Booklet Aceh M Rz 2014 KH

7/21/2019 Booklet Aceh M Rz 2014 KH

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Bilateral Scholarship Programme of the Province of Aceh, Indonesia and DAAD

Aceh Scholarships of Excellence


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- 2 - Edition March 2014


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Contents

Edition March 2014 - 3 -

Contents

CONTENTS .................... ................... ...................... .................... ....................... 3

PREFACE .......................................................................................................... 5YOUR STAY IN GERMANY: A CHECKLIST OF KEY POINTS ........................... 6

PART 1 INFORMATION AND ADVICE ON ALL SCHOLARSHIPS ................. .... 8

1.1 Preparation and Entry into Germany ..................................... .................. 81.1.1 Letter of Award, Health Certificate and Acceptance Form .............. ........ 81.1.3 On choosing of a host institution .................. .................... .................... 111.1.4 Preparing for admission and matriculation ................. .................... ...... 121.1.5 Language preparation and test in Indonesia and in Germany ............... 131.1.6 On planning your date of arrival ................... .................... .................... 141.1.7 Money: What you should bring with you .................. ................... .......... 15

1.2

Arrival and the First Few Days in Germany .................... .................... ... 15

1.2.1 Arriving at the language course centre or host institution .................... 151.2.2 Your main partners: the International Office (Akademisches Auslandsamt)and "your" DAAD unit 422 ............................ .................... .................... .......... 151.2.3 Payment of the monthly scholarship instalments ................. ................ 161.2.4 Registering at the Residents Registration Authority(Einwohnermeldeamt) and the Foreigners Authority (Auslnderbehrde) ........ 16

1.3 Integration into the German Higher Education System ................... ...... 171.3.1 University Language Test and Matriculation ................ .................... ... 171.3.2 University Course Catalogue ................... .................... .................... ... 18

1.3.3

Counselling services, student groups, social organisations ................. 19

1.3.4 Recognition of previous studies and examinations ................. ............. 191.3.5 Student Identity Card ................... ..................... .................... ............. 21

1.4 Finding Accommodation ................................ .................... .................... 211.4.1 Student Housing ............................. ..................... .................... .......... 211.4.2 Advice on finding accommodation ...................................................... 21

1.5 Health and Nursing Care Insurance, Personal/Private LiabilityInsurance and Accident Insurance ................. ..................... .................... ....... 23

1.5.1 Health Insurance General Information ................................ ................ 231.5.2 Personal/Private Liability and Accident Insurance through the DAAD .. 24

1.6

The Financial Support you can expect from the DAAD ................... ...... 25

1.6.1 The monthly scholarship payment .................. .................... .................... 251.6.2 Insurance contributions ................. ..................... .................... .......... 251.6.3 Additional payments (subject to changes) .................. .................... ... 25

1.7 Absence from the Place of Study or Research ................... ................... 261.7.1 Attendance obligations .................. ..................... .................... .......... 261.7.2 Changing host institution, supervisor or field of study .................... ...... 261.7.3 Holidays and travel............................. ..................... .................... ....... 261.7.4 Interrupting or terminating the award .................................. ................ 261.7.5 Field research / Data collection outside Germany .................. ............. 27

1.7.6

Internships during the scholarship period .................. .................... ...... 27

1.8 DAAD Events for Foreign Scholarship Holders in Germany ................... 28


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Contents


1.9 Extending the Scholarship ................. ..................... .................... .............. 28

1.10 The Closing Phase, Evaluation Questionnaire and Departure .............. 29

1.11 After your Return Home: DAAD Alumni Programmes .................. ......... 30PART 2 RIGHTS AND OBLIGATIONS ENSUING FROM THE AWARD

CONTRACT .................... .................... ..................... .................... ..................... 32

2.1 The Award Contract ................... ..................... .................... .................... 32

2.2 What the DAAD will do ................................... .................... .................... 32

2.3 What scholarship holders must do ................................. .................... ... 32

2.4 What happens if obligations are not met ..................... .................... ...... 33IMPORTANT ADDRESSES ................................... .................... ................... .... 35


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Preface


Preface

Dear Scholarship holder,

With the DAAD/HRDC Scholarship Letter of Award in your hands, you will now belooking forward to your stay in Germany. We join you in hoping that it will be apleasant and fruitful experience both academically and in terms of your personallife and development.

This booklet contains important information on your stay in Germany.

Part 1 is intended to help you find the answers to many of the questions whicharise

prior to your departure for Germanyimmediately upon arrival in Germany

during your stay, and

upon your return to your own country.

Part 2 explains the legal conditions governing the award. In accepting the award,you commit yourself to observing these conditions. We try to be as unbureaucraticas possible, but you will understand that some rules and regulations arenecessary. So please take careful note of Part 2.

Be sure to take this booklet to Germany with you. If you have any questions notcovered here, ask a colleague or adviser at the host institution, especiallyInternational Office staff, or the DAAD unit and member of staff named in your theDAAD/HRDC Scholarship Letter of Award.

We shall do our best to enable you to pursue your studies and researchsuccessfully and to ensure that even though some difficulties in getting settledand adjusted may be unavoidable you will enjoy living in our country. The maincontribution, however, will have to come from you yourself, your own personaleffort and initiative which you can best start developing before you arrive inGermany. Wishing you all the best and every success!

DAAD


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Your stay in Germany: A checklist of key points



Before entering Germany, please ensure that you

sign and return the form confirming your acceptance of the award, along withyour health certificate, to the DAAD (=>1.1.1);

contact the DAAD office Jakarta or German Embassy or Consulate to find outabout the documents required for entry into Germany (=> 1.1.2):

You need the following to be able to apply for a visa

A completed visa application form;

Your passport with sufficient validity period;

2 3 passport photos;

The DAAD/HRDC Scholarship Letter of Award.

compile the documents and papers required for matriculation at your university(=> 1.1.4, 1.3.1);

Notification of acceptance/admission and any special documents specifiedthere

Placement letter of your German Supervisor

Curriculum Vitae or resume

Passport with a valid visa

at least 2 passport photos

Original of your school leaving certificate (higher education entrance

qualification) with all individual grades Certificates with individual grades covering all annual examinations or

intermediate exams (originals)

where appropriate, certificates of any academic qualifications/degrees whichyou already hold (originals)

where appropriate, proof of German language skills where appropriate, proof of English language proficiency (e.g. IELTS 6.5,

TOEFL 560).

As soon as you know where you will be studying, contact the university/host

institution. Speak to the International Office (Akademisches Auslandsamt AAA) or your supervisor at the host institution to find out whether they can helpyou find a place to live (=> 1.4.2);

Collect information on which language skills you need to hold; possibly, gainthe TestDaF certificate by taking this language proficiency test in your homecountry (www.testdaf.de => 1.1.5);

Advise the DAAD and the language school or the university International Officeof your travel details and planned date/time of arrival (=> 1.1.6). Pleaseobserve the matriculation dates at your German university;

Bring your Letter of Award and a financial reserve fund (around two-thirds ofyour monthly scholarship instalment) with you (=> 1.1.7);


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Where appropriate, have a transcript of your curriculum (=> 1.3.4) issued byyour home university.

After arriving in Germany, it is important that you

Obtain a so-called "health insurance exemption or waiver certificate"(Befreiungsbescheinigung) by one of the German statutory health insurancecompanies (e.g. AOK) to be issued for matriculation (=> 1.5);

Register with the Residents Registration Authority (Einwohnermeldeamt) andthe Foreigner Authority (Auslnderbehrde) (=> 1.2.4);

Open a bank account and advise the DAAD of your new account details (=>1.2.3);

Matriculate at your university (=> 1.1.4 and 1.3.1) within the specified time;

Obtain a course catalogue (Vorlesungsverzeichnis) and visit the StudyCounselling Office (Studienberatung) (=> 1.3.2 and 1.3.3);

Visit your host institution and your academic supervisor; where necessary,clarify the recognition of any previous academic achievements or qualificationsyou have (=> 1.3.4; advice available from the International Office and from theSecretariat at your faculty or department);

If you have any questions or problems, please contact the International Officeat your university.

Before returning home, we would be grateful if you would

Observe the period of notice for terminating your rent agreement;Close your bank account;

Complete and return the final evaluation questionnaire to the DAAD;

Send a copy of your Masters/PhD Certificate to the DAAD;

De-register with the registration authority at your place of residence.


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Part 1 Information and Advice on all Scholarships



This booklet is intended for the recipients of DAAD/HRDC Scholarship grants.

1.1 Preparation and Entry into Germany

What you should know and do before arriving in Germany

1.1.1 Letter of Award, Health Certificate and Acceptance Form

The Letter of Award which you have now received is the binding formaldocument on which financial support from the Government of Aceh Provincechannelled through DAAD is based. It specifies the planned support period, thename and location of the host institution in Germany, the amount of the

scholarship additional items included in the scholarship, such as details of thelanguage course.

The Letter of Award may also specify conditions which must be fulfilled beforethe award comes into effect (e.g., that course place or places at researchinstitutes or academic supervisors still have to be found for the scholarshipholder). Similarly, there may be requirements which the scholarship holder willhave to meet during an initial phase of the award if the support is to be continuedas planned (e.g., passing a language test or an academic placement examinationin Germany).

All applicants qualifying for a scholarship including a language course in Germany

will receive a Health Certificate form which needs to be completed. If you livewithin a radius of 50 km from a German diplomatic mission abroad, please inquirethere whether a medical doctor is attached to the mission or ask for a list ofindependent examining doctors (Vertrauensrzte). If you live further away fromthe nearest mission than this, then please go to a doctor of your choice. Pleasehave the health certificate completed by such a doctor four months before youarrive in Germany at the earliest and send it to the DAAD office Jakarta fourweeks before you commence your scholarship at the latest. Please note that youwill only be able to commence your scholarship once the completed healthcertificate has been received by the DAAD office Jakarta and you are healthy. Ifyou are not in a healthy condition, please advise us of this immediately. The

DAAD will then contact you. If a disease or illness is indicated, the DAADreserves the right to withdraw the scholarship, depending on the type of medicalcondition which you may have.

In legal terms, the Letter of Award and the Acceptance Form (once signed andreturned to the DAAD office Jakarta) constitute a contract between the DAAD andyou without which you cannot receive the scholarship. It is important, therefore,that you complete, sign, and return the Acceptance Form to the DAAD officeJakarta within four weeks at the most. If time is short, please let us have anadvance copy by fax and send the original by mail. When filling in the AcceptanceForm, please make sure that you give an e-mail address under which you can be

contacted before and during your scholarship.Please note: The DAAD offers a free-of-charge e-mail-service to its scholarshipholders and alumni to help them keep in contact with the DAAD and to encourage


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communication between the scholarship holders and alumni. The service willserve as a main channel of communication with the DAAD. Please do make surethat you use the service in your own interest!

The address under which you can register is:

http://alumni.daad.de/webmail/registration.php ; contact: [email protected]

Passport and Visa

The new Immigration Act (Zuwanderungsgesetz) came into force on 1 January2005 and will replace the Law on Foreigners that is currently in force. This act andthe relevant regulations detail the passport and visa provisions. You can also findsome initial information on the website of the German Federal Foreign Office:http://www.auswaertiges-amt.de/diplo/en/index_html under the heading "Welcometo Germany" / "Coming to or staying in Germany".

It is equally important for you and for us to ensure that you arrive at the languagecentre or host university by the date specified in the award letter. Once you havesigned and returned the Acceptance Form, the next urgent task is to make sureyou have the documents which you will need for entry and temporary residence inGermany.

German regulations governing the entry and residence of foreigners varyaccording to the nationality of the foreign guest. Thus it is not possible to list allthe relevant details for every scholarship holder at this stage. In your case pleasecontact either the Embassy of the Federal Republic of Germany or the ConsulateGeneral of the Federal Republic of Germany in Jakarta as soon as possible to find

out what documents you need and what steps you have to take to make sure youget them in time. Information on the German embassies and consulates isavailable from: www.auswaertiges-amt.de/www/en/index_html under the heading"Addresses" / "German missions abroad". This is where you can obtain therelevant (e-mail) address, telephone number and opening times of the respectiveembassy.

You will certainly need a valid identity document, most likely a passport. Thepassport (or identity card) must be valid for at least three months more than thescholarship lasts as stated in the Letter of Award; in certain cases, the documentmust be valid for a few months longer than this date.

Scholarship holders from Indonesia will need an entry visa which must beobtained from the German foreign mission (Embassy or Consulate) in Indonesia.In order to enter Germany make sure you apply for a visa for your first place ofresidence in Germany as stated in the Letter of Award. If the award includes apreparatory language course apply for a visa for the place where the languageinstitute is situated.

You can assume the DAAD office Jakarta will inform the respective diplomaticmission in your country accordingly. As a rule, visas are issued relatively quicklyto DAAD scholarship holders. However, in some cases it may still take severalmonths before you actually receive the corresponding entry visa. If there appears

to be a real risk that you might not get the visa in time, please inform the DAADoffice Jakarta immediately. The staff will then try to speed up the process.


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You must make sure that you specify the purpose of your visit in the visaapplication:

Students must state that they are coming to Germany to "study (DAAD-HRDC-scholarship) and, where appropriate, are first attending a language

course.

Postgraduate scholarship holders (Master's) as well as academics andscientists must state that they are coming to Germany to do "scientificresearch (DAAD-HRDC-scholarship)".

You can download the visa application directly from the website of the GermanEmbassy. In most cases, this includes further information on the papers you haveto present, on the number of copies required, etc. As a rule, the visa applicationmust at least be completed in duplicate and must be accompanied by passportphotos. Informing yourself in advance can save you many (unnecessary) trips.

The issue of a visa and residence permit (=> 1.2.4) also requires you to prove thatyou have sufficient financial resources to cover your living expenses in Germanyand that you have sufficient health insurance cover. Your DAAD/HRDCScholarship Letter of Award and your HRDC Award Letter are accepted as proofof sufficient financial resources.The award letters also contain information onthe relevant insurance regulations in each case. Please make sure that you alsoread Chapter 1.5. on this topic.

When you go to the relevant German diplomatic representation to apply for a visa,you must as a rule take along the following documents:

A completed visa application form;

Your passport with sufficient validity period; 2 3 passport photos;

The DAAD/HRDC Scholarship Letter of Award.

In some cases, the German missions abroad may require further documents.Please ensure that you inform yourself in good time.

Under no circumstances whatsoever should you try to enter Germany on aSchengen Visa.This type of visa is valid for three months only and this is thekey point cannot be extended or converted into another type of visa orresidence permit in Germany. If you entered Germany on a Schengen Visa, youwill have to return to your own country at your own expense before the end of the

visa's three month validity and then have to wait there for an uncertain period oftime to get the proper type of visa. And if the time factor is so tight that theacademic purpose of your scholarship is then unrealistic, you would not just loosetime and money, but the DAAD/HRDC Scholarship as well.

Please note that the DAAD cannot cover or refund any expenses incurred inobtaining a visa (e.g., travel to German diplomatic mission, fees, medicalexamination, vaccinations, etc.).

To reach Germany holders of a national student visa or a visa for a stay as avisiting academic or researcher are allowed to travel up to five days through theother countries (transit) that signed "Schengen Agreement" (Austria, Belgium,

Denmark, Finland, France, Greece, Iceland, Italy, Luxembourg, Netherlands,Norway, Portugal, Sweden and Spain).The entry visa is generally valid for threemonths only. If you intend to stay longer than three months, then you must have


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the entry visa converted into a residence permit by the Aliens Registration Officeas soon as possible in any case within the first three months of your stay. Oncethe residence permit has been issued you can additionally during the wholevalidity of that permit go on visa-free visits lasting a maximum of three months per

6-month period to the other Schengen countries.If you enter Germany from a country outside the EU, you must make sure thatyou meet all the customs formalities. Of course, it is generally not allowed toimport any prohibited objects or goods into Germany; for some objects you willhave to meet special conditions (e.g. first obtain an import permit. But valuableitems such as laptop should be reported to the customs authority in writing. Thisenables the customs authorities to check when you leave Germany again that youhave not left the equipment in Germany. However, you do not, as a rule, have topay any customs duty as long as the items are intended for your own personaluse. If in doubt, please pass through the red "Goods to Declare" exit at the airport.You can obtain further information on this at: www.zoll.de. (This website is alsoavailable in English).

1.1.2 Conditions for accompanying dependants (spouses and children)

Scholarship holders who come to Germany for an extended stay often wish tobring their spouse and perhaps their children with them. Please note that theDAAD and HRDC cannot provide additional payments for your family.

Scholarship holders intending to bring their family to Germany are stronglyadvised to travel alone first and have their dependants join them later when theyhave settled in and found a place for the family to live. This advice is even moreurgent if you are supposed to attend a language course first and then move to

another place for your academic project. You should only get your partner orfamily to join you after the language course and once you have found suitableaccommodation in the place where you are going to study.

Spouses and children can obtain a visa for family reunion from the Germanrepresentations abroad if the scholarship holder is holding a residence permit. Ifspouses intend to follow their partners (subsequent immigration), some furtherrequirements will need to be met. If you had married before your ResidencePermit was issued, a general requirement is that you must personally want to stayin Germany for at least one year. Please note: If you only marry after you havereceived a Residence Permit in Germany, your spouse will generally only receive

a visa for his/her subsequent immigration after two years. Furthermore there mustbe proof that the family will not be dependent on social security in Germany, i.e.that it can pay for its own living expenses from personal means and resourcesand has adequate accommodation available. Many embassies will accept theDAAD award letter as proof of sufficient financial resources to cover the cost ofliving. However, this is not practised uniformly and you must recon with additionalpapers being required, for example, proof of financial resources, such as bankguarantee.

1.1.3 On choosing of a host institution

The Letter of Award will usually state the name and address of your host

university or research institute, and this will probably be the institution you namedin your application. In most cases this will be the institution of your choice. The


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DAAD office Jakarta will assist in finding/identifying the institution which best fitsto your research area.

As soon as you know where you will be going, you should contact the university orhost institute in order to prepare your stay.

For graduates with a research project, the best placement is not necessarily at auniversity, but at an independent research institute (e.g., an institute belonging tothe Max Planck Society). It is quite customary for these institutes to haveadvanced students and graduates doing their diploma degree or doctoral researchwork there. The senior scientific staff often holds a professor-ship at a near-byuniversity, too, and the students or graduates whose degree-oriented researchwork they supervise will then receive the diploma degree or doctorate from thatuniversity.

1.1.4 Preparing for admission and matriculation

You are responsible for admission at a university of choice in Germany. TheDAAD office Jakarta and DAAD head office in Bonn can assist in the admissionprocess if problems occur.

The final decision on your admission is made by the university. Universities oftenmake their admission decisions only one or two months before the studies arescheduled to commence.

Most scholarship holders have to matriculate as a student (=> 1.3.1). This is aseparate procedure which cannot be completed in advance. It must be carried outby you in person in Germany within a set period of time at the beginning of thesemester and repeated as re-matriculation (Rckmeldung) every subsequent

semester. When preparing your departure please remember that you will need thefollowing documents for matriculation:

notification of admission (with any additional documents specified in it)

curriculum vitae in either German, English, or French

passport and visa

at least two passport photographs

the school leaving certificate (containing all individual grades or marksobtained) qualifying you for admission to higher education in your owncountry (original documents)

certificates (reports, grade transcripts) of annual examinations or

intermediate examinations (showing grades or marks received in individualsubjects) taken at the home university (original documents)

certificates of any academic degrees or advanced qualifications, i.e.,postgraduate degrees, obtained (original documents)

any documents certifying your knowledge of German (=> 1.1.5).

Even if copies of these documents have already been sent to your host universitywith your application dossier, please note that you will usually have to present theoriginals for matriculation (which will, of course, be returned). If the originals arein a language other than German, English, or French you will probably berequested to present a translation with the seal and signature of a certified

translator. You probably had such certified copies made for you when preparingyour application to the DAAD.


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The International Offices can give you advice on the procedures anddocumentation required for matriculation. One of these documents is a healthinsurance certificate resp. a so-called "exemption or waiver certificate(Befreiungsbescheinigung) (for details on health insurance => 1.5.)

1.1.5 Language preparation and test in Indonesia and in Germany

With a few exceptions such as lectures given by visiting academics andscientists from abroad, or some special courses of study leading to aninternational qualification the language of instruction and communication atGerman universities is German. Thus proof of an adequate knowledge ofGerman is a requirement for matriculation.Students can meet this requirementeither by passing the Deutsche Sprachprfung fr den Hochschulzugang (DSH)or the TestDaF language proficiency tests. TestDaF can also be taken abroad.The addresses of the test centres around the world as well as a specimenexamination paper can be found at the following website: www.testdaf.de. You

must expect to have to demonstrate advanced language skills in order to be ableto pass either of the language tests. The tests have been specially designed totake account of the language used in academic environments.

The certificates awarded for both examinations give a graded result. To qualify foradmission to a German higher education institution, proof of having achievedLevel DSH-2 or TestDaF-4 in all examination sections is considered adequate.For certificates with levels below these (DSH-1 respectively TestDaF-3) theuniversity in question may choose to admit you. The university will decide on thison a case-by-case basis.

The DSH or TestDaF, as a requirement for matriculation, can only be waived if

there is alternative proof of an adequate knowledge of German. As a general rule,acknowledgment of alternative proof is limited to a few specific cases:

certificate qualifying the holder for admission to higher education awarded bya German school abroad;

"Deutschzertifikat der Kultusministerkonferenz, Stufe II", German LanguageCertificate, Level II, of the Standing Conference of the Ministers of Educationand Cultural Affairs of the Lnder in the Federal Republic of Germany(KMK);

"Zentrale Oberstufenprfung", Central Language Test, (advanced level) ofthe Goethe Institute;

Kleines Deutsches Sprachdiplom" and "Groes Deutsches Sprachdiplom",(minor/major German language diploma) of the Goethe Institute.

German Language Preparation

German language course in Jakarta

All DAAD/HRDC Scholarship holders must attend a preparatory German languagecourse at the Indonesian German Centre, Jakarta. The DAAD office Jakarta willinform about the relevant course timings.

Regular attendance of the full period of German language training is mandatory.


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German language course in Germany

Your DAAD/HRDC Scholarship Letter of Award informs about the date and placeof the language course at the language training centre in Germany.

You are required to arrive in Germany in time enough to take the language coursebefore you commence your academic studies. Language courses are organised intwo-month units and depending on your German language skills you are adjustedto the relevant unit. At the end of the course you can take either the DSH orTestDaF.

During your language course, your German higher education institution mayinform you that you are not required to matriculate and, so, do not need to pass alanguage proficiency test. This is another case where you should inform yourDAAD unit.

In any case: If you are not yet confident that your knowledge of German is really

sound, you are strongly advised to use the time left before departure for intensivelanguage preparation. There are young German scholars on the staff who aresupported by the DAAD at a large number of universities abroad. In addition toteaching German language and literature, these "DAAD-Lektoren are prepared toadvise and assist applicants and scholarship holders in preparing their applicationas well as their actual stay in Germany.

We also expressly refer to the web-based language course DEUTSCH-UNIONLINE (DUO) available on the website at http://www.deutsch-uni.com . Youshould use these courses to improve your German language skills. The DAAD willpay the course costs for holders of a scholarship awarded for longer than sixmonths.

You will also find information on learning German on the new DAAD websitehttp://www.learn-german.net .

1.1.6 On planning your date of arrival

Please be sure to notify the DAAD office Jakarta and your partners at yourdestination (language centre or International Office/Secretariat/Registrar's Officeat the host institution) of your travel details and the expected time of arrival.

If you are required to attend a language course, you should plan to arrive on theexact day of arrival stated by the centre. If you arrive ahead of time,

accommodation may not be available and you might incur additional expenses. Ifyou arrive late, you might miss the important introductory stages of the intensivecourse, put your own chances of participating successfully at risk, and hinder theprogress of others.

Usually there is no exact date set for arrival in the university town. At mostuniversities the winter semester begins on October 1st, the summer semester onApril 1st, and as a rule the date given for the beginning of the scholarship in theLetter of Award corresponds to the timetable for the academic year, especially ifyou are coming to Germany to take up (postgraduate) studies. In any case,please make sure you arrive in time for matriculation and the language test.Normally the admission certificate from your host university will include thesedates. If you do not receive them with the initial information, ask the InternationalOffice. In some cases, the date of matriculation is before the start of the semester.If a language course is planned for you in Germany at this time, you can perhaps


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combine the matriculation with a preparatory trip from the place of the languagecourse to the university.

If you arrive in Germany at the weekend, please note that offices and banks areusually closed from Friday afternoon till Monday morning; shops normally close

from Saturday noon, or 4 pm at the latest, till Monday morning. Please take carethat your arrival date does not coincide with a national holiday in Germanybecause all shops and authorities are closed.

1.1.7 Money: What you should bring with you

The DAAD will endeavour to transfer your first monthly payment to you as quicklyas possible after your arrival. To do this, the DAAD needs your bank details inGermany. Please send these details to the DAAD as soon as you have opened abank account in Germany (=> 1.2.3).

To be able to cover the costs which arise over the first few days in Germany

(above all if you cannot immediately find some reasonably priced accommodationand have to spend the first few days in a hotel), we recommend that you bring asmall emergency fund with you equivalent to around two-thirds of your monthlyscholarship instalment (=> 1.4.2).

On the German side there are no restrictions as to the amount of money or thecurrencies you may carry with you when entering the country. There may,however, be restrictions in your own country with regard to the export of capitaland currency. Credit cards (VISA, Mastercard, Eurocard and others) are widelyaccepted in hotels and larger stores, but, on the other hand, are less accepted insmaller restaurants or boarding houses.

1.2 Arrival and the First Few Days in Germany

1.2.1 Arriving at the language course centre or host institution

If you are beginning your award period with a language course, your "firstexperience" in Germany should be soft: accommodation will be reserved for youand the secretariat will have the first instalment of the allowance for meals andpocket-money ready for you. The staff will also advise and assist you withregistration formalities, etc.

Please make sure that you travel to Germany in good time for the start of thelanguage course.

If you travel directly to the place where your host university is located and donot have anyone to meet and assist you, your first contact should be theInternational Office (Akademisches Auslandsamt; the opening hours are oftenMonday to Friday, 9-12 am).

1.2.2 Your main partners: the International Office (Akademisches Auslandsamt)and "your" DAAD unit 422

The International Office is your main contact for all matters related to living andstudying as a foreign student at that particular university. By the way, theInternational Office is an administrative department belonging to the respective


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university and not, as is often assumed, a local DAAD office. We are independentpartners working together in close cooperation. The DAAD supports theInternational Offices in their advisory, guidance and counselling capacities. In thefirst few days and weeks the International Office staff will endeavour to provide

DAAD/HRDC Scholarship holders as well as other foreign students withinformation, advice, and assistance with many things you have to do. At thecolleges of Music and Art it is usually the Office for Student Affairs(Studentensekretariat) which takes care of foreign students. And there are a fewcases at some universities and Fachhochschulen (universities of appliedsciences) where responsibility for foreign students has been organised differently.

The other important contact is the DAAD office, in particular section 422 andthe specific member of staff named in the Letter of Award.

This staff member will be your immediate contact during your stay. As far aspossible, your regional unit will also try to establish personal contact with you, by

visiting the language centre or your host university (=> 1.8).In addition, some German university towns have active regional groups of theFriends of the DAAD. This organisation is an association of alumni formerDAAD scholarship holders whose goals include looking after foreign DAADscholarship holders and helping them to feel at home during their stay inGermany. This includes help in finding a place to live or support in dealing withthe authorities, invitations to regular, informal get-togethers, joint visits toexhibitions or theatres, etc. You can find further information about the Friends atthe DAAD website: www.daad.de/alumni => Friends of the DAAD => RegionalContacts.

1.2.3 Payment of the monthly scholarship instalments

All monthly scholarship instalments will be paid direct into a private bank accountwhich we ask you to open immediately after arrival at the university town at abank of your choice. If you are given a language course and if you travel to yourhost university town during your language course, you should use this opportunityto open the account in your university town. If you only travel to your universitytown when it comes to commencing your scholarship, you can also open theaccount in your language course town, because you can withdraw cash from youraccount at a cash dispenser (ATM) in all German towns and cities.

It is important that you advise the DAAD immediately of the precise accountdetails in writing (bank name, account number, bank code), since only then willwe be able to guarantee that you receive the first instalment on that bank accountimmediately and all other instalment punctually at the beginning of the month.

1.2.4 Registering at the Residents Registration Authority (Einwohnermeldeamt)and the Foreigners Authority (Auslnderbehrde)

Within the first few days of arrival you must register at the local ResidentsRegistration Authority, presenting a properly completed registration form(polizeiliche Anmeldung). You can get the blank "Anmeldung" at the office itself orin any stationery shop. Both the form and the procedure are the same for

Germans and for all foreigners. Be sure not only to fill it in properly but to have itsigned by your landlord, too (private landlord, administration of the languagecentre, or administration of the student hall, etc.). You should take your passport


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and, if applicable your entry visa (=> 1.1.2), with you as well. The RegistrationAuthority will return a copy of the form to you, properly stamped. This copy is yourresidents registration document (Meldebesttigung), which you should look aftercarefully.

After registering as a resident, most foreigners must still proceed to theForeigners Authority (Auslnderbehrde) to register there as well. All foreignnationals must apply for a residence permit at the Foreigners Authority withinthree months of their arrival in Germany. There you will need the followingdocuments: passport with visa (where appropriate), residents registrationdocument, copies of the DAAD/HRDC Letter of Award and in some places also apassport photograph. Please inquire in advance exactly what papers anddocuments are required. As a rule, a health check will not be required. TheForeigners Authority issues a residence permit which, depending on the purposeof the stay, is valid for up to a maximum of two years.

By the way, the two offices (Einwohnermeldeamt" and "Auslnderbehrde) areoften located in the same building (town hall, city hall etc.). At some universities,the Foreigners Authority holds regular on-campus office hours. The staff at thelanguage centre or the University International Office will advise you on the localsituation and the quickest procedure.

When moving to another town, e.g., from the language centre to the hostuniversity, you have to give formal notice of departure again at both offices. Youcan obtain a blank as before, this time the "polizeiliche Abmeldung" (notification ofend of residence), fill it in, and present it together with your "Meldebesttigung"(=> 1.2.4). You will now receive a stamped copy of your "Abmeldung, which youmust look after carefully. When you reach your new place of residence you startthe registration procedure again with both offices there, presenting your copy ofthe "Abmeldung" together with the other documents mentioned above. The sameprocedure has to be repeated whenever you change residence from one town orcommunity to another during your stay. If you move within the same town orcommunity you need not give notice of departure ("Abmeldung") in one place and"Anmeldung" in the other, but you do have to fill in a change of residence form("polizeiliche Ummeldung"), which must be signed by the landlord.

Please note that any costs incurred in relation to registration and obtaining aresidence permit must be borne by the scholarship holder (=> study and researchsubsidy. If a health certificate is required in your case (e.g. for certain jobs), the

health insurance carrier will also not be able to pay these costs.

1.3 Integration into the German Higher Education System

1.3.1 University Language Test and Matriculation

Immediately after you arrive at the host university please make sure youmatriculate at the university and take the necessary language test (=> 1.1.5), ifyou have not already taken the test in your home country or at a language school.Be sure to comply with the schedule set by the university and please inform yourcontact person in the DAAD unit 422 of the result of the language test.


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If the result of the language test is not quite up to the mark required formatriculation but promising enough, matriculation may be granted on certainconditions, such as attending a German language class alongside your academicstudies or repeating the test after a certain period of time.

Matriculation is generally obligatory for students (=> 1.1.4 for the papers whichyou need). This also provides postgraduate students with a number of benefits(=> 1.3.5 student card and 1.5.1 student health insurance). Please bear in mindthat the notification of admission which you may have received beforehand doesnot guarantee automatic matriculation. It only entitles you to present yourself formatriculation at the Student Secretariat/Registrar's Office, which you must do inperson.

Some federal states (Bundeslnder) will charge students and graduates enrolledin Masters programmes tuition fees of up to 500 euros per semester as from2006/2007. DAAD is able in some cases to arrange an exemption from these fees

for its scholarship holders. Please note, however, that if this is not possible, thescholarship holders will have to pay these fees themselves covered by HRDC.

The matriculation process always requires payment of a so-called socialcontribution (at present about 20-60 euros per semester) to the studentservices organisation for activities in the field of student politics, institutionalpolicy, social services, etc. (=> 1.3.3). This social contribution - as well asmembership of the student body is obligatory and is always charged for thewhole semester (even when studies are started after the official start date for thesemester). You will have to pay these charges yourself, probably from yourDAAD/HRDC Scholarship. At some universities another mandatory charge ismade at matriculation (ca. 50 euros per semester) for a so-called Semesterticketwhich gives you free travel on local or regional public transport during thesemester.

In some cases matriculation may not be possible or appropriate at the beginningof your stay. The DAAD will itself resolve this with the university in question. If,however, matriculation at the university was initially planned and reasons for notmatriculating only become clear once you arrive in Germany, please note that younot only need permission for this from the university and from your academicsupervisor, but also written approval from the DAAD. You should then enrol as aguest/visiting student (Gasthrer) which means you will have to pay the samecontribution as "ordinary" students. As a guest student, however, you will be able

to attend university functions, use various facilities such as libraries and studentrestaurants, and enjoy other privileges reserved for students.

1.3.2 University Course Catalogue

Get hold of a copy of the course catalogue (Vorlesungsverzeichnis) as soon aspossible. At many universities there is a new edition each semester, at others itcovers a full academic year. The main section lists all the courses to be held atthe university, stating the title, name of lecturer, place and time, etc. At someuniversities, it also contains a lot of other useful information as well: addressesand opening hours of all university institutes and offices; consultation times

(Sprechstunde) of academic staff; special events for new students; student groupsand activities; special student rates for services or cultural events, etc. You canbuy the catalogue at any bookshop in the university area. Many university


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departments or institutes also have more detailed information on the courseprogramme and activities in their particular fields which can often also be foundon the Internet. You can obtain information from the Student Secretariat at therelevant department.

1.3.3 Counselling services, student groups, social organisations

At most universities individual departments will organise special induction andcounselling programmes for new students, i.e., for first year students as well asfor more advanced students transferring from other universities or from abroad.There may also be special induction activities for foreign students. Junioracademic staff will often conduct counselling sessions to advise new students onhow to organise their academic programme. At some universities and in somedepartments counselling activities are organised by the students themselves (thestudent association usually called AStA = Allgemeiner Studentenausschuss orthe "Fachschaft" the student representation of an individual department).

Information can be obtained at the International Office, the Secretariat of yourdepartment, the AStA office, or from the various bulletin boards around theuniversity.

You are strongly recommended to take advantage of some of these offers. As wellas useful information, you will certainly get an impression of the structure andatmosphere in your new academic environment and you will also get acquaintedwith organisations and individuals engaged in assisting newcomers.

Many students and especially those coming from abroad - often find it difficult tocope with the "anonymity of the mass university. Joining student groupsunrelated to your academic interests - e.g., a choir or an orchestra, a drama or

sports group, a literary or political debating society or a student community - mayprove an effective antidote. Similarly, opportunities exist for meeting peopleoutside the university context in local music or sports clubs, churches or adulteducation institutions.

1.3.4 Recognition of previous studies and examinations

The major factor determining how you are integrated into the German system ofhigher education is whether or not you are intending to obtain a standard degree(Magister, Master's, Diploma or Doctorate) during your stay in Germany.

If, however, the purpose of your stay is to obtain a degree (Diploma, Magister,

Master's or doctorate) from your German host university, the question of level ofplacement and of admission to doctoral studies will become important. A lot willdepend on the recognition of your previous academic studies and achievements,and this will usually be determined by the Secretariat of the relevant universitydepartment. Before taking the matter up with the Secretariat, it is advisable todiscuss it with the International Office first. The experienced staff there will oftenbe able to assess your prospects.

There are so-called recommendations on equivalence in relation to all foreigncountries formulated by the "Zentralstelle fr auslndisches Bildungswesen(Central Office for Foreign Education - ZAB) within the Secretariat of the Standing

Conference of the Ministers of Education and Cultural Affairs of the Lnder in theFederal Republic of Germany in Bonn. It is important to realise, however, that allthese agreements and recommendations only provide a framework for


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assessment. Within this framework it is up to the examination office of thedepartment in agreement with the university teacher, who has agreed to bethe academic supervisor, to decide on individual cases. Written documentation onits own often does not suffice.

Recipients of an award for the express purpose of obtaining a doctorate(Promotion) who are matriculated at a German university may have to take anassessment test (Kenntnisprfung) during the initial phase of their stay.Depending on the results of assessment, the scholarship holder may either

be acknowledged as a doctoral candidate immediately and allowed toconcentrate fully on his degree project

or be acknowledged as a doctoral candidate and allowed to commence workon the project, but be requested to take certain courses or pass specific testsfrom the Diploma or Magister programme before being admitted to the finalexamination for the doctorate

or be required to take the Diploma or major parts of the curriculum, beforebeing admitted to the doctoral programme.

No fixed, generally-valid procedure exists for such assessment tests. The testmay take the strictly formal form of written and oral sections, or may be made upof an informal academic interview with the academic supervisor.

If the aim of your studies in Germany is to obtain a Magister, Master's or aDiploma, the main question is where you will be placed in terms of"Fachsemester" (number of full semesters you have studied in your subject). Theconditions and procedure are similar to those for doctoral candidates. Please notethat a foreign Bachelor's degree will not always be accepted as equivalent to a

German academic degree; in fact, it will often only be recognised as equivalent tothe intermediate examinations ("Zwischenprfung" or "Vorprfung"). It isimportant, therefore, that you contact the higher education institution of yourchoice in advance to clarify the question of recognition.

It may be useful to bring a detailed record of your studies from your university athome so that you can prove the scope and level of what you have alreadycovered and demonstrated under examination conditions. German universitiesoften accept such transcripts in English or French, but this is not always the case,so it is advisable to have a certified translation (=> 1.1.4) if the original is not inGerman.

The individual faculties or departments are responsible for the recognition,assessment and placement process which takes previous studies andachievements into consideration. There is no standard process and practicediffers from one institution to the next. If you feel you cannot accept the decisionmade in your case, please speak to your supervisor. In particularly difficult cases,please also contact your DAAD contact person. You are entitled to lodge anappeal against decisions with the deputy rector responsible for teaching andstudies at your institution. Doctoral candidates should lodge their appeal with thedeputy rector responsible for research and junior academic staff at the respectiveinstitution. However, you will be required to substantiate your review application inwriting.


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1.3.5 Student Identity Card

When you matriculate you will be issued with a student identity card(Studentenausweis). You will need the "Studentenausweis" within the university(e.g., for access to university libraries and restaurants), but it also offers other

benefits, such as reductions on tickets to the theatre or cinema, special rates onpublic transport, etc. Conditions vary from place to place, but the InternationalOffice will be able to tell you which benefits you are entitled to. You are likely tohave frequent occasion to use the student card and you should not hand over theoriginal even if, for instance, you are requested to prove your student status. Forthis purpose the Student Secretariat issues so-called matriculation certificates(Immatrikulationsbescheinigungen), automatically or on request.

1.4 Finding Accommodation

1.4.1 Student Housing

A German university may have admitted you and offered you a place for study orresearch, but this does not mean you are guaranteed a place to live. Findingaccommodation is difficult for any student living away from home, German orforeign. The universities try to alleviate the situation, especially for foreignstudents, by making a large proportion of the rooms in student residencesavailable to them. The number of places in student residences in the "old" (WestGerman) Federal Republic is, however, very low (approx. 11% of all students),while the situation in the former East Germany is considerably better with placesfor more than 50% of students.

If you cannot get a place in a student residence, you must be prepared to spendsome time searching for accommodation, be it a single room in a private house, asmall flat or shared accommodation with a group of fellow students(Wohngemeinschaft, WG).

The housing situation is particularly problematic in cities with large universities orwith several institutions of higher education and correspondingly large studentpopulations. This applies to big cities like Berlin, Munich, or Hamburg as well as tosmaller towns with large universities, such as Tbingen, Bonn, Gttingen orKarlsruhe. In these places the monthly rent for a single room is likely to bebetween 250 and 375 euros or more. Cheaper accommodation may be found inplaces with relatively few students or in the outlying suburbs of larger towns. In

the so-called "new" Lnder (Brandenburg, Mecklenburg-West Pomerania,Saxony, Saxony-Anhalt, and Thuringia) the situation is somewhat morefavourable, at least with regard to student residences, but gradually prices arecreeping up to the same level as in Western Germany.

1.4.2 Advice on finding accommodation

Unfortunately, the DAAD is not in a position to help you find accommodationdirectly. The local International Office will provide information and advice on thelocal situation and may be able to assist in individual cases, but it cannot beexpected to function as a housing agency.

At this stage we can only suggest a few things which may be helpful in finding aroom or a flat:


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Write to the International Office at the earliest opportunity, either while still inyour own country or from the language course centre. They may be able tosecure a place in a student residence for you. Please make sure to mentionthat you are a DAAD/HRDC Scholarship holder to avoid the possibility of

double renting. In many university towns you can make the reservation of aplace in a student residence online. If the International Office suggests thatyou accept an offer unseen, even if this involves additional costs for aninterim vacancy, you should follow their advice. You should contact your hostinstitution in Germany while still in your own country regarding youraccommodation in Germany.

If you have to go house or flat hunting on your own, ask for advice from theInternational Office or from experienced friends and colleagues. You willwant to know, for example, in which newspapers or on which bulletin boardsit is worth placing an advertisement or looking for offers, or what such crypticcodes such as "2ZKDB stand for (namely "2 Zimmer, Kche, Diele, Bad two rooms, kitchen, hall, bathroom), or what kind of expenses may be lurkingbehind "NK" ("Nebenkosten charges in addition to the basic monthly rent,or what an agent may charge as commission, or what to watch out for in a"Mietvertrag" rent agreement). If you use the services of an estate agent,please note that the DAAD cannot pay the agent's commission, which, insome cases, may be quite high.

Perhaps you have friends in the university town who are willing to arrangeaccommodation for you in advance. This could be very useful, even if itmeans paying the rent for a month or so before actually arriving, becausethe best time to find student housing is not at the beginning of the new

semester but during the weeks following the end of the previous one.

It may also be worth your while to go to a so-called flat-sharing agency andrent a room for the first few months of your stay in Germany. These agenciescharge a commission and offer rooms or whole flats for a limited period oftime. You then have the time to calmly look for a reasonably priced place tolive in your university town. You can find the flat-sharing agencies on theInternet at www.wohnzentrale.de or enter the search term"Hochschulort/Mitwohnzentrale" (= flat-sharing agency) in the search enginewww.google.de.

If you arrive without anywhere to stay and have to find a room for the night,the "Verkehrsverein or "Tourist Informationoffice, which you willnormally find in or near the station, will inform you about hotel and boardinghouse vacancies and prices and even make bookings for you. A single roomin an ordinary hotel is likely to cost from around 30 to 60 euros per night;rooms of comparable standard in a "Pension (boarding house) may costless. The most economical place to stay is generally a youth hostel("Jugendherberge"/ www.jugendherberge.de). You can spend the first fewnights there while you search for a permanent place to stay. If, before youleave for Germany, you already know that you are going to spend the firstfew days in a youth hostel, then we recommend that you already book a

place in a youth hostel from your home country, since many Germanstudents also stay at a youth hostel while they look for a place to live, whichmeans that the number of available places is often limited.


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Please note that when you rent a room or a flat, the rent agreement willspecify the period of notice. So if you find somewhere else to live or arepreparing to return home, you must inform your landlord of your intention tomove out before this deadline.

1.5 Health and Nursing Care Insurance, Personal/Private LiabilityInsurance and Accident Insurance

1.5.1 Health Insurance General Information

Health or medical insurance is the most important type of insurance for allscholarship holders. Every scholarship holder must have adequate healthinsurance cover.

During the time of your language learning period in Germany DAAD takes out foryou a private health insurance policy from the Continentale KrankenversicherungAG. The costs are covered by the DAAD, and the regional unit will register you.You will receive your insurance policy at the beginning of your language course inGermany. You can find the Continentale Krankenversicherung conditions andinformation in the papers that are sent to you together with the insurance policy.These conditions are also outlined in brief on the rear of the insurance policy.Please read this information carefully. Scholarship holders who enrol at the hostuniversity require a so-called health insurance exemption certificate calledBefreiungsbescheinigung (Exemption Certificate) from the statutory healthinsurance company. Scholarship holders who do not exercise their right to change

to the statutory health insurance provider (GKV) should apply for thisBefreiungsbescheinigung at their Regional Unit in good time before starting theirstudies. Please note that the exemption from the statutory health insuranceprovider applies during the whole time spent studying in Germany. If you continuestudying in Germany beyond the term of your scholarship, you can extend theDAAD Group Insurance at your own cost (cf. last page of the Information andConditions (Hinweise und Bedingungen), Tarif 706/766).

The insurance does not cover any illness or disease contracted before theinsurance began nor their treatment if this continues in the current term of theinsurance policy.

As far as diseases and illnesses contracted after the insurance cover began areconcerned, the Continentale Krankenversicherung will pay the costs of anymedically necessary treatment, subject to the following restrictions:

Costs for visual aids (spectacles/glassesand contact lenses) can only berefunded after the policyholder has been insured for a period of fourmonths. Refund for visual aids are made solely on the basis of a doctorsmedical prescription or order issued due to deteriorated eyesight or vision;the maximum refund is 80 euros. The receipt date of the visual aid isdecisive to whether or not the policyholder is entitled to a refund;

The personal contribution for drugs, medicines and dressing materials

is 5 euros per pack. No refund is given for drugs, medicines and dressingmaterials that cost less than 5 euros per pack;


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In the case of in-patient treatment, the insurance only refunds general,standard costs;

The insurance is under no obligationto refund the costs:

Of childbirth in the first eight months of insurance cover (the insurance willonly be obliged to pay the costs for childbirth (delivery) as from the 9thmonthof insurance cover);

Of diagnosing and treating sterility, its causes and consequences as well asartificial insemination and any possible complications;

Of dentures (e.g. dental plates and bridges), post-crowns and crowns, inlays,orthodontic measures and dental function tests as well as the costs of anyrelated pre- and post-treatment;

Of treatment for mental and psychological disorders and diseases as well asof psychotherapy.

Health insurance is obligatory during your study/research period in Germany. Forfurther information please contact the International Office of your university or theEducation Officer of your Embassy in Berlin.

Payment method

If you have private health insurance through the DAAD, you will receive aninsurance policy. You must present the letter for the doctor/therapist and theinsurance policy issued by the DAAD Insurance Office to the doctor orreceptionist before you are treated so that they are aware of the conditions of the

DAAD group insurance scheme, especially in respect of the charges and feeswhich are refunded, because these are lower than the usual rates for privatepatients. Doctors bills can be presented to the DAAD Insurance Office markedunpaid (unbezahlt) and must specify your DAAD registration number. You willinitially have to pay personally for medicines prescribed by the doctor and thensubmit the original receipt to the DAAD Insurance Office along with your DAADregistration number and bank details for a refund. In the case of a stay in hospital(in-patient treatment), the hospital can send a cost acceptance formKostenbernahmeantrag to the DAAD Insurance Office. The bill is then settleddirectly with the insurance company.

1.5.2 Personal/Private Liability and Accident Insurance through the DAAD

Your DAAD award automatically includes accident and personal/private liabilityinsurance with Generali Versicherung AG, Munich. You are insured for theduration of the award. The DAAD pays the insurance premiums.

Personal/private liability insurance covers personal liability claims by a thirdparty against you of up to 3,000,000 euros for personal/private liability and/ordamage to property (including up to 250,000 euros for damage to rented premisesand up to 1,500 euros for damage to other people's property in rented rooms,such as furniture).

Redecorating or renovation costs to repair signs of wear and tear from living in theflat when you move out are not reimbursed.


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Please note: personal/private liability insurance does not cover liability for damagecaused when driving a motor vehicle. If you plan to drive your own car inGermany, ask for details at an automobile association office as to how you cantake out the car insurance required by law in Germany. The motor vehicle office

(Kraftfahrzeugamt) in your university town will inform you about how long you candrive a car with a foreign registration number (number/license plate) and withforeign insurance in Germany.

You will receive an information sheet with details on the various kinds ofinsurance. You can find the specific conditions under which you can make claimsunder your insurance in this information sheet.

Accident insurance only covers the scholarship holder personally.

What accident insurance pays:

Capital payment in the event of accidental death: 5,500 euros;

Invalidity due to accident: 26,000 euros with a progressive invalidity table(maximum payment at 100% invalidity: 58,500 euros). In the event of lesserinvalidity, the appropriate percentage;

Additional medical costs caused through an accident: up to 1,000 euros.

1.6 The Financial Support you can expect from the DAAD

1.6.1 The monthly scholarship payment

The amount of the monthly payment depends on the academic status of thescholarship holder: Master students receive a monthly amount of 750 euros; PhD

students receive a monthly amount of 1,000 euros.

1.6.2 Insurance contributions

See 1.5 for details.

1.6.3 Additional payments (subject to changes)

The following items are only included if mentioned in the Letter of Award:

Language course in Germany: the DAAD will pay the course fees and costof accommodation for the duration of the course directly to the languagecentre and provide you with a lump-sum in cash for meals and pocket-

money. For information on what you must take into consideration as far ashealth insurance cover during the language course is concerned, pleaseread chapter 1.5.1.;

Study and research allowance: the allowance will be paid at the beginningof the second year of your studies. This study and research allowance isintended to cover the following costs: Visits to archives and libraries,attendance of conferences, congresses and courses, and participation inacademic excursions. Furthermore, it can be used for the purchase ofliterature and, where necessary, for the purchase of clothing suited to thelocal climate, or for other expenses which above all need to be met at the

beginning of a scholarship period. The allowance should also cover typingcosts related to your dissertation or thesis plus any other costs for materialsin kind or fees (except for registration and re-registration fees);


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Book allowance: the book allowance will be paid yearly. This bookallowance is intended for the purchase of literature;

Travel allowance for the return journey from Germany to Indonesia: thetravel allowance can only be transferred after receiving all required

documents at the end of your studies in Germany. Please see 1.10 fordetails.

1.7 Absence from the Place of Study or Research

1.7.1 Attendance obligations

In principle, payment of the award is conditional upon the scholarship holderbeing present in Germany for the duration and, in accordance with therequirements of his academic project, residing in the vicinity of the host institutionnamed in the Letter of Award (=> Part 2).

1.7.2 Changing host institution, supervisor or field of study

A change of host institution, supervisor or field of study or research is onlypossible in exceptional cases and only with prior approval from the DAAD.

1.7.3 Holidays and travel

Scholarship holders studying in Germany are obliged to attend the relevantcourses regularly throughout the semester. Even scholarship holders on aresearch project, whose work may not be influenced by the semester timetable,are asked to comply with accepted practice with regard to travel and holidays andto coordinate their own plans with their supervisor or with the head of the projector institute.

Please take note of the following regulations:

if you wish to absent yourself from the host institution for more than oneweek during the lecture period, whether for academic or for urgentpersonal reasons, you do need prior approval in writing from the DAAD;

if you plan to leave the host institution for more than two weeks during therecess, please write to the DAAD in advance noting your contact address,

where possible;

if you plan to leave Germany for more than four weeks at any time during theaward period, you need prior approval in writing from the DAAD. The DAADis responsible for deciding whether your award instalments will be continuedor suspended during this period abroad;

1.7.4 Interrupting or terminating the award

If you feel compelled to interrupt or to terminate your stay, or to stop working onthe academic project during the award period, please advise the DAADimmediately of the reasons. Please note that the award may only be terminated

once written consent has been obtained from the DAAD. If the award isterminated without good reason, the DAAD is entitled to demand repayment ofany funds already received by the award holder. Under certain conditions, funds


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received may have to be repaid with interest calculated from the first paymentonwards.

If your academic work is interrupted for more than two weeks due to illness,please inform the DAAD. Quite apart from the two-week deadline, you should

always inform your DAAD contact person if you are seriously ill or have had anaccident (=> Part 2).

1.7.5 Field research / Data collection outside Germany

A field research period/data collection period in your home country may be asubstantial part of your research project. When planning a field research/datacollection trip it must be coordinated with the supervisor and DAAD must beinformed well in time in writing and attaching a time table of field research whichis both signed by you and your supervisor. As a rule, the duration of field researchshould not be longer than one quarter of the entire research period in Germany

(max. 9 months during a research period of 3 years).Financial support for field research can be granted on the following conditions:

The field research must be an integral and indispensable part of thedoctoral research project or the Master programs curriculum in Germany;

The field research trip should be arranged in cooperation with andapproved by the academic supervisor of the doctoral project or thecoordinator of the Master program;

The field research must be approved by the DAAD Selection MonitoringCommission, if possible, at the time of the first scholarship extension

meeting. The necessity and scope of the field research should therefore beclearly indicated in the research proposal that is submitted with the firstscholarship extension application.

1.7.6 Internships during the scholarship period

Internships during the scholarship holders doctoral research or the Masterprogram can only be approved by the DAAD Selection Monitoring Commissionunder the following conditions:

Internships have to be an obligatory part of the doctoral studies or theMaster program curriculum;

The duration of an internship should not exceed 6 months;

Internships should be arranged in cooperation with and approved by theacademic supervisor of the doctoral project or the coordinator of the Masterprogram;

The DAAD has to be informed about the modalities of the internship well inadvance. Therefore, please send a copy of your internship contract to theDAAD;

The internship has to take place in Germany.

The maximal salary for an internship in Germany is 450 euros per month. Allamounts that exceed the salary of 450 euros per month will be deducted from therespective monthly scholarship instalments.


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1.8 DAAD Events for Foreign Scholarship Holders in Germany

At the beginning of the academic year, DAAD staff visit (almost) every universitytown in Germany to meet the DAAD scholarship holders there. The purpose ofthese Stipendiatenbegrungstreffen is to make personal contact and todiscuss any questions you may have. Similar visits may also be arranged to theGoethe Institutes during the language course. The DAAD attaches greatimportance to your participation in this meeting. So we urgently request that youdo everything possible to ensure that you can take part in it. You will be advisedof the date in good time.

In addition to this, the DAAD holds several regional meetings(Stipendiatentreffen) every year for all new scholarship holders located in aspecific area. These meetings usually last two and a half days and, in addition toa programme of lectures on academic topics or German current affairs, provide anopportunity to meet the staff from your regional unit in the DAAD office.

With regard to staff visits and regional meetings, we should like to urge you toaccept the DAAD invitation even if you do not have any questions or problems.Perhaps the DAAD representatives have questions about recent developments inhigher education in your country or perhaps your experience and advice might behelpful to other scholarship holders, or perhaps you might gain some interestingand useful information from the discussion after all. And whatever happens, youwill make a lot of new contacts.

If you pass through Bonn on the way to your host institution or at any other timeduring your stay, the staff in your regional unit at the DAAD office will be pleasedto see you. Please remember to write or call in advance for an appointment

though, to avoid coming in vain because everybody you want to talk to isotherwise engaged.

1.9 Extending the Scholarship

If you want to apply for an extension, the procedure is as follows: Obtain theDAAD Extension Application Form from the International Office at youruniversity (or in the case of Colleges of Music and Art from the Student MobilityAdvisor or the Headmaster's Office), fill it in and return it to the International

Office/Director's Office with the additional documents listed below. The staff therewill also be able to answer questions about the application form and procedure.

The deadlines for returning the completed application form and the additionalrequired documents at the International Office/Director's Office are:

30 April for scholarships ending between July and February;

15 November for scholarships ending between March and June.

In addition to the application form the following documents are required:

A detailed report (up to 5 pages, typed) in German outlining the results ofyour study programme/research project work so far, including any courses,

lectures or other academic events you attended, any academic contributionsyou made (papers, assignments, or presentations) and a personalassessment of your progress and academic or artistic achievements to date.


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Scholarship holders in English-instructed degree programmes may alsosubmit the report in English;

A concrete time-schedule including details of the studies, papers andexaminations to be completed during the extension period, signed by you

and your supervisor;

Depending on the purpose one or two recent referee's report(s) by one ortwo university teacher(s) on your academic or artistic competence, on yourachievements to date, on the prospects for your further progress and thesuccessful completion of your project. Scholarship holders who aresupported for the purpose of gaining a doctorate have to submit tworeports (as the case may be from different subjects); all other scholarshipholders have to submit one report.These reports are confidential. Theyshould either be sent directly by the authors to the International Office/Director's Office or handed to you in a sealed envelope which you forward to

the DAAD unopened;

Copies of all course certificates obtained since the beginning of the awardperiod (for the first extension application) or since submitting the lastapplication for extension, awarded for seminars, lab courses, trainingprogrammes, departmental examinations, etc. If you have taken anyexaminations or parts of examinations during this period please enclose acopy of the certificate (Zeugnis) or confirmation from the department orexamining board listing the subjects examined and the results achieved.

Doctoral candidates who did not take their preceding degree (Diploma, Magister,Staatsexamen) at a German university must also present proof of their

admission to doctoral studies with their first application for extension. If ithas not been granted yet, a statement must be submitted by the supervisor andthe department noting when admission to the doctoral studies may be expected.The total funding period for full doctorates in Germany is based on a doctoralperiod of three years; if foreign graduates still need to meet the requirements foradmission to a doctoral programme in Germany, the funding period can be set atup to four years.

Architecture: at least one perspective drawing, one free-hand drawing, and oneconstruction design from the current award period, each in DIN A4 or DIN A5.

1.10 The Closing Phase, Evaluation Questionnaire and Departure

Towards the end of the award period you will receive a questionnaire which youare required to fill in and must return before departure. The questions are mainlyabout your experience and assessment of your academic work and generalaspects of your stay. You will also receive a blue alumni sheet in which you areasked if you are interested in continuing contact with the DAAD and to give usyour future address. All the information in the questionnaire will be treated inaccordance with the German law on data protection (Datenschutzgesetz). We

shall take careful note of your comments and suggestions in our endeavour toimprove our services for scholarship holders.


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Addit ionally to the questionnaire you will be required to hand in a final reportonyour stay in Germany.

After receiving the questionnaire, the alumni sheet and your final report, theDAAD will arrange the payment of your travel allowance.

Towards the end of your award period please inform us of your departure date, ifpossible six weeks in advance.

Do please also remember to give notice to your landlord within the periodstipulated in the rent agreement and to cancel your bank account in good time.

1.11 After your Return Home: DAAD Alumni Programmes

The German Academic Exchange Service sees the end of a support period as the

beginning of a long and active relationship with its former scholarship holders(alumni). Our alumni work aims to

continue contacts between alumni themselves, between alumni and theirGerman host universities and with the DAAD;

maintain the disciplinary and personal German focus by providing regularinformation;

help to intensify academic exchange between the alumni's country of originand the host country and so contribute to internationalising the universitysector;

take the experience, knowledge and insights gained by alumni during theirstudy and research stays in Germany and use these to benefit presentscholarship holders and students interested in studying in Germany;

build and expand networks at specialist or regional level and, in particular, topromote exchange between experts.

The alumni magazine DAAD Letter appears three times a year and is free ofcharge to foreign DAAD/DAAD-HRDC scholarship holders and alumni. Articlesfocus on providing information on developments and trends in German highereducation, science and research as well as on the support activities of the DAAD.Furthermore, DAAD alumni report on the impressions and experience they gained

during their funded stay. Key articles are also summarised in English (abstracts).

Former scholarship holders of all disciplines whose award ran for at least 10 canapply once a year for specialist literature (books, journals, articles) produced byGerman-speaking publishers to help them advance their academic knowledge andqualifications (max. value of 200 euros per year).

To support teaching, research and development as well as to improve the rangeof services offered to universities and comparable institutions in developingcountries, the DAAD provides funds for the award of equipment donations. Thisprogramme is open to alumni from developing countries and from those withlimited foreign currency reserves, preferentially Latin America, Africa and Asia.

Each year the DAAD organises subject-specific or interdisciplinary alumniseminars in various countries. These seminars are mainly intended for foreign


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alumni. You will be able to find a list of past and planned seminars (includingadditional information such as pre-announcements, seminar/conference reports,photos, etc.) by going to www.daad.de/alumni.

Alumni clubs have been established in many countries around the world which

aim to maintain contacts with the DAAD, with Germany and with each other. TheDAAD sees these clubs and their members as important contacts since, as a rule,the members will now hold leading positions as experts and executives in theirhome countries. They all share the experience of having completed a study orresearch stay at a German university. Their knowledge of two education andsocial systems makes them into specialists for all questions relating to exchangebetween the host and home country. The DAAD can support the work of these120 and more DAAD alumni clubs around the world by awarding grants for theorganisation of specialist events. We will also be able to support you if you intendto set up a DAAD alumni club yourself. Further information on and the contactaddresses of the clubs can be found at www.daad.de/alumni.

A great many former scholarship holders regularly send us their reports on thesituation in the host country during their funded stay. These reports containinformation on all aspects relating to academic life as well as valuable tips on theculture, country and people of the respective country. Our DAAD Alumni Forumenables todays scholarship holders to pass on this information to futuregenerations of DAAD scholarship holders by posting their reports in the database.The more reports that are published, the sooner we will be able to provide thenew scholarship holders with precise and specific information on their hostcountry, their host university and their academic discipline. Please contribute tobuilding up our reports database. Access is again provided via the DAAD website

at www.daad.de/alumni.de/Forum.

The Alumni Website (www.daad.de/alumni) includes an open area where youcan access information on all the programmes mentioned here. In addition, theDAAD maintains a VIP Gallery where it presents a profile of important formerscholarship holders. You can also find job offers in this area as well as in thepassword protected forum area. The Alumni Forumgives you an opportunity tomeet and contact each other and to exchange experience. Do you have a job tooffer? Are you looking for a place to live? Do you want to continue improving yourlanguage skills after returning home? The forum is the right place to publiciseyour wishes, questions and interests on all aspects of academic mobility. Please

always let us have your latest address. The Alumni Forum is the easy way toamend your address details direct and online. All you need is your DAADregistration number (PKZ) and your date of birth. Only if we have your currentaddress details will we also be able to continue to inform you directly in the futureof the latest attractive programmes and services which we offer.

As of immediately, the DAAD also offers its alumni the opportunity to use its web-based e-mail service. If you have not yet secured an attractive DAAD e-mailaddress for yourself, just go and register now at http://webmail.daad-alumni.de/reg/index.php.

Detailed information on this and other programmes and services for DAAD alumni

can be found at: http://www.daad.de/alumni .


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Part 2 Rights and Obligations ensuing from the Award Contract


Part 2 Rights and Obligations ensuing from theAward Contract

The DAAD's relationship with its scholarship holders is based on support andpartnership. Fundamentally, all

Documents

Booklet Aceh M Rz 2014 KH