ERASMUS Incoming - Formalities Studies and Enrolment
Nomination, Registration, Admission, Enrolment
Step 1: Nomination by the partner university
If you want to study at the University of Heidelberg as an Erasmus student, your home university must nominate you for an Erasmus exchange.
The subject coordinators of your home university carry out the selection procedure. They must nominate you in accordance with the valid inter-institutional Erasmus agreements by the nomination deadline (15 May for the winter semester and 15 November for the summer semester).
Step 2: Registration in Mobility-Online
After we have received your nomination, our Erasmus office will email you the links to register in our application portal Mobility-Online:
- You must fill in an online form and create your personal Mobility-Online account.
- After you have logged into Mobility-Online with your new password and completed the online form, you can download the form “Application and Immatriculation” from Mobility-Online.
- You must upload this fully completed and signed form back into your Mobility-Online account.
- In addition, you must upload your passport photo.
The deadline for completing your Mobility registration is 15 June for the winter semester and 15 December for the summer semester.
In separate emails, you will receive further information on accommodation options and the preparatory German course.
Step 3: Admission
After you have registered in Mobility-Online, we will check your data.
If all information is entered correctly, the Mobility-Online portal will automatically issue your Letter of Admission. You will receive an automatic e-mail with a notification that your admission letter is ready for download.
The Letter of Admission is the authorisation to enrol at the University for the subject(s) or degree programme(s) for which we have received your nomination. It is a computer printout containing your personal student data as well as your subject or combination of subjects. As a rule, it issued only for one semester in which you begin your studies at the University.
A certificate with concrete data of your mobility (e.g. for visa purposes) will be issued by our Erasmus Office upon request.
Step 4: Enrolment
Enrolment means registration for a particular degree programme at the university. Following approval in Mobility-Online, enrolment takes place in heiCO, the general online campus management system of Heidelberg University. Detailed information on this will be emailed to you. You can submit your application once you have created your personal heiCO account. You will have to upload your letter of admission for this.
Your application will then be reviewed by Heidelberg University, and you will be offered a university place in heiCO thereafter. You must accept the offered university place and upload the requested documents (application for enrolment, a passport photograph, and a copy of your personal ID or your passport).
You must submit proof of health insurance to enrol. Proof of health insurance will be submitted by way of the electronic reporting procedure. You must contact a German statutory health insurance company of your choice and present the health insurance you have taken out or your valid EHIC/GHIC card to them or take out insurance with them. The health insurance company will be able to advise you precisely on what would be the best option for you. When contacting the statutory health insurance company, please request electronic submission of your health insurance status with “Report M10” to Heidelberg University.
Also make sure that your semester fee is paid. For information on this payment, see your heiCO account.
Please note: Enrolment will only be performed after your semester fee and the electronic report on your health insurance has been received and the above documents have been uploaded. By registering as an Erasmus/exchange student, you will acquire temporary membership in Heidelberg University for one or two semesters.
Your Uni-ID will be generated once you have successfully enrolled. Your Uni-ID is your personal access to the online services of Heidelberg University. See your heiCO account for more information on the Uni-ID and on activation.
Your student identity card will be created five days after your Uni-ID has been issued. You can collect it in person at the earliest five days after you receive your Uni-ID in the service portal. You must present your personal ID or passport for this.
You need to submit a request for exmatriculation to cease your enrolment with Heidelberg University at the end of the semester.
Fees for study
All students, including exchange students, must pay a fee for study. Currently, the amount of the contribution is € 81.05 per semester. Exchange students are exempt from the fee for administrative costs.
Required documents
Learning Agreement
In the Learning Agreement you agree on your study plan with your home university and the subject coordinators of Heidelberg University. Therefore, the Learning Agreement must be signed by your Erasmus departmental coordinator (and not by the Erasmus Institutional Coordinator). You can find a complete overview of the courses offered by all faculties in the university's general course catalogue.
The individual institutes usually also publish annotated course catalogues in which all offered courses are listed with detailed descriptions including a bibliography. The annotated course catalogues are particularly helpful for arranging courses and assessing credit points. They can be obtained from the institutes or from the subject coordinators, and in some cases also directly on the internet via the homepages of the departments.
Transcript of Records
At the end of their stay, exchange students can obtain a Transcript of Records to certify their academic achievements completed at Heidelberg University. In this document, students list the courses they have attended. The Erasmus departmental coordinator will sign the document after submission of the certificates.