Introduction to Geventis. MIN Graduate School (MINGS) for members of the doctoral program

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1 Fakultät für Mathematik, Informatik und Naturwissenschaften Introduction to Geventis MIN Graduate School (MINGS) for members of the doctoral program March 2015 In this short introduction you find information about Geventis. Please note, this manual is only for members in one of the graduate schools listed at All other doctoral students of the MIN faculty use the manual and information at Hint - valid for all doctoral students who started in January 2015 Please upload a scan of the completed form notification doctoral program in Geventis in the section documents. Not jet registered to Geventis? find information and a manual at Table of content Introduction to Geventis... 1 A. About My Profile... 2 B. Course registration Recognition modalities Registration modalities there are three different options Mark course, register and deregister in Geventis... 8 C. Application Recognition of external courses and other academic performances Which activities or courses are applicable? How to apply in Geventis Decision process about your application for recognition of academic [performance] and activities D. Application for additional funds e. g. at MIN Graduate School International

2 A. About My Profile Start page after login to Geventis Login active Do not forget to logout Select language My Profile contains eight tabs The course overview tab: - Use the blue box (in the column on the left) to select the semester. The course overview tab displays a table ( My course participation ) of all courses in that semester for which you are registered or accepted. - Below that, a second table ( My marked courses ) displays all courses you have marked. - Click view details to get the complete information about the courses. 2

3 The Overview of Credit Points tab Activate online application This tab lists all courses you have completed or for which you are already registered. The courses are categorized into three entities and are displayed in different tables: Table research-related courses in your major subject or program of your graduate school Table general academic skills Table - additional academic activities = courses that are not categorized as research-related in your major subject or graduate school regulations are listed here. In addition, other academic activities (e.g. speaker of doctoral students or organizer of a workshop or summer school ) may be listed here. Table Open / Rejected Applications = This table lists all applications awaiting for a decision or being rejected. How to apply for recognition of an academic performance? Activate the online form with the link Application for recognition of academic performances. See section D for detailed information. Please note: if you are member of MINGS but not participating in the doctoral study program, the overview of credit points tab is off no importance for you. 3

4 The University Context tab This tab contains information about your doctoral subject, your major subject and your graduate program. Example view - doctoral student at UHH ( Context Doctoral student): Example view Context Guest doctoral student (all doctoral students, who are not admitted to UHH and who will graduate at another university) Please note: contact the coordinator of your major subject if some information in this tab must be changed. The Contact data tab: Please keep this information updated yourself. 4

5 The Account details tab: You can change your password here Please note: news and s will be sent in the language you used in Geventis during your last login. The language is logged under preferred language. The Documents tab: You or the coordinator of your graduate program can upload documents here. Hint - valid for all doctoral students who started in January 2015 Please upload a scan of the completed form notification doctoral program in Geventis in the section documents. The Messages tab: Messages are sent to you by and are stored under messages in your account. Please note: s will be sent in the language you used in Geventis lately. Applications / Funding (start April 2015) A new tab will be inserted in April Further information can be found at MIN Graduate School International. 5

6 B. Course registration The course catalog in Geventis aims to list all courses that might be of interest for doctoral students in Mathematics, Informatics or Natural Sciences. We try to keep the course catalog up to date. While most courses will be listed at the beginning of the semester term, new course offers and additional information will be added throughout the year. Different institutes and organizational units offer courses. Therefore the registration procedures differ. You find information about registration in two lines: - Recognition modalities and - Registration modalities. The Register bottom (the blue field) appears only if the course booking takes place in Geventis and within the given period for registration. 1. Recognition modalities In this section the course is labeled research related to one or more major subjects or general academic skill. In the example the course is part of the major subject BNITM and HPI. In case your major subject is different to the subjects listed, you should read the information in registration modalities and the description to find out weather you are welcome in this course. 6

7 2. Registration modalities there are three different options A. Registration in Geventis ( First come First served ) - In case there are vacant places your registration is accepted immediately. - If there are no vacant places, your registration is placed to the waiting list. - In case a participant canceled the course, the first person at the waiting list will automatically be accepted to the course and informed by . - Please deregister in Geventis if you cannot attend the course. This offers other doctoral students to participate. B. Manual place allocation in Geventis: Registration is open until the deadline is reached. The coordination decides about the pace allocation. Please note: Doctoral students of the respective major subject will preferentially be accepted. Free places will be allocated either to doctoral students with close scientific background or selected at random (lottery). C. Registration at other organizational units (no registration in Geventis), e.g. at the Career Center. You find contact data and further information about the registration procedures in Geventis. In this case inform the coordination of your major subject (your graduate school) after attendance of the course. The coordination will enter the attendance in your Geventis account. Please read the information under recognition modalities carefully as these give important hints. Example 1: Often a course registration is only open for doctoral student of a certain major subject or graduate schools. A second registration deadline might be offered for all doctoral students in case there are vacant seats. Example 2: The course is only recommended for doctoral students with a certain research background, e.g. physics or infection biology. 7

8 3. Mark course, register and deregister in Geventis Select mark course (in the blue field) to place this course on the short list under My profile in your Geventis account. Select registration or deregistration for a course in the blue field to either register or deregister. Please note, that registration and deregistration is only possible within the given time period. After registration in Geventis, you will be informed about the status, see green box. In addition you will receive a message via . 8

9 In My profile all registered course can be found in the course overview tab. In addition all courses you marked appear in a second list. 9

10 C. Application Recognition of external courses and other academic performances 1. Which activities or courses are applicable? Use the application form for courses and other academic performances not listed in Geventis. Examples for recognition in accordance with the study regulations are: - active participation at a scientific conference - participation at a summer school or workshop - participation at seminars or workshops during a research stay at another university - participation in courses offered by Universität Hamburg or an non-university research institute, if the courses are not listed in Geventis. Ask your coordinator for further advice. 2. How to apply in Geventis 1. Login to Geventis 2. My Profile 3. Overview of credit points 4. Activate Application for Recognition of Academic Performances Information about the form (see also illustration on the next page): - Fields marked by a red asterisk (*) are mandatory. - Provider = organizer, e.g. University of Cologne - Context Provide information about your performance, e.g. poster presented or short talk - Please note at least one of the following fields should be completed work load (in total hours), number semester hours or number of credit points. Insert the data given by the provider (organizer) of the course. - Proof of academic performance upload files (PDF only) with proof of academic performance, e.g. certificate of attendance, abstract of your own conference contribution, letter of the conference organizer. 10

11 Complete the form upload one or more pdf-files with proof of academic performance save. 11

12 3. Decision process about your application for recognition of academic [performance] and activities The board of the MIN Graduate School decides in accordance with the recommendation of the responsible persons of your major subject. There are three possibilities: - Recognition - Recognition with modification of the credits or semester hours accepted - No recognition You can apply at any time. The board / coordination decides several times a year, so please be patient. The decision will be announced by and can be found in your overview of credit points tab in your Geventis account. Further information about Geventis and the doctoral study program: D. Application for additional funds e. g. at MIN Graduate School International In April 2015 an new function will be inserted into Geventis: Application for funding, e.g. funds for international conferences or research stays offered by the MIN Graduate School. Please note, that all doctoral students of the MIN faculty can apply for these funds. For more details about funding see MIN Graduate School International. 12

Introduction to Geventis. Registration for the MIN Graduate School (MINGS)

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