Thesis Regulations and Submission

Congratulations on reaching the final stages of your PhD!

Once you have completed the steps outlined below and received your thesis submission number, please get in touch with us via gsls-submission@uni-wuerzburg.de.

Steps to prepare for a smooth thesis submission:

1. Carefully review the information provided in the sections Preparation for Thesis Submission and Thesis Submission.
2. Read the guidance on Thesis Writing and familiarize yourself with the GSLS guidelines of a doctoral thesis
3. Complete the  thesis submission checklist 4–6 weeks before your planned submission date.

We also recommend attending our monthly thesis submission info session, where key aspects of preparing and submitting your dissertation are discussed. You are welcome to join if, after reviewing the website, you still have questions or would like support with the submission checklist. Reserve your spot here:  Submission Info Session 

Thesis submission advisory talk presentation slides 09/2025

As decided by the GSLS Common Graduation Commission (“Gemeinsame Promotionskommission”) on 10^th February 2022, the thesis may be prepared in form of a monograph ("Monographie") or a manuscript/chapter-based compilation thesis ("Manuskript-/Kapitel-basierte Thesis"). Both thesis types are considered equivalent; there is no a priori difference in quality constituted by the choice whether a thesis is written as a monograph or as a compilation thesis.

1. Our guidelines for the preparation of GSLS doctoral theses apply.
   You may choose between the classical “monography” and the “compilation” (chapter/manuscript) style. Please consult with your first supervisor/thesis committee before deciding on the format.
   
   Regardless of the thesis format, you must ensure that all illustrations and texts are not directly sourced from publications (including your own, whether accepted, submitted, or in preparation) unless explicitly credited in the corresponding figure legend or text. This also applies to modified figures and texts. If publisher approval is required, it is your responsibility to obtain it.
   
   Please also check the updated guidelines for reviewers of GSLS doctoral thesis.

2. Fundamental formatting regulations applying to both monography as well as compilation theses:

   DIN A4, bound (soft or hard binding acceptable, double-sided printing accepted) Numbered pages Language: English (preferred) or German Title page: - Thesis title in both German and in English language - Section (Biomedicine, Integrative Biology, Neuroscience, Infection and Immunity, Clinical Sciences) - Names of all Thesis Committee members - Blank field for the name of the chairperson            Example Title page (English)            Example Title page (German) List of contents (Inhaltsverzeichnis) Summary in both German and in English language Reference list (Literaturverzeichnis) Publication list Form Statement of individual author contributions and of legal second publication rights Form Statement of individual author contributions to figures/tables CV – Original signature (after printing) required Affidavit (eidesstattliche Erklärung) - Original signature (after printing) required            Affidavit / Eidesstattliche Erklärung

As a first step, please kindly complete and submit the checklist (Thesis Submission Checklist). A detailed guide to complete the form can be found here. 

Once you have received your submission number, please contact gsls-submission@uni-wuerzburg.de. If you have any specific questions, feel free to include them in the email as well.
This step should be completed, ideally 4-6 weeks prior to your thesis submission.

Requirements for thesis submission

1. Make sure that you have fulfilled the requirements of the study program 'Life Sciences' 
2. Please upload all coursework and required certificates to Open Campus, and
   notify us by email at least two weeks before submission. If you do not have certificates to upload, your primary supervisor must review and sign the study book. All study book entries must be approved by GSLS.
3. A first author publication in a peer-reviewed journal is required. The publication must be accepted for publication and directly related to your dissertation and doctoral research.
   What options do I have, if I do not have an accepted first author publication?  
4. Check that your GSLS admission is valid at the time you submit your thesis.
5. Check your thesis for compliance with the formatting regulations (see above) before printing.
6. Prepare the following documents and forms which may take some time to complete and are required at submission:

   Application form for the Conferral of a Doctorate at the Graduate School of Life Sciences Confirmation by the Thesis Committee to be submitted with original signatures only. Electronic signatures will not be accepted. Declaration Library If you are neither enrolled as a doctoral student nor have a valid working contract with the university, please apply for a certificate of good conduct (Type "O")(“Führungszeugnis”) with your municipal administration (e.g. City Hall Würzburg). The contact person at the GSLS is Heike Schrenk.

1. Make an appointment with Heike Schrenk or Eva Dallmann for the submission of your thesis.
2. The following documents are required at the submission:

• Copy of identity card AND copy of marriage certificate (if applicable) 
• Current matriculation certificate OR civil service working contract OR certificate of good conduct “type 0” (see preparation for thesis submission)
• Form Application form for the Conferral of a Doctorate at the Graduate School of Life Sciences
• Form Confirmation by the Thesis Committee to be submitted with original signatures only. Electronic signatures will not be accepted.
• Form Declaration Library
• 5 bound copies of your thesis (1 for each reviewer and the chairperson, 1 for the GSLS archive, 1 spare copy + X for non-reviewer committee members if necessary / additional copies for committee members who wants a printed copy)
• Electronic PDF version of your printed thesis and, if applicable, supplemental material (CD or USB stick)

Upon successful thesis submission, you will receive a “Laufzettel”/process sheet, on which the process of graduation (starting with thesis submission) is documented by signatures.

You will need your Laufzettel again after your successful thesis defense when completing the publication of your thesis at the university library – so please don't lose it!

After your submission, the thesis will be sent for evaluation. You should calculate at least 10-12 weeks (often longer) in total for the following steps (please be aware that a "summa cum laude" procedure may take considerably longer due to an additional evaluation step):

Doctoral Certificate

• Right after your successful defense you will receive your preliminary certificate/”Zeugnis”. This is not the final doctoral certificate and it does NOT grant you the right to carry the title "Dr. rer. nat." or "PhD" yet.
• It takes approximately three weeks for the university to prepare the embossed final certificate signed by the president of the JMU, which will officially grant you the title. We will hand out your final certificate together with the diploma supplement signed by the GSLS Dean.
• Please note that we can only hand out your final certificate once we have received the notification from the university library that the publication of your thesis is complete (library signature on the “Laufzettel”/Process sheet).
• Please independently prepare scans or obtain certified copies of your certificates

Publication of the thesis via “OPUS” at the University Library

Please note: The publication via OPUS can only take place AFTER your successful defense!

The following steps are required (see information on the University library website):

1. Submit three bound copies of your thesis to the Central University Library at Hubland together with your “Laufzettel”/Process sheet. You are welcome to use any leftover copies from the graduation process. You can collect those at the GSLS office after your defense.

2. Complete the Publication Contract (Veröffentlichungsvertrag) and either send it to the university Library by email, or hand it in together with the three bound copies of your thesis. You can find the different types of licenses on the License FAQ – please check with the library staff in case of questions. The most common licence is CC BY-SA.

3. Upload the electronic version of your final thesis in the OPUS system through the University library website.

   For data privacy reasons, please remove your CV from the thesis version to be published – insert blank pages instead Don't include any electronic signatures in thesis version to be published You can complete the electronic submission from home Please note that the upload alone DOES NOT publish your thesis - the thesis is only published once all formalities (submission of three physical copies and publication contract) have been completed additionally

4. For doctoral theses which contain unpublished data or pending patent applications:
   If substantial reasons exist, you may additionally submit an application for temporary non-publication of a dissertation:
   Antrag auf vorläufige Nichtveröffentlichung  (German)
   Application for temporary non-publication (English)
   Please submit the completed form to the library either with the three physical copies of your thesis or by email.

5. Once all formalities are successfully completed, the library will sign for the receipt of your thesis on the “Laufzettel”/Process sheet and send it back to the GSLS office. 

Important: The GSLS office requires the signature of the responsible person at the University library to be able to hand out your doctoral certificate and diploma supplement.