Notification procedure for student mobility: Instructions for academic institutions

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Notification procedure for student mobility: Instructions for academic institutions According to 16a of the German Residence Act, the Federal Office for Migration and Refugees is responsible for

1 Notification procedure for student mobility: Instructions for academic institutions According to 16a of the German Residence Act, the Federal Office for Migration and Refugees is responsible for receiving the notifications regarding mobility of students. The notification has to be made by the host academic institution in Germany. For the technical implementation of the procedure, a cloud solution has been designated (BSCW server). 1. Registration of the academic institution with the Federal Office Initially, the academic institution must register with the National Contact Point REST and inform about the intention to submit a notification for mobility. For this purpose, an informal to is necessary. rest@bamf.bund.de In order to keep this procedure as simple as possible, we kindly ask you to name only one staff member per academic institution as contact person for mobility. 2. Registration of the appointed staff member on the BSCW server After the Federal Office receives the registration , an access to the BSCW server is set up. To finalize the registration process, the academic institution receives a link. The appointed staff member follows the registration instructions of the link and then has access to a folder created specifically for the academic institution on the BSCW server. All required documents can be transmitted via this server. The access to the server will remain in force after the first notification has been made and shall be used for further notifications. Seite 1 von 5

In order to change the language settings into English, you need to click on

You can change the language settings by selecting English in the section

Figure 1: The user s start page including the shared folder of the academic

2 In order to change the language settings into English, you need to click on the button Optionen and select Einstellungen. This opens a new window. You can change the language settings by selecting English in the section Sprache (BSCW). Figure 1: The user s start page including the shared folder of the academic institution University Sample. The other sections may be ignored; they serve for adjustments according to the user s preferences. Seite 2 von 5

3. Transmission of the required documents Within the shared folder, the academic institution creates a subfolder per student. Figure 2: By using the button Add Folder a subfolder can be created.

3 3. Transmission of the required documents Within the shared folder, the academic institution creates a subfolder per student. Figure 2: By using the button Add Folder a subfolder can be created. Figure 3: The newly created subfolder is named after the mobile student whom the notification is sent for, the month and the year of the application; in the present example Smith_August_2017. Seite 3 von 5

4 Figure 4: After the folder for the student has been created, the screen looks like this. Subsequently, the user clicks on the folder for the student in order to upload the required documents. The academic institution filing the application uploads the following documents into this folder (in PDF format): 1. Duly completed notification form student (the form can be found on the Federal Agency s website -> Migration to Germany -> Working in Germany -> Citizens of third countries -> studying and education). The form has to be filled in and saved electronically. The form should not be printed and scanned. 2. scan of the students passport 3. scan of the residence permit being issued by the first member state 4. proof of the participation in a union or multilateral program or a valid agreement between two or more academic institutions 5. scan of the registration at the host academic institution 6. proof that the living expenses of the student are secured The documents have to be named consistently according to the following sample Surname_Document (For example: Smith_Passport.pdf). Seite 4 von 5

Figure 5: The documents can be uploaded by selecting them in the local folder and placing them into the drag&drop-field on the right side of the screen. 4.

5 Figure 5: The documents can be uploaded by selecting them in the local folder and placing them into the drag&drop-field on the right side of the screen. 4. Completion of the notification After all documents have been uploaded, an needs to be sent to with the remark that the mobility application for Mr. Smith has been uploaded completely. The folder name must be included in the Application process by the Federal Office After receiving the message indicated above, the Federal Office will check if the documents for the notification are complete and initiate the next steps in the process. If the documents are complete, the Federal Office will inform the academic institution about the responsible foreigner s authority as well as the assigned reference number. This may take up to 3 days depending on the current workload. Seite 5 von 5

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