To Do's

Transcript of records
At htw saar, lecturers have time till beginning of the upcoming lecture period (roughly by mid of April/October) for submitting the grades. In some cases, it could also take longer. Please note that the International Office Incoming team unfortunately does not have any influence on the duration of the grading process. Normally, the lecturers have to submit grades of all students of the same course altogether to the SIM portal. If you/your home university need your grades urgently, you may send a polite email to the respective professors/lecturers and inform them about your situation. In exceptional cases they may submit an email notification to our registrar’s office (name, student ID, module name and code and grade) so that the grade could be booked beforehand.
As soon as all your results are published on the SIM portal, you are welcome to inform the IO- Incoming team. We will then issue a transcript of records, with all your modules and results, and send it directly to you, in cc to your home university (typically to our International Office contact there).

After the end of the mobility, students need to be de-registered from htw saar. How to? If you hold an EHIC card or a private health insurance, you will automatically be de-registered by the official end date of the respective semester (31 Mar or 30 Sep). Students holding a statutory student health insurance (e.g. with AOK, TK or any other provider), should de-register actively via the SIM portal if they need the deregistration form from htw saar for the cancellation of the health insurance contract (see also below under Miscellaneous: termination of your German student health insurance)

Important to know:
a) All books have to be returned to the library!!
b) Access to SIM and the other IT services typically are still available for another 6 to 8 weeks after de-registration

Exceptions (applies typically to the end of summer semester):
- Double Degree program with CDHAW, LAB and BBS:
De-registration is part of the htw saar graduation procedure and will be automatically processed as soon as the htw saar degree documents will have been issued (latest by the end of the respective
semester, either by 30 Sep or 31 March).
- Double Degree program with Metropolia, TU Lodz and ITESM:
students will be automatically re-registered until we are informed about graduation from their home university. De-registration is part of the htw saar graduation procedure and will be automatically processed as soon as the htw saar degree documents will have been issued (latest by the end of the respective semester, either by 30 Sep or 31 March).

Who should de-register actively via the SIM portal?

-> Only NON-DEGREE studentswho hold a statutory German student health insurance (from AOK, TK, Barmer etc.) and who leave Germany well before the official end date of a semester (30 Sep or 31 March), should actively process their de-registration via the SIM portal. They should then forward the de-registration certificate / Exmatrikulationsbescheinigung from the SIM portal to their health insurance provider for the cancellation of their health insurance contract. Steps of the de-registration process via the SIM portal see further below (How to de-register online) and in the pdf!

ALL OTHER STUDENTS (non-degree and double degree): your de-registration will be automoatically processed by the htw saar central student administration (Studierendensekretariat) as follows:

• Students with a European Health Insurance Card (EHIC) / students who are exempted from public student health insurance will be automatically de-registered by the end of the semester (30 Sep or 31 March).
• DD-students from CDHAW will be automatically de-registered by the end of the semester in which they receive their graduation certificate / Urkunde from htw saar (typically 30 Sep). If their grades are entirely published well before this date, they may graduate and be de-registered by this earlier date.
• All other double degree students will be automatically de-registered in the semester in which they graduate from htw saar (typically by the end of the htw saar semester in which they send their proof of graduation from their home university to incoming@htwsaar.de).

Please note: Double degree students who hold a public student health insurance (from AOK, TK, Barmer etc.) that they want to cancel because they may want to leave well before graduation from htw saar, please ask your health insurance provider if they accept a certificate of de-registration from the competent citizen's office of your last place of residence for the cancellation of your contract. De-registration from htw saar will then automatically be processed after your graduation.

How to de-register online

Short version:

Log in the SIM portal and make an "Antrag auf Exmatrikulation". REASON for non-degree students : "Ohne Abschluss wegen Fortsetzung Studium an einer anderen Hochschule“. If you can’t find the option in the English interface we recommend that you try it again after changing your setting to the German interface where you click on "Antrag auf Exmatrikulation". Then follow the steps in German:

Loggen Sie sich mit Ihrer htw saar-Kennung (Benutzerkennung) und Ihrem Passwort in das SIM-Studierendeportal ein. Dort müssen Sie folgende Schritte unternehmen:

1.   Klicken Sie auf die Kachel "Meine Anträge".

2.   Wählen Sie die Schaltfläche "Antrag anlegen".

3.   Bei "Art des Antrags" wählen Sie die Option "Antrag auf Exmatrikulation". Select ‚Grund‘/Reason: „ohne Abschluss wegen Fortsetzung Studium an einer anderen Hochschule“

4.   Tragen Sie Ihre Daten ein und klicken Sie anschließend auf "Absenden".

5.   Bestätigen Sie die Einreichung Ihres Antrags, indem Sie in der folgenden Meldung auf "Ja" klicken.

The system will generate a form that you have to send by email to the library and the ASTA/student union to get it signed.

library: zbibnoSpam@noSpamhtwsaarnoSpam.de
AStA: astanoSpam@noSpamhtwsaarnoSpam.de

We recommend that you select the date after your departure from Germany as de-registration date so that you are still insured on the day of travelling. If the de-registration has successfully been processed by the htw saar central student administration, you should be able to download the de-registration form/ Exmatrikulationsbescheinigung from the SIM portal. You can then send it to your statutory public health insurance provider and ask them to de-register your contract by the confirmed date of your de-registration from htw saar.

Last but not least don't forget to change your semester address on the SIM student platform!

For any questions please contact the student tutors or send an email to incoming@htwsaar.de.

Certificate with the dates of your mobility at htw saar
Most exchange students need to hand in a certificate of end of study period at their home university or upload it on the platform upon their return. Please note that the International Office will not process
the individual certificates of the different home universities but will send a mobility certificate to all students out of the MoveON platform shortly after the departure/upon return to the home university.

De-registration at the Bürgeramt
- De-registration of your place of residence at the Bürgeramt (Citizen Office) about 2 weeks before your departure: We recommend to do it in person, either via walk-in on Wednesday mornings (7.30-11.30h) or upon prior appointment: terminvergabe.saarbruecken.de/select2 -> Meldeangelegenheiten ->Wohnsitz abmelden, click: 1, Weiter, OK), documents to bring along with you, see below (under attached…).
Alternatively, you can send an email notification to buergeramt@saarbruecken.de.
The email must include the following information:
- Reference: “Abmeldung des Wohnsitzes und Umzug (ins Ausland/Abroad, if applicable)”
- Full name and date of moving away from Saarbrücken
- New address (street, postal code, city, (if applicable district), country)
- IMPORTANT! Attach a copy of personal ID or passport to the email, and if you received it, the so- called Wohnungsgeberbescheinigung by your landlord with the end date of your contract).
-> You will then receive a confirmation by the Bürgeramt (typically via email). If you have cancelled
e.g. your internet or gym, you should forward the confirmation to them as proof of moving away from Germany/Saarbrücken.

Termination of contracts
- termination of all contracts you may have closed (e.g. mobile phone, internet, gym etc.). Feel free to use the sample letter.

Termination of bank account (if applicable)

Cancellation of public student health insurance (does not apply to students with EHIC or proof of exemption):
Typically, the public health insurance providers request the official htw saar de-registration form (Exmatrikulationsbescheinigung), normally by the date by which you want to cancel your health insurance. If your health insurance provider explicitly requests the htw saar de-registration document/Exmatrikulationsbescheinigung from you, please process your de-registration in the SIM portal as described in the instructions that you will find in our moodle course on: moodle.htwsaar.de/mod/folder/view.php
(-> End of exchange period To dos before departure).

However, it is more favorable for you if your health insurance provider offers you to fill out a specific document, the so-called ‘Eidesstattliche Erklärung Ausreise BRD’ as proof of moving away from Germany instead of the Exmatrikulationsbescheinigung. They would accept this as end of study document for the cancellation. In this case, you do not need to de-register actively but will automatically be de-registered from the htw saar central student administration by 30 Sep/31 Mar. You would benefit from this procedure as you could keep your htw saar student ID card and continue having access to the htw saar IT services another 6 to 8 weeks after the automatic de-registration date.

Important note: De-registration from htw saar means automatically termination of your German student health insurance! Make sure that you contact your German health insurance provider well in advance for clarifying the details and that you are covered until the day you leave Germany (or better until the day after your arrival back home)!

If you arranged your apartement with a private landord, make sure to cancel your rental contract within the cancellation period acccording to your rental contract. By law, typically you should do so about 3 months before your planned departure.

Termination of rental contracts arranged via the Internatioal Office, see on our Housing website.

Here you have an example letter which you will need to send in writing with your signature to your providers:

stay in contact with us after your stay / graduation. Fill in the form on this website.