Coronavirus: Current information of the TUM-GS (as of 24.06.2021)

To limit the spread of the new coronavirus (SARS-CoV-2) specific measures at TUM are in place that also affect the events and services offered by the TUM Graduate School.

Scientific research and laboratory work may be conducted within TUM facilities. However, all necessary safety regulations and prevention measures must be followed. Doctoral candidates are kindly asked to contact their supervisors for questions about on-campus workplace arrangements. 

Critical information and notices of the TUM-GS in brief

Based on the current TUM regulations to limit the spread of the coronavirus (SARS-CoV-2), following directives are applicable to the TUM-GS. Detailed information can be found below under "detailed information of the TUM-GS". 

  • Until the end of the WS 2021/22, all Kick-off seminars will be conducted remotely. Information about our online Kick-off seminars can be found at https://www.gs.tum.de/en/doctoral-candidates/qualification/kick-off-seminar/dates-and-registration/
  • Registration for our transferable skills course program in the Summer Semester 2021 will open gradually throughout the semester. This means that it is possible to register eight weeks prior to a course start via DocGS. All transferable skills courses in the Summer Semester 2021 will be held online. 
  • Please contact your Graduate Center driectly to inquire about subject-related course offerings in the Summer Semester 2021.
  • We strongly advice to wait with any travel bookings for internationalization activities in the second half of 2021. In case of unnecessary early travel bookings for trips in the second half of 2021, the TUM-GS may decline applications for the reimbursement of cancelation fees. 
  • Remote internationalization activities are preferred whenever possible. Fees for virtutal international conferences, symposia, summer/winter schools etc. can be reimbursed by the TUM-GS internationalization budget.  
  • Doctoral examinations may take place virtually in consultation with all parties involved. In case of face-to-face doctoral examinations, strict safety and prevention measures must be followed. Please contact your academic department/school for any related inquiries.  
  • Dissertations and all required documents must be submitted via post to the TUM Center for Teaching and Study - Promotionen (formerly Promotionsamt). The office itself remains closed to public.  
  • The TUM-GS Management Office is open to public only after prior appointments. For any inquiries, please contact us per e-mail or telephone.

Detailed information of the TUM-GS

Administrative matters

  • Reachability
    The TUM Graduate School Management Office as well as all the Graduate Centers are available by phone and e-mail during the regular office hours. However, the offices remain closed to public and may open only after prior appointments.
  • Officially certified documents
    Officially certified documents must still be submitted if required by the administrative process in question, e.g. recognition of foreign university degrees, application for the entry into the Doctoral Candidacy List.  
  • Recognition of qualification elements
    Please contact your Graduate Center via e-mail for information on the current procedure for the recognition of qualification elements.

Internationalization funding

Based on the recommendations of the Robert Koch Institute, the travel information of the Federal Foreign Office and the TUM regulations to limit the spread of the Coronavirus, all travels shall be limited as much as possible. Doctoral candidates with travels plans should contact their respective Graduate Center as soon as possible to inquire about possible TUM-GS internationalization funding.    

Currently all doctoral candidates are highly advised to wait with travel bookings that are not absolutely necessary but to wait with any bookings until the moment when the trip will definitely take place. Remote internationalization activities are preferred whenever possible. When all regular funding conditions are met, expenses for virtual international conferences, workshops etc. can be refunded within the TUM-GS internationalization support.    

Current regulations for doctoral candidates with TUM employment contract

  • Business trips/continuing education trips are only possible if they are absolutely necessary at the moment and must be approved by the central travel office (Zentrale Reisekostenstelle). Therefore, TUM employees should contact the travel office as soon as possible.
  • In order to apply for the TUM-GS internationalization support, a statement from the thesis supervisor is required that explains why the business trip/continuing education trip is absolutely necessary for the continuation of the doctoral research project at the present time.
  • It is only possible to refund expenses that have been instructed by the travel office for disbursement.
  • In case of unnecessary early travel bookings for trips in the second half of 2021, the TUM-GS may decline applications for the reimbursement of cancelation fees. This also applies for early bird discounts.
  • Reimbursement of cancelation fees is only possible with the official approval of the travel office. Please note that any applications for reimbursement of cancelation fees must be submitted to the travel office within 6 months after the first note of the trip’s cancelation.

Current regulations for doctoral candidates without TUM employment (e.g. scholarship holders)

  • Expenses for international trips can only be reimbursed if the internationalization activity cannot be conducted remotely and is absolutely necessary at the moment for the continuation of the doctoral research project.  
  • In order to apply for the TUM-GS internationalization support, a statement from the thesis supervisor is required that explains (1) why there are no alternatives to the actual trip and (2) why the  internationalization activity is absolutely necessary for the continuation of the doctoral research project at the present time.
  • Reimbursement of expenses before travel start is not possible.
  • Additional expenses cause by Covid-19 quarantine or any other safety regulation in the host country cannot be reimbursed by the TUM-GS.
  • In case of unnecessary early travel bookings for trips in the second half of 2021, the TUM-GS may decline applications for the reimbursement of cancelation fees. This also applies for early bird discounts.
  • Please note that any applications for reimbursement of cancelation fees must be submitted to the TUM-GS within 6 months after the first note of the trip’s cancelation.

PLEASE NOTE:
Please note that the sum of the reimbursement will be reduced from your individual TUM-GS internationalization budget. Therefore, we recommend to contact your research group first about possible refund options.

Thesis submission

Dissertations may be submitted electronically via DocGS as usual. Starting from 06th April, it is possible to submit dissertations and all required documents via post to the TUM Center for Study and Teaching – Promotionen (formerly Promotionsamt). The office itself is closed to public. Please note that it is also not possible to pick up certificates at the office.

Doctoral examinations

In an effort to support measures to contain the coronavirus, the oral defense of dissertations may be conducted using digital formats, e.g. via video conferencing, for as long as the current restrictions apply. In order to do so, all parties involved, including the examination chair, the doctoral candidate and all examiners must be able to fully participate in the virtual examination. Doctoral candidates are kindly asked to contact their academic department/school for further information on this matter.

Please note:

  • The academic departments/schools are responsible for the organization and conduct of virtual examinations. This means that the academic department/school may decide whether or not to conduct the virtual examination. 
  • All doctoral candidates shall be informed of the possibility to postpone doctoral examinations until the resumption of regular face-to-face examinations.
  • All partied involved, including the doctoral candidate, must confirm in writing of their consent to the virtual examination as well as to the system (please state the name) that will be used for the vitual examination. They shall state the current situation as reason for the virtual examination.

Technical solutions: 

The transmission of both video and sound are essential for the virtual examination. Based on recommendations of the TUM Center for Study and Teaching, virtual examinations should be conducted by using one of the systems introduced by the LRZ  (https://www.lrz.de/services/peripherie/video-web-konferenzen/webkonferenzen/) or the Deutsche Forschungsnetz (https://www.conf.dfn.de/). Furthermore, as a new development, it is also possible to use Zoom: https://wiki.tum.de/display/zoom/. However, ZOOM is still in test phase. Therefore, if ZOOM is used for virtual examinations, all parties involved have to explicitly confirm their consent in writing that ZOOM is used for the respective virtual examination.  

In case of technical problems, the examination must be canceled. In this case, the examination must be repeated. We highly recommend to have a "plan b" if any technical problems arise. 

Face-to-face doctoral examinations:

Face-to-face doctoral examinations are possible if all related safety and preventions measures are implemented. Doctoral candidates are kindly asked to contact their academic department/school for further information on this matter.

TUM-GS certificate and transcript of records

The processing of the TUM-GS certificates in DocGS (incorporation of corrections etc.) continues to take place. Preliminary transcript of records can be accessed and downloaded via the doctoral candidate’s progress tree in DocGS. If required, the PDF version of the TUM-GS certificate as well as the transcript can be made available. In this case, please contact your graduate center or docgs@zv.tum.de directly. 

Enrollment

Due to the implications caused by the coronavirus in summer semester 2020 and winter semester 2020/21, doctoral candidates who experienced severe delays in their doctoral progress may apply for an additional 7th semester of enrollment. 

Doctoral candidates who were regularly enrolled in their 6th semester in SoSe 2020 or WS 2020/21 were entitled to submit an application for case of hardship for the enrollment for an additional 7th semester under the condition that their doctoral project was severely affected by the Coronavirus during the summer semester 2020 and/or the winter semester 2020/21.

Due to uncertain legal framework, we do not know at the moment whether such a case of hardship for the enrollment for an additional 7th semester would be possible for doctoral candidates currently enrolled in another semester. Updates will be published on this website.  

Doctoral funding and Wissenschaftszeitvertragsgesetz (WissZeitVG, academic employment law)

The coronavirus and related restrictions have caused delays in the progress of doctoral research. With regard to the terminations of third-party grants, fellowships etc., doctoral candidates should consult with their doctoral supervisors and contact their funding provider. Some funding organizations (e.g. DFG, https://www.dfg.de/foerderung/info_wissenschaft/info_wissenschaft_20_22/index.html) have already implemented special measures and arrangements for their fellowship recipients.

To address the coronavirus and associated restrictions on working conditions, the German Federal Government is adjusting the maximum employment period for academic personnel regulated in the Wissenschaftszeitvertragsgesetz (academic employment law). Ongoing employment contracts for academic qualification purposes for the period between 1st March 2020 and 30th September 2020 may be extended for another 6 months. Further information can be found under the link https://www.bmbf.de/de/karliczek-wir-mildern-die-corona-beeintraechtigungen-fuer-studierende-und-wissenschaft-ab-11331.html.

Contact

The TUM-GS Management Office staff are available by phone and e-mail during their regular office hours. However, the office remains closed to public and may only open after prior appointments. Applications for refund and other documents submitted via post/Hauspost will be processed as usual.  

WELCOME OFFICE

Application/Admission, Accomodation, Life in Munich, International applicants: welcomeoffice@gs.tum.de

INTERNATIONALIZATION

University Partnerships, Alliances, Internationalization Funding: international@gs.tum.de

DOCGS & MEMBER ADMINISTRATION

Administration of member data, TUM-GS Certificates, Requests regarding DocGS: docgs@zv.tum.de

QUALIFICATION PROGRAM

Qualification Program, Course Program: courses@gs.tum.de

KICK-OFF SEMINARS

Kick-off seminars: kickoff@gs.tum.de

 

General information about the Coronavirus and individual behavioral instructions

The Robert Koch Institute (RKI), the German public health authority monitoring the latest developments, publishes regular updates and recommendations, including general hygiene recommendations but also information on stays in risk areas. We strongly recommend to keep yourself informed and follow these recommendations: https://www.rki.de/DE/Content/InfAZ/N/Neuartiges_Coronavirus/nCoV.html.

Suspicion and contact cases are to be reported internally to your supervisor or doctoral supervisor. General information from TUM on the subject can be found here: https://www.tum.de/en/about-tum/news/coronavirus/.