Humboldt-Universität zu Berlin

PhD Studies

Enrollment office for PhD students

 

  • Office location:

Humboldt-Universität zu Berlin
Referat Studierendenservice
Unter den Linden 6
10117 Berlin

 

  • Contact person:

Ms. Olga Vorobyeva

Consultation hour by phone
Wednesday 09:00 - 10:00 a.m.
Phone: (+49) 30 2093-70330

*If you are already enrolled or registered at HU Berlin, please submit your full name, your enrollment or registration number, your date and place of birth.

If you are not aiming for a degree at HU and only want to complete a few semesters as part of your guest/research stay at HU, you cannot apply for enrollment at the enrollment office. Please contact the International Office with your questions regarding the enrollment process:
exchange-students@hu-berlin.de

 

I. Beginning your doctoral studies: Admission, enrollment and registration

 

I am planning to do a doctorate at HU. What are my first steps?

 

Please find general information for doctoral candidates at the Humboldt-Universität zu Berlin (HU Berlin) on our Doctoral Candidates Portal.

 

How do I apply for an admission in doctoral studies?

 

Please contact the PhD office of the faculty at which you would like to do your doctorate. Notice that there are no fixed deadlines for applying as a doctoral candidate. You get all necessary information on the application procedure directly there. Please find corresponding contact details on the websites of the faculties.

Please submit your application for admission exclusively to the PhD office at the faculty of your choice. Your application must contain all specified documents. Please note, if you have a non German university degree, your documents will be checked for equivalence with the German education system before the application procedure. Any coordination that may be necessary for this process is carried out between the faculty’s PhD office and the department for student services internally. We kindly ask you, do not send any documents to the enrollment office for doctoral studies before you received your admission by the faculty of your choice.

 

I have received a letter of admission for doctoral studies. What are my next steps?


Please submit the enrollment form for PhD studies [PDF] and all the required documents as soon as possible, but no later than four weeks after you received the letter of admission from your faculty. If you are employed at HU and prefer to be only registered, please choose the registration-form for a doctorate [PDF]. Please send the filled out and signed form with all required documents to the following address

Humboldt-Universität zu Berlin
Referat Studierendenservice
Unter den Linden 6
10099 Berlin

or drop them into the mailbox at the Student Service Center (SSC) in the main building of  Humboldt-Universität zu Berlin, Unter den Linden 6, 10117 Berlin (Opening hours: Mon - Fri, 8 a.m. - 7 p.m.).

To keep the four-week deadline for enrollment/registration it is sufficient to submit the documents during this period to the enrollment office for PhD students.

Enrollment forms submitted digitally (e.g. as e-mail attachments) cannot be accepted for your enrollment.

 

What is the difference between enrollment and registration for PhD studies?

 

You can only enroll for PhD studies after you have received your formal admission in a doctoral-study-program from the PhD office/PhD board of your faculty.

Enrolled doctoral candidates do have a student status and receive a student card (Campus-Card) but cannot receive the semester ticket for public transport. Enrolled PhD students have to pay the semester fees. Enrollment as a doctoral candidate is not contingent upon employment as a staff member at the HU Berlin.

However, if you are employed at HU, you have two options:

Either you enroll or you register for PhD studies. Registration is only possible as long as you are an employee/staff member at the HU Berlin. In case of registration, no fees or contributions have to be paid. But you do not have a status of a student at the HU Berlin and you are excluded from using the discounted semester ticket.

 

Differences between enrollment and registration for PhD studies

 

Enrollment for PhD studies

(possible with or without
employment contract at
the HU Berlin)

Registration for PhD studies

(possible only during the
employment at the HU Berlin)

Semester fee

yes

no

Campus Card

yes

not possible/excluded

Semester ticket

not possible/excluded

not possible/excluded

HU student account

yes

not possible/excluded

 

 

Which documents do I have to submit in order to be enrolled as a PhD student?

 

Please enroll for PhD studies within four weeks after receiving the letter of admission from your faculty and submit the following documents:

- the completed and signed enrollment form [PDF] incl. details on your educational biography,

- a simple copy of your admission letter from the PhD board,

- the payment confirmation of the semester fee (e.g. a simple copy of the bank transfer). You will find detailed information about the amount of semester fee which has to be paid for your enrollment below under "How much semester fee do I have to pay to be enrolled for PhD studies?".

- a simple copy of the de-registration certificate from your last German university (does not apply if you have never been enrolled at a university in Germany),

- a simple copy of your university entrance qualification (in most cases the secondary school certificate and/or university entrance examination),

- simple copies of your previous university degree certificates (German and/or foreign certificates),

- proof of a scholarship (if applicable).





How much semester fee do I have to pay to be enrolled for PhD studies?

 

Enrollment for the winter semester 2023/24

Doctoral students have the opportunity to purchase the semester ticket for the months of February and March 2024 when enrolling for the winter semester 2023/24.

Please see this overview for the amount to be transferred for your enrollment:


  with semester ticket
without semester ticket

enrollment beginning on 01.02.2024

301.03 €

 

(semester fee for the WiSe2023/24 of 186.44 € , incl. the semester ticket for the months February and March 2024 + semester fee for the SoSe 2024 of 114.59 € without semester ticket)

228.43 €

 

(semester fee for the WiSe2023/24 of 113.84 € + semester fee for the SoSe 2024 of 114.59 €)

enrollment beginning on 01.03.2024

268.73 €

 

(semester fee for the WiSe2023/24 of 154.14 €, incl. the semester ticket for the months February and March 2024 + semester fee for the SoSe 2024 of 114.59 € without semester ticket)

228.43 €

 

(semester fee for the WiSe2023/24 of 113.84 € + semester fee for the SoSe 2024 of 114.59 €)

Enrollment for the summer semester 2024 (01.04.2024 – 30.09.2024)

Starting from the summer semester of 2024, PhD students are not entitled to a semester ticket and are excluded from using the Germany semester ticket.


Please transfer the semester fee of €114.59 for your enrollment in the summer semester 2024.

When enrolling from the beginning of the re-registration period for the winter semester 2024/25 (in the months of June, July, August and September 2024), we ask you to transfer the semester fee for the winter semester 2024/25 as well.


Exemption from the enrollment fee (currently €50)

PhD students who receive a scholarship (e.g. from the DAAD) as part of funding programs that are financed exclusively or predominantly from public funds from the federal or state governments and who submit a proof of this for enrollment can be exempted from the fee for enrollment and re-registration, currently 50 € per semester, in accordance with Section 2 Paragraph 7 of the BerlHG (§ 2 Abs. 7 BerlHG).

 

Please find detailed information about the composition of semester fees and contributions here:

https://hu.berlin/rueckmeldung

 

Bank account details

Recipient: Humboldt-Universität zu Berlin
IBAN: DE64 1001 0010 0651 8231 04
SWIFT (BIC): PBNKDEFF (PBNKDEFFXXX)
Bank: Postbank Berlin
Reference: [surname], [given name], Promotion

Please note that only this bank account can be used for enrollment and re-registration.

Please note that additional fees may apply for transfers outside of Germany. You should ask your bank about these and include them in the transfer.

Which documents do I have to submit in order to be registered for PhD-studies as HU-employee?

 

If you are employed at Humboldt-Universität zu Berlin and have chosen to register as a PhD student, please submit the following documents within four weeks after receiving the letter of admission from your faculty:

- the completed and signed application registration-form for PhD studies incl. details on your educational biography [PDF],

- a simple copy of your admission letter from the PhD board,

- a proof of employment at HU which contains the begin-date and the end-date of your employment (e.g. a copy of your employment contract),

- a simple copy of the de-registration certificate from your last German university (does not apply if you have never been enrolled at a university in Germany),

- a simple copy of your university entrance qualification (in most cases the secondary school certificate and/or university entrance examination),

- simple copies of your previous university degree certificates (either German and/or foreign certificates).

 

I have submitted my documents to the enrollment office for PhD students. How can I find out that I have been enrolled/registered?

Please note that the enrollment office will not send you a confirmation that your documents have been received. The application deadline is met if your documents for enrollment or registration have reached the enrollment office within one month after your admission for PhD studies.

After we have received your documents, we will check them carefully. If any documents are missing, you will be informed by email or via mail and we will give you a deadline for submitting the missing evidence.

If you submitted all the required documents in full, you will receive a confirmation of completed enrollment/registration by e-mail. In addition, we will provide you with further information (in case of enrollment: e.g. how to create the Campus Card (student ID) or to activate the student HU account).

 

Please note that the processing of your application for enrollment or registration for PhD studies usually takes at least two weeks after the enrollment office has received all the required documents. Before the start of the semester or shortly after the semester start, there may be longer processing times.

 

 

 

II. During PhD studies: Re-registration, semester fees and semester ticket

 

I am enrolled as a PhD student. Do I have to re-register every semester?

 

Yes, re-registration for the next semester is mandatory. In order to retain your status as a doctoral student and to be able to complete your PhD studies, you must re-register within the re-registration period. Please note the information on the main deadlines for re-registration in your AGNES account and on our website for re-registration.

 

Can I apply for a leave of absence as a PhD student?

 

If you have appropriate reasons, you can apply for a leave of absence as a PhD student by using our application form [PDF]. For further information please visit our website.

However, the leave of absence has no influence on the standard processing time of your doctoral studies and your processing time will not be automatically extended for the duration of your leave of absence.

 

My processing time for the PhD studies is about to expire. How can I extend it?

 

Please complete the extension form ("Bescheinigung über die Verlängerung der Regelbearbeitungszeit der Promotion" [PDF]) and have it signed by your PhD supervisor. Then send the signed form to the PhD office of your faculty. Please note that the PhD office may need additional documents from you. Contact the office for more information and procedure details.

If your request has been approved by the faculty’s PhD board, the PhD office will forward the signed form to the enrollment office for doctoral studies.

 

I am registered for PhD studies as HU employee. My working contract with HU is about to expire. How should I proceed?

 

As a registration for PhD studies is only possible for the duration of your employment at the HU Berlin, you have to enroll as a PhD student after your employment relationship has expired. Please submit the application form for enrollment for PhD studies to the enrollment office. In addition, please submit a proof of payment of the semester fee, a proof of health insurance and an informal letter in which you inform us that you are currently registered for doctoral studies.

 

Why are there so many different semester fees listed in the enrollment form for PhD studies? What amount of contribution do I have to pay?

 

The amount of the semester fee depends on two factors:

Whether you want to use the semester ticket and on what date you enroll for PhD studies.

If you want to use the semester ticket and enroll within the first semester month (April or October), the full semester fee including the semester ticket fee must be paid.

If you enroll after the first month of the semester, the semester ticket fee only has to be paid proportionally from the month of enrollment.

If you opt out the semester ticket, the semester fee for the current semester is constant regardless of the month of enrollment.

If you enroll in the last three semester months (July-September or January-March), we ask you to transfer the re-registration fee for the following semester in addition to the semester fee for the matriculation semester.

 

How can I get an exemption from the semester ticket fee?

 

You do not need to be exempt from the semester ticket. Doctoral students have no entitlement and are excluded from using the semester ticket.

 

My HU account for students (AGNES) does not work. How should I proceed?

 

Please try to re-activate your HU account for students via our Computer and Media Service (CMS) to solve this issue. If this is not possible, please contact the enrollment office for generating a new PIN letter for re-activating your HU account for students.

Please note that a new PIN can only provided via a PIN letter send to you by mail.

 

 

III. Finishing your doctoral studies, de-registration

 

I submitted my thesis or received my doctoral certificate. How can I de-register?

 

If you do not re-register for the upcoming semester, .e.g. not paying the required semester fee, you will be automatically de-registered (“Exmatrikulation”). If you would like to be de-registered before the end of the semester, please submit the application for de-registration [PDF] to the enrollment office for doctoral studies.

 

I submitted my PhD thesis. The defense will probably take place in the upcoming semester. Do I have to re-register for the next semester?

 

Please contact the PhD office of your faculty and clarify whether the enrollment is necessary to defend your thesis and proceed accordingly. If the regular processing time for your doctorate has expired, and you have submitted your thesis and you need to be enrolled in the upcoming semester, ask the PhD office to inform the enrollment office about this. After the enrollment office has received the confirmation from the PhD office and your payment of the semester fee has been received, we will re-register you.

 

 

IV. Legal bases

 

Fächerübergreifende Satzung zur Regelung von Zulassung, Studium und Prüfung der Humboldt-Universität zu Berlin (ZSP-HU)

Sections 59 and 60 regulate form, procedure and conditions of enrollment and registration as a doctoral student at the Humboldt-Universität zu Berlin.

 

 

V. Additional information

 

Doctoral regulations of the faculties

https://hu.berlin/promord

 

Humboldt Graduate School

https://www.humboldt-graduate-school.de

 

International Scholar Services

https://hu.berlin/issprom

 

Financing the PhD studies

https://hu.berlin/promfinanz

 

DAAD

https://www.daad.de

 

Contact

The Compass Hotline:
Phone: +4930 2093-70333
Mail: Contact form

With sending an email you agree that your data is processed by an electronic ticketing system (OTRS). Please note the information: https://otrs.hu-berlin.de/hinweis.html

 

Information according to EU-DSGVO

 

When contacting facilities of the study department, personal data are partly collected and processed. The processing of personal data, such as the name, address, e-mail address, or telephone number shall always be in line with the General Data Protection Regulation (EU-DSGVO) and in accordance with the Berlin Data Protection Act (BlnDSG). Further information on this, your rights and options can be found at https://www.hu-berlin.de/de/hu/impressum/datenschutzerklaerung