FAQ Exchange Students / Incomings
Before the exchange semester
How can I submit an application? What are the deadlines?
Your home university must first nominate you for the exchange. The deadline for nomination is 31 October for the summer semester and 30 April for the winter semester. After your nomination has been checked, you must submit your application online. The deadline for the application for the summer semester is 30 November and for the winter semester 31 May. You will receive instructions for the application by email in advance.
Where can I find the courses on offer?
All FH Aachen courses can be found in Campus, the FH Aachen course catalogue.
There are also overviews of English courses offered by the Faculty of Business Studies.
And English courses for all other faculties.
What is the Learning Agreement?
The Learning Agreement is an agreement between the exchange students, the home university and the host university. In the Learning Agreement, you must enter the courses you will take at the host university before starting your study abroad. You must also specify which of these courses you would like to have recognised and in which modules. As a rule, courses totalling 30 ECTS per semester must be completed. The course selection must be signed by you, your host university and the Erasmus coordinators.
Do I need a visa or a residence permit? What is the REST procedure?
EU citizens: A residence permit or visa is not required. It is sufficient to register with the city's residents' registration office/citizens' service.
Students from non-EU countries usually have to apply for a student visa at the German embassy/consulate in their home country.
Students from non-EU countries who come from a partner university within the European Union: If you have a valid student residence permit from another EU country for the entire duration of a planned mobility programme with a maximum duration of 360 days (e.g. ERASMUS+), you can apply in advance for your entry permit to Germany in accordance with the European Directive 2016/801/EU ("REST"). All required documents must be submitted to our exchange coordinator Britta Ritzal(ritzalfh-aachen.de) at least 4-6 weeks before the start of the mobility programme. Please contact her in advance to receive prior confirmation as to whether this rule applies to you and thus avoid having to apply for a visa at a German embassy.
For further information see also the DAAD website
Do I need health insurance?
A valid health insurance policy is required for registration. Non-EU citizens can take out statutory health insurance after their arrival in Germany for around €120 per month. Travel health insurance for the first two weeks is strongly recommended, as student health insurance only becomes valid upon registration.
EU citizens should bring their European Health Insurance Card (EHIC card) with them.
Are the courses held in German or English?
How do I find accommodation?
The Department of International Affairs only provides a very small number of rooms and most visiting students must organise their own accommodation in good time. You can find help on the accommodation information pages.
How does the registration process work?
After nomination, successful application and confirmation of the Learning Agreement, you will receive further information for registration by email. For registration, you must pay the semester fees and arrange the digital notification of health insurance. Once this is all done, you will be registered and receive a confirmation by email. You will also receive an automated email to activate the online services and apply for the FH Karte.
During the exchange semester
What are the first steps after arriving in Germany?
Arrange an appointment with your landlord or the caretaker in advance so that you can move into your accommodation on the day of your arrival. Ask for a landlord's confirmation of residence. You must then use the landlord's confirmation of residence and your passport to register at the Citizens Office in order to obtain a registration certificate. With the registration certificate and your passport, you can then open an account at a bank.
Which IT services / online services / e-learning programmes are available at FH Aachen?
A detailed overview, instructions and explanations can be found on the DVZ website
I have received a letter from "ARD ZDF Deutschlandradio Beitragsservice". Do I have to pay the licence fee?
The "Beitragsservice von ARD, ZDF und Deutschlandradio" is responsible for collecting the licence fee. If you have your own household, you are obliged to pay radio and television licence fees (including for internet-enabled computers and smartphones). Regardless of how many people live in the flat and how many radios and televisions there are, you only pay one fee. If several people live in the flat, you can split the amount.
How do I register for exams?
Examinations take place at the end of each semester and you have to register for them. This can vary depending on the faculties. As a rule, you register via the QIS system within a set deadline. If you encounter any problems, please contact the Examination Office of your faculty. Students who wish to take examinations in different degree programmes or faculties should contact one of the Examination Offices in advance.
Is it possible to travel to other European countries?
Students from the European Schengen area can move and travel freely within the Schengen area.
Students from non-EU countries or third countries may stay in the European Schengen states for up to 90 days with a residence permit for Germany. The German residence permit must be valid for the entire duration of the trip.
The stay abroad outside Germany may only be for tourism purposes.
Please also make sure that your student visa allows you to enter Germany more than once. If you do not have a student visa for Germany with multiple entries, you will not be able to return to or enter Germany!
What is the FH Card and how do I get it?
All FH Aachen students can apply for an FH Card after registration via Online Services. The FH Card serves as a student ID card and can be used as a means of payment for access to university sports, the libraries and the dining hall (Mensa). Further information can also be found on the FH Card info page.
How does registration work in the city where I live? How do I make an appointment?
How do I get my WiFi access? What is 2-factor authentification?
Once you have registered, you will have full access to all FH Aachen services. Instructions on how to use the WiFi and 2-factor authentication can be found on the DVZ website
Do I need a bank account in Germany?
If you have a European bank account, it is not absolutely necessary. Rent and other payments can also be made from a European bank account without any problems. If you need to make regular cash withdrawals, a German bank account is recommended to avoid fees. Exchange students outside the EU should open a German bank account. Exchange students can open a bank account at any German commercial bank. You will need to bring your passport, student ID and the registration certificate you received from the Citizens' Registration Office.
Am I allowed to work in Germany during the exchange semester?
Please note:
This information is a service provided by the Department of International Affairs and is intended to give initial guidance. Although it has been compiled with the utmost care, no liability can be accepted for the quality of the information.
Students from the European Union (EU), the European Economic Area (EEA) and Switzerland
As a student from the EU, the EEA or Switzerland, you are on an equal footing with German students and have free access to the German labour market and therefore do not require a formal work permit. During the lecture period, you may work a maximum of 20 hours per week in order to retain your student status. During the lecture-free period, the maximum working hours per week may exceed 20 hours.
Not working without a residence permit
You may only work in a part-time student job - even if it is without a work permit - if you have a residence permit and the ancillary provisions (see supplementary sheet) permit this.
This is not usually possible with a 90-day entry visa. For longer-term visas (6-12 months), pay attention to the ancillary provisions.
Work permit
For everything that goes beyond the above-mentioned regulations, you must apply for an official work permit from the relevant immigration authority before you start work. The foreigners authority then works internally with the employment agency.
However, international students do not usually receive a work permit before they graduate, as the main purpose of their stay in Germany is to study.
Students from other countries (non-EU)
Without a work permit, international students (with a residence permit according to §16) are generally allowed to
- work 140 days per calendar year alongside their studies (< 4 hrs = half a working day, > 4 hrs = full working day). In consultation with your employer, you must keep a list (a working time account) of the days you have already worked. According to a second calculation method, a flat rate of 2.5 working days per week may now also be counted in the working time account (with a maximum of 20 hours per week during the lecture period) regardless of the actual distribution of working hours. The calculation that is more favourable for you will be applied.
How do I register for the courses?
You can register for the courses via Campus Office or ILIAS. You can also find instructions under "Create timetable".
What happens if I miss a day or am ill?
Inform the lecturer about your absence. You must make up missed classes on your own. If you are ill on the day of an examination, you must submit a medical certificate using the "Form for proof of incapacity to take an examination due to illness (medical certificate)". You can find this in the download area, where you can select "Proof of incapacity for examination due to illness (medical certificate)".
My exam will take place after the exchange semester. What should I do?
You must re-register for the following semester by paying the semester fee in order to be able to take the exam. If the exam takes place before the start of lectures, you can have the semester fee refunded after the exam. You should also check with your landlord whether a short extension of the rental period is possible.
Does the FH Aachen offer sports programmes?
In cooperation with RWTH Aachen University and the University Sports Centre, there is a wide range of offers, which you can find on the pages about university life
After the exchange semester
What are the last steps before I leave Germany?
- Make an appointment with the exchange coordinator of your faculties
- Contact the Examination Office to receive your transcript of records
- Inform the Studierendenwerk/landlord that you will be leaving the room. You must also make an appointment with the caretaker. He will then check the room with you. Regarding the refund of the deposit, please note that if you transfer the deposit back to a foreign account, the full amount may not be refunded as international transaction fees apply.
- Go to the town hall to organise your deregistration
- Contact your bank and health insurance company and inform them that you will be leaving Germany and cancelling your membership.
How do I cancel my flat/room?
As a rule, the room or flat rented for the exchange is limited to one semester and does not have to be officially cancelled. In the case of a fixed-term tenancy agreement, this expires automatically at the end of the agreed rental period. However, if in doubt, contact the landlord and arrange a move-out date with handover of the keys and, if necessary, clarify the repayment of the deposit.
Is it possible to enter the German course on the transcript of records?
No, the German course is not normally entered in the transcript of records because it is not part of the curriculum. However, you will receive a separate certificate of attendance for the German course.
An exception to this is if the German course is part of the curriculum and the Learning Agreement and is recognised as a credit at your home university. In this case, the German course will also be listed in the transcript of records and included in the average grade.