Notes on granting visiting scholar status and funding for visiting scholars
Rights and privileges of visiting scholars
At Universität Hamburg, visiting scholar status is granted subject to the following conditions:
Visiting scholars
- stay at Universität Hamburg for a limited period of time;
- conduct self-determined academic activities with a particular purpose or goal in research or teaching;
- are not currently employed by Universität Hamburg, a University faculty, facility or institution; and
- normally carry out an academic activity in research and teaching at another higher education institution, at a university or non-university research institution, or other academic institution.
The granting of such status allows visiting scholars to make use of Universität Hamburg facilities, equipment, etc., in accordance with the University’s stipulations regarding visitors’ rights and privileges. Visiting scholars are obliged to handle equipment and facilities with care and to use material prudently and conscientiously.
Visiting scholar status does not render the scholar a member of Universität Hamburg as defined by Section 8 of the Hamburg higher education act (Hamburgisches Hochschulgesetz, HmbHG).
The granting of visiting scholar rights does not establish an employment relationship or a relationship similar to an employment contract. Visiting scholars are not obligated to conduct work or activities at Universität Hamburg with the exception of activities as part of an independent contractor agreement (see “Funding”). Furthermore, no right to become a public employee or civil servant shall vest.
All visiting scholars must be provided with the Informationen für Gastwissenschaftlerinnen und Gastwissenschaftler (PDF, German version) /Information for Visiting Scholars (PDF).
Decision to grant visiting scholar status
The decision to grant visiting scholar rights and privileges is made by the Executive University Board, the dean of the responsible faculty, or the head of the central organizational unit in which the visiting scholar wishes to conduct research or intends to visit, depending on which office is responsible for that visiting scholar. The Executive University Board, the responsible dean or head of the central organizational unit may delegate the authority to decisions on granting visiting scholar status and funding to another person. Visiting scholar status is granted on limited terms and may be revoked at any time.
For further information on persons who are responsible for granting visiting scholar rights in your faculty, please refer to the website of the Welcome Service for International Researchers.
Individual stipulations
The authority at Universität Hamburg which decides whether to grant visiting scholar rights and privileges can regulate in detail to what extent visiting scholars should be entitled to make use of facilities, equipment etc. This entitlement can be determined by the authority deciding on rights and privileges using the Mustervertrag (PDF, German version) / Template for visiting scholars agreement (PDF).
Accident and general liability insurance
Visiting scholars are not insured by the University for health, accident, or liability; they are therefore advised to take out their own health and accident insurance. Furthermore, the granting of visiting scholar status can be made contingent upon the execution of an appropriate policy of liability insurance.
Legal and administrative regulations
Visiting scholars must observe the rules and administrative regulations applicable at Universität Hamburg.
Non-disclosure statement and data collection
Visiting scholars must treat knowledge obtained through activities carried out at Universität Hamburg confidentially, even if visiting scholar status no longer applies, unless the knowledge is publicly known or does not require any secrecy.
Visiting scholars must be instructed on this confidentiality obligation at the beginning of their stay. The instruction is to be carried out by the office granting visiting scholar status and in charge of a visiting scholar’s organizational supervision. If, in exceptional cases, visiting scholars have access to personal data, they must be made aware of the data protection regulations governing the processing of personal data (legality, purpose limitation, data minimization, accuracy, memory limitation, integrity and confidentiality) pursuant to Article 5 of the General Data Protection Regulation (GDPR). Visiting scholars must confirm acknowledgment of this instruction by signing an appropriate document.
Pursuant to Article 13 of the GDPR visiting scholars must also be informed that their personal data (name, gender, academic degree if applicable, nationality, dispatching employer / research center and country, duration of stay, object / purpose of the stay, and type of financing, if applicable) will be processed and that further information on data processing in accordance with Article 13 of the General Data Protection Regulation (GDPR) (PDF) is available online. Visiting scholars must also confirm acknowledgment of this by signing an appropriate document.
Funding
There are various ways of managing funding for visiting scholars in accordance with statutory requirements. In principle, funding may come from external sources and from state budgets. In the first case, the type and amount of funding depends on the specifications of the external funding provider. The funding is subject to the federal state’s legal provisions. However, funding also depends on whether visiting scholars are to provide services during their stay at Universität Hamburg. This may have tax consequences for visiting scholars.
Fee
Usually, an independent contractor agreement must be concluded if a visiting scholar provides services during the stay (e.g., by giving lectures or similar).
Scholarships
A scholarship serves both to fulfill a specific academic or artistic task, e.g., research or professional training for a doctorate, to cover individual training and further training needs, and to secure the livelihood of the funded person during the funding period. A scholarship does not establish an employment relationship and the scholarship holder must not be obliged to provide a specific academic or artistic service in return. Scholarship holders may not be treated as employees, i.e., scholarship holders have:
- no obligation to follow instructions;
- no integration into the organization;
- no vacation entitlement;
- no mandatory attendance; and
- no social security obligations.
Information on the maximum amount of a scholarship and sample contracts can be obtained from Department 4: Research Management and Funding.
Subsidies
Subsidies for travel and accommodation costs can be awarded to visiting scholars who do not provide services to Universität Hamburg during their stay; this especially applies to shorter stays, usually for stays with a maximum duration of 3 months (deviations are possible). The maximum amount of accommodation allowance or subsidies depends on the rates of the German Research Foundation (DFG) for international cooperation, the German Academic Exchange Service (DAAD) (PDF) , or the applicable budgetary regulations. Currently, the following monthly rates are foreseen for researchers: a maximum of €2,350 (post-doctoral researchers), €2,650 (experience comparable to German W2), €3,150 (experience comparable to German W3). Travel grants or subsidies are determined in accordance with the DFG rates (PDF), or DAAD rates (PDF). The host / project head is responsible for documenting the definition of the criteria for the subsidy awarded and for any deviations, especially amounts higher than the above rates. They must use the Musterbewilligungsschreiben der Universität Hamburg (DOCX) / Template for approval of a subsidy (DOCX). The content of the template for subsidy approval may not be changed. Subsidies funded from the central budget are managed by the Travel Management Team; external funding is managed by the respective external funding management staff.
Visa / residence permit
Depending on their country of origin, visiting scholars may need to apply for a visa to enter Germany at the German representation in their home country or current country of residence. As a rule, a letter of invitation from the host institution is required. This letter may be issued by you as the host, but you must indicate any funding from the host institution.
Depending on the country of origin, the German representation requires a hosting agreement as part of the visa application. You can find information on the issuing of a host agreement at the Welcome Service for International Researchers.
For longer stays visiting scholars may need to apply for a residence permit after arrival. Please contact the Welcome Service for International Researchers with your questions about residence permits.
Supplementary regulations / information concerning the coronavirus pandemic:
Please refer to the website of the Federal Ministry of Health for information on the current entry regulations or contact the Welcome Service for International Researchers.
Please refer to the applicable FAQ of the coronavirus and its impact on the University of Hamburg.
Downloads
- Informationen für Gastwissenschaftlerinnen und Gastwissenschaftler (PDF, German version)
- Information for Visiting Scholars (PDF)
- Gastvertrag (PDF, German version)
- Template for visiting scholars agreement (PDF)
- Musterbewilligungsschreiben (DOCX; German version)
- Template for approval of a subsidy (DOCX)