Their names are placed on the mailing list and
they receive the same information as the students in the program. They are
expected to attend the block seminars and the Monday-lectures
and to give lectures in the colloquium. They have to file reports in the same way as the students of the program (see
above) and to render contributions to the annual report to
be submitted to the DFG, wherein they are presented. They may receive
a certificate confirming participation in the graduate program.
Summary
- Part of the graduate program is a long-term stay (preferably
6-12 months during the third and fourth semesters) at a partner university or an internationally renowned research group.
- The students attend, at least, one block course,
lecture or seminar in each of the four basic research areas. Block
courses are offered at least once a year.
- During each semester, each student attends the weekly Monday-lectures and colloquia as well as one regular research oriented course agreed upon with the supervisor. The coordinator has to be informed of the student's choice within the first two weeks of the semester.
- Absence from the work place requires the permission of the
supervisor. The coordinator has to be informed if the student is absent
for more than one day (vacation, conference attendance, sickness,
etc.).
- Students do not receive social insurance protection,
especially no health insurance protection, via the graduate
program or the universities.
- At the end of each semester the students have to
provide a report describing the progress of their Ph.D. projects which
is published on the webpage of the program. The report is first
submitted to the supervisor and then sent to the coordinator.
- Written applications for extensions of the scholarship together
with a detailed description of the state of the Ph.D. thesis have
to be submitted to the speaker 3 months before the scholarship will end.
The supervisor briefly comments in writing on the application.
- Applications for the reimbursement of travel expenses have to be recommended by the supervisor and submitted to the coordinator before the travel
starts.
- The students are allowed to invite scientists whose
scientific field is relevant to their work. To this purpose, they
file an application via the responsible supervisor.
- Upon application, standard literature that is frequently
needed may be purchased for the graduate program by the student himself and the costs
thereof reimbursed from the program (invoice addressed to
the graduate program).