Guide for MIN Visiting Scholars

The MIN and the UHH Welcome Services are complementary services to help you prepare your visiting stay in Hamburg and support you with everythin you need for your stay and life in Hamburg.

MIN Welcome Services for visitig scholars:  The Welcome Buddy Team of the MIN faculty matches each visiting MIN scholar from abroad with a registered MIN doctoral student who supports the visiting scholars from abroad, for example, in the following ways: correspondence via email prior to arrival in Hamburg,  airport pick up on arrival, Hamburg city walk, UHH Campus tour, registering at the Registration Office, opening a bank account, getting around with the Hamburg public transport HVV or with the CityBike, etc.

The welcome buddy does not provide support with accommodation search.

UHH Welcome Service for International Researchers: The service supports international researchers, including doctoral researchers, who wish to stay for at least one month at Universität Hamburg. It provides information, advice, and help with everything you need for your stay and life in Hamburg: entering Germany, health and liability insurance, housing search, dealing with authorities, visa application, and even looking for a suitable kindergarten.

The Faculty of Mathematics, Informatics and Natural Sciences (MIN faculty) welcomes every year international visiting scholars for  research visits or stays at the MIN faculty departments:

• Department of Biology
• Department of Chemistry
• Department of Earth System Sciences
• Department of Informatics
• Department of Mathematics
• Department of Physics

We would like to facilitate your  preparations for your stay in Hamburg with some information and guidance:

There are various ways of managing funding for your research stay or visit. If you are a visiting scholar from abroad who plans to carry out a research stay or visit at the Faculty of Mathematics, Informatics and Natural Sciences (MIN facutly) at Universität Hamburg.

Please consult the notes on funding for visiting scholars on the Staff Service Portal of Universität Hamburg where notes on granting visiting scholar status are also available.

We have also compiled some information on funding opportunities for visiting scientists from abroad:

• The MIN Graduate Center (MINGZ) offers funding for an insight stay with the MIN faculty at Universität Hamburg to explore the possibility of doing your doctoral studies in Hamburg, with a maximum duration of one month. Applications in English or German may be submited by your supervisor to mingz"AT"uni-hamburg.de  on an ongoing basis. Applications are processed within two to four weeks.

• If a partnership exists between your university and Universität Hamburg, please inquire with your home International Office, whether funding programmes  aimed at your researchers are available for a research stay or visit for a limited period of time at Universität Hamburg.

• Funding organisations or databases: If you are looking for research fellowships or funding programmes, you may find funding organisations that support international visiting scholars' stays or visits at a German University or research institution here.

Visa regulations: Here you can find information on visa regulations including bodies responsible for issuing visas, application procedure, visa fees, a table of the countries whose citizens require/do not require visa. If you need a visa to enter Germany, you need to submit all the supporting documents well in advance and in person at the German Embassy or German Consulate in your home country prior to departure.

Visiting scholars from EU and EFTA Member States

EU nationals and nationals of those countries of the European Community (EU plus Iceland, Liechtenstein, Norway and Switzerland) just need a valid passport to enter Germany. They do not require a visa or a residence permit to enter Germany and complete a research visit or stay.

Third country visiting academics (non-EU and non-EFTA)

As a general rule, Non-EU nationals and non-EFTA nationals require a visa for research stays or visit before entering Germany. Non-EU visiting scholars should not enter Germany on a tourist or Schengen visa. A visa can be applied for in the home country as well as in the country of habitual residence.

Visa requirements for a visiting scholar stay: International third country visiting academics may need

• a hosting agreement signed by both the visiting scholar and the head of the hosting MIN Department or MIN Research Center, depending on the visiting scholar's country of origin.
•  a Visiting Scholar Agreement, issued by your academic host at the MIN faculty  needs to grant you the Visiting Scholar Status. A template of the visiting scholars agreement is available for your academic host on the staff service portal of Universität
• For third country visiting academics, the host my be required to confirm that the stay at the MIN Faculty is necessary. There is a DAAD template for issuing that confirmation.

Visa regulations for UK nationals

British nationals do not require a visa or residence permit for self-financed or scholarship-financed research, study or language stays that do not exceed 90 days within a 180-day period.

For stays that exceed the above-mentioned periods or are financed by employment, British nationals can apply for a residence permit (Aufenthaltserlaubnis) from the local immigration authority (Ausländerbehörde) after their arrival in Germany without having obtained a visa before travelling to Germany. The application for a residence permit must be submitted within the first 90 days of arrival. Please note that you must register your new place of residence with the registration office (Meldebehörde) within 2 weeks of moving in.
It is important to note that you may only take up employment once you have been granted a residence permit that expressly authorises this employment.

Please contact the Welcome Service for International Researchers of UHH for questions about residence permits.

Residence permit: Non-EU nationals staying in Germany for more than three months must apply for and obtain a residence title (Aufenthaltstitel). You should first register your residence at the Hamburg Welcome Center before you apply for a residence title. As of 1st September 2011 an electronic residence permit (eAT) in credit card format replaces the paper form.

Application documents: The documents needed for the residence title application are listed below, based on information provided by the Hamburg Welcome Center. If any of the required documents is missing and you fail to present them upon request, your application will be refused. Thus, please always check requirements with an English speaking advisor of the HWC before applying. The HWC information service is available for free. You need to arrange an appointment with Hamburg Welcome Center.

Alternatively, you can reach out to the foreigner's service office of your district (German only).

Necessary documents to be submitted may vary in individual cases but can be collected online as well.

• Completed application form, downloads are available in several languages at residence title application form.
• Valid passport
• Biometric photograph (no older than 6 months)
• Current certificate of registration (Meldebescheinigung) with your address in Germany
• Health insurance certificate (Krankenversicherungsnachweis)
• Rental agreement or confirmation of hotel or student residence hall
• Administrative fee about 50 € - 200 € (subject to changes)
• Contract of employment or employment agreement (3 months‘ pay slip, where applicable)
• Information on workplace and on employment (use official form), download Declaration Forms of Business and Occupation. The official form is in German. An English speaking HWC service advisor will assist you with translation into English.
• CV
  

  If you have family, please also provide

• Your birth certificate and your family members‘ birth certificate(s)
• Marriage certificate

For any questions that you may have regarding your planned trip to Germany with your family you can get in touch with a service advisor at the HWC. You can do this by e-mail: newcomers"AT"welcome.hamburg.de or you can make an appointment by telephone before your arrival: +49-40-42839-5500.

For employees

• Employment contract, employment convention or confirmation of current employment relationship
• Salary statement of the last 3 months
• Information on the company and employment (official form)
• Proof of qualification
• Curriculum Vitae

Please note:

In some cases, additional documentation may be required. Even if all required documents have been submitted, it may not be possible to issue the permit immediately, as other authorities or institutions may be involved in the process. It is necessary to wait for their comments.

• Accommodation Services for International Researchers Our accommodation services provide assistance for international doctoral students, postdocs, or visiting scholars at the University seeking housing in Hamburg.
• Welcome Service for International Researchers: Newcomers in need of accommodation can get support here.
• Gästehaus der Universität Hamburg (guest house): Visiting scholars and lecturers can occupy rooms and apartments of different sizes.
• 'Finding a Home': You can find more information on rentals here.
• Hostel Hamburg Bookings: Here you can find options if you prefer to stay at hotels or hostels at a favorable price for the first few days in Hamburg.
• WG-Gesucht: This portal provides options for rooms in shared apartments (in German only).
• International Housing: apartments located close to the University Campus.
• You can also find rental apartments through small advertisements, e.g. in the Hamburger Abendblatt (Search mask in German only). An overview of the most important abbreviations used in German housing advertisements can be found here. 

Rental contract: To rent a room or an apartment, a binding agreement must be concluded. Before you move in, you will usually be asked for a deposit, retained by the landlord in case of damage. Please note that in addition to the rent, there are so-called running costs for electricity, water, heating, telephone connection, etc.

Hamburg Welcome Center: Once you have a rental agreement or a confirmation from the student residence, you can register at the Hamburg Welcome Center and apply for a residence permit after arrival. Please contact them by e-mail if you need additional documents in individual cases.

Periods of notice apply whether you or the landlord wish to terminate the rental agreement.

Broadcast contribution: Each household must pay for a contribution to the public-service broadcast (ARD, ZDF, Deutschlandradio). The licence fee is 17.50€ per month and is only paid once per residence, regardless of usage or non-usage.

State subsidies for accommodation: If you have a low income, you may be able to apply for housing benefits ('Wohngeld') in order to receive state subsidies for accommodation (in German only).

In order to obtain a registration certificate or  “Meldebescheinigung”, you need to register at the nearest district office (" Hamburg Service vor Ort") within the first two weeks of arrival. You will need your registration certificate to open a bank account, to apply for a library card, to take a health insurance, etc.

• The "Behördenfinder" (authority/office finder, in German) determines the nearest office from the " Hamburg Service vor Ort" to your place of residence. The authority finder will show you the address, telephone number, e-mail address and opening hours of the relevant office. Please make an appointment online.
• Registration in Hamburg: Hier you will find a the checklist about the registration in Hamburg.
• English completion guide: You can find an english sample of the registration form here.

The following documents are required for an application for a residence registration:

• completed and signed registration form
• valid passport or ID
• birth certificate, marriage certificate or divorce decree where applicable
• "Wohnungsgeberbestätigung": It is the "housing provider confirmation" from the landlord
• administrative fee: 12 € (subject to change)

Please keep the registration certificate you receive in a safe place and make a few copies, as the registration certificate is considered as a proof of address in Germany.

Setting up a bank account in Germany is straightforward. To obtain a current account (Girokonto), you need to supply the following documents:

• Registration certificate of your current residence in Germany (Meldebescheinigung, cf. 4)
• A valid passport
• Work contract, where applicable
• A proof of income would make the opening of a bank account easier (pay slip or bank statement).

Take the documents to your chosen bank or branch. Please ask at the bank or the branch if you could get information from an English speaking customer adviser. Addresses and telephone numbers of banks or branches are available at Yellow Pages Banks, the telephone directories of  Hamburg.

Enter “Bank und Sparkassen” (banks and saving banks) in the search field “Stichwort, Name, Telefonnummer„ (keyword, name, phone number), then enter the place (Ort) or postcode (PLZ), district name (Stadtteil) or street name (Straße) in the search field “Ort, PLZ, Stadtteil, Straße“. Last click on „suchen“(search) to look for addresses of a bank near your place.

Once at the local branch, always ask for any potential service charges as they may differ from bank to bank. You may be charged for: opening an account, yearly administrative costs, credit card costs, withdrawal costs from other banks, bank statements printouts.

Depending on the bank and the account details, bank cards should normally be sent by post within a few days.

Bank Terminology Guide

It is mandatory by law for all residents and visitors in Germany to have healthcare cover and that applies to everyone, including visiting scholars from abroad and their accompanying family members. You must have a proof of sufficient health insurance. Consequently, you are advised to extend your existing insurance coverage or to obtain insurance specifically covering the duration of your stay.

Please make sure that your health insurance comply with German standards. In order to receive an initial payment, a proof of health insurance is needed.

Visiting scholars from EU/EFTA countries who have an EHIC (European Health Insurance card) or Form S1 (formerly E109 for families) are entitled to statutory (public) health insurance in Germany. Non-EU/Non-EFTA residents are required to have health insurance cover from a licensed insurance provider in Germany.

Please get in touch with the Welcome Service for international Researchers of Universität Hamburg if want some information on taking healthcare cover for short-term visiting scholars and your accompanying family.

Further information:

Health insurance systems

Health insurance systems - two different types in Germany:

• statutory or public health insurance: Most people (from Germany and abroad) are obliged to take out statutory insurance. (generally  compulsory if your gross salary is less than 62,550 Euros per year)
  

• private health insurance which generally offers a wider choice and thus, a higher level of service of medical and dental treatment, but is not automatically advantageous for everyone.

First, find out if you can even choose between public and private insurance.

Contributions

 In Germany, there are statutory as well as private health insurance companies. The contribution rate of 14.6% of the gross monthly salary has applied since 01.01.2019 for statutory health insurance. Health insurance companies may charge additional contributions under certain circumstances. The costs for the health insurance contributions (including possible additional contribution rate of 1.1 % of your eligible gross salary) are equally split between employers and employees (as of January 2019) and will be automatically deducted from your monthly salary.

Health Insurance Companies

Yellow Pages Health Insurance Companies: Here you can find a list of the health insurance companies (Krankenkasse) in the telephone directories of the Yellow Pages of Hamburg.

Before choosing a health insurance company, find out exactly what services, therapies, treatments and additional benefits it offers and what benefits and payments you can claim for. Ask for an English brochure and read it very carefully. Services differ from provider to provider. Being a member of a health insurance company does not mean that the company is responsible for all the costs that arise in respect of your medical care. Some costs for medical and dental treatment, for medication, for medical aids, for treatment by therapists or rehabilitation measures may not be fully covered by your health insurance company. Patients often have to pay a personal excess (Patientenbeitrag). Besides, there are forms of treatment that patients have to pay in full. If you are uncertain about additional costs you may have to pay for a medical treatment or dental care, ask your health insurance company for advice in advance.

Required documents for a membership application

• passport/international passport
• residence registration certificate
• proof of financial situation, i.e. statement of income
• bank account details

Mental health

• Various counseling services offerd by  Campus Center, Universität Hamburg (website in German only).
• Telefonseelsorge: You can also reach out to the German crisis hotline (+49 800 - 1110111 and +49 800 - 1110222).
• Therapy Guide (in German only)

Health care and emergency services

Make sure you obtain a “Krankenversicherungsnachweis”, a confirmation of health insurance from the health insurance provider. You will also receive a “Krankenversicherungskarte” (Health Insurance Card) which you always need to carry with you. If you become ill, you can directly go to a doctor.
Yellow Pages Doctors (in German): Here you can find addresses and telephone numbers of doctors. Enter the type of doctor or specialist (Facharzt) you are looking for in the search field “Stichwort, Name, Telefonnummer” (keyword, name, phone number):

Alphabetical list of a few types of physicians

If you need urgent medical care at the weekend or at night, report to the “Ambulanz” (outpatient department) or “Notaufnahme” (Accident and Emergency) in hospitals or call a doctor. Emergency doctors are listed in local newspapers under the heading of “Ärztlicher Notdienst” (Medical Emergency Service) or “Notdienst” (Emergency Service).

The information provided here is for general informational purposes only. Universität Hamburg does not guarantee the information provided here is accurate or exhaustive, and accepts no liability for the accuracy or completeness of the content of external or referred websites.In no event shall any reference to any third party product or service be construed as a recommendation of that third party’s product or service.

Contact the Family Office for any queries regarding your family. The office also puts together useful material such as flyers on family support services and coordinates information about the compatibility of work and family.

Residence permit for spouses

(Doctoral) students' spouse and your children may join you. In this case, however, certain requirements have to be met. For more information, please go to the interactive world map with an overview of Germany’s diplomatic missions abroad.

For more information, please go to the information pages of the Federal Governnent: spouses joining citizens of Non-EU.

Work permit for spouses

Spouses accompanying doctoral students who want to work during their stay in Germany need a work permit, except nationals from countries of the European Union, Iceland, Liechtenstein and Norway. Your spouse must inform the German consulate or embassy in your country of this prior to departure for Germany and apply for the respective residence permit that indicates "employment permitted". The processing of a work permit application takes several weeks, so it must be applied for in good time.

Accompanying hildren and child care

• Bringing your children (under 18) to Germany
• Day care institutions are rare and eligibility generally depends on the employment status of both parents.
• Child care services by Universität Hamburg: Universität Hamburg offers various child care services such as Daycare Centers by Studierendenwerk Hamburg, the Casper - Campus Playgroups, or the Weekend care at the Kita KinderCampus for flexible care on weekends. The MIN faculty furthermore offers the Zwischenspeicher childcare at the Informatics Campus in Stellingen.
• International Schooling in Hamburg
• Child allowance

You should know about the importance of having a liability insurance. It is worth taking out a (family) third-party insurance for the entire duration of your research stay in case of damage caused to a third party.

Third-party private liability insurance is not mandatory by law in Germany. However, it will protect you against claims resulting from damage caused. Standard third-party insurance policies are not expensive and the conditions are similar.

Please contact the UHH Welcome Service for International Researchers for any queries.

Language courses are generally offered at six different levels from A1 to C2, following the Common European Reference Framework for Languages. There are six levels: A1 and A2 for basic users, B1 and B2 for intermediate users, and C1 and C2 for proficient users. These are an interpretation of the classic division into basic (A), intermediate (B) and advanced (C).

_{In-Class courses offered by the}

•  Joint Language Center of Universität Hamburg and the Adult Education Center (Hamburg Volkshochschule)
•  Adult Education Center (level from A1–C2)
•  Goethe-Institut
•  Course information portal Hamburg (further language institutions in Hamburg (in German))
• Career Center Workshops and Seminars at Universität Hamburg

_{Language Learning Services at Universität Hamburg:} 

• _{PIASTA Language Compass} 

• Career center: Events, advising services, networks and an information pool, guides and supports on your career path
  

_{Online German courses}

• BBC Languages: For German basics,  sign up for the free online course “German Steps” for beginners.

Once you have completed this course, you should be able to use and understand frequently used expressions related to areas of most immediate needs for your stay in Germany. You will receive weekly email tips.

• DW German Course: “Deutsche Welle” also offers free interactive German self-study course for everyone. It covers levels A1–C2. Select the level that suits you best by answering a few assessment questions. Then choose from e-learning at the computer, with short videos, audio courses or podcasts, or with texts and worksheets. Microsoft Internet Explorer 6.0 or higher / Firefox 1.5 or higher are recommended. You must log in with your own password to be able to use this website.

For any further queries regarding language offers please contact the Advisor (Janie.Wermter"AT"uni-hamburg.de)for Internationalization and Support for Doctoral and Early Career Researchers (Janie.Wermter"AT"uni-hamburg.de).<br />(Janie.Wermter"AT"uni-hamburg.de)

The Geventis portal publishes  courses for doctoral researchersof the Faculty of Mathematics, Informatics and Natural Sciences. 

Workshops, Seminars and events are offered by:

MIN Graduate Center (MINGZ)
HR Development at UHH
University Language Center (SZ)
Hamburg Research Academy.

KUS Portal

In the KUS Portal you will find all necessary information about your guest researcher stay at UHH. Not only general but also target group or topic specific information. The topics of funding and guest rights are also covered here.