Thesis Regulations and Submission

As decided by the GSLS Common Graduation Commission (“Gemeinsame Promotionskommission”) on 10^th February 2022, the thesis may be prepared in the 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.

Please refer to the Guidelines for the preparation of a doctoral thesis at the GSLS for details.

Please note that, in line with the new guidelines, from 1^st April 2022 theses based on several published manuscripts no longer have to be approved by the Common Graduation Commission before submission at the GSLS office.

1. Effective as of April 2022 new 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.
   
   Particularly in the case of compilation theses, don´t forget to include the forms describing your own contribution to the text, as well as to figures and tables in your thesis. If applicable, you may also use these forms when writing in monography style:
   
   Form Statement of individual author contributions and of legal second publication rights
   Form Statement of individual author contributions to figures/tables
   
   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 + 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 CV – Original signature (after printing) required Affidavit (eidesstattliche Erklärung) - Original signature (after printing) required            Affidavit / Eidesstattliche Erklärung

1. Make sure that you have fulfilled the requirements of the study program 'Life Sciences' and completed the study book (preferably electronically). Please remember that your primary supervisor must approve and sign the study book.
2. At least 4-6 weeks before printing your thesis make an appointment for a thesis submission advisory talk with Heike Schrenk or Irina Pleines-Meinhold to discuss the requirements for thesis submission, including all necessary documents, the graduation process and other formalities.
3. Check that your GSLS admission is valid at the time you submit your thesis.
4. Check your thesis for compliance with the formatting regulations (see above) before printing.
5. 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 Declaration Library If you are neither enrolled as a doctoral student nor have a valid working contract with the university, then you need to contact your municipal administration (e.g. City Hall Würzburg) for them to issue a certificate of good conduct (Type "O") (“Führungszeugnis”). The contact person at the GSLS is Heike Schrenk.

6. Fill in the template of the diploma supplement and send it to Heike Schrenk as a Word file. Please do not change the formatting of the template.

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

• Copy of yellow study book and copies of course certificates (GSLS study program elements)
• Copy of identity card or 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
• Form Declaration Library
• 8 bound copies of your thesis (1 for each committee member and the chairperson, 1 for the GSLS file, and 2-3 spare copies, which can be used for submission at the library after your defense)
• 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 approximately 10-12 weeks 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).

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 five 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 5 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 5 physical copies and publication contract) have been completed additionally

4. For doctoral theses which contain unpublished data or pending patent applications:
   If this applies to your thesis, it is very important that you 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 five 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.