Enrollment for PhD Students

Site:	myKLU Learning platform
Course:	Student Services - Orientation for New Students
Book:	Enrollment for PhD Students

Printed by:	Guest user
Date:	Friday, 4 April 2025, 11:01 PM

1. Enrollment information
2. Checklist for enrollment
3. Health insurance PhD students
4. Visa / Accompanying spouses & children
5. Living expenses in Hamburg
6. Accommodation
7. German bank account / German language course
8. Welcome Days for PhD students starting in September
9. Public transportation ticket

1. Enrollment information

Enrollment at KLU

Enrollment is a mandatory step to start your studies at KLU. It establishes your student status. All required enrollment documents must be submitted before the start of your program.

We recommend submitting your enrollment documents as early as possible. Kindly be aware that missing, incomplete or unsigned documents may stop your enrollment process.

On the following page, you'll discover an enrollment checklist containing all the necessary documents for submission.

Please don't hesitate to contact us in case of queries via Student Services.

Further Pre-Arrival information

You may have questions about topics such as health insurance, visa, living expenses, accommodation etc.

In the chapters following the enrollment checklist you will find more information on these topics. Please click on the arrows or use the table of contents on the right to navigate yourself through each step consecutively.

For all questions regarding your scholarship or contract, please contact our Human Resources department (hr@klu.org).

2. Checklist for enrollment

Submission deadline: All required documents must be submitted by the date specified on your Certificate of Admission.

Completeness is key: Avoid missing, incomplete, or unsigned documents.

In-Person verification: Original final degree documents are mandatory. Present these documents in person at the Student Services Office at the start of your study program.

Adhering to this checklist ensures a smooth enrollment process.

PhD program Documents to be submitted	Form of submission
Please download: Application for enrollment along with KLU forms	By email: filled out and signed
Proof of health insurance Submission requirements vary by nationality and age. Refer to the relevant chapter for specific instructions.	By email
Passport/national ID card*	By email
Visa if applicable**	By email
Exmatriculation certificate; only if previously enrolled at a German university	By email
English language certificate (TOEFL/IELTS/CAE/CPE) TOEFL institution code: 7373	By email test taker report number

**In order to verify your personal data (e.g. for issuing your Student ID card), we need to verify the following information: Name(s), date of birth, place of birth, nationality. You may cover or redact any other information on your ID card that you feel is unnecessary for this purpose. Rest assured, we will handle your data with the utmost care and confidentiality.

**Please check here if you will need a visa to enter Germany.

3. Health insurance PhD students

Proof for enrollment

For international students with private insurance: Please submit a certificate of membership from your private, German health insurance and the form "Confirmation of private health insurance coverage - Appendix 1: Permanent protection" signed by your insurance provider.

For students with public insurance (usually only students from Germany or the EU): Your health insurance information needs to be sent to the university. This happens through an electronic system used by health insurance companies. So, after you receive your acceptance letter, reach out to a health insurance company right away. Get student insurance from them so that they can report your insurance status to KLU.

If they don't report your status to KLU, you won't be fully enrolled, and you won't get your semester documents. To make sure they send the information to KLU, they might ask for KLU's sender number, which is H0002523.

For students from the EU who will keep their European insurance: To enroll, submit a readable copy of your EHIC with clear information on the back (name, validity). Also, prove exemption from German health insurance by contacting a statutory health insurance company (e.g., TK, AOK, Barmer) to report your status ("nicht gesetzlich versichert") to KLU via electronic reporting, including a scan of your EHIC.

General Information

Health insurance is crucial for your stay in Germany, necessary for enrollment and a residence permit. Two types exist: public and private. Public insurance is cost-effective, covering medical expenses and preventive care. International students usually can't have public insurance, except for PhD students from EU countries who can opt for voluntary membership. Private insurance varies in benefits and costs based on the individual's risk profile, not income. Monthly contributions for private insurance can be around €250, and spouses and children must have separate coverage. International students arriving in Germany typically choose private insurance. Compare options and consider scholarship earnings when selecting insurance.

Information for students from non-EU countries

Non-EU PhD students cannot opt for public insurance in Germany. (if never insured with public insurance in Germany before)
Private health insurance is the only option, with potential costs of up to €250 per month.
Proof of recent health insurance and health condition may be required.

Coverage considerations:

Pre-existing conditions, dental treatments, and mental health disorders are often excluded.
Medications for pre-existing conditions should be brought from home due to potential coverage limitations.

Expense and family coverage:

Private insurance requires individual policies for each family member, leading to potentially high costs.

Hamburg authorities approval & prerequisite for enrollment:

Ensure that the chosen private insurance is accepted by Hamburg authorities for a residence permit.
Without approval, a visa may be granted, but a residence permit may be denied upon arrival.
To enroll at KLU and obtain a residence permit, confirm all requirements in the "Confirmation of private health insurance coverage - Appendix 1: Permanent protection" form.
Most insurers with special tariffs for international students may not meet all requirements.

Possible private providers:

A few private providers have confirmed compliance with the authorities form without any alterations.
These are recommendations of previous students, without guarantee!
- Inter Krankenversicherung - Dr. Walter: more information here.
- Provisit Science
- Vela - tariff: Optimal
- Care Concept - tariff: Care Student (for students from 30 to 34 years)
- Mawista - tariff: Student Pro

Caution and Individual Research:

Exercise caution and thoroughly check conditions before signing a contract with a private health insurance provider.
Independent research for other providers is encouraged.

Summary: Your private insurance must meet Hamburg’s authorities’ requirements to be considered as sufficient for enrollment at KLU. Travel insurance is not adequate for enrollment.

If you have been insured in Germany/another EU country before

If prior to your doctoral studies, you have been a member of a public insurance in Germany or a EU member state, it could also be possible to continue this insurance during your PhD studies. If this is the case we strongly recommend that doctoral candidates, who bring family members with them to Germany, apply for a public health insurance policy. Such policies cover spouses (who are not working) and children free of charge. Private insurance companies, however, require policies for each family member which can end up being very expensive in total.

That means: If you have been insured in the past through a state-regulated health insurance system you can inquire at the public provider of your choice in Germany if they will recognize this coverage. If so, you can take out a so-called voluntary insurance coverage with this provider. The monthly contribution for doctoral students for all statutory health insurance companies in Germany is roughly € 200 (depending on your income/scholarship).

Information for students from the EU

If you're from the EU or a country with a social security agreement with Germany, and you have state-regulated health insurance in your home country, you can maintain that coverage while in Germany. Stay registered, pay premiums, and check with your provider about coverage during your doctoral studies. If necessary, consider additional insurance. If working in Germany (e.g., "Minijob"), you must have German insurance (see information for German students).

Information for students from Germany

Public Insurance in Germany for students allows free choice among various health insurance funds like AOK, DAK, HEK. Doctoral students can only opt for voluntary public health insurance, paying 14.3% of monthly income (e.g., scholarship) plus 2.2% for long-term care. Scholarships may be considered income, impacting contribution rates. Spouses and non-working children are covered for free.

Private German insurance ("Vollversicherung") is an option for German students, with costs potentially reaching €250/month based on age. Private insurance often requires proof of recent health status, and reimbursement involves self-payment upfront. Pre-existing conditions and certain benefits like dental or mental health treatments are typically not covered by private insurance.

4. Visa / Accompanying spouses & children

For which type of visa do I need to apply for my PhD studies?

In general you are strongly advised not to enter Germany with a tourist visa/Schengen visa, because this kind of visa cannot be converted into a student visa. With a Schengen visa, you would need to leave the country after it expires as it cannot be changed into a residence permit. So please make sure to apply for the right type of visa.

In case you start your PhD studies at KLU with a scholarship (+ “Minijob”) the main purpose of your stay is to attain a PhD. The applicable German visa for foreign doctoral candidates is the so-called “student visa” (Aufenthaltsgenehmigung nach §16 Aufenthaltsgesetz). It is intended for foreign doctoral and other higher education students seeking to get higher education in Germany. Please find more information in the following.

In case you start at KLU with an employment contract only (and not with a scholarship + Minijob) there are different types of visa. Please find more information at the bottom of this page.

When and how to apply for visa

The visa will be issued by the German embassy in your home country. You need to apply for a student visa - or: visa for study purposes - by submitting your certificate of admission (which you received digitally). Your study contract and visa support letter will be sent to you by our HR team.

Apply for a student visa as soon as you have the certificate of admission and visa letter of support, as the process may take around up to three months - or even longer. You can find more information on which documents you need in order to get a student visa from the respective website of the German embassy in your home country or from this website.

Please keep in mind that you must prove how to finance your studies in order to get a visa. The German Embassy usually requires proof of funding for the first year of studies. The amount requested by the German embassies for issuing a student visa for allover Germany is 11,208 € per year (formal requirement). You may use your contract (scholarship agreement) as financial proof for your visa application. In the contract the amount of the scholarship as well as the period of time of the scholarship will be specified.

Kindly note that the formal living substance requirements for the visa application may differ to the realistic sum that is needed for living in Hamburg. You can check the estimated living expenses for Hamburg here.

In case a German address is already required for your visa application: as it is quite difficult to find permanent accommodation from abroad you can start with temporary accommodation (hostel, Airbnb) and may use this address for your visa application.

At first, the visa will be issued for a period of 90 days. Once you have arrived in Hamburg, you need to register at the foreigner’s authority and convert your visa into a residence permit for study purposes.

You will find further information about the visa process, the requirements and the documents which have to be presented for your visa application also on our Student Services' website.

Can I bring my family with me while I study in Germany?

As you intend to be in Germany for several years, you may want to be accompanied by your spouse and/or children. For nationals of a member state of the European Union (EU) or the European Economic Area (EEA) this will be quite easy. In case accompanying family members are not citizens of one of the member states of the EU/EEA countries, a visa application for these family members is required. However, usually these visa applications are treated quite straightforwardly by the German authorities.

Unmarried partners will usually not be granted a residence permit unless they can provide their own reasons for staying in Germany. Spouses and underage, unmarried children of a foreign nationality from a third country can obtain a visa/resident permit for family reasons, provided certain conditions are met. These conditions include having sufficient funds for your whole family and enough living space. Please find more information about the requirements below. Please note that marrying after you have already entered Germany may result in a longer visa process of your spouse.

Please make sure to take care of a visa for your family as early as possible. The visa application for family members differs from the application for students and may also take longer. All visa regulations for family members can be found on the website of the German mission in your home country.

If your spouse will travel to Germany with you, he/she will usually be granted the same rights of residence as you have. The duration of your family members' visa will correspond with the duration of your visa. If you have a spouse and he/she wishes to work in Germany, you should state this in your visa application already. Once in Germany it is not possible to apply for a work permit.

For the application for the residence permit once you are in Germany you will need some additional documents in case you will bring your spouse with you. Therefore please do not forget to take the following documents with you:

your marriage certificate (+ certified German translation unless the original is an international document)
your children’s birth certificates (+ certified German translation unless the original is an international document)

What are the visa requirements for my spouse and/or my children?

If your spouse intends to enter for purposes of study as well, the same conditions as for your stay apply.

If this is not the case and you family members will come to Germany as accompanying family members your income has to be sufficient for your whole family.

Please note: cases are always decided on an individual basis at the Germany embassy of your home country. Actually, there is no exact information for accompanying spouses (formal requirements). Each case will be treated differently in the embassies. It is an individual decision made by the embassy. The same applies later on for the residence permit issued by the German authorities.

Non-EU/EEA citizens have to be able to support themselves and their family without assistance of public funds. The residence permit for family reasons can be refused if the person whom family members intend to follow is reliant on welfare benefits for the sustenance of the family. Moreover all family members must have a sufficient health insurance and enough living space. Please find more information about each requirement here:

Living Space

Sufficient living space is deemed to be 12 sqm of living area for every family member over six years old and 10 sqm of living area for each family member under six years old, as well as the adequate possibility of using ancillary rooms (kitchen, bathroom, WC).

Health insurance

Your family members must have sufficient health insurance. That means in most cases they have to sign up for a German health insurance with unlimited coverage. As international PhD students can only be insured with a private insurance in most cases a co-insurance free of charge for your family members is not possible (only possible if insured with a public insurance - please find more information here). Therefore you should expect a monthly contribution of approx. € 200 for each family member if you are insured with a private insurance.

Proof of financial resources

For the calculation of the family’s financial requirements, the current standard rates used are those of the “Unemployment Benefits II” pursuant to the second book of the Social Security Code (SGB II); rent and ancillary costs will be added in any case, as well as the costs for health insurance.

The estimated costs for accompanying spouses are as follows:

Costs of living: ca. 420 €/month = 5040 €/year
Health insurance: ca. 200 €/month = 2400€/year (health insurance coverage sufficient to be issued a residence permit in Hamburg)
Total: 7440 €/year (assuming that the rent is already covered)

The exact amount is always an individual case and can be learned from the responsible German embassy/consulate.

The formal living substance requirements for the visa application may differ to the realistic sum that is needed for living in Hamburg. You can check the estimated living expenses for Hamburg here.

Please note that a scholarship is usually not enough for a couple or a family - it is only sufficient for 1 person. You will need additional financial resources in case you come to Germany with a spouse and/or children.

Further requirements

Basic communication skills in German (A1) may also be required by law for spouses. However, this does not apply to everyone, e.g. if your spouse can prove that he/she is in possession of a college degree and therefore will presumably integrate easily.

For the exact visa regulations for family members please refer to the website of the German mission in your home country.

I have a child/children who will come with me to Hamburg. Where can I find information about child care?

Daycare

Please find some general information about daycare for your child here.

KLU cooperates with the “Studierendenwerk Hamburg”, an organization for student affairs in Hamburg. “Studierendenwerk Hamburg” runs three childcare centers: Bornstraße, Hallerstraße, and the KiTa Kinder Campus. Please find some English information about child care (day care as well as flexible times in the evening) for students - and also current vacancies - here.

We suggest to make an appointment with the “Family Service” from Studierendenwerk once you arrived in Hamburg, or to get in touch with them via email. Please be aware that it is often necessary to reserve child care places well ahead of time.

The Family Service Team from Studierendenwerk will help you to select the best support options for combining studies and family life. Moreover they can provide more information and links to other institutions (e.g. schools in Hamburg).

Please find the contact details here:

Counselling Centre for Social & International Affairs – BeSI

Grindelallee 9, 3rd floor
20146 Hamburg
Telephone: +49 / 40 / 419 02 - 155

besi@studierendenwerk-hamburg.de

Personal counseling without prior appointment:
Tue, Thu 9.30 a.m. - 12 p.m. and 2 p.m. - 4 p.m.
and counseling by appointment

You might also use the “Kita-map” to find child care - current offers and all contact details - in your future neighborhood or near KLU’s campus (website only available in German: please type in your future address/KLU’s address in the field “Adresse” and click “OK”).

Schools

If your children are at least six or seven years old, you need to enroll them in a primary or secondary school. Most children in Germany are attending public schools. The standard of education is in general very high. Please find more information about the school system as well as the enrollment here.

Visa for PhDs without a scholarship

In case you start at KLU with an employment contract only (and not with a scholarship + Minijob) there are different types of visa. In the following you will find some information about the possible types. Please contact our Human Resources Department (hr@klu.org) to find out for which one you need to apply for.

Residence for the purpose of employment – work visa (§ 18 Residence Act)
This type of visa applies to PhD students who have an employment contract (e.g. research assistants) and a doing a PhD alongside work.

Skilled specialist visa (§19 Residence Act)
This type of visa is intended for top-level personnel in science, research and teaching with outstanding professional qualifications.

Research visa (§ 20 Residence Act)
This type of visa requires a hosting agreement between researcher and research institution (not for the purpose of a doctorate only).

BlueCard for highly qualified doctoral candidates
A Blue card can only be received if you receive a gross salary of (currently) at least 50,800 euros per year or in so-called shortage occupations a gross salary of (currently) at least 39,624 euros per year.

An overview of the different types of visa/residence permit can also be found here.

5. Living expenses in Hamburg

Students of the PhD program should budget around 15,170 € per year of study (excl. travel expenses) for their living costs in Hamburg. An amount of at least 11,208 € per year has to be deposited or proven when applying for a student visa at German embassies or consulates.

Estimated expenses for a single person per year in Euro:

Health insurance	2,400 €
Liability insurance	60 €
Housing / accommodation	6,600 €
Food, clothing, misc.	6,000 €
Residence permit	110 € (extension 80 €)
Total (per year)	15,170 €

If you will be coming to Hamburg with your spouse your budget should of course be higher, you could adjust the draft approx. as follows per year:

Health insurance	4,800 €
Liability insurance	80 €
Housing / accommodation (for an unfurnished 3-bedroom apartment)	12,000 €
Food, clothing, misc.	7,000 €
Residence permit	220 € extension 160 €
Total (per year)	24,100 €

If you will be coming to Hamburg with your family your budget should of course be higher. For example, if you are coming together with your spouse and 1 child, we think you could adjust the draft approx. as follows per year:

Health insurance	6,600 €
Liability insurance	80 €
Housing / accommodation (for an unfurnished 3-bedroom apartment)	15,000 €
Food, clothing, misc.	8,000 €
Residence permit	330 € extension 240 €
Total (per year)	30,250 €

Requirements may vary significantly depending on your standard of living in general, choice and area of housing, living or travel expenses. For further information check also the website by the German Academic Exchange Service (DAAD).

6. Accommodation

Finding the right type of accommodation is a challenging task. Accommodation in Hamburg is both hard to find and comparatively expensive.

Please check Student Services on KLU's website in a first step. In a second step, please refer to the accommodation section here on moodle where you can find further information about databases, housing agencies and hostels. Please note that not all offers may be available for PhD students (e.g. rooms in the student dorms offered by KLU).

Another possibility is to join our Facebook group „Students at THE KLU“. The community is very helpful (some KLU students are subletting their apartment here) and you are able to get in contact with current students directly.

You need individual support?

Kindly contact our Student Services Team (studentservices@klu.org) for any further individual support or advice.

7. German bank account / German language course

Opening a German bank account

A German bank account is usually necessary for students who are staying in Germany for a longer period of time.

Please note that you need to have registered in Hamburg before being able to open a bank account.

It is recommended for PhD students to open a German account at a bank because with a bank account you can make transfers to other accounts with no additional charge. If you need to transfer an amount without a bank account (pay in cash at a local bank), an extra charge of up to 6 EUR needs to be paid.

For opening a bank account an enrollment certificate and registration certificate from the local registration office need to be presented. Most banks have special offers for student bank accounts without an account fee.

You usually do not have to pay a fee for setting up a usual bank account. The monthly “costs” for German bank accounts are the same as nearly all bank accounts in Germany are free of charge for students. A usual bank account has no restriction for withdrawing (sometimes the limit for withdrawing money from cash machines is about 500 EUR a day).

Banks near KLU campus:

Deutsche Bank (Überseeboulevard 4-10, 20457 Hamburg)
Hamburger Sparkasse - HASPA (Am Kaiserkai 1, 20457 Hamburg)
Commerzbank (Am Sandtorkai 23-24, 20457 Hamburg)
Postbank (Am Sandtorkai 44, 20457 Hamburg)

Blocked bank account

A blocked account ("Sperrkonto") is a special type of a German bank account that was created specifically for internationals who would like to come to Germany with the purpose of studying, job-searching or participating in the au-pair programme.

The blocked account has to be opened at a German bank while you are still in your home country, preparing your documents for your visa application or, perhaps, when you are already in Germany and would like to obtain a residence permit.

This type of bank account implies that your money will be blocked/limited for the duration of your stay in Germany. The amount that needs to be transferred serves as a guarantee that you can uphold an appropriate standard of living abroad and is defined by German authorities. Even though the funds fully belong to you and are held in your name, you do not have access to the whole amount at once and receive a monthly allowance into your regular bank account opened at a German bank of your choice.

As soon as you deposit the required amount, the organisation that you have selected for the account opening will issue a so-called “blocking confirmation”. This is the document that the authorities require you to submit together with your visa or residence permit application. It functions as your proof of financial resources.

Please be aware that the process for opening the account can take up to a few weeks, depending on which provider you choose, and when you start the application procedure. There are times when banks receive a great number of applications from international students or are overloaded with their regular work. This may lead to a delay in the opening of your blocked account, which is why you should ideally start with the procedure as soon as you get your admission letter.

When opening an account, you will most likely be asked to submit several documents. The list of required documents to open a blocked account may vary depending on your nationality and the bank account provider you choose.

With Expatrio, for example, you only need your passport to register and create your account, and you will get your German blocked account opening confirmation within 24 hours.

Fees for opening a German blocked account also vary. We recommend to pay attention to are the monthly fees for maintaining your account and the setup fees. Generally, you can expect a setup fee between 50€ and 100€, and monthly fees of around 5€.

Once you have set up the account, you will have to deposit the amount required. From January 1, 2023, you will have to deposit 11,208 euros. Please be aware that you can only withdraw 934 Euros per month. The rest of the money in your account will remain blocked. In case you need more money per month of course you can deposit more than the required minimum amount into your bank account.

You can set up your blocked account at many different providers, for example Fintiba, Coracle or expatrio. All these providers are listed on the website of the German Federal Foreign Office.

It depends on the German embassy in your country which form of financial proof is required. Just for you to know: you will also need to present the financial proof when you apply for a residence permit in Germany.

You will also find more information about the financial proof for your visa application on KLU’s website (see visa details, proof of sufficient funding (bank statement e.g.).

German language course

Even though you do not need to speak German for your PhD studies, you may want to learn some German for your everyday live in Hamburg.

KLU offers free German language courses on campus. There will be an oral test of 15 minutes per student beforehand so that your level can be defined.

In case you have any questions about this opportunity please contact our program managers.

8. Welcome Days for PhD students starting in September

All PhD students starting in September (official start of the academic year at KLU) commence their studies at KLU with a Welcome Day. This is an introductory day offering orientation for you.

In case you start your PhD during the year you will have no official introduction period, but of course on your first day we will answer all questions you may have!

Dress Code & Public Transportation

Dress Code at KLU

You will need formal as well as informal clothes for your studies at KLU. A normal lecture day at KLU is casual, some events are business casual, others like the Graduation ceremony are business formal. If you are not sure about the dress code you may check dress code or inquire with current KLU students via the KLU students Facebook group.

Public Transportation / HVV Ticket

We offer a semester ticket for public transport to our PhD students. PhD students are charged the reduced student rate of € 222 (for 6 months). Only students who are not employed at KLU will be asked in time if you would like to make use of this offer. The others can take up the offer via our HR team.

The semester ticket will be handed out on your first day at the KLU, when all formalities are settled and your enrollment is complete. Until then you will have to buy a ticket at a HVV office or vending machine yourself.

9. Public transportation ticket

General information

The transportation ticket for the public transport system in Hamburg is called HVV ticket. HVV is "Öffentlicher Hamburger Verkehrsverbund GmbH & Co." and means Hamburg public transportation corporation.

With the so-called semesterticket, the means of transport of the Hamburger Verkehrsverbund (HVV) can be used at a lower price.

With the semester ticket you are able to make use of all public transportation in greater Hamburg area (fare rings ABCDE) at any time. This includes use of the Metro-Bus, Subway (U-Bahn) / Rapid train (S-Bahn) and the regional trains (2^nd class). In order to use the bus lines 31 to 49 (express buses) as well as for the use of the first class compartments in regional trains you will need to pay an additional fee before boarding.

Please note that the use of the IC, EC or ICE trains is not included in the semester ticket. You can find information about how to travel with HVV here.

Offer for PhD students

PhD students are charged the reduced student rate of € 222 (for 6 months) for a semesterticket. Usually all PhD students make use of this offer as the semesterticket is very cheap compared to regular tickets. Therefore please only inform us in case you would not like to receive the ticket.

You will receive an invoice by KLU accounting about the amount of the ticket. Please note that it is only possible to get a ticket for the whole semester period (either 01.03.-31.08. or 01.09.-28.02.).

Please find more information on the HVV website.

More information

Please find more information about the transportation ticket as well as other important information (about visa, residence permit, health insurance) in our FAQs. Kindly note that not all information may be relevant for you as you are starting as a PhD student and not as a BSC or MSC student at KLU. In case of any further questions, you can always get in touch with our Student Services Team.