Preparing to Leave Ulm

In order to prepare for your departure, there are a number of things to take care of. (Basically, you have to do almost everything backwards what you had to do after your arrival.)

Use this Departure Checklist to keep track of everything that you need to do and submit it to the International Office before your departure.

Request for a "Transcript of Records"

There is no automatic grade reporting for ERASMUS/EXCHANGE students at Ulm University. Students get certificates ("Scheine" - ask your teachers to download and fill in this form!) for each class passed successfully. In order to obtain a transcript of records, you must present all your "Scheine" to the International Office. The Scheine will be copied and returned to you. In addition, you need to fill out the Transcript Request Form and hand it in at the International Office.

Please be sure to fill in the course codes for all your courses. You can look them up in the Vorlesungsverzeichnis.

If not all your "Scheine" are complete at the time of your departure, you must inform your instructors to send those to International Office whenever they are ready. The International Office will then issue an updated transcript of records.

ERASMUS Students: Attendance Confirmation

All ERASMUS students are required by program regulations to submit an attendance confirmation from the host institution after they return home. 

If your university has a special form which must be used, be sure to download or order it in time and complete all the personal information about yourself. If your university does not require a special form, we can issue an attendance confirmation from our data base. Please note:

• We will always record the exact date of that day when you come to the International Office for departure confirmation as the last day of your stay
• We will not pre-date or post-date the form
• We will not issue attendance confirmations after your departure.

EXCHANGE Students: Final Report

All students who have

• received a scholarship or other financial support sponsored by the University of Ulm or any public German organization (e.g. Baden-Württemberg SCHOLARSHIP by Baden-Württemberg-Stiftung, DAAD)

are expected to write a report  in English or German about their exchange experience at the University of Ulm and submit it no later than 2 weeks before they expect to receive their last scholarship payment - otherwise the last scholarship payment will not be transferred to their bank account!

Please use the following form to write your report:

Exchange Experience Report (pdf)

Send this form + your report electronically to exchange@uni-ulm.de

Check-Out from Student Residence (Studentenwerk)

When you move out of your dorm room, you must have a check-out appointment ("Auszugsübergabe") with the caretaker („Hausmeister“). You need to make the appointment at least three weeks in advance. Check-outs are only done on weekdays (Monday – Friday) during the normal working time of the caretakers. No check-outs on weekends or holidays.
_{Keep in mind that at the end of a month/semester, many students may be moving out and the caretakers have to coordinate many such appointments).}

It is mandatory that you or another witness are personally present at the check-out. If you cannot be present yourself, you may appoint a proxy. You must authorize this proxy in writing: Proxy Form for Check-Out from Student Residence.

Bring the inventory ("Inventarverzeichnis") to the check-out (this is the green carbon copy which you received when you arrived). On this form, the caretaker will note if anything is missing or if there is any damage. If the caretaker decides that you are responsible for a damage or did not clean properly, you will be charged for the replacement, the repair of a damage or a professional cleaning. You will either be billed for the expenses or this amount will be deducted from your security deposit.

You must clean your room(s) before the check-out appointment. Residents in doublettes or suites must also clean the communal rooms (kitchen, toilet and/or bathroom) before the check-out. Cleaning should include:

At the end of the check-out you have to hand-over your keys to the caretaker. Don't plan on staying in your room after the check-out. Keys cannot be turned in at the International Office or the Studentenwerk main office.

Move-Out from a Private Room or Residence

Students who did not stay in one of the student residences but had a private room or apartment have to “give notice“ to their landlord/landlady. The details depend on the kind of contract or agreement you made when you moved in. Usually one has to inform the landlord/landlady 3 months in advance and in writing.

If the room was rented for a fixed period, such a notice is not necessary. If you want to move out before the fixed date, you might have to pay for the remaining months. If you want to extend your stay beyond the fixed date, you should contact them early to find out if this is actually possible.

When you move out you should also make an appointment for a check-out to make sure you get your whole security deposit back.

Health Insurance

Students who signed up for health insurance in Germany have to inform their insurance company at least 1 month in advance of the date when they want their contract to end, unless the contract was made out for a fixed period of time from the beginning.

Police Registration "Abmeldung"

If you move out of an appartment, you have to inform the local authorities and do an „Abmeldung“. (Just as you had to do an „Anmeldung“ when you moved in).

Students living in Ulm: Bürgerdienste

Students living in Neu-Ulm: Bürgerbüro

Closing your Bank Account

Closing your bank account should be one of the very last things you do. Make a last printout of your bank statements („Kontoauszüge“) to be sure that all your fees and bills have been paid (health insurance, rent, subscriptions, telephone bill etc.).

If some payments/withdrawals have not been made, do an „Überweisung“.
_{In case you leave without meeting all your obligations, the International Office may be contacted on your behalf and we have to settle things with you after your departure. This is a lot of work and you end up paying much more money!}

Alternatively, you can ask the bank to close your bank account on a certain date after your departure, i.e. if you will receive a refund of your security deposit to this account. Leave your home address and banking information with your bank so that they can contact you or forward any deposits.

GOOD BYE AT THE INTERNATIONAL OFFICE

We hope you had

a personally enriching and academically successful time

at the University of Ulm!