Information for host institutes

Invitation for a research stay at Heidelberg University
Advice for doctoral students from non-EU countries
Electronic residence permit for third-country citizens
Online registration for visiting scholars
Information about the German federal and state retirement fund (VBL)

Skilled Immigration Act

Since March 1st 2020 the new Skilled Immigration Act is in force. Among other things, the numeration of the paragraphs has changed. Please remind: The residence permit / researcher’s visa has changed from §20 to §18d. The Blue Card has changed from §19a to §18b.

Invitation for a research stay at Heidelberg University

Since August 1st 2017 international scholars (at least Postdocs) from non-EU countries can only apply for a residence permit for researchers (§18d Residence Act) or a Blue Card EU (§18b Residence Act). The Blue Card is only issued to scholars with a working contract and a minimum income.

An invitation letter of the host institute alone is not longer valid for the application for a visa at a German Embassy in the researcher´s home country. In addition to the invitation letter, following documents must be presented, depending on the kind of residence permit:

1. For the application of a researcher's residence permit (§18d Residence Act) a hosting agreement is required. This hosting agreement is issued centrally and exclusively by the Welcome Centre. Researchers with a working contract with the Heidelberg University Hospital obtain their hosting agreement from the HR-Department of Heidelberg University Hospital.
2. For the application of a Blue Card (§18b Residence Act) a hosting agreement is not required. However, the Declaration of Employment Relationship must be presented.

For the application of a researcher's residence permit (§18d Residence Act), the Immigration Office only accepts the hosting agreement. Please contact us, in case you need a hosting agreement. International scholars researcheng at the Heidelberg University Hospital, please contact the HR-Department of that institution. 

Advice for doctoral students from non-EU countries

Doctoral students are still eligible for a student´s residence permit (§16 Residence Act). Therefore, they need to show at the Embassy the letter of admission in order to apply for a Visa. For the application for a residence permit at the local Immigration office, the confirmation of enrolment is required. 

Doctoral students with a working contract (up to 50%) can apply in some particular cases (for example, doctoral students with children, for their application for children or parental allowance) also for a researcher´s residence permit (§18d Residence Act). For this purpose, a hosting agreement is required.

Doctoral students with a working contract of more than 50% cannot obtain any longer a student´s residence permit (§16 Residence Act). They have to apply for a researcher´s residence permit (§18d Residence Act) and need therefore a hosting agreement. In that case, please contact the Welcome Centre. Doctoral students with a researcher´s residence permit can remain enroled and/or have to enrol themselves.

For more information visit the website of the Graduate Academy.

Electronic residence permit for third-country citizens

Since September 2011 the Immigration Offices are issuing electronic residence permits for third-country citizens. This process can take at least four weeks, since these residence permits have to be printed by the Federal Print Office in Berlin. Besides, the applicant has to appear personally at the Immigration Office in order to render his fingerprint. This process is required for all further extensions, since the fingerprint data is only saved on the chip. The Immigration Office can extend a temporary permit, which can be presented at the HR-Department for issuing the working contract.

Online registration for visiting scholars

In order to improve and extend the services provided to both international scholars and their hosts, the Welcome Centre operates an online portal for visiting scholars. The different functions on this portal are at disposal of both the international scholars and the institutes and research institutions of Heidelberg University.

Information about the German federal and state retirement fund (VBL)

If you are employing an international scholar at your institute you should know the possibility to chose between a VBL klassik or a VBL spezial scheme and, if necessary, explain it to the international scholar. Via following link you will find useful videos explaining this topic.

For further detailed information in English on this topic visit the portal "Find Your Pension", where you can find different factsheets with all the frequently asked questions.

For more information on the pension system via following link.