Germany ScholarshipFAQ - Application Process

Please note that the FAQ list will be updated on a regular basis (last update: 28.06.2023).

What are the selection criteria?
In addition to your performance at school or university, the main award criteria include long-term volunteer activities, special personal or family circumstances, completed professional training, voluntary internships and awards/prizes. The scholarship selection committee chooses the recipients.

What do I enter in the fields “University semester” and “Subject-related semester”?
University semesters include all semesters spent at a German university or university of applied sciences including the upcoming winter semester. Subject-related semesters means the total number of semesters you have spent in your current degree programme including the upcoming winter semester. Semesters at other universities (e.g., from discontinued programmes) or other disciplines are not included here. For example, if you are studying at a German university for the first time in the upcoming winter semester and have not previously studied at a German university of applied sciences, enter “1” in both fields.

What form can the evidence of personal history take?
Please submit a curriculum vitae on your personal history (e.g. in tabular form) in written form, which provides information on eligibility for funding.

How do I furnish proof of my performance in school and university?
Students who are in their 1st or 2nd subject-related semester of an undergraduate degree programme in the upcoming winter semester:
Please enter in the application form in section 4 “University entrance qualification” your final grade and submit a copy of your university entrance qualification until the end of the application period mentioned in the call for applications on the website of the Germany Scholarship (the date of the receipt stamp applies).
Foreign certificates require a copy of the original certificate as well as an official translation in German or English and if available a conversion to the German grading system (alternatively, you can calculate the German equivalent grade by yourself using the PDF-form “Modified Bavarian Formula” (see below). In this case, please submit the completed and printed PDF-form of the calculation).
Please note: If we do not receive a copy of your university entrance qualification in written form until the end of the application deadline, you will be excluded from the selection process.

Students who are in their 1st or 2nd subject-related semester of a master’s degree programme or a second degree programme in the upcoming winter semester:
Please enter in the application form in section 3 “Previous completed university degree” your (preliminary) final grade and submit a copy of your university degree certificate until the end of the application period mentioned on the website of the Germany Scholarship (the date of the receipt stamp applies).
Foreign certificates require a copy of the original university degree certificate as well as an official translation in German or English and if available a conversion to the German grading system (alternatively, you can calculate the German equivalent grade by yourself using the PDF-form “Modified Bavarian Formula” (see below). In this case, please submit the completed and printed PDF-form of the calculation).
If you have completed several university degree programmes by the upcoming winter semester, please state the university degree that is relevant to the degree programme for which the application for a Germany Scholarship is being made and submit a copy of the corresponding degree certificate.
Provided there was no delay in issuing the university degree certificate (see the following question “How should I proceed if I do not know my final grade or do not yet have my university degree certificate until the application deadline?”), please note: If we do not have a copy of the university degree certificate in written form until the end of the late submission deadline, you will be excluded from the selection process.

How should I proceed if I do not know my final grade or do not yet have my university degree certificate until the application deadline?
Please enter in the application form in section 3 “Previous completed university degree” your (preliminary) final grade or your current average grade and submit a current transcript of records containing your average grade in written form (the date of the receipt stamp applies).
In addition, please submit a copy of your university degree certificate until the end of the late submission deadline specified in the announcement on the Deutschlandstipendium website (the date of the receipt stamp applies).
If, for reasons beyond your control, you are unable to submit your university degree certificate until the end of the late submission deadline, then please submit a copy of your provisional certificate of your university degree including your final grade. In case of any delays, please contact us.
Foreign certificates require a copy of the original certificate as well as an official translation in German or English and if available a conversion to the German grading system (alternatively, you can calculate the German equivalent grade by yourself using the PDF-form “Modified Bavarian Formula” (see below). In this case, please submit the completed and printed PDF-form of the calculation).
Please note: If we do not receive a copy of your university degree certificate or, alternatively, a provisional certificate of your university degree including the final grade until the end of the late submission deadline, you will be excluded from the selection process.

Students who are in their 3rd or higher subject-related semester in the upcoming winter semester:
Please select in the application form in the section 2.2 “Proof of academic performance“ the relevant option that applies to you (“law”, “medicine” or “for all subjects except for medicine or law”), enter your average grade or average score (law) in the next step and submit your transcript of records of current date in written form until the end of the application period (the date of the receipt stamp applies).
If performance records from the previous summer semester have not yet been entered at the end of the application period, the updated transcript of records can be submitted in written form until the end of the late submission deadline (the date of the receipt stamp applies). Both deadlines are mentioned in the call for applications on the website of the Germany Scholarship. If you have further questions, please contact the respective examination office.
Foreign certificates require a copy of the original certificate as well as an official translation in German or English and if available a conversion to the German grading system (alternatively, you can calculate the German equivalent grade by yourself using the PDF-form “Modified Bavarian Formula” (see below). In this case, please submit the completed and printed PDF-form of the calculation).
Please note: If we do not receive the required transcript of records in written form until the end of the late submission deadline, you will be excluded from the selection process.

Exceptions for the following degree programmes (students who are in their 3rd or higher subject-related semester in the upcoming winter semester):

• Students of human medicine
  Please select the option “medicine (human medicine, dentistry)” in the section 2.2 “Proof of academic performance“ of the online application form and submit the following certificates in written form until the end of the application period (the date of the receipt stamp applies). If certificates that have to be submitted in accordance with your stage of study are not available until the end of the application period, they must be submitted until the late submission deadline (the date of the receipt stamp applies). Both deadlines are mentioned in the call for applications on the website of the Germany Scholarship.
  Foreign certificates require a copy of the original certificate as well as an official translation in German or English and if available a conversion to the German grading system (alternatively, you can calculate the German equivalent grade by yourself using the PDF-form “Modified Bavarian Formula” (see below). In this case, please submit the completed and printed PDF-form of the calculation).
   

  Pre-clinical stage
  Qualified overall certificate including information on the percentile ranks achieved (Heidelberg Faculty) or semester ranking (Mannheim Faculty)
  
  Transition from pre-clinical to clinical stage (1st semester of the clinical stage)
  Qualified overall certificate including information on the percentile ranks achieved (Heidelberg Faculty) or semester ranking (Mannheim Faculty) and a copy of the certificate “Zeugnis über den Ersten Abschnitt der Ärztlichen Prüfung” (first stage of the medical state examination) including notification on results

  Clinical stage (2nd or higher semester of the clinical stage)
  Overall certificate including the results in the clinical stage and copies of the certificate “Zeugnis über den Ersten Abschnitt der Ärztlichen Prüfung” (first stage of the medical state examination) including notification on results
  
  Please note: If we do not receive copies of all required transcripts/certificates in accordance with your stage of study until the end of the late submission deadline, you will be excluded from the selection process.

• Students of dentistry
  Please select the option “medicine (human medicine, dentistry)” in the section 2.2 “Proof of academic performance“ of the online application form and submit the following certificates in written form until the end of the application period (the date of the receipt stamp applies). If certificates that have to be submitted in accordance with your stage of study are not available until the end of the application period, they must be submitted until the late submission deadline (the date of the receipt stamp applies). Both deadlines are mentioned in the call for applications on the website of the Germany Scholarship.
  Foreign certificates require a copy of the original certificate as well as an official translation in German or English and if available a conversion to the German grading system (alternatively, you can calculate the German equivalent grade by yourself using the PDF-form “Modified Bavarian Formula” (see below). In this case, please submit the completed and printed PDF-form of the calculation).
  
  According to the old degree programme rules and regulations for dentists (ZÄpprO) from 26.01.1995 (commencement of studies by 30.09.2021)

  Pre-clinical stage
  “Qualifizierte Gesamtbescheinigung” (Qualified overall certificate) including information on the percentile ranks achieved and if available a copy of the certificate “Zeugnis über die Naturwissenschaftliche Vorprüfung” (intermediate science examination) as well as performance records for “Kursus der Zahnärzlichen Technischen Propädeutik (ZPK)”, “Phantomkurs I der Zahnärztlichen Prothetik” and “Phantomkurs II der Zahnersatzkunde”
  
  Transition from pre-clinical to clinical stage (1st semester of the clinical stage)
  Qualified overall certificate including information on the percentile ranks achieved, a copy of the certificate “Zeugnis über die Naturwissenschaftliche Vorprüfung” (intermediate science examination), performance records for “Kursus der Zahnärztlichen Technischen Propädeutik (ZPK)”, “Phantomkurs I der Zahnärztlichen Prothetik” and “Phantomkurs II der Zahnersatzkunde” as well as a copy of the certificate “Zeugnis über die Zahnärztliche Vorprüfung” (intermediate dentistry examination)

  Clinical stage (2nd or higher semester of the clinical stage)
  Copies of the certificates “Zeugnis über die Zahnärztliche Vorprüfung “ (intermediate dentistry examination) and “Zeugnis über die Naturwissenschaftliche Vorprüfung“ (intermediate science examination) as well as certificates of the clinical performances
  
  Please note: If we do not receive copies of all required transcripts/certificates in accordance with your stage of study until the end of the late submission deadline, you will be excluded from the selection process.
  
  According to the new degree programme rules and regulations for dentists (ZApprO) from 08.07.2019 (commencement of studies by 01.10.2021)
  Pre-clinical stage
  Qualified overall certificate “Vorklinik I” (pre-clinical stage I) including information on the percentile ranks achieved and, if available, a copy of the certificate “Zeugnis über den Ersten Abschnitt der Zahnärztlichen Prüfung” (first stage of the dental state examination) including notification of results as well as a qualified overall certificate “Vorklinik II” (pre-clinical stage II) including information on the percentile ranks

  Transition from the pre-clinical to the clinical stage (1st semester of the clinical stage)
  Qualified overall certificates “Vorklinik I” (pre-clinical stage I) and “Vorklinik II” (pre-clinical stage II) including information on the percentile ranks achieved and copies of the certificates “Zeugnis über den Ersten Abschnitt der Zahnärztlichen Prüfung” (first stage of the dental state examination) and “Zeugnis über den Zweiten Abschnitt der Zahnärztlichen Prüfung” (second stage of the dental state examination) in each case including notification of results

  Clinical stage (2nd or higher semester of the clinical stage)
  Copies of the certificates “Zeugnis über den Ersten Abschnitt der Zahnärztlichen Prüfung” (first stage of the dental state examination) and “Zeugnis über den Zweiten Abschnitt der Zahnärztlichen Prüfung” (second stage of the dental state examination), in each case including notification of results as well as a qualified overall certificate of the clinical performances

  Please note: If we do not receive copies of all required transcripts/certificates in accordance with your stage of study until the end of the late submission deadline, you will be excluded from the selection process.

Do foreign certificates require anything additional?
All certificates that are not issued in German or English must be translated into English or German by a sworn specialist translator. Documents written in other languages cannot be considered in the selection process. The translation must be submitted in addition to the copy of the original certificate in written form until the deadline. If a corresponding translation is missing or has not been prepared by a sworn professional translator, the corresponding information cannot be considered in the selection procedure.
In the case of foreign certificates such as the university entrance qualification, a university degree or transcripts with an average grade, a conversion of the certificate into the German grading system (German equivalent grade) must be submitted in addition to the officially certified translation. Alternatively, you can calculate the German equivalent grade by yourself using the PDF-form “Modified Bavarian Formula” (see below). In this case, please submit the completed and printed PDF-form of the calculation.
Please note: In the section 4 “University entrance qualification” (for students of an undergraduate degree programme) as well as in the section 3 “Previous completed university degree” (only for students of a master’s degree programme or second degree programme), the German equivalent grade must be indicated in addition to the foreign grade.
Please contact the relevant examination office regarding recognition of course work completed abroad and conversion of grades.

What average grade do I need to have to apply for the Germany Scholarship?
In addition to the performance in studies or school, other criteria are important in the selection process regarding the overall impression the application makes, such as voluntary engagement, voluntary internships, prizes and awards, completed professional training and personal and family circumstances. The number of new recipients also depends on the funds available (see following question: “How many scholarships can be expected to be awarded in the winter semester 2023 | 2024?”) and the number of recipients that are further supported as well as the number of applicants in a given subject area / the group of first-time students. Unfortunately, we cannot specify a minimum grade required for the application.

How many scholarships can be expected to be awarded in the winter semester 2023 | 2024?
In previous years, an average of 150 Germany Scholarships were awarded per funding round.
The following overview provides an indication of the distribution of scholarships for the upcoming winter semester and is intended for orientation purposes only. Subject to change without notice.

What should be stated in section 7 “Letter of motivation” and can another letter of motivation be submitted in written form in addition to this (in the online application form)?
The motivation letter in the online application needs to include the reasons for applying for the Germany Scholarship. The statement should describe why the current achievements substantiate a high degree of future success during the future university and professional career in light of the personal and family background. The statement may not exceed 2,500 characters (including blank spaces). An additional letter of motivation submitted in written form will not be considered in the selection procedure.

Can recommendation letters be submitted?
Letters of recommendation can be submitted in written form during the application period. They can either be submitted together with the application documents or separately, e.g. by the author of the letter, until the end of the application period. A submission by email is not possible. Letters of recommendation will be considered in the selection process if they have been explicitly prepared for your application for a Germany Scholarship and have been received by us in written form until the end of the application period mentioned in the call for applications on the website of the Germany Scholarship (late submission deadline does not apply here).

What requirements must be met for the “voluntary engagement” criteria?
The voluntary engagement means an honorary activity such as a special societal, social, university-political or political engagement. An engagement can only be considered if the activity was pursued for a minimum of six months. Please note that in case of activities that are still ongoing, only the period up to the end of the application period at the most and that is also proven can be taken into account. Completed engagements can only be considered if they ended no earlier than one year prior to the start of the application period. A distinction is made between daily, weekly and monthly engagements. To recognise voluntary engagement, verification must be submitted in the form of a copy that indicates the type of activity and time period dedicated to that engagement. Please note that all relevant fields must be completed for each engagement and that the respective association, organisation, initiative or project must be named and the activity briefly described in the field “Brief description”. A voluntary engagement can only be considered in the selection process if, in addition to the complete and correct information provided in the online application form, we have received appropriate proof in written form until the end of the application period at the latest (the late submission deadline does not apply here). The proof should allow a temporal (e.g. duration, date of issue) and personal allocation and be linked to the information provided online. In the case of foreign proof, the copy of the original document as well as an official translation into German or English must be submitted if the corresponding information is to be considered in the selection process.
Please note: Mere memberships, e.g. in a political party without exercising a special function, are not taken into account.

What requirements must be met for the “awards/prizes” selection criteria?
The selection process takes prizes and awards into account that were received within the last three years prior to the application period. National, state and international prizes and awards are considered. Please note that you have to indicate each award/prize (e.g. per round) and complete all appropriate fields of the online application form. Participations in competitions from the state level upwards with placements and/or a qualification for a subsequent competition round are also considered to be awards. A consideration in the selection process is only possible if we have received a corresponding proof in written form until the end of the application period at the latest (the late submission deadline does not apply here) in addition to the complete and correct information provided in the online application form. The proof should allow a temporal and personal allocation and be linked to the information provided online. In the case of foreign evidence, the copy of the original document as well as an official translation into German or English must be submitted if the corresponding information is to be considered in the selection process.
Please note: Regional prizes such as prizes and awards that are awarded by the proposal of the school principal as well as scholarships are not taken into account.

What requirements must be met for the “voluntary internships” criteria?
Internships of at least four weeks duration (full-time equivalent) and not mandatory for study and examination regulations or during school time are taken into consideration, if they ended no earlier than three years prior to the application period. Please note that in case of voluntary internships that are still ongoing, only the period up to the end of the application period at the most and also proven can be taken into account. Please note that all relevant fields in the online application form must be completed for each voluntary internship. It is important to name the respective internship as well as to give a brief description in the field “Brief description”. A consideration in the selection process is only possible if we have received a corresponding proof in written form until the end of the application period at the latest (the late submission deadline does not apply here) in addition to the complete and correct information provided in the online application form. The proof should allow a temporal (ideally with an indication of the weekly working hours) and personal allocation and be linked to the information provided online. In the case of foreign proof, the copy of the original document as well as an official translation into German or English must be submitted if the corresponding information is to be considered in the selection process.

How do I enter an activity as graduate assistant / working student or a part-time job while in school?
Activities as graduate assistant or working student as well as a part-time job during school time can be indicated as gainful employments during your studies or your time at school in the section 6 “Personal and family circumstances“. A consideration in the selection process is only possible if we have received a corresponding proof in written form until the end of the application period at the latest (the late submission deadline does not apply here) in addition to the complete and correct information provided in the online application form. The proof should allow a temporal and personal allocation and be linked to the information provided online. In the case of foreign proof, the copy of the original document as well as an official translation into German or English must be submitted if the corresponding information is to be considered in the selection process.

What requirements must be met for the “professional training” criteria?
Professional training must have been at least two years in duration. Please note that you have to complete all appropriate fields of the online application form. A consideration in the selection process is only possible if we have received a corresponding proof in written form until the end of the application period at the latest (the late submission deadline does not apply here) in addition to the complete and correct information provided in the online application form. The proof should allow a temporal and personal allocation and be linked to the information provided online. In the case of foreign proof, the copy of the original document as well as an official translation into German or English must be submitted if the corresponding information is to be considered in the selection process.

How do I verify my non-academic background?
An informal letter of confirmation signed by both parents and stating the highest educational level as well as the profession is sufficient. If there is only contact with one parent, a confirmation letter confirming the non-existing contact as well as the indication of the respective highest educational level and the respective profession of both parents is sufficient (the signature of one parent is sufficient in this case). A consideration in the selection process is only possible if we have received a corresponding proof in written form until the end of the application period at the latest (the late submission deadline does not apply here) in addition to the information provided in the online application form. In the case of foreign proof, the copy of the original document as well as an official translation into German or English must be submitted if the corresponding information is to be considered in the selection process.

How do I furnish proof of a migration background?
A “migration background” exists if the applicant himself/herself or at least one parent comes from abroad. As proof, you can submit a copy of a birth certificate, identity card or passport, for instance. If an applicant has experienced flight, he/she can submit documents that prove the status of a recognized refugee. A consideration in the selection process is only possible if we have received a corresponding proof in written form until the end of the application period at the latest (the late submission deadline does not apply here) in addition to the information provided in the online application form. In the case of foreign proof, the copy of the original document as well as an official translation into German or English must be submitted if the corresponding information is to be considered in the selection process.

Can missing documents be submitted at a later time?
If you have not yet received your enrolment or study certificate, notification of admission, university degree certificate, “Zeugnis über den Ersten Abschnitt der Ärztlichen Prüfung” (first stage of the medical state examination) including notification of results, “Zeugnis über den Ersten Abschnitt der Zahnärztlichen Prüfung“ (first stage of the dental state examination) including notification of results, “Zeugnis über die Naturwissenschaftliche Vorprüfung” (intermediate science examination), “Zeugnis über die Zahnärztliche Vorprüfung” (intermediate dentistry examination), “Zeugnis über den Zweiten Abschnitt der Zahnärztlichen Prüfung” (second stage of the dental state examination) including notification of results or performance records for “Kursus der Zahnärztlichen Technischen Propädeutik (ZPK)”, “Phantomkurs I der Zahnärztlichen Prothetik” and “Phantomkurs II der Zahnersatzkunde” until the end of the application period, please make sure to submit them in copy, without delay, until the late submission deadline, at the latest (the date of the receipt stamp applies). Besides, updated transcript of records (including performances from the summer semester) can be submitted until the end of the late submission deadline (the date of the receipt stamp applies). All other documents must be received in written form by Heidelberg University | University Administration | Division 8 | Department 8.2 | Seminarstraße 2 | 69117 Heidelberg until the end of the application deadline (the date of the receipt stamp applies). You will find the application deadline as well as the late submission deadline in the call for applications on the website of the Germany Scholarship.
However, the possibility of submitting performance records from the summer semester / the unavailable university degree certificate does not release the applicant from the obligation to complete the corresponding fields in the online application and to submit a copy of the current proof of academic performances until the end of the application deadline.

How to submit application documents?
Please note when sending or submitting your application documents, that they have to be received in written form by Heidelberg University | University Administration | Division 8 | Department 8.2 | Seminarstraße 2 | 69117 Heidelberg until the relevant deadline (the date of the receipt stamp applies). Please submit your documents in a sealed envelope stating the full address. Please keep the documents in the envelope together with a paper clip and, in order to make it easier to compare the dokuments to the information provided online, please mark the proofs of awards and prizes, voluntary engagements and voluntary internships in the top right-hand corner (e.g., awards and prizes: A1, A2, A3...| voluntary internships: P1, P2, P3...| voluntary engagement: E1, E2, E3). In addition, we recommend that you enclose a separate list of the documents submitted when you send them.

I am completing my university degree now and I am planning to start a second degree / master’s degree programme at Heidelberg University in the upcoming winter semester. Can I still apply for the Germany Scholarship through Heidelberg University?
You can apply for a Germany Scholarship if you are planning to attend Heidelberg University during the upcoming winter semester. If you do not yet have the certificate of your university degree when you apply for the scholarship, you can submit it in copy until the end of the late submission deadline mentioned in the call for applications on the website of the Germany Scholarship (the date of the receipt stamp applies).
If, for reasons beyond your control, you are unable to submit your certificate of university degree by the end of the late submission deadline, then please submit a copy of your provisional certificate of your graduation including your final grade. In case of any delays, please contact us.
If you have completed more than one university degree by the upcoming winter semester, please indicate the university degree that is relevant to the field of study for which you are applying for a Germany Scholarship and submit a copy of the relevant transcript.
Please note: If we do not receive a copy of the certificate of your university degree or, alternatively, a provisional certificate of your degree including the final grade in written form until the end of the late submission deadline, you will be excluded from the application process.

I am in my 1st or 2nd subject-related semester of my degree programme in the upcoming winter semester and do not yet have any or only some course or examination certificates. What do I enter?
For students in the 1st and 2nd subject-related semester (in the upcoming winter semester), performance is based on the grade specified in the university entrance qualification. If you have completed an university degree the final grade is relevant. If you have already completed a degree programme or will complete one by the upcoming winter semester, the final grade of this degree programme is relevant.
If you have completed more than one university degree programmes by the upcoming winter semester, please indicate the university degree that is relevant to the field of study for which you are applying for a Germany Scholarship.

Next semester I will be on leave/studying abroad/doing an internship. Can I still apply?
You can apply for a Germany Scholarship. If you are on leave from Heidelberg University during that time, the payment of the scholarship will be suspended and the funding period adjusted once you return. If your time abroad is related to your degree programme (e.g. research stays or internships demanded by the examination rules and regulations as well as a subject-related study abroad) you can continue to receive the scholarship during that time.

I am enrolled in two degree programmes. Under which programme should I apply?
Applications for a Germany Scholarship must be in one major subject. You can choose whichever one you prefer. However, please apply only for one programme.

What is the application deadline?
Applications for Germany Scholarship are possible during the period indicated on our website which, according to the bylaws is from 15 July to 31 August. The application period can be postponed for important reasons, especially if there are no or insufficient scholarship funds available or if there are delays in the study operations. The online application portal will be activated during the application period, on the website of the scholarship programme. Please register and fill out the online application form afterwards. The application form has to be sent until the end of the application period. The signed print-out of the online application form and the required documents and certificates must reach our post office until the end of the application deadline (the date of the receipt stamp applies).
Applications received by our post office after that deadline will not be considered in the application process. For information about the end of the application period as well as the late submission deadline, please have a look at the call for application on the website.

Where do I need to send the application documents?
Heidelberg University | University Administration | Division 8 | Department 8.2 | Seminarstraße 2 | 69117 Heidelberg

The mentioned address above is our postal address. There, the application documents can be submitted during the application period as well as until the late submission deadline* directly to the post office during the opening hours (Mon-Thu 7:00 am - 3:00 pm and Fri 7:00 am - 2:00 pm) or dropped outside the opening hours in the mailbox. Please make sure to submit your documents in a sealed envelope marked with the mentioned address above.

* only the enrolment certificate or similar and proof of performances (e.g. certificate of graduation, updated transcript of records) can be submitted until the late submission deadline