How to host a visiting scholar
We are very pleased that you are willing to accept a visiting scholar for a research stay and thus make a significant contribution to the further internationalization of our university.
Participating in the Visiting Scholar Program means that you need to make some preparations. These include the following phases:
- application for admission to the Visiting Scholar Program of your guest
- preparation of your guest's stay in advance
- support of your guest in Chemnitz
The individual steps for these phases are described in more detail below. Please do not hesitate to contact the International Office at visitingscholar@tu-chemnitz.de if you have any questions. We will be delighted to assist you.
The Visiting Scholar Program is a special offer for tandems of Chemnitz’ and international scientists who have already been conducting successful joint research over a longer period of time. The close cooperation is expressed by the acquisition of joint projects and joint publications. With the Visiting Scholar Program, such contacts are to be further expanded and deepened.
Before you and your guest apply for the Visiting Scholar Program, we ask you to check whether your partnership meets the requirements for participation in the Visiting Scholar Program.
Please make sure to read the following two notes before submitting your application:
- The visiting scholar ideally comes to Chemnitz University of Technology during a research sabbatical.
- In any case, the visiting scholar must remain employed at his/her home institution (university or research institution) for the duration of the stay.
A simultaneous support of your guest from a scholarship program and the Visiting Scholar Program is excluded. This would be an inadmissible double funding. In this case, please contact us so that we can discuss alternatives.
Once the requirements for admission to the Visiting Scholar Program have been met, the scientific preparation will begin: Please coordinate the joint research project that you wish to carry out during the visiting scholar's stay in Chemnitz.
You should also consider which resources (e.g. workplace, laboratory equipment, consumables etc.) are required. The provision of resources must be provided by your professorship.
Please include in your considerations the following questions that need to be answered for your part of the application:
- What are your objectives in accepting the visiting scholar?
- What is the benefit of accepting the visiting scholar for your professorship and for Chemnitz University of Technology?
At the very beginning, you should discuss with your guest which scientific question you want to work on and which joint activities are necessary for this. The description of your scientific project is the most important part of the application for funding in the Visiting Scholar Program.
Please complete the application for admission to the Visiting Scholar Program (PDF) together with the Visiting Scholar.
Please attach the following additional documents to the application:
- Max. 2-page project description (incl. short description of the research project, description of the previous intensity of the cooperation between the Visiting Scholar and the visiting professorship, explanation of the Visiting Scholar's tasks at TU Chemnitz, goals and expected benefits of the research stay for the professorship and TU Chemnitz)
- Curriculum vitae of the Visiting Scholar with the usual information
- List of publications of the Visiting Scholar
- Doctoral certificate of the Visiting Scholar
- Confirmation from the home institution (university or research institution) that the Visiting Scholar is employed (in English or German)
Once all documents have been completed and signed, please submit them to the IUZ.
A letter of invitation is mandatory for guests who have to apply for a visa to enter Germany and/or for a residence permit for the period of their stay in Chemnitz. The letter of invitation is one of the compulsory documents to be submitted to the German consular authorities or the local Immigration Office. Therefore, your guest may contact you directly and ask for a letter of invitation.
In the Visiting Scholar Program, invitations are issued directly by the International Office. So you are welcome to refer to the International Office as the contact point.
Visiting Scholars from member states of the European Union and the EEA do not require a Hosting Agreement. Guests from all other countries need a Hosting Agreement for either their visa or residence permit.
The Hosting Agreement shall be concluded prior to the visiting scholar's arrival so that the visiting scholar can
- obtain a D-visa for research purposes for the entire period of stay in Chemnitz
- apply for the residence permit at the Immigration Office of the City of Chemnitz in due time
In order to issue the Hosting Agreement, we require a confirmation from you that the framework conditions are in place for the successful implementation of the research project. Please provide us with this confirmation on head sheet of your professorship.
The Contract with a Visiting Researcher is the most important internal document to carry out your visiting scholar's stay. The university’s Human Resources Department is responsible for issuing this agreement.
In order to prepare the agreement, please submit the following documents to the International Office:
- completed Personal Data sheet
- completed form “Gastwissenschaftliche Vereinbarung“ (Contract with a Visiting Researcher), twice with the signature of the professor
- proof of qualification, e.g. completed university studies (if necessary with translation into English or German)
- copy of visa/residence permit for guests from non-EU member states
Please submit all documents at least 3 weeks before the start of the visiting scholar’s stay to the International Office. The International Office is responsible for further coordination with the Human Resources Department.
With the conclusion of the Contract with a Visiting Researcher, the Human Resources Department will arrange for access to the university’s IT infrastructure as well as to the University Library for the visiting scholar.
You know best in your professorship which preparations are to be made for the concrete scientific work of your guest. In addition, you should consider the following:
- Provide a workplace with appropriate equipment.
- Clarify with the Department of Facility Management which access rights are granted to your guest.
- Coordinate with the University Computer Center if your guest needs access to special hard-/software.
The International Office is the central point of contact for visiting scholars and the hosting professorships regarding organizational questions. Visiting scholars are welcome to contact the International Office at visitingscholar@tu-chemnitz.de even before they arrive in Chemnitz, e.g. if they have questions concerning visa or looking for accommodation.
Visiting Scholars have very different needs regarding accommodation in Chemnitz. Please provide support on the part of the professorship in the search for a suitable form of housing. The TU Chemnitz cooperates with the Wohnen in Chemnitz GmbH and the IUZ can arrange contacts for Visiting Scholars.
The International Office will also be delighted to support you and your guests during the stay and to assist in dealing with the authorities.
