FAQ - Frequently Asked Questions

Error message "Entry '' is not valid" - what does it mean?

Do I have to be finished with my master at the time of application?

Answer: To join a strucured PhD programme  you need a master degree (or equivalent). If you have not passed your final exams yet, but you will do it within the next months after application please indicate the excepted date of your final score.

Can I apply without having a final score?

Answer: Yes. If you do not know your final score, yet, please fill in "0" in the field 3.7 and 3.8 and give a comment in field 3.9

Do you accept other documents than indicated in the application system?

Answer: No, we do not.

Is there an age restriction for application?

Answer: No, there is no age restriction.

Will my data kept with confidence?

Answer: For a detailed description, see the page "Data collection and storage".

What will happen with my data after evaluation procedure?

Answer: For a detailed description, see the page "Data collection and storage".

My application will not be completed at the time of deadline. Some documents are missing (e.g. Letter of Recommendation). Can I send them after the deadline?

Answer: For reasons of logistics and fairness we will not accept any documents after the deadline. Only complete applications will be considered.

My application number does not appear after registration

Answer: The application number will appear after you fill in at least one field of your profile folder. Don't forget to refresh the page to see the number!

Do I necessarily have to use the recommendation forms deposited in the online application system?

Answer: Yes, you have to.

Who has to fill out the Letter of Recommendation or give a recommendation, respecitvely?

Answer: We accept recommendations of your (former) supervisors, eg. from your master/bachelor studies.

Does the referees have to provide their email address?

Answer: Yes, they have to. This is an inalienable requirement as we necessarily need to contact the referees.

How do letters of recommendation have to be transmitted?

Answer: The referees will get a link which results into the evaluations from which they should fill in.

Do I get a confirmation of receipt of the letter of recommendation?

Answer: No there will be no confirmation

What do you mean with "Job number" and do I have to fill it?

Answer: The Job number is mentioned in the respective job offer. Please select it in the first tab of your application folder. If you apply for the annual announcement of the HZI International Graduate School no entry will be necessary.

There are different PhD programs running at the Helmholtz-Zentrum für Infektionsforschung and the HBRS in Hannover. I want apply for both of them. Do I have to apply twice?

Answer: Yes, you have to apply twice as the different PhD programs are completely independent from each other and also have different online application systems.

When trying to submit I get an error message "The following fields which are mandatory for your application are empty." What does it mean?

Answer: You have missed to upload a mandatory document or a picture. Please go back to your application and identify any missing data. All applications missing mandatory items may be excluded from the review process.

How can I find out whether I have submitted or not?

Answer: After you have pressed the "Submit application" button you will see a message "Your application has been submitted". The submission will also be confirmed automatically by email directly after submission. If you do not get any confirmation email please check your spam folder of your email account. Also check your profile folder whether your submission was successful. After submission the content of the profile folders cannot be changed anymore.

What will happen after submission of the application?

Answer: You will receive an invitation for an interview or a letter of refusal after the evaluation of your application. Your actual evaluation status can be seen when you click under "PROGRESS" in the main menu. We kindly ask you to refrain from sending us enquiry mails regarding the processing status.

Do I have to repeat my application if I want to apply in a future application round?

Answer: Yes, you have to repeat your application.

I get an error message login incorrect. What do I have to do?

Answer: Please click on the "Lost password" button which is located under the login fields in the left menu to create a new password. You will then receive a new password sent by email. Don't forget to change this password after you have logged in again.

Error message "Entry ' ' is not valid" - what does it mean?

Answer: This error message means that you did not fill in a mandatory field or you filled it and you have deleted the text. When this message appears you just have to confirm with "ok" or fill the corresponding fields with new text.