Checklist for Hosts
Initial Steps
☐ Ensure your researcher registers with the Welcome Centre.
To receive our services, researchers must register in our database.
☐ Clarify the framework conditions of the stay to determine the following steps.
- What is the Status (employment, fellowship or self-funded)?
- What is the nationality (EU/EEA or non-EU)?
- Does the Scholar have accompanying family members?
☐ Contact us for specific cases or questions.
Email address: international.scholars@verw.uni-koeln.de
Checklist by Case
If your researcher is from a non-EU country and needs a visa:
☐ Issue an invitation letter for your researcher from a non-EU country.
The invitation letter is required for visa applications and should include:
• Your official letterhead, contact details, and signature
• Researcher's full name and academic title
• Date of the start and end of the stay
• Information on financing the stay (or exclusion thereof)
• Specification of access to university resources
• Brief description of the research project (1-2 sentences)
☐ Please refer your researcher to the Welcome Centre for individual consultations regarding their and - if applicable - their family’s permit.
As well as for assistance in communicating with Office for Foreigners in Cologne.
If your non-EU citizen researcher will stay longer than 90 days:
☐ A hosting agreement (§ 18d) is required.
The hosting agreement must be issued and signed by the Welcome Centre. Please note that only the Welcome Centre is authorized to issue and sign it. For further information, please klick here or contact us.
If your non-EU citizen researcher will be employed at the UoC:
☐ Please contact the HR as soon as possible.
A residence and work permit are required. Permanent residency in another EU country, a 90-day visa-free entry, or a tourist visa does not mean a work permit in Germany.
If your non-EU citizen researcher is funded by a fellowship or self-funded:
• Be aware that sufficient funding is required
• A hosting agreement (§ 18d) is required for stays exceeding 90 days and can be prepared by the Welcome Centre.
FAQ
My non-EU citizen researcher has not yet opened a bank account. Can I pay-out in cash?
If this cannot be avoided, please contact D6 debitoren(at)verw.uni-koeln(dot)de / Universitätskasse (open only by appointment on Wednesday morning) well in advance.
How can I order an ITCC account or a library card?
Both can be ordered through the Welcome Centre after the registration of the Scholar. You can also always contact us via international.scholars(at)verw.uni-koeln(dot)de.
My researcher will be accompanied by his family/spouse. Does the UoC provide support for families/spouses of researchers?
Yes, the Dual Career & Family Support of our university provides consultations regarding schools/child care to all and dual career support for spouses of postdoctoral researchers. In addition, all spouses are eligible for participation in German language courses with DaF for a fee. There are no such classes for children.
My researcher needs assistance regarding their and their family’s visa/permit.
Please refer the researcher to the Welcome Centre for individual consultations as well as for assistance in communicating with Office for Foreigners in Cologne regarding their and their family’s permits.