Supervision and Thesis Advisory Committee

• Scientific guidance from diverse experts
• Valuable feedback to improve research
• Strengthened scientific network
• Support for supervisor issues
• Access to travel grants for HELENA doctoral researchers after the first TAC meeting

The Thesis Committee is assembled by you within the first three months of the doctoral thesis with support from your direct supervisor. The TAC members are then submitted to the CaMS progress platform. It consists of at least three members, all of these three holding at least a doctoral degree:

• The direct supervisor at Helmholtz Munich (head of institute or research unit / group leader).
• The university supervisor (qualified at the respective university / degree awarding institution to supervise the aspired degree. If the direct supervisor also acts as supervisor at the university, an additional scientific expert shall be included in the TAC).
• An independent, preferably external, scientific expert on the topic of the doctoral research project.

Additional scientific experts may be included:

• The day-to-day supervisor(s) if applicable.
• Additional scientific expert(s), as deemed necessary for the successful execution of the research project and/or development of the doctoral researcher.

Important information:

According to the doctoral degree regulations at the Faculty of Biology at LMU, graduation requires a personal 'Promotionskomitee'.
This committee consists of 3 members. At least two members need to be habilitated and at least one member needs to be employed full-time at the Faculty of Biology at the LMU.

Please choose your TAC Members according to this regulation.

• Provide guidance and support to doctoral researchers.
• Evaluate the scientific approach, scope, and suitability of the research topic.
• Recommend changes to the proposal if needed.
• Assess project scope, feasibility, and potential risks during the first meeting.
• Monitor progress, offer suggestions, and help resolve issues in subsequent meetings.
• Ensure timely submission of the doctoral thesis by recommending a work and time plan.
• Advise on career planning and professional development (second and third meetings).
• Mediate discussions between doctoral researchers and supervisors, especially in conflicts.

• Annual meetings with the entire TAC until thesis submission.
• First meeting within 6-9 months for initial evaluation and training advice.
• Second meeting at 1.5 years for progress evaluation and career discussion.
• Third meeting at 2.5 years for project completion, career discussion and contract extension recommendation.
• Plan meetings well in advance as appointments may take time to arrange.
• The doctoral researcher is responsible for organizing TAC meetings.

In special circumstances such as a committee member leaving the institution or being unable to fulfill their role as a TAC member, you may request a change in TAC member via the progress platform.

• Organize your TAC meeting (plan about 60-90 minutes) and book a room or arrange for a video call.
• Prepare for the meeting by considering the questions and issues you want to discuss.
• One week before the meeting, send a written progress report (2-3 pages) and thesis work plan via the CaMS progress platform to the TAC.
• The report should include the scientific problem/question, methodology, preliminary results, plans for the next 12 months, project outlook, timeline, and references (for the first TAC meeting).

• Abstract summarizing the report.
• Introduction providing project background, goals, objectives, and questions to be addressed.
• Material and method section briefly describing the approaches used.
• Result section summarizing work done since the last TAC meeting.
• Discussion interpreting findings, discussing implications and limitations.
• Outlook section describing plans for the next 12 months and achievable milestones.
• Expected timeline.
• Reference list.
• Request your direct supervisor to chair the TAC meeting. 

• Give a short (15-25 minute) presentation on your work since the last meeting, with time for discussion.
• Discuss progress and future steps, including conferences and training opportunities.
• Seek career advice (second and third TAC meetings), though it can be addressed earlier.
• The chair asks you to leave the room so that the TAC members can discuss your progress in private.
• The direct supervisor leaves the room so that you and the other TAC members can discuss any issues you might have.

• Finalize the TAC meeting protocol summarizing the discussion, suggestions, and next steps in the CaMS progress platform.
• The "Comments and recommendations of the TAC" are reviewed by all TAC members, and edits may be requested. Make necessary changes and resubmit to all members.
• The document is considered final only when all TAC members approve and confirm it in the CaMS platform.
• Check the status by selecting "My Thesis Advisory Committee Meetings" on the left-side menu under the "Doctoral Researchers" tab.
• The TAC meeting protocol serves as a reference for tracking progress between meetings.
• The chair is asked to contact the HELENA coordinator in case of problems with the progress or the doctoral researcher-supervisor relationship.

To extend the contract, it is necessary to submit all required documents at least three months before the contract expiration date. Please submit a "Contract Extension Request" via the CaMS progress platform. 

In addition to the documents submitted to the HELENA Graduate School Office via CaMS, please ask your Administrative Assistant of your Institute/Research Unit to submit the OM-Planstellenpflege Form and Personnel questionnaire for continued employment to the Human Resources Management.

Helmholtz Munich offers doctoral researchers regular employment contracts that include contributions to social security. The standard term for a doctoral contract with Helmholtz Munich is three years. Without any exception, an extension is only granted on the recommendation of the TAC. Hiring units have the responsibility to plan and secure funding for at least three years for doctoral researchers at Helmholtz Munich to ensure completion of the doctorate, independent of the respective funding source. In case a fourth year is recommended by the TAC, the hiring units are responsible for securing the respective funding over time until the submission of the doctoral thesis at the university. If unforeseen resource issues arise, Helmholtz Munich will make its best efforts to ensure that no doctoral contract will be terminated due to financial reasons.

HR submits extension requests on basic funding for coordination and approval to the management. Three-year contracts can only be extended for up to two times by an overall maximum of one year. The management will only in conclusively justified and exceptional circumstances agree to an additional extension of a contract on basic funding. The management's approval is subject to the provision that the doctoral thesis is finished, including the submission of the dissertation, by the end of the approved extension, and that the necessary financial resources are available in the budget of the applying unit. Concerning third-party funding, completion of the doctoral research project including submission of the thesis to the degree-awarding institution should also be achieved within a maximum extension of up to one year. Only in conclusively justified and exceptional circumstances, further extension is possible while staying within the frame of the “Wissenschaftszeitvertragsgesetz”.

The heads of institutes and independent scientific units have to ensure that these requirements are met for the doctorate students within their respective institutes and units. Helmholtz Munich also hosts several doctoral researchers who are funded by external sources. For those who are funded by an external stipend, information on the nature of the contract and consequences of social and medical security as well as visa issues is provided by HR at the start of the contract and means of alternative compensation should be provided. Under exceptional circumstances, e.g. for the extension of external stipends of international doctoral researchers, stipends may be granted by Helmholtz Munich itself. If external resources do not secure funds for 4 years for doctoral research projects, hiring units must provide additional funds respectively.

Regardless of funding, doctoral researchers should have, in general, equal rights if they face equal obligations. Where legally possible, Helmholtz Munich aims to establish comparable research conditions for its doctoral researchers. This includes equal access to research infrastructure and integration into the Center. Therefore, the principles of these guidelines apply to all doctoral researchers at Helmholtz Munich, regardless of their funding or employment relationship. The writing of the doctoral thesis forms an integral part of the doctorate and the thesis work plan should include a pre-defined writing time. As such, funding is provided at least until submission of the doctoral thesis to the university/degree awarding institution for a maximum of 4 years as long as the doctoral researcher is fulfilling her*his obligations as set out in the thesis work plan. The thesis advisory committee advises planning this final stage of the doctorate and determining an appropriate timeline.  

In cases of conflict, you can consult any member of the thesis committee or other established bodies as mentioned in the section on support services.

All research at Helmholtz Munich is conducted according to the rules of Good Scientific Practice. The ombudspersons are the first point of contact for good scientific practice at Helmholtz Munich. They advise employees on all matters of good scientific practice and investigate allegations by talking to those involved. They also mediate in cases of conflict between doctoral researchers and their supervisors. All conversations are strictly confidential. These six ombudspersons are currently Prof. Dr. Dr. H.-Erich Wichmann, Prof. Dr. Rolf Holle, Dr. Melanie Waldenberger, Prof. Dr. Paul Pfluger, Dr. Siegfried Ussar and Prof. Dr. Aloys Schepers. For more information on good scientific practice and the ombudspersons, please visit the newly designed Helmholtz Munich homepage here.

Thesis Committee Meeting - PowerPoint Presentation Template

Thesis Work Plan - Excel Template