PhD Guide

Welcome to Your PhD at TU Wien!

Starting a PhD is exciting, but navigating university life, employment regulations, and Austrian bureaucracy can sometimes be challenging.

Whether you are new to Austria or have already been living here for several years, knowing your rights and understanding the support available to you can make a significant difference. This guide, provided by HTU Wien, the Student Union at TU Wien, aims to help you navigate the administrative, financial, and practical aspects of your PhD journey.

Here you can find information about employment rights, health insurance, financial support, family benefits, and the university services available to you.

HTU Wien – Your Local Student Union

The HTU Wien (Hochschülerinnen- und Hochschülerschaft an der TU Wien) is your local student union at TU Wien.

In Austria, student representation is established by law. All enrolled students are generally members of the Austrian Students’ Union (Österreichische Hochschüler_innenschaft, ÖH) and pay a mandatory student union fee.

HTU Wien represents students’ interests at the university and provides free counselling, support, services, discounts, and events. As a PhD student, you are represented by HTU Wien, even if you are also employed by the university.

HTU Wien has several specialized departments (Referate) that provide advice and support on topics such as financial assistance, scholarships, tuition fees, student rights, international student matters, accessibility and disability, mental health, and studying with children. They also offer support if you experience discrimination, harassment, racism, or other forms of unfair treatment.

You can find an overview of their responsibilities and contact information on the HTU Wien Departments page.

Fachschaft Doktorat

For questions specifically related to your doctoral studies, such as supervision, curricula, or dissertations, the Fachschaft Doktorat (FSDr) is an important point of contact. It represents the interests of doctoral students at TU Wien and provides information and support.

Visit Fachschaft Doktorat – fsdr.at for more information.

Visa, Residence & Documents

Moving to Austria for your PhD involves several administrative procedures. Depending on your nationality, employment status, and purpose of residence, different requirements may apply.

In particular, PhD students employed by TU Wien may be subject to different residence regulations than PhD students who are not employed by the university. It is therefore important to clarify which requirements apply to your individual situation.

International Welcome and Engagement Center (IWEC)

The International Welcome and Engagement Center (IWEC) at TU Wien supports international students and researchers with administrative matters related to their stay in Austria.

The IWEC can assist you with:

• Visa and residence permit questions
• University-related documents and administrative procedures
• Information about arriving and living in Vienna
• Finding the appropriate university department or authority for your concerns

Why should you contact IWEC?

The IWEC is familiar with the different situations of international students and researchers at TU Wien. It can help you understand which procedures apply to you and guide you towards the relevant authorities.

For information and assistance, visit the International Welcome and Engagement Center (IWEC).

You can also contact the HTU Department for Foreign Students for independent student advice on residence permits, admission, and related matters. These departments cooperate with each other.

Migration & Citizenship

If you are planning to stay in Austria after completing your PhD, it is worth exploring your options for long-term residence and Austrian citizenship. The Counselling Centre for Migrants (Beratungszentrum für Migranten und Migrantinnen) provides information and advice on migration-related matters, including residence regulations, access to the labour market, and citizenship.

More information: migrant.at

Employment & Your Rights

As a PhD student at TU Wien, you may be both a student and an employee. However, not all PhD students are employed by the university, and employment conditions can vary depending on the type of contract and funding.

Knowing your employment status and understanding your rights is important. In Austria, several organizations represent employees’ interests and provide advice on employment-related matters.

Understanding Your Employment Contract

If you are employed by TU Wien, your employment conditions are generally governed by Austrian employment law and the collective agreement for university employees (Kollektivvertrag für die Arbeitnehmerinnen der Universitäten*).

Different employment arrangements may come with different rights and obligations. For example, regulations concerning parental leave, working hours, and the end of your employment may depend on your contract.

Pay particular attention to:

• Parental leave: Employment conditions and entitlements may differ, particularly for project-funded employees.
• Remaining annual leave: Check what happens to unused vacation days when your contract ends.
• Fixed-term contracts: Be aware of your contract’s end date and the implications for your employment and social insurance.

If you are unsure about your rights, seek advice before making important employment-related decisions.

Works Council – Betriebsrat

In Austria, works councils (Betriebsräte) represent employees’ interests directly within their workplace. While trade unions negotiate collective agreements across sectors or groups of employers, works councils represent employees within a particular organization. TU Wien has works councils that represent different groups of university employees.

Why is this important?

Your works council can be an important first point of contact for questions or problems concerning your employment at TU Wien. It understands the university’s internal structures and can provide support with workplace-related concerns.

More information: TU Wien – Betriebsrat

Arbeiterkammer (AK) – Chamber of Labour

The Arbeiterkammer (AK) is the statutory representative body for employees in Austria.

Unlike trade unions, membership in the Arbeiterkammer is mandatory for most employees and generally happens automatically. A small contribution is deducted from your salary.

The AK provides information, legal advice, and support concerning employment rights, salaries, working conditions, and employment contracts. In certain cases, it can also represent employees in court.

Why is this important?

If you are employed in Austria, you are likely already a member of the Arbeiterkammer and may be entitled to its legal support. This can be particularly useful if you encounter employment-related problems that cannot be resolved directly with your employer.

More information: Arbeiterkammer

Trade Unions – Gewerkschaften

Trade unions play an important role in Austria’s employment system. They negotiate collective agreements (Kollektivverträge), which establish important employment conditions, including minimum salaries, working hours, and other benefits.

Unlike the Arbeiterkammer, trade union membership is voluntary. However, collective agreements generally apply to employees covered by them, regardless of whether they are union members. For employees at TU Wien, the Gewerkschaft Öffentlicher Dienst (GÖD) is a relevant trade union. Trade unions also advocate for employees’ interests and provide their members with advice and support in employment-related matters.

Why is this important?

Even if you are not a trade union member, your working conditions may be determined by a collective agreement negotiated by a union. Understanding the role of trade unions can help you better understand your employment rights.

More information: GÖD – Gewerkschaft Öffentlicher Dienst

Health Insurance & Social Security

Austria has a public social insurance system that provides coverage for unemployment, healthcare, accidents, and pensions. If you are employed in Austria, social insurance contributions are generally deducted directly from your salary. However, your insurance situation depends on your employment status and how your PhD is funded. PhD students employed by TU Wien may have different insurance arrangements than those financing their studies through scholarships or other sources.

Health Insurance – BVAEB & ÖGK

Austria has several public health insurance providers. Two that are particularly relevant for PhD students are BVAEB and ÖGK.

BVAEB – Versicherungsanstalt öffentlich Bediensteter, Eisenbahnen und Bergbau

The BVAEB provides health insurance for certain groups of public-sector employees, including many university employees. Unlike some other Austrian health insurance arrangements, BVAEB-insured individuals may have to pay a co-payment (Behandlungsbeitrag) for certain medical services.

More information: BVAEB

ÖGK – Österreichische Gesundheitskasse

The ÖGK is Austria’s largest public health insurance provider. It covers many employees and also offers self-insurance options, including special arrangements for eligible students. If you are pursuing your PhD without an employment contract, you should check whether you need to arrange your own health insurance.

More information: Österreichische Gesundheitskasse

What Should You Check?

Having health insurance does not necessarily mean that every medical service is fully covered. Depending on your insurance provider and personal situation, additional costs, eligibility requirements, or waiting periods may apply.

In particular, make sure you understand:

• Coverage: Which medical services are covered, and are there any co-payments?
• Family insurance: Can your partner or children be insured with you, and under what conditions?
• Waiting periods: Are you immediately entitled to all benefits, or do waiting periods apply?
• Changes in employment: What happens to your insurance coverage when your employment contract ends?

Pension Insurance

Austria’s social insurance system also includes pension insurance (Pensionsversicherung). If you are employed in Austria and subject to pension insurance, contributions are generally deducted from your salary. These contributions can help establish future pension entitlements. Austria also offers options for voluntary additional pension contributions, such as Höherversicherung in der Pensionsversicherung, which may increase future pension benefits.

Whether additional contributions make sense depends on your individual circumstances, particularly if you do not plan to remain in Austria permanently.

More information: Arbeiterkammer – Voluntary Additional Pension Insurance

Separation or divorce can have significant legal and financial consequences. In Austria, parents have legal obligations to financially support their children. Under certain circumstances, financial support may also be required for a current or former spouse. International families may face additional questions concerning applicable laws and legal jurisdiction.

Seeking legal advice early is strongly recommended, particularly before making agreements concerning child support, custody, or the division of assets. Free family counselling services can provide initial guidance and help you find appropriate legal support.

Further information:

• Family Counselling in Austria – Free counselling on family-related and legal matters.
• Frauen beraten Frauen – Counselling for women only
• Männer Beratung – Counselling for men only
• oesterreich.gv.at – Official information on divorce, child support, and custody.

If you are moving to Austria with your family, it is especially important to clarify insurance coverage for all family members. For detailed information, contact your insurance provider directly.

HTU Wien – Financial Support & Student Services

As a PhD student at TU Wien, you can benefit from various services provided by your student union, HTU Wien. These include financial assistance, free counselling, mental health support, and student discounts. Some benefits have specific eligibility requirements, so it is worth checking which services are available to you.

Financial Support & Scholarships

The HTU Department for Social Affairs (Sozialreferat) provides free counselling on financial and social matters, including scholarships, tuition fees, and financial difficulties. HTU Wien also offers financial support programmes, such as the Studien-Erfolgs-Hilfe, for students experiencing financial hardship. Some funding programmes also provide support for students with children.

Useful resources:

• HTU – Department for Social Affairs
• HTU – Financial Aids by the State
• HTU – Scholarships
• HTU – Funds

Tax Counselling

If you are employed during your PhD, you may be able to claim certain work-related expenses when filing your Austrian income tax return (Arbeitnehmerveranlagung). HTU Wien offers free tax counselling to help students understand their tax obligations and possible deductions.

More information: HTU – Tax Counselling

Mental Health & Wellbeing

HTU Wien provides information about psychological counselling, therapy options, and mental health support for students.

More information: HTU – Mental Health

Student Services & Discounts

HTU Wien offers various services and discounts for students. One example is the Mensapickerl, which provides discounts on meals at participating university canteens.

More information: HTU – Mensapickerl

Kids & Care

Further information about financial benefits, parental leave, and childcare can be found in our section for families.

German Language courses

HTU provides a list of trustworthy German language course providers and free options.

More information: HTU – German Language Courses

TU Wien – Student Services, Employee Services & Professional Development

As a student you can use a selection of services, but if you are employed by TU Wien during your PhD, you may have access to additional services provided by the university. These services can support your health, professional development, and work-life balance. Availability may depend on your employment status and the specific program.

International Welcome and Engagement Center (IWEC)

See section Visa, Residence & Documents above for more information.

Student Support

The student support provides a wide range of services for students and also coordinates support for students with disabilities.

More information: TU Wien – Student Support

Occupational Health – Arbeitsmedizinischer Dienst (AMD)

The Arbeitsmedizinischer Dienst (AMD) provides occupational health services for TU Wien employees. These may include support with workplace ergonomics, preventive healthcare, vaccinations, and work-related stress or burnout. If you experience health problems related to your working environment or need advice on ergonomic workplace equipment, the AMD can be an important point of contact.

More information: TU Wien – Occupational Health Service (AMD)

Courses & Professional Development

TU Wien offers various courses and workshops that may be useful during your PhD. In addition to research-related training, you can develop skills in areas such as:

• Teaching: Didactic training (Didaktische Basisausbildung) can help you prepare for teaching responsibilities.
• Project management: Courses on organizing and managing academic projects.
• Sports and recreation: TU Wien also offers opportunities to participate in sports and leisure activities, sometimes for a small fee.

Many PhD students are unaware of these additional training opportunities. It is worth checking which courses are available to you.

Log in to TISS and stay on track with TU Wien’s internal information channels for current courses and registration details.

Kids & Care

TU Wien provides support for employees with children or other caregiving responsibilities through its Kids & Care services. These may include counselling on balancing work and family life, workshops, and support for new parents. If you have children or care for family members, it is worth exploring which services are available to you.

Further information about financial benefits, parental leave, and childcare can be found in our section for families.

TU Wien Gazette – Mitteilungsblätter

The TU Wien Gazette (Mitteilungsblatt) is the university’s official publication for regulations, decisions, and announcements. It contains important information such as changes to study curricula, university statutes, and other legally relevant regulations. For PhD students, the Gazette is particularly important because it is where changes to doctoral curricula and other study-related regulations are officially published.

You can find current and previous publications here: TU Wien – Official Gazette (Mitteilungsblätter)

Get Involved – Join HTU Wien!

You find this article useful? HTU Wien is run by students who volunteer their time to represent and support their fellow students. As a PhD student, you are welcome to get involved, contribute your ideas, and help shape university life. Volunteering at HTU Wien is a great opportunity to meet new people, gain practical experience, and make a difference. Depending on your role and individual circumstances, you may also benefit from ECTS credits, additional tolerance semesters, or tuition fee waivers.

Find out how to get involved and explore the available opportunities: HTU Wien – Join In!

Further Information