Agreement on Training and Supervision 1 within the Cluster of Excellence on Plant Sciences (CEPLAS) the doctoral researcher Ms/ Mr between Name First name(s) Academic degree CEPLAS-fellow starting (mm/yyyy) and the Thesis Advisory Committee (TAC) members: Role/ Function Title(s) Name First name(s) Institute/University 1. Main supervisor (CEPLAS PI / AI) 2. Second supervisor (CEPLAS PI / AI) 3. External supervisor* 4. Assistant supervisor** * For example scientists from cooperation partners (optional) ** Postdocs can participate in supervision of doctoral research projects as Assistant supervisor (optional). Registration Doctoral researchers must primarily register either at the Heinrich Heine University Düsseldorf (HHU) or the University of Cologne (UoC) as Promotionsstudent/Ersthörer. A registration as doctoral auditor ( Promotionshörer/Zweithörer ) at the other University is recommended. When primarily registered at the UoC, doctoral researchers must also register at the Graduate School for Biological Sciences (GSfBS; contact: Dr. Isabell Witt). Doctoral researchers primarily registered at the HHU must also register at the Interdisciplinary Graduate and Research Academy Düsseldorf (igrad; contact: Dr. Christian Dumpitak). Please note that the primary registration as doctoral researcher determines which doctoral regulations apply. The doctoral researcher has primarily registered/will primarily register at HHU/ UoC. Purpose An important aim of the CEPLAS Graduate School (CEPLAS GS) is the establishment of a transparent and engaging supervision framework. Intense collaboration and regular exchange between supervisors and doctoral candidates are essential to ensure adequate planning and implementation of a high quality research project within the typically allocated timeframe of three years. Therefore, the doctoral candidate and the supervisors commit to the present Agreement. The Statutes of the Cluster of Excellence as well as the doctoral regulations of the Faculty of Mathematics and Natural Sciences (HHU 2 and UoC 3, respectively) apply. 1 This Agreement on Training and Supervision is based on the recommendations of the German Research Foundation (Deutsche Forschungsgemeinschaft, DFG) DFG Vordruck 1.90 7/08. 2 http://www.math-nat-fak.uni-duesseldorf.de/ordnungen 1
Doctoral research project Working title of the doctoral research project: How and for how long will the doctoral researcher and the research project be financed? Requirements needed to be achieved for a successful completion of the doctoral thesis project: Time and work schedule The project proposal (outlines of the time and work schedule, including background, objective(s), aims) for the doctoral research project has been prepared and is attached as appendix to the present agreement (especially including a time schedule for the first year). The research project shall be implemented in such a way that the doctorate programme can be completed within three years. During this time period writing a paper is not formally required but highly desired by the CEPLAS programme. Estimated date of doctoral project completion, including writing of the thesis (mm/yyyy): Tasks and Duties The following key meetings and reports have to be completed by the doctoral researcher: Reports / Meetings 1. Name thesis committee Write project proposal (including background, objective(s), aims and timeline) and have Kick-off Meeting Turn in agreement 2. Write first year report and have 1 st TAC Meeting (discuss progress / results and define subsequent steps of the project) 3. Write second year report and have 2 nd TAC Meeting (discuss progress / results and define necessary research for completion of PhD) 4. Write thesis (and publication) OR have 3 rd TAC Meeting if completion of the project within 3 years is unlikely When At beginning of Ph.D. By the end of 1 st year By the end of 2 nd year By the end of 3 rd year 3 http://www.mathnat.uni-koeln.de/fileadmin/einrichtungen/mnf_dekanat/docs/regulations/promotionsordnung06.pdf 2
Projected date for Kick-off Meeting: [ / / ] Written reports (project proposal, 1 st and 2 nd [and 3 rd ] year report) have to be submitted to all committee members AND the GS Coordinator at least two weeks prior to the respective meeting. The CEPLAS GS Coordinator provides form sheets for all meeting reports. After completion by the doctoral researcher and signatures from all participants of the TAC meeting copies of the forms have to be submitted to the Graduate School Coordinator. CEPLAS highly recommends more meetings of the doctoral researcher and her/his supervisors. However, documentation is obligatory only for the meetings listed above. The CEPLAS doctoral researcher agrees to fulfil her/his duties according to the respective doctoral regulations of the Faculty of Mathematics and Natural Sciences of the HHU or UoC. dedicate her/his full working capacity to the doctoral research project. complete the above listed reports and meetings on time including writing of reports, organisation and completion of TAC meetings and feedback to the GS Coordinator. complete the training programme (including scientific qualifications and career development) offered by the CEPLAS GS and to actively participate in official activities of the CEPLAS GS (e.g. CEPLAS Friday seminars, retreats). inform the supervisor immediately about changes or termination of the doctoral research project. In case of termination the doctoral researcher agrees to inform the management office immediately. improve her/his English language skills by attending appropriate courses. Doctoral researchers lacking German language skills are recommended to attend German courses. Information on language courses can be obtained from the GS Coordinator. communicate her/his research to the international scientific community (i.e. writing of publications, poster / oral presentation on conferences, progress meetings etc.). participate in surveys and evaluations of the CEPLAS programme, especially in a final survey after leaving CEPLAS. Some of these surveys / evaluations will be organised by the igrad (HHU) or GSfBS (UoC). The CEPLAS supervisors agree to provide supervisory guidance to promote a successful realisation of the doctoral study. In this context the TAC members stay in close contact, exchange information on a regular basis and actively participate in the obligatory meetings mentioned above. recognise the doctoral researcher as an early stage researcher with commensurate rights 3
use the yearly provided travel funds for the doctoral researcher to cover her/his travel expenses, e.g. for the participation of conferences. Travel funds have to be formally spent by the end of each year. However the main supervisor must take measures to allow accumulation of unspent funds over the years. support the doctoral researcher in completing her/his study within the funding period of three years. If there is a mutual agreement that completion of the project requires more than three years, the main supervisor needs to provide the additional financial support necessary (graduate student salary and research consumables). actively support the doctoral researcher in completing the training programme (including scientific qualifications and career development) offered by the CEPLAS GS and to participate in official activities (e.g. yearly retreats). support and encourage the integration of the doctoral researcher into the international scientific community (i.e. writing of publications, poster / oral presentation on conferences, progress meetings etc.). Applicable for associated PhDs funded by other sources: cover the costs for the mandatory course programme as defined by the CEPLAS GS curriculum (3 scientific courses, 4 transferable skill courses, Good Scientific Practise) provide travel funds ( 700/year). Measures to allow accumulation of unspent funds must be taken The CEPLAS supervisors and the doctoral researcher agree to refer to the funding provided by the CEPLAS Graduate School in any poster, oral presentation or publication resulting (even in parts) from the funded project, even if published after the funding period ended. Integration into research group and working conditions The CEPLAS main supervisor(s) agree(s) to institutionally embed and specifically integrate the doctoral researcher in her/his research group/institute in order to ensure daily supervision and required scientific and social infrastructure (e.g., regular lab meetings, journal clubs, obligatory safety instructions, office and lab space, technical equipment, etc.). Compliance with good scientific practice The doctoral candidate and the supervisors agree to comply with the basic principles for safeguarding good scientific practice at Heinrich Heine University Düsseldorf published in the official announcements of the HHU 7/2014 4 and the Ordnung der Universität zu Köln zur Sicherung guter wissenschaftlicher Praxis und zum Umgang mit wissenschaftlichem Fehlverhalten published in the official announcements of the UoC 24/2011 5. 4 http://www.uniduesseldorf.de/home/fileadmin/redaktion/zuv/justitiariat/amtliche_bekanntmachungen/2014_02_24_ab_7.pdf 5 http://typo3-8169.rrz.uni-koeln.de/fileadmin/templates/uni/pdf/ordnung_gute_wiss_praxis.pdf 4
Conflict management In order to avoid conflict at its earliest stage of genesis, it is essential to maintain a culture of open communication and mutual respect. However, should conflicts occur, both doctoral researchers and supervisors are highly encouraged to contact the CEPLAS GS Coordinator, designated representatives of the CEPLAS Training Committee, the igrad (HHU) and GSfBS (UoC) for advice. Compatibility of family and scientific work CEPLAS supports the compatibility of family and scientific work. Special support is provided as required (e.g., helping hands, facilitation of home office). For further information on this topic, please contact the CEPLAS Equal Opportunity Office. Supplementary agreements 5
Date and signatures Submission: Signatures of the doctoral researcher, of all committee members and of the speaker of the CEPLAS GS are necessary. The doctoral researcher is responsible to make a scanned copy of the signed document and send it to the supervisors and the GS Coordinator. 1. Doctoral researcher Name Signature Date 2. Main supervisor 3. Second supervisor 4. External supervisor (optional) 5. Assistant supervisor (optional) 6. Speaker of GS (Prof. Ute Höcker) CEPLAS Graduate School Coordinator use only Date of receipt: Date checked: Date returned for amendment (if applicable): Date returned to doctoral candidate and supervisors 6