Visa Service for Phd Candidates and Researchers

The International Scholar Services can carry out the application for a residence permit at the Foreigners' Registration Office for all PhD Candidates, post-doctoral students, professors and visiting scholars.
 
The International Scholar Services will submit your documentation to the Foreigners' Registration Office company service. According to the company service, this can take up to six weeks to process. This is why it is important for you to  provide us with your documentation in good time.
 
How to apply for a residence permit via the International Scholar Services:
 
1. Contact the International Scholar Services – at the latest, seven weeks before your residence permit/visa expires.
 
Write us a short email saying that you want to apply for a residence permit via the International Scholar Services. Please let us know:
 
  • The date of your arrival in Germany
  • Your visa expiry date
  • The purpose of your stay (e.g. employment status, doctoral studies etc.)
  • How your stay is funded (e.g. employment contract, scholarship etc.)
  • Your status at Humboldt-Universität (e.g. employee, enrolled doctoral student etc.)
  • If applicable: Let us know the names of any other family members who also want to apply for a residence permit at the same time.
 
The International Scholar Services will send you an application form and a list of the documents that are required for your residence permit application.
 
 
2. Submit your request to the International Scholar Services – at the latest, six weeks before your residence permit/visa expires
 
The International Scholar Services will provide you with a tailored list of required documentation. In general, we will require:
 
  • A mandate form authorising the International Scholar Services to obtain a residence permit for you and to forward details to the Foreigners' Registration Office (we will send you this form)
  • Foreigners' Registration Office residence title application form (you will find this form on the Foreigners' Registration Office website
  • Confirmation that you have registered your place of residence in Berlin
  • Proof of health insurance valid in Germany
  • Valid passport
  • A biometric passport photo which complies with German regulations for passport pictures (ideally you should have this photo taken in Germany and let the photographer know that it is required for a passport)
  • Proof of funding – for example an employment contract, a payslip or a scholarship certificate
  • Documentation relating to the purpose of your stay. Depending on the role in which you are doing research at Humboldt-Universität, this may be proof of registration, an employment contract or a letter of invitation from the department/host institution
  • Marriage/birth certificate – if you also wish to apply for a residence permit for other family members
  • Certificate of school attendance for school-age children – if you also wish to apply for a residence permit for them
 
You can bring the documentation to us during our office hours.
 
 
3. Pick up your passport with the residence permit once the International Scholar Services have informed you it is available
 
The Foreigners' Registration Office takes some time to process applications – expect to wait for up to six weeks. We will inform you as soon as the Berlin Foreigners' Registration Office has processed your application and granted a residence permit. We will let you know when you can pick up your passport with the new residence permit from us. There is normally a cost involved in applying for a residence permit (a maximum of €110). The International Scholar Services will let you know the cost before you pick up your passport. Please bring this amount in cash with you when you come.
 
 
Tips and advice
 
  • If you want to travel and leave Germany during the application period, please let us know as early as possible. This could be a problem, since your original passport is required for the application.

  • If your residence permit is going to expire within the next seven weeks, we cannot guarantee that the International Scholar Services can complete your application in time: the Foreigners' Registration Office takes up to six weeks for application processing. If you have a shorter deadline and want to be sure that you receive your residence permit in time, your best option is to visit the Foreigners' Registration Office yourself.  You can book an appointment (e-appointment) online.  However, there are also long waiting times for appointments. This is why you also have the option of visiting the Foreigners' Registration Office without an appointment. If you choose to do this, arrive just before the opening hours begin, since this is when the numbers for the day will be handed out.

  • We would also be happy to try and help you further with urgent or complicated cases. Please get in touch with us.

 
Information on the electronic residence title
 
The electronic residence title (eAT) with a certified chip was implemented in all EU states on 1 September 2011.  It is a plastic card the size of a credit card, with a chip containing information including biometric identifiers (photo and two fingerprints).
 
Currently, the Berlin Foreigners' Registration Office does not issue electronic residence permits to students or academics. However, you can apply for one yourself if necessary. Unfortunately, the International Scholar Services cannot apply on your behalf, since the application requires a personal meeting with the Foreigners' Registration Office. Book an appointment (e-appointment) on the Foreigners' Registration Office website in good time.
 
For more information on the eAT, see the Federal Office for Migration and Refugees (BAMF) website.
 
 
How we can help:
  • The International Scholar Services help you with questions on applying for and extending a residence permit.
  • We can apply for a residence permit on your behalf, meaning that you do not have to visit the Foreigners' Registration Office in person.
Do you have other questions?

If so please contact the International Scholar Services.