Information for Fellows
Within the projects of the »Strategic Partnership Grant« and the »Explorer Seed Fund« of the Heidelberg | Harvard Cooperation, fellows from Harvard University are welcomed at Heidelberg University.
Table of contents
1. ONBOARDING AND ADMINISTRATIVE SUPPORT
To ensure a smooth start to your fellowship within your project at Heidelberg University, the Heidelberg | Harvard Cooperation Team coordinates closely with relevant central support units at Heidelberg University as well as with the respective project teams. Early coordination helps ensure that all administrative procedures are handled efficiently and that you receive the necessary information and support throughout the onboarding process.
The Heidelberg | Harvard Cooperation Team acts as an additional point of contact alongside the project-specific contacts you will be working with during your stay.
We are pleased to support you during your fellowship and will guide you through the required administrative steps.
1.1 Nomination and Eligibility Requirements
The nomination by the Heidelberg Principal Investigator (PI) is the first step in joining your project within the Heidelberg | Harvard Cooperation. It is required for all incoming fellows (except professors).
The nomination allows the Heidelberg | Harvard Cooperation Office to verify eligibility for the program and coordinate the subsequent administrative steps with the relevant university units.
To initiate the nomination process, the following documents and information must be provided to the Heidelberg PI:
- Formal confirmation letter of the current appointment of the fellow with Harvard University issued by the respective Office of Faculty Affairs or Postdoctoral Office, covering the full duration of the stay in Heidelberg
- Curriculum vitae (CV, max. 4 pages)
- Planned duration of the stay
1.2 Fellow Onboarding
The Welcome Centre is the central service point for international academics at Heidelberg University.
The Welcome Centre provides support with:
- Advice on immigration procedures, including residence permits
- Issuing hosting agreements (Aufnahmevereinbarung) for all faculties (except medical faculties)
- Guidance on health insurance and banking setup
- Housing and family-related matters
- Integration services, including language courses and orientation activities
- Formal requirements at the beginning and end of the stay
REQURIED ACTION: Please register on the Welcome Centre’s Online Portal before your stay in Heidelberg:
The registration link is:
Welcome Centre - Online Portal
Your contact persons at the Welcome Centre is Nicole Tsuda:
DOCTORAL FELLOWS (PhD)
Doctoral researchers who wish to enroll* at Heidelberg University are supported by the Graduate Academy, which provides guidance throughout your stay at Heidelberg University.
The Graduate Academy provides support with:
- Formal requirements for the beginning and end of the stay
- Administrative processes and regulations relevant to doctoral studies ( e.g. enrollment at the University)
- Questions regarding visas and immigration
- Settling in and living in Heidelberg
- Health insurance-related questions
- Joining the doctoral community and networks available to doctoral researchers
- Attending the courses offered within the seminar program and the e-learning portfolio
- Language support and academic writing assistance
- Ombudsprogram
Your contact person at the Graduate Academy is Marlena Pożoga:
*Enrollment: In the German university system, „enrollment“ (Immatrikulation) refers to the formal administrative act of registering as a student at a university. For Harvard doctoral fellows spending part of their PhD at Heidelberg University, enrollment takes the specific form of registering as a „Research Student“ (also referred to as a "visiting doctoral candidate"). This option exists specifically because you remain enrolled in your doctoral program at Harvard and you are not applying for a Heidelberg degree. Enrolling as a Research Student grants full student status at Heidelberg University, including unrestricted access to the library, IT services, and university sports, as well as access to Studierendenwerk services such as student dormitory housing and reduced-price meals in the university cafeterias.
Alternatively, doctoral fellows may register as a Guest Researcher instead of enrolling. This route does not require formal enrollment and does not include access to Studierendenwerk services, but it is administratively simpler, free of charge, and not bound to semester application deadlines.
Enrollment is therefor an additional, optional administrative registration; it is not related to attending or registering for courses.
1.3 HOUSING AND ACCOMMODATION
Visiting academics have the opportunity to apply for accommodation in one of Heidelberg University's guesthouses located on the Neuenheimer Feld campus.
The apartments are fully furnished and include a kitchen, bathroom, and internet access. They are offered at rates below the local housing market; accommodation costs must be covered by the researchers.
As the number of apartments is limited and demand is high, accommodation cannot be guaranteed and is allocated based on availability. To maximize the chances of securing a room, fellows are strongly encouraged to contact the Guesthouse Management as early as possible, ideally around one year before their planned arrival.
Please note that the minimum rental period is one month.
You can submit your request here:
Booking request for visiting researchers
Fellows may also use the university’s Employee Housing Listings as an additional resource for finding accommodation in Heidelberg and the surrounding area. The listings provide an overview of housing opportunities offered by private landlords. The university curates and shares this information as a service and is not involved in rental agreements.
Fellows who are enrolled as visiting doctoral students are also eligible to apply for student housing:
2. FELLOWSHIPS
2.1 FELLOWSHIP AMOUNTS
Based on the rates of the Alexander von Humboldt Foundation researchers receive an amount of:
- Senior researchers: 3.600 EUR monthly
- Early-career researchers (PhD completed within the last 5 years): 3.000 EUR monthly
- Doctoral researchers: 1.400 EUR monthly, based on the rates of DAAD research fellowships
Fellowships are exempt from German income tax and are paid as net amounts.
HOW DO THESE FELLOWSHIP AMOUNTS COMPARE TO POSTDOCTORAL SALARIES IN THE UNITED STATES?
Fellowship amounts in Germany are typically lower in gross terms than postdoctoral salaries in the United States. However, they are paid tax-free and correspond broadly to the net income of postdoctoral researchers within the German academic system.
In addition, cost of living, particularly for healthcare and housing, is generally lower and more predictable than in many U.S. metropolitan areas.
The fellowship is designed to provide competitive financial support within the German and European research context while offering a high degree of academic flexibility.
2.2 FELLOWSHIP REGULATIONS
Fellows may spend up to 20% of their fellowship time outside Heidelberg, in agreement with the Principal Investigator (PI). This flexibility supports research-related travel, collaboration, and time away from Heidelberg while maintaining the primary focus of the fellowship in Heidelberg.
While fellowship holders are not employed by the university, the stipend levels are aligned with established funding schemes in Germany and are broadly comparable to the net income of salaried postdoctoral researchers. Additional funding from third-party sources or host institutions may be used to supplement the fellowship on an individual basis.
2.3 FELLOWSHIP APPLICATION PROCESS
The nominated fellow must provide proof of affiliation with Harvard University.
Further details on required documentation by Harvard University will follow here shortly.
REGARDING THE FELLOWSHIP APPLICATION, PLEASE NOTE:
- If you are coming to Heidelberg as a fellow, your application must be filled out, signed and submitted by your Heidelberg project lead (PI).
- The fellowship application must be submitted by the Heidelberg project lead (PI) using the official application form of the Research Department at least six weeks before the planned arrival of the fellow.
- Types of fellowships include the following categories: Doctoral Fellowship, Early-Career Researcher Fellowship, Senior-Career Researcher Fellowship
The fellow is required to sign a declaration of acceptance as part of the approval process.
Fellowship payments can be transferred to any bank account held in the name of the fellow. A German bank account is not required. For Fellows participating in projects at the Medical Faculty, however, the receiving bank account must be located within the European Union. A German bank account is therefore not required, but a non-EU bank account cannot be used for the payment.
The relevant bank details must be provided to the Heidelberg project lead (PI) for the purpose of arranging the payment.
The internal responsibilities of the Heidelberg PI are described under Project Management (sections 5 and 6).
Further procedural information is available via the Heidelberg Research Service.
2.4 TRAVEL ALLOWANCE
The travel allowances are also based on the rates of the Alexander von Humboldt Foundation.
- For stays up to 12 months: 1.350 EUR
- For stays from 13 months onwards: 2.100 EUR
The travel allowance will be paid out with the first fellowship rate.
2.5 HEALTH INSURANCE FINANCIAL SUPPORT
The support for health insurance through the program is possible for up to 250 EUR per month per fellow.
In order to receive the support you will have to submit a proof of health insurance and the respective rate.
You can consult the Welcome Centre regarding advice on finding suitable health insurance for your stay.
3. FAMILY SUPPORT
Financial Support:
- Through the program we provide family benefits of 259 EUR per accompanying child per month should the fellow not be a citizen of the EU, EEA or Switzerland.
- EU, EEA or Swiss nationals may claim child benefit under German law. The Welcome Centre can assist you with information in this case.
- Accompanying partners without independent income can receive a support of 130 EUR per month upon proof of full private health insurance.
- Accompanying children can also receive a support of 130 EUR per month upon proof of full private health insurance.
Organizational Support:
- KidsClub in the Guesthouses.
- Comprehensive information on Family and Children of international scholars can be found via the link on the right hand side.
4. CAREER DEVELOPMENT OPPORTUNITIES
Postdoctoral fellows are eligible to participate in selected career development offers provided through heiTRACKS, Heidelberg University’s structured support program for early career researchers.
Available formats include:
- heiTRACKS Newsletter: regular updates on events, talks, and career development opportunities
- heiTRACKS Navigator: annual orientation and networking event for early career researchers
- CareerPlus: online sessions focused on career planning and professional development
- Individual counselling: one-on-one appointments with an in-house career coach for personal guidance
- Mentoring support: assistance in identifying and connecting with experienced researchers as mentors
Your heiTRACKS contacts are Dr. Susanne Scheer and Dr. Max Vetter.
5. TEACHING ACTIVITIES
Fellows may engage in teaching activities such as guest lectures, seminars, or course contributions.
If teaching is formally included in the stay and involves obligations, the legal and administrative framework of the respective university applies independently at Heidelberg University and Harvard University.