Hamburg International Summer School
To support lecturers in planning a summer school as part of the “Hamburg International Summer School” program, this page provides a comprehensive guide with numerous templates. The guide is structured thematically and contains information on organizational procedures in the preparation, implementation and follow-up phases of a summer school.
You will find an overview of the tasks involved in the planning file (Excel).
If you have any further questions, please contact Lisa Decker by e-mail (international-summerschool@uni-hamburg.de) or phone +49 40 42838-4790.
Academics
- The content of the individual modules should be recorded in a course description. The course description contains information on the credits, name of the lecturer, form of examination and content.
- Independant contractor agreement
- Universität Hamburg employees must report any independent contractor agreement or fee agreement as additional gainful work. The notice of additional gainful work must be made in writing, i.e., be signed by the employee. Please use form (P10.160) from the Human Resources Department to report any additional gainful work and send it through official channels to the human resources clerk responsible for handling your personnel matters—for professors this means through your dean’s office.
- Further details can be found in the KUS Portal in the section „Who is eligible to execute an indepent contractor agreement?“
- Fee agreements
- In case that UHH employed lecturers receive an additional compensation for the summer school, it is necesary to request an independent contractor agreement beforehand. The process is described in the KUS Portal in the section "How do I request and independant contractor agreement?". Please follow the described steps.
- When requesting, please ask the Independent Contractor Agreements team to include the sentence “The premises and technical equipment will be provided free of charge by Universität Hamburg.” in the contracts.
Culture and Leisure Program
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The organization of cultural and leisure activities is not an obligatory part of the HISS. It is however recommended to plan one or two activities. For example, a city tour at the beginning of the summer school is suitable.
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It is advisable to kick off the academic program with a welcome event. It is also suggested to provide beverages and light refreshments.
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A small get-together should be planned to bid farewell to the students. This can take place on the premises of the University of Hamburg or externally. This could be combined with a leisure activity.
Participant management
- Department 5 provides a registration page via Indico for all HISS on request. The organizers then receive editing rights and can adapt the page and use it for the application process.
- Once the application has been checked and accepted, participants will receive a confirmation of acceptance (word).
- Depending on their country of origin, participants may need a separate invitation letter (word) to apply for a visa, which can be sent together with the confirmation of acceptance.
- After the registration deadline, the participants should be networked with each other to enable communication before the start of the summer school. This can be done by sharing email addresses, creating a teams group or a room in OpenOlat, for example.
- Before the start of the Summer School, participants will receive further information by email. This includes the Summer School program and an information brochure on travel, transport, accommodation, leisure activities, etc. The following template can be used for the information brochure (ppt).
- On the first day, participants should receive a small welcome bag, e.g. with the following contents: Program, Wifi guest login, emergency contacts, small goodie such as a water bottle, candy
General templates
- To send an express letter abroad, the following template (Word) can be used to contact the post office.
- If the participants do not have Eduroam wifi access, a wifi guest account must be applied for in advance via the RRZ portal. Only 10 guest IDs can be applied for per applicant per day, so we recommend starting in good time.
Follow-Up
- A project report must be submitted to Dept. 5 by 6 weeks after the end of the Summer School.
- After the end of the summer school, it is evaluated by the participants. Various tools are available for this purpose, e.g. Evasys or LimeSurvey. You can use this evaluation template (pdf) as a guide for designing the evaluation.
- After successful participation in the Summer School, participants will receive a confirmation of participation (word) and a transcript of records (word).