Once you received your acceptance letter, there are a number of steps you must to take in preparation for your semester or year in Heidelberg. To help you with the paper work, we have prepared a Pre-Departure Handbook, which you might want to share with your parents. If after reading the pre-departure handbook, you still have questions, please address them to Martin Kley, m.kley [at] uni-heidelberg.de.
NOTE: Summer students should consult the Frequently Asked Questions.
- Fall (shortened Wintersemester and Wintersemester): August 1
- Spring (Sommersemester): January 1
- Summer: April 15
The following needs to be completed by all students.
- Travel Plans Itinerary (see acceptance email for link)
- Emergency Contact List (see acceptance email for link)
- Disciplinary Clearance Form
- Liability Release
- Medical Forms
AJY Students: Students participating in the American Junior Year program must also complete the following forms.
- AJY Housing Form (see acceptance email for link)
- Transfer Credit Approval Form
Summer Program Students: Students participating in the Heidelberg Summer Program must also complete the following forms.
With the exception of the summer program, AJY enrolls all students in high-quality comprehensive health insurance coverage with one of Germany’s leading health insurance carriers, Barmer-GEK. This is in compliance with the requirements German universities set for their foreign students and will allow you to receive any medical care you may need during your stay.
Health insurance is included in your program fee. Your coverage includes: Doctor’s visits, prescription medicine (a student co-pay of €5 may apply), hospital care (a co-pay of €10 per day may apply), dental and eye care, physical therapy, and mental health counseling. Heidelberg University has one of Germany’s leading medical schools and is home to excellent hospitals. You will have unlimited access to all local and university hospitals, the university counseling center, family physicians, and specialists during your stay. The program maintains a list of doctors our students have visited in the past and is happy to assist you in finding English-speaking doctors or counselors. All student medical information is confidential and treated with the utmost discretion by program staff.
AJY staff are experienced in dealing with chronic health issues and provides support for students in need of counseling or recurring treatment. Prior to your departure from the U.S., please inform AJY of any health issues that may require special attention or arrangements during your stay in Germany.
Your health insurance coverage begins on the official day of arrival (see academic calendar) and ends on the last day of your final month (fall students December 31; extended fall students: February 28/29; spring students: July 31). It is valid throughout Germany and the EU as well as in countries that have corresponding agreements with Germany. It does not cover students in their home country, however. If you plan to arrive early or to remain in Europe after leaving the program has ended, you will be responsible for your own health insurance.
In addition to comprehensive health insurance, the AJY program arranges for all students to be covered for personal liability for the duration of the program. Students are recommended to add medical evacuation and repatriation of remains to their personal insurance policies.
A Word about Illegal Drug Use
AJY advises all students to stay away from illegal drugs. Please see The European Legal Database on Drugs on detailed information on illegal drug use and its consequences for Germany and other European countries.
Upon your arrival in Germany, we discuss all essential health and safety issues with our students during the first days of orientation. AJY is committed to the safety and wellbeing of its students at all times and has policies and protocols in place to handle emergencies such as natural disasters or acts of terrorism. We do not post our emergency protocols on our website, but students or family members should feel free to contact the AJY office at Heidelberg University in Tiffin, Ohio for more detailed information.
We encourage you to consult the Travel Alerts and Warnings on the U.S. Department of State website for Germany as well as any other European country you may wish to travel to. The U.S. Department of State website provides a detailed fact sheet on travel and safety in Germany as well as information on travel to European countries in the Schengen Area.
In addition, we would like to direct you to the Smart Traveler Enrollment Program which:
- Allows you to receive important information from the Embassy about safety conditions in your destination country, helping you make informed decisions about your travel plans.
- Helps the U.S. Embassy contact you in an emergency, whether natural disaster, civil unrest, or family emergency.
- Helps family and friends get in touch with you in an emergency.