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Application documents


 

Application forms
Certificates
Language certificates
Other application documents

 

 

 

Application forms

 

From the summer semester of 2014 onwards, an online application via uni-assist’s online portal shall be compulsory. Please register in our online portal, create your application form and then send this to uni-assist electronically. Once this is done, please print it out, sign it and send the signed form in paper form to uni-assist along with your remaining documents.


Some universities, however, have their own special application forms for study applicants to use when applying to these universities. Application forms such as these are generally made available for download by the universities on their websites. We have put a list together for you of the universities who have their own application forms or special online procedures:

 

Special Forms

 

If you are asked for your grade on the application form, please provide your foreign grade as stated on your certificate. The conversion of your average grade via the German grading system will not be carried out until uni-assist actually processes your application – therefore you cannot know what this German grade will be when you submit your application form and so do not have to enter it.

Please always remember to sign your application form. With your signature you are confirming that you have filled out the form completely and truthfully and are applying for a study place at the university in question. You generally need to provide an original copy of your signature, copied or scanned signatures are not accepted by most universities and a missing signature on your form will result in your application being rejected.

 


 

Certificates

 

When you refer to the university of your choice to find out which certificates you need to submit, please bear the following in mind: there are more than 180 countries and in each of these countries, different educational systems apply – in other words, universities will specify which type of certificates they require but are unable to list the many different possibilities or take all particular cases into account. Therefore, if you contact the university with specific questions, please ensure that you provide very precise information regarding your certificates and educational background.

As a general rule, you need to document your educational background from your secondary school leaving certificate up until your present educational level. Please submit all certificates in full: you must always submit both your certificate and the corresponding subject and grade summary in full, any appendices to your certificate (e.g. a Diplom attachment) or individual pages must not be missing! If your subject and grade summary does not include the applied grading system, please include information on the grading system used by your school or university as well.

 

All certificates must be submitted as officially authenticated copies in the original language and in sworn translation form – this is not possible in electronic form, only in paper form.

Copies of authenticated documents – regardless of whether they are provided in electronic or paper form – are mere copies, and themselves are not authenticated. A copy will only count as authenticated if it bears the original seal of authentication.

 

You can apply simultaneously to as many uni-assist universities as you like. For this, we only need one set of documents.

For information on what you need to know about official authentications and sworn translations, please go here:

 

Standards


For applicants from certain countries of origin, special information concerning the specific education systems of these countries can be found here:
 

Certain countries


For certain certificates, the following special information should be noted as well:
 

special diplomas

 


 

Language certificates

 

When applying for a study course, you must always prove that you have a sufficient command of the language that your chosen course will be taught in, so that you will be able to follow the course and actively take part in it. For the vast majority of courses this language will be German, although the number of English-speaking study courses in Germany is on the increase. In most cases uni-assist will check your proof of language skills, however some universities choose to do this themselves.


 

German

The requirements regarding necessary language proficiency can vary greatly between individual universities. Therefore, please make sure that you inform yourself precisely about the specific proof of language knowledge you must have when applying for the course of your choice.  Certificates such as the DSH, TestDaF, certificates from the Goethe Institute, from telc gGmbH as well as the Deutsche Sprachdiplom from the Kultusministerkonferenz ('DSD der KMK') are accepted by all universities. Please enquire at the university of your choice about the particular level required for your application. Generally, your language certificates must be submitted by the deadline as officially authenticated hard copies.

 

Good to know:

 

 



The Test-DaF is the only German language certificate that uni-assist can verify online.  If you have received the test results before the university deadline, but are unable to provide your certificate in time, you may send us your confirmation of registration for the test (‘Anmeldebestätigung’) instead. This confirmation must include the date of the test as well as your participant number (‘Teilnehmernummer’) and can be submitted as a simple copy.

 

Important: In case your results have not been published online at the time of processing your application, simply sending us your participant number and the date of the test is not sufficient. You will additionally need to notify us once your test results are published online. To do so, please send us a message using our contact form. It is important to additionally inform us of the online availability of the test because otherwise we are unable to verify the results.
 

 

English

In general, when providing proof of English language knowledge the same principles apply for providing proof of German language knowledge: please gather exact information on which certificates are accepted and which level you need to provide proof of. Once you have done this, please submit your certificates on time and in officially authenticated form. Here we will provide you with another short overview of the most important types of proof:

 


 

Other languages

For most study courses, only German and/or English language skills are required. However, if you wish to study a language, you may have to provide proof of a certain level of knowledge of this language when making your application. Study courses with an international focus or in the history of art may also require knowledge of further languages. Please find out what the exact requirements are and, ideally, send your secondary school certificate in officially authenticated copy and sworn translation form as well, since in many cases this will already be sufficient proof.

 


 

Other application documents

 

There are many more documents that universities might ask their study applicants for. The ones that need to be submitted in individual cases depend entirely on the university and course of study. Please make sure you contact the university directly for information on everything you need to submit. If there is anything you do not understand or if you are not sure if/how you are to fulfil a particular requirement, please make sure you ask the university’s student advisory service for a detailed explanation, so that in the end you do everything correctly and provide a complete set of documents.

 


Here we have provided a small overview of the most important additional documents:

 

Curriculum vitae (CV)
Letter of motivation
Letter of recommendation
Passport copy
Passport photo
Certification of name change
Confirmation of enrolment/ de-registration
Work placements/ work experience
Proof that suitability and/ or entrance exam has been passed
Course-specific questionnaires
GMAT/ GRE test certificates
Portfolios
Medical certificate
TestAS certificate



Curriculum vitae (CV)
Usually the application forms always include a section with questions about your school and study periods and it is generally sufficient if you provide the requested information about your background here. However, sometimes the fields provided are not sufficient. In this case, you can present the most important information about yourself and your previous education in a clear, concise manner via CV. Be sure to highlight what makes you suitable for your chosen study course.

Some universities ask for a complete and signed CV, up-to-date as of the day of application. Make a list of everything you have done so far, beginning with achieving your school leaving certificate. You may not leave out any periods of time here! However, you do not need to reveal any personal information or needlessly fill periods of time with activities – the university is basically only interested in your periods of study. Therefore, if you have had a period where you were not studying and were not enrolled at a university, then simply state this information on your CV,  e.g. 'no major activities/was not studying'.

Also, please do not forget to sign your CV by hand! Your signature confirms that the information provided is complete and genuine.


Letter of motivation
A letter of motivation is where you mention why you are applying for a certain course of study and why you believe yourself to be particularly suited. Letters of motivation should generally be one to two pages long. You may submit an individual letter of motivation for each of your chosen courses, or just one for all.

Please note the following: in your letter of motivation, if you mention the name of a specific university that you are applying to, uni-assist will only forward this letter to this one university, for data security reasons.


Letter of recommendation
If you are applying for a Master’s degree, the universities will usually want to know more than just why you consider yourself to be suited to the course (this will already be mentioned in your letter of motivation) – they will also want to know how your professors and lecturers judge your academic performance. This implies one or more letters of recommendation. Please make sure the letter of recommendation is issued by the right person – sometimes universities explicitly ask for letters of recommendation from the academic field, sometimes they may (or should) also come from the field of employment as well.


Passport copy
Ideally, please always submit a copy of your passport. Only the page with your photo and personal data is required. The copy does not need to be authenticated, therefore you can also upload your passport copy via your online account.


Passport photo
This does not explicitly have to be a passport photo, a portrait photo of yourself (in as small a format as possible) will also do. One copy is enough and the photo does not have to be an original, therefore this can be uploaded from the comfort of your online account as well.


Certification of name change

If you have changed your name, e.g. by marriage, please provide certification of your name change. This will explain why the name on your certificates is different from your current name.


Confirmation of enrolment/ de-registration
If you have previously studied in Germany, you will usually have to submit a confirmation of enrolment (if you are still enrolled) or de-registration (if you are no longer enrolled). Note!: please read the university’s requirements carefully – even if you have already completed your degree, you may still need to submit a confirmation of de-registration.


Work placements/ work experience
With a work placement report or job reference you can prove that you already have some practical experience in your subject area as well. Providing corresponding proof cannot hurt if it is relevant to your chosen course, even if this is not specifically asked for. However, if it is asked for, please observe the university’s specifications on content and length. Generally speaking, placement reports and job references do not need to be authenticated. You should however have them translated if they are not written in German or English.


Proof that suitability and/ or entrance exam has been passed
Especially for art subjects, the applicant often has to prove their suitability in advance. This is normally done via an exam, to be taken in advance at the university. Once you have obtained certification that you have passed the exam, you can make your application. Note!: these exams often take place months before the end of the application period – therefore please find out as early as possible when you need to register for the exam, so that you do not miss any of the deadlines.


Course-specific questionnaires
Some universities draw up course-specific questionnaires in order to obtain a clearer picture of your prior knowledge and previous achievements in a certain field. Please fill in these questionnaires carefully and submit them along with your other application documents – even if the requested information is already contained in your transcript or can be deduced from it. It is usually of great help to the university staff responsible for the applicant selection process if they have all the important information well-ordered on paper in front of them. For this reason, submitting any such questionnaires is usually compulsory.


GMAT/ GRE test certificates
These are special tests mainly designed for, and of increasing importance to, economically-oriented subjects.


Portfolios
Portfolios and project folders will only be forwarded on to the universities if they explicitly ask for them, which generally is not the case. Therefore, please ask the university in advance if you are required to submit a printed portfolio or a CD. If this is not necessary, you can upload your work as a file via your online account – in this way it will immediately be available online to the responsible university staff und you will save yourself the cost of printing and sending your portfoilos.


Medical certificate
For some study courses you must also prove that you are physically able to take the course and/or are in good health. This is particularly the case for sport/medicine-related subjects. Therefore, please find out what exactly needs confirming and which doctor or medical specialist is authorised to issue you with the required certificate.


TestAS certificate

The TestAS is a standardised study aptitude test for foreign applicants which can be taken for several disciplines. For some courses of study the test is obligatory, in some cases you can use it to improve your chances in the university’s selection process.

 


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