Information for Supervisors
If you're inviting an international guest or hiring an
international scientist, there are a number of factors to take
into account. These include export controls, financing, visa
and residence permit applications, local administrative
procedures, family situations, providing a workspace, and much
more. The Welcome Center is on hand to help you address these
matters.
It is crucial to contact the Welcome Center early
on to ensure a smooth and hassle-free process and to
refer any international guests or future employees to us.
International researchers can register for our services
here. Please note that the export control
can take several months, depending on the research area,
nationality, and home university. Additionally, depending on
the country, you should anticipate a visa application timeline
of at least 2–6 months, and finding
accommodation may also take some time. If you would like your
guest to be accommodated in one of the university's guest
flats, it is essential to contact us as early as possible due
to the high demand and limited availability of flats.
Please consider the following points:
Export control
The export control must be carried out for all non-EU
nationals. If individuals have been living in an EU country
for the past five years, it is usually sufficient to
provide evidence of this to the Customs Department at the
University of Siegen. More information regarding this
matter, along with the relevant forms, can be found
here.
Funding
If the international researcher is not going to be employed
by the University of Siegen, it is crucial to confirm that
there is funding for the whole duration of their stay. Even
in situations where third-party funds will finance the
employment, we ask you to ensure that the employment
contract's expiry date is not shortly after the start of
work. This could not only create considerable uncertainties
for the researcher, but may also have implications for
their residence status. It is essential to note that it
should be determined whether further employment is feasible
or not well in advance of the expiry of the contract. This
guarantees that there is sufficient time to seek
alternative employment if necessary.
For self-funded stays, it is necessary to ensure that
individuals have at least € 1,100 available each month
(more for stays with family). Sometimes, a blocked account
may be necessary. If this is the case, please contact us so
that we can work with the Ausländerbehörde
[Immigration Office] to confirm the precise amount and
requirements.
Visa documents
For the purposes of visa applications, it is often
necessary to present an invitation letter from the
University of Siegen. The letter should contain the
subsequent details:
» Name and date of birth of the guest
» Duration of stay
» Type of funding
» Activity at the university or within the research group
» Confirmation of supervision
» Note that the guest must arrange insurance coverage
independently
→ With an employment contract: liability
insurance (if necessary)
→ Without an employment contract: health
insurance, lab insurance (where necessary), liability
insurance (possibly included in lab insurance)
Please note that an invitation letter should only
be issued after clearance by the Customs Department
has been given.
In many cases, a Hosting Agreement must also be provided.
Please be aware that the Welcome Center
will send the completed Hosting Agreements, as well as
export control clearance, and potentially proof of funding,
to the Chancellor for signature.
Accommodation
PhD students are eligible to live in one of the student
residences run by the Studierendenwerk. In order to apply
for student accommodation, they have to be enrolled as a
student and should start with their application as early as
possible as places are in high demand. Moreover, there is
always the possibility to look for flat shares or private
accommodation. Please find further information regarding
accommodation here.
Workspace
You will be responsible for workspace arrangements,
university accounts, (chip) keys and academic matters.
However, our team is happy to help international
researchers apply for library cards.
Registering as a student
Please note that it is not possible throughout the whole
year to register as a student. Normally the registration
period starts around two months before the beginning of the
semester and is still possible within the first few weeks.
You can find more information regarding this topic here. Please note as well that registration is
only possible once the export control has been finalized.
The PhD students should in any case register with the Welcome Center.
Finally, please note that in order to re-register for the
second semester, an admission letter by the PhD
Admissions Board needs to be submitted to the
International Registrar's Office.