Upon Your Arrival

You have to register your new place of residence within one week after your arrival in Germany. Registration is compulsory for all German citizens and for all international guests who stay in Germany for more than 90 days. The Welcome Center of the University of Mannheim can provide you with all relevant forms. Depending on your respective place of residence, you can visit one of the citizens’ service offices of the city of Mannheim. If you do not live in Mannheim, please inquire about the responsible residents’ registration office at your place of residence.

Appointments:

In order to avoid long waiting times, we recommend making an appointment online with the citizens’ service offices of the city of Mannheim. The Welcome Center is happy to provide support.

Required documents:

• Passport or ID
• Application form (available at the Welcome Center or via the website of the city of Mannheim)
• Wohnungsgeberbestätigung (landlord's confirmation of residence): in accordance with Section 19 of the Federal Registration Act (Bundesmeldegesetz, BMG), your landlord is obliged to hand you over the confirmation on demand. A form is available for download on the website of the city of Mannheim. Tenants of the Guesthouse may turn to the Guesthouse Administration to obtain the Wohnungsgeberbestätigung (landlord's confirmation of residence).

In the following cases a certificate of good conduct is required:

• Employment as academic staff member
• Appointment as civil servant (e.g. junior professor or Akademischer Rat (senior instructor with tenure))
• Admission as doctoral candidate by a school

In case you already have a registered residence in Germany, please contact the respective citizens’ service office to apply for a certificate of good conduct. The certificate of good conduct can be requested at one of the citizens’ service offices. The fee for the certificate is EUR 13. It usually takes up to two weeks for the certificate to arrive in your or your employer's mailbox.

There are two types of certificates of good conduct:

• The Private Certificate of Conduct will be sent to your private address. This type of certificate is sufficient for admission as a doctoral candidate.
• The Certificate of Conduct for Official Purposes is required if you will be employed as an academic staff member or appointed as a civil servant at the University of Mannheim, e.g. as junior professor or Akademischer Rat (senior instructor with tenure). This type of certificate needs to be directly sent to the address of the employer. Please indicate the address of the Human Resources division when applying for this type of certificate:
  
  Universität Mannheim
  Personalabteilung
  L1, 1
  68161 Mannheim
  Germany

Applications from abroad (especially important for new junior professors)

For reasons of time, it might be necessary, in individual cases, to apply for the certificate of good conduct before arriving in Mannheim. For example, as long as you do not posses a certificate of good conduct, you cannot be appointed as civil servant. The same applies if you are planning a short-term employment (less then 90 days) at the University of Mannheim and, therefore, do not need to register your new place of residence in Germany. On the website of the Federal Office of Justice you can apply for a certificate of good conduct from abroad without having to have your registered residence in Germany.

About two weeks following the registration of your place of residence in Germany, you will receive a letter from the Federal Central Tax Office. This letter contains your tax identification number that you will need for many formal processes in Germany (e.g. receiving your salary, applying for child benefit, opening a bank account, etc.)

Please keep this number carefully.

If you need to receive your tax identification number urgently and cannot wait for the letter of the Federal Central Tax Office, please contact the tax office of the city of Mannheim in L3, 10 directly. You only need your passport or ID. You can ask for your tax identification number one workday after the registration of your new place of residence, at the earliest.

In case you would like to open an account with a bank in Germany, please contact the Welcome Center before your arrival so that we can make an appointment for opening an account at the bank institute of your choice. The consultants for international scholars will provide you with individual support.

The following documents are required to open an account with a bank:

• registration certificate
• tax identification number
• Passport or ID

We recommend reading about the various possibilities of taking out health insurance during your stay in Germany already prior to your arrival. The consultants for international scholars at the Welcome Center will be happy to help you with any further steps as both statutory and private health insurance for employees and civil servants require some final formalities to be taken care of after your arrival. If you have only taken out private travel insurance limited to the duration of your short-term entry visa, we will be happy to help you with the extension of your health insurance.

In Germany, everyone can be held responsible and charged for accidental damages inflicted upon a third party. Therefore, it is usual to take out private liability insurance in order to insure oneself (and one’s family) against compensation claims for damages that were caused unintentionally. The private liability insurance is one of the most important and at the same time cheapest voluntary insurances in Germany that will defend you from having to pay compensation for damages. This kind of insurance covers damages that were caused unintentionally, e.g. through inattentiveness in traffic, as a pedestrian, or in case you damaged the property of someone else.

Please note that, during your stay at the University of Mannheim, you will not be insured with the university.

In case you have taken out private liability insurance in your home country, please check if it is equally valid during your stay in Germany. A liability insurance should at least cover all cases of private liability and, if possible, also cases of liability on official business.

Many insurance providers offer a supplementary key insurance. This insures you in case you loose your private or business keys. For more information, please contact your liability insurance provider.

In the following, we have compiled some liability insurance providers:

HUK
online contract
Tattersallstrasse 15
68122 Mannheim
Phone: 49 800 2153153

Cosmos Direkt
only online contracts
Phone: 49 681 9666666

DEVK
Augartenstrasse 6
68165 Mannheim
Phone: 49 621 4015952

Hansemerkur
Friedrichsplatz 5
68165 Mannheim
Phone: L 621, 12703-0

Janitos
Im Breitspiel 2-4
69126 Heidelberg
Phone:

The insurance providers listed here are known to the Welcome Center of the University of Mannheim. The Welcome Center does not assume responsibility for the quality or completeness of the information and recommendations provided. The accompanying links lead to information free of charge that the Welcome Center of the University of Mannheim deems useful with regard to the subject. However, the Welcome Center of the University of Mannheim would like to point out that the operating agency of the corresponding page is a commercial or private organization. The Welcome Center of the University of Mannheim cannot make any recommendations regarding services subject to payment which may be offered by the operating agency in addition to mere information. Furthermore, the disclaimer in the About this Site section and the general provisions on liability apply to all pages linked to.

For persons who entered Germany on a visa: If you are going to stay in Germany for more than 90 days, you do not only have to register at the citizens’ service office, but also to apply for a residence permit at the local foreigners’ office before your visa expires. Where you have to apply depends on your new place of residence. If you have your main residence in Mannheim, the foreigners’ office of the city of Mannheim will be competent.

Please note: Citizens from non-EU countries who can first enter Germany without a visa and will stay at the University of Mannheim for more than 90 days, also have to apply for a residence permit after their entry.

Citizens from EU or EEA countries do not need a residence permit.

The Welcome Center is happy to advise you on the choice of the correct residence permit and will assist you with the preparation of any required documents. As a rule, submission of the following documents is required:

1. Proof of the purpose of your stay
2. Proof of financial resources
3. Proof of valid health insurance
4. Tenancy agreement for your apartment
5. Biometric passport picture

For an overview of applying regulations please refer to the website EURAXESS Germany.

Please note: The Federal Office for Migration and Refugees provides information on the electronic residence permit on its website.

Everyone who enters into an employment relationship with the University of Mannheim will be supported by the Welcome Center with all required formalities. In collaboration with the Human Resources division and your Chair or institute, we will let you know about all necessary steps as early on as possible.

Usually, we need a so-called personnel form as well as a copy of your latest university degree in advance.

It is important that you come to the Human Resources division to sign your employment contract prior to the beginning of your employment relationship with the University of Mannheim. This is why we recommend that you come to Mannheim at least 3-5 business days before the envisaged beginning of your employment contract in Mannheim in order to ensure that you have enough time to go through all formalities related to the signature of your employment contract.

As a rule, you have to submit the following documents:

• Hiring documents (forms of the Human Resources devision and the Landesamt für Besoldung und Versorgung Baden-Württemberg (LBV))
• Valid ID
• Birth certificate
• Proofs of qualifications and degree certificates starting with the university entrance qualification (secondary school, diploma/master's degree, doctorate), in German or English
• Certificate of membership of the health insurance provider
• Certificate of good conduct for official purposes
• Birth certificates of your children, if applicable
• Marriage certificate, if applicable
• ID card for the severely disabled recognized by the German authorities, if applicable
• Visa or residence permit including a work permit, if applicable

For these documents, the original or a notarized copy has to be submitted. If the documents were issued in a language other than German or English, a notarized translation is required.

Please note: If you are not an EU/EEA citizen, you can only be employed for the period for which you have a valid visa or residence permit including the permit to take up employment at the University of Mannheim.

Example: It is envisaged that you are employed at a chair or institute of the University of Mannheim for a period of three years. As a citizen who requires visa you will first receive a short-term visa that is valid for 3 months. Therefore, the Human Resources division has to limit the duration of the employment contract to the expiration date of the visa. However, as soon as you have obtained a residence permit with help of the Welcome Center within the validity term of your visa, your employment contract will be extended.

International doctoral candidates have the possibility to enroll in order to acquire student status and thus enjoy the benefits that come with being a student (reduced prices in the Mensa, semester ticket for public transport etc.).

At the University of Mannheim, there are two ways to enroll as international doctoral student:

1. Enrollment as a visiting doctoral student (in the Welcome Center)
2. Enrollment as a full-time doctoral student (in Division I)

Enrollment as a visiting doctoral student

Visiting doctoral students need to be invited by researchers of the University of Mannheim, usually a host professor, to collaborate in research and/or teaching for a certain period of time. They are usually enrolled at a partner university of the University of Mannheim and seek to obtain the doctoral degree there.

The maximum duration of the enrollment for visiting doctoral students is 2 semesters. Visiting doctoral students have the possibility to enroll directly at the Welcome Center.

The following documents are required for enrollment:

1. Proof of the status of a doctoral student at the home university (enrollment certificate, transcript of records, etc.).
2. Latest degree certificate (diploma, master's degree, etc.) either in the original or as a notarized copy.
3. Completed request for enrollment.
4. Proof of payment of the total semester fee (administration fee, Studierendenwerk fee and fee for the student body representative committee).
   Exception: Visiting doctoral students from partner universities of the University of Mannheim as well as visiting doctoral students who receive DAAD funding only have to pay the Studierendenwerk fee.
5. Confirmation of your statutory health insurance provider stating that you are insured under a statutory health insurance scheme or exempt from the obligation to be covered by statutory health insurance.
6. Valid passport and visa/residence permit for the purpose of studying. Exception: Citizens from third countries who are allowed to enter Germany without a visa can submit their residence permit at a later point in time.

Enrollment as a full-time doctoral student

Full-time doctoral students seek to obtain their doctoral degree from the University of Mannheim. This means that the research project is supervised by a professor of the University of Mannheim and the degree will be awarded by the University of Mannheim.

Full-time doctoral students have to enroll at Division I. For more information on prerequisites and the enrollment procedure please visit the website of Division I Doctoral Studies in Mannheim.

As a rule, the following documents are required for enrollment - for more information please contact Division I in advance:

1. Confirmation of the school of being admitted to the list of doctoral candidates. Make sure you know about how to be admitted to the list of doctoral candidates by asking your supervising chair and your school as regulations differ depending on the school. Usually, the schools require a certificate of good conduct, a proof of German language proficiency as well as a notarized copy of your university degrees.
2. Latest degree certificate (diploma, master's degree, etc.) either in the original or as a notarized copy.
3. Completed request for enrollment.
4. Proof of payment of the total semester fee (administration fee, Studierendenwerk fee and fee for the student body representative committee).
5. Confirmation of your statutory health insurance provider stating that you are insured under a statutory health insurance scheme or exempt from the obligation to be covered by statutory health insurance.
6. Valid passport and visa/residence permit for the purpose of studying. Exception: Citizens from third countries who are allowed to enter Germany without a visa can submit their residence permit at a later point in time.

Employees, visiting scholars and enrolled doctoral students will receive an individual user ID from the University IT. The user ID allows you to take full advantage of the world-wide roaming access service developed for international researchers, called eduroam (education roaming)  and any online services provided by of the University of Mannheim. You will receive your user ID from the Welcome Center upon your arrival.

As employee or visiting scholar at the University of Mannheim, you will receive a personalized smart card called ecUM (electronic card of the University of Mannheim) upon commencement of your employment or visit. The ecUM allows you to make use of several services that you will need often during your stay in Mannheim:

• personalized university ID (for staff members) or
• personalized guest ID (for visiting scholars, external doctoral candidates, etc.),
• library card to search and borrow books and other media from the Mannheim University Library,
• access to several buildings (needs to be unlocked by your hosting chair),
• use of your personal printing and copying account (for information on activation and use of the account please visit the website of the University Library),
• cashless payment (Mensa, University IT, Library, PC rooms, etc.),
• purchase of laundry tokens (applies if you live in the Guesthouse of the University).
   

How do I get my ecUM?

The ecUM is issued at the counter of the University IT at the InfoCenter (Schneckenhof West). You will receive your ecUM on condition that you already have a user ID of the University IT. The Welcome Center will be happy to provide support.

Please note: Visiting scholars without an employment contract may only receive the ecUM on condition that they stay for at least 3 weeks at the University of Mannheim. If this is not the case, you can get an ecUM guest card from the Mensa instead. The Welcome Center will inform you in each case.
 

How to load money onto the ecUM

You can load money onto your ecUM at the “Infothek” in the Mensa building, the cafeteria EO, Café Soleil or at the cashiers in the Mensa. If you stay in Mannheim for a longer period, it might come in useful to participate in the Autoload system that requires a German or European bank account. For further information on the process please have a look at the website of the Studierendenwerk.

Language courses of the Welcome Center

Every semester, the Welcome Center, in cooperation with the Service- und Marketing GmbH - DaF (www.daf.uni-mannheim.de), offers German language courses exclusively for international scholars. Classes take place twice a week during the semester. On the first day of each course, there will be an assessment test. In case your German language proficiency is higher or lower than the course level you registered for, you will be able to change the course!

Please see the course description on the website of the “Service und Marketing GmbH - DaF': courses for academics (Abendkurse für Akademiker) for details on courses, fees and the registration procedure.

German intensive courses

The service center ‘German as a Foreign Language’ offers intensive German courses that last four weeks. Classes take place daily from Monday to Friday from 8:30 a.m. to 11:45 a.m. For more information on courses, fees and the registration procedure, please visit the website of German as a Foreign Language.

Language courses of the Studium Generale

The service provider Studium Generale of the Service and Marketing GmbH of the University of Mannheim offers a large number of language courses for students including German as a foreign language courses. International doctoral candidates and researchers are also invited to participate. However, we would like to point out that most courses take place during the day.

Online courses

Deutsche Welle DW-World - Learning German

The free German language courses offered by Deutsche Welle help you to learn German just as you like. The multimedia offer including audios, videos and texts covers all aspects of language learning from listening comprehension to vocabulary and grammar. The contents can also be used for teaching German as a foreign language. You can choose between German language courses for beginners and advanced courses. Whether you are a pupil, student or DaF teacher, the website has something to offer for everyone.

DUO Deutsch-Uni Online

Preparatory online language courses specially tailored to the needs of prospective students and researchers. Gain foreign language skills before your arrival in Germany.

Useful links of the University Library

The library of the University of Mannheim has collected useful links for learning German. They comprise both vocabulary learning programs as well as reference books and online dictionaries.

Further language course providers in Mannheim

You also have the possibility to take part in various German language courses offered by other institutions. For more information on courses and conditions please visit the websites of the respective provider.

Mannheimer Abendakademie (evening academy) and adult education center

U1, 16-19

68161 Mannheim

Phone: 0621 1076-0

Goethe Institute Mannheim Heidelberg

Steubenstrasse 44

68163 Mannheim

Phone: 0621 833850

Tax Clinic

Each year in spring, the Welcome Center organizes a “Tax Clinic”. On this occasion, a tax advisor will give an introduction to the German taxation system and answer all your questions.
 

Tips and links:

You can search for your appropriate tax office online:
http://gemfa.bzst.bund.de

You will find a database of tax advisors online (search engine only available in German):

Nationwide tax advisor search engine (Bundesweiter Steuerberater-Suchdienst) / www.dstv.de/suchservice

The 'Lohn- und Einkommenssteuer Hilfe-Ring' also provides advice on wage tax issues. However, this advisory service is only available for members: www.steuerring.de

Disclaimer: All the information provided here is carefully monitored. However, we do not assume liability for these contents. All materials are for general information purposes only and cannot be binding for every individual case. The information provided is not necessarily complete, comprehensive or up-to-date. We do not give legal advice nor legally binding information. Neither can we substitute for information given by experts in individual cases.

With the support from the Welcome Center, you have organized childcare and/or school registration already prior to your arrival. Once you have arrived in Mannheim, you will have to go to the kindergarten or school to formally complete the registration procedure and fill-in some forms. The Welcome Center Team is happy to help you: We arrange meetings with the respective facilities and institutions, help to fill-in any necessary forms and mediate during the first meeting at the kindergarten or school.

Provided that they meet certain requirements, in Germany, parents receive a child benefit for their children. Whether you are eligible for child benefit and how you can apply depends on your residence status, the duration of your stay and other factors. The team of the Welcome Center will be happy to advise you individually and help you with your application.

For more information, please see the website of EURAXESS, which is available both in German and English.

During the first months of your stay in Germany, you will lodge in the Guesthouse of the University of Mannheim or another short-term accommodation as you will be occupied looking for an apartment during the first weeks after your arrival. We have compiled useful information to help you find accommodation.

The team of the Welcome Center will assist you with making an appointment with the landlord and help you to understand the rental agreement. Feel free to contact us!

Following your move, you will have to inform various authorities about your change of address: your employer, bank institution, health care provider, the residents’ registration office, the Beitragsservice for the public broadcasting license fee and many more. Please also read the information on changing or extending your stay. The Welcome Center Team will be happy to help you.

If you are a non-European citizen, your driver's license will be valid for half a year in Germany. After six months of residency in Germany, however, you will need to re-register your driver's license. In order to have your driver’s license re-registered, you have to pass a written and a practical driving test at a driving school.

This regulation does not apply for European citizens. Their driver’s licenses continue to be valid even after six months of residency in Germany.

For more information on the driver’s license in Germany please see the website of EURAXESS.