From WI to Hessen

Nomination Process Training Video

Application Process

UWs follow their own internal study abroad application processes.

• UWs complete disciplinary record checks and health disclosures as they normally would. This information is not shared with the HWX Coordinators at UWS.
• UW’s collect and retain the UW System Uniform Statement of Responsibility. This is not shared with the HWX Coordinators at UWS.

Nomination Process

1. UWs advise students to create an account and log in to the UWS instance of Via TRM to complete & submit a “Request for Nomination” form (aka “Application” in Via TRM).
   1. Students download Hessen’s “paper” application form from the “Request for Nomination” form.
   2. Students submit the Hessen “paper” application form to their home campus study abroad office.
2. The HWX Coordinator at UWS sends the HWX advisor on the UW campus an electronic “Nomination” form by email.
   1. The nomination form is connected to the student’s completed “Request for Nomination” form, so cannot be emailed until after the student submits.
3. The HWX advisor on the UW campus submits the “Nomination” form and uploads relevant supporting documents:
   1. Hessen Application (required)
   2. Unofficial University Transcript (required)
   3. Resume (ONLY IF the related work history questions on the Hessen Application are not complete)
   4. Passport copy (OPTIONAL)
   5. 1-2 Letters of Reference (OPTIONAL. Consider asking the applicant to submit a reference letter ONLY IF the applicant’s grades are low.)
   6. Language Certificate or Equivalent (OPTIONAL. ONLY IF taking regular university courses in German)
4. The HWX Coordinators at UWS and in Hessen review the nomination materials.
5. In Hessen, nomination documents are circulated first to the Ministry and then to the prospective host campus.
6. HWX advisors on the UW campuses received updates for individual students as their forms are processed (see “HWX in Via TRM”, “Via TRM Form Statuses” in the menu to the left).

 Nomination Deadlines

March 12: International Summer Universities and Fall Semester

October 12: International Winter Universities & Spring Semester

UWS will bill your campus a $100 application fee per nominated student by initiating an Internal Service Delivery (ISD) in Workday.

In order for UWS to initiate an ISD, the person nominating the student will share the following Workday “worktags” by inputting these into the applicant “Nomination Form“. The person on your campus familiar with your unit’s financial accounts in Workday should be able to give you the information you need.

Provide this only if your campus has set this up for this expense (e.g. specific project codes, specialized identifier like “HWX”, or a specific “136” program worktag).

Driver

Cost Center (if the default associated with the Driver

If this transaction will use the Cost Center default in Workday (i.e. the transaction does not require changes to this default), you’ll leave this field blank.

Fund

If this transaction will use the Fund default in Workday (i.e. the transaction does not require changes to this default), you’ll leave this field blank.

Function

If this transaction will use the Function default in Workday (i.e. the transaction does not require changes to this default), you’ll leave this field blank.

Additional/Specific Worktags

UWs follow internal protocol for determining, approving, and awarding transfer credit.

Some Hessen schools may require UW students to complete a “Learning Agreement” before and/or after arrival abroad. A Learning Agreement lists the courses the student will complete and must be signed by a home campus advisor.

Both undergraduate and graduate level students are eligible to exchange on short-term, semester, and year-long programs.

Students need a cumulative GPA of 2.5 or higher.  If you feel a student is a quality candidate who has shown marked improvement from previous semesters, you may attach up to three letters of recommendation from instructors, advisors, or administration who know the student.

A student applying for the Hessen Exchange program must have completed at least one academic semester prior to the start of their Hessen experience.  If a student is applying during their first semester, they must include at least two letters of recommendation from current instructors.

HWX Coordinator in Hessen   |   During Business Hours in Hessen

Julia Volz

• julia.volz@admin.uni-giessen.de
• from a cell: 49.64.1991.2130
• from a landline: 011.49.64.1991.2130
• from within Germany: 064.1991.2130  

Imke Polland-Schmandt

• Imke.Polland-Schmandt@admin.uni-giessen.de
• from a cell: 49.64.1991.2170
• from a landline: 011.49.64.1991.2170
• from within Germany: 064.1991.2170

International Office

• internationales@admin.uni-giessen.de
• from a cell: 49.64.1991.2176
• from a landline: 011.49.64.1991.2176
• from within Germany: 064.1991.2176

US Consulate in Frankfurt   |  During Business Hours in Germany

• From a land line: 011-49-69-75350
• Address: Giessener Strass 30, Frankfurt am Main
• From a cell phone: 49-69-75350

Most January and summer programs are taught entirely in English.  Although IWUs and ISUs include a German language component, students from around the world attend and many may speak English. 

The majority of Hessen institutions offer a wide variety of semester courses and majors taught entirely in English.

If a student requests an additional term abroad, follow this protocol:

Upon student submission of the Request for Nomination form, the UW HWX Coordinator begins the process of requesting the extension from Hessen colleagues.

1. The student first follows the Home Campus protocol for requesting a program extension.
2. If the Home Campus approves the extension, the Home Campus advisor requests, via email to global@wisconsin.edu, that the process be started to submit an extension request to administrative partners abroad.
3. Upon receipt of the request, the UW HWX Coordinator will create a new “Request for Nomination” form in Via TRM, copying data from the student’s original request into the new request.
4. The student will receive an automated email with a link. The student will review and update data in the new Request and click “Submit”.
5. Upon student submission of the Request for Nomination form, the UW HWX Coordinator begins the process of requesting the extension from Hessen colleagues.

Students who plan to enroll in a German language course will take a language placement test during the first days of orientation.  The test will be used to evaluate language skills and placement in the appropriate level of German language.  Students with no prior German experience will not be evaluated and will automatically be placed in the lowest level German language class.

Students who plan to take courses in German may or may not need to submit evidence of German language proficiency.  Each Hessen institution has its own admissions requirements. Therefore, each UW should ensure that student proficiency in German is high enough to successfully complete the intended course of study. Here’s an example UW guideline (this is NOT an official requirement – each UW comes up with its own requirement):

• German-taught courses, including semester & academic year, IUSP, IWU & ISU:
  At a minimum, completion of any 300 level German Language course with a grade of A or B, completion of GERMAN 204 with consent of the department, or equivalent proficiency with consent of the department is required. Students studying in German are required to submit a recommendation either from the German Language Division study abroad liaison or from their German language instructor.

Students attend Hessen institutions from around the world, and many speak English.  Advise your students to be aware that they may take all courses in German; however, international students and peers from the U.S. may speak English outside of class.

Students on any length program must be enrolled by their home campus in the UW-contracted insurance plan. UW Administration does not purchase insurance on behalf of UW students. 

Students studying for a semester or longer are also required to carry and pay for German National Health Insurance (GNHI).  To apply for and receive a Residence Permit, students must show that they have unlimited coverage as provided only by the GNHI.  Students will personally receive a bill for the GNHI and are required to pay in advance of their travel.  Costs for GNHI average approximately €125-150 per month. While there is redundancy in the UW and GNHI plans, the UW insurance includes trip cancellation, trip delay, travelers’ assistance, emergency evacuation, security evacuation, and other provisions not included in the GNHI.

ISUs are short-term immersive programs specifically developed for international students. They offer German language and culture coursework, coursework in one or more academic fields, excursions, and cultural activities.

The following links are also available from individual program brochures in Via TRM.

• Universität Kassel
• Darmstadt University of Applied Sciences (h_da)
• Fulda University of Applied Sciences
• Philipps-Universität Marburg
• Technical University of Darmstadt
• Technische Hochschule Mittelhessen (THM)

Length & Timing	4 weeks  |  summer
Classroom Hours	2 seminars of 36-40 hours combinedworkshops 8-20 hours each (depending on ISU)German language course 36-48 hours; all levels offered
U.S. Credit Equivalency	Each campus awards credit as per campus policies.  In general, consider:3 credits total for the two seminars combined3 credits for German language course
Language of Instruction	EnglishHS Fulda also offers courses in German
German Language Course	Completion of the German language course is required of all students.
Exchange Balance	0.5 FTE
Tuition & Fees	Students pay tuition on 6 credits regardless of the number of credits earned.Students do not pay segregated fees, municipal fees, and other similar fees to the UW. Instead, students pay the German Semesterbeitrag upon arrival in Germany.Tuition paid to the HOME university covers cost of instruction at the Hessen institution PLUS other items as listed in the HOST school’s “program fees”.   The Hessen “program fee” often includes more than cost of instruction; UW students receive all “program fee” inclusions at no additional cost. See each individual ISU webpage for a list of “program fee” inclusions at that specific ISU.

IWUs are short-term immersive programs specifically developed for international students. They offer German language and culture coursework, coursework in one or more academic fields, excursions, and cultural activities.

The following links are also available from individual program brochures in Via TRM.

• Universität Kassel
• Darmstadt University of Applied Sciences (h_da)
• Fulda University of Applied Sciences
• Justus-Liebig University Giessen (JLU)
• Philipps-Universität Marburg

Length & Timing	3 weeks  |  January
Classroom Hours	2 seminars of 45 classroom hours combinedworkshops approx. 12 hours each (depending on IWU)German language course 30 hours; all levels offered
U.S. Credit Equivalency	Each campus awards credit as per campus policies.  In general, consider:3 credits for the seminar2 credits for German language course
Language of Instruction	English
German Language Course	Completion of the German language course is required of all students.
Exchange Balance	0.5 FTE
Tuition & Fees	Students pay tuition on 6 credits regardless of the number of credits earned.Students do not pay segregated fees, municipal fees, and other similar fees to the UW. Instead, students pay the German Semesterbeitrag upon arrival in Germany.Tuition paid to the HOME university covers cost of instruction at the Hessen institution PLUS other items as listed in the HOST school’s “program fees”.   The Hessen “program fee” often includes more than cost of instruction; UW students receive all “program fee” inclusions at no additional cost. See each individual IWU webpage for a list of “program fee” inclusions at that specific IWU.

European Industrial Experience Central Hesse (EIEM) at THM

• Mittelhessen is the strong industrial region just north of Frankfurt/Main. THM’s partner companies offer exchange students placements in Business Administration, Mechanical and Electrical Engineering, Computer Science and Civil Engineering/ Architecture.
• The work placements are accredited modules of StudiumPlus at Technische Hochschule Mittelhessen (THM).
• Following an optional intensive German language course, that will also help settle into life in Germany, participants will work full-time in our partner companies. Minimum salary of € 600 per placement month.

Other Internship Opportunities in Hessen

• Students studying in Hessen may also be helped to find internships by their host institution on a case-by-case basis.  It’s best to ask in advance whether the particular institution your student will attend can offer this type of assistance.  To do this, contact the coordinator at the appropriate campus directly.  In general, internships may be better supported at Hochschule than at universities.
• Because of the student residence permit and student health insurance, consider the following:
  • A student may pursue a full semester of study followed by six weeks of full-time internship (a student cannot do an ISU/IWU followed by an internship).
  • The internship experience will carry a maximum number of allowed hours; hours worked on campus DO NOT count toward the maximum number of internship hours allowed.

Opportunities Outside the Exchange

• The non-profit German-American Internship Program was founded by the Steuben-Schurz-Gesellschaft e.V. and the U.S. Consulate General Frankfurt; the Hessen Ministry of Education is a cooperating partner.  Students who wish to intern in Germany during their experience abroad, even when the internship may be completed during the second semester of a full academic year program, should contact this organization PRIOR TO TRAVEL ABROAD.
• The DAAD Scholarship Database has information on scholarship-funded internships in Germany. 

The following links are also available from individual program brochures in Via TRM.

International Course in Business at HS Fulda

• The Department of Business invites students from abroad to participate in the International Course in Business (ICB) with a focus on sustainability and digital developments in Europe and the world. ICB is a course targeted to the needs of international exchange students. Participants will enjoy an international setting, working on topics such as business management, sustainability and digitalization together with German and other international students. The ICB is fully conducted in English and up to 30 ECTS are awarded in case of successful participation.

International Course in Social Work at HS Fulda

• The Department of Social Work invites exchange students from abroad to attend the International Course in Social Work which is designed for students from our partner universities and regular Fulda students enrolled in Bachelor’s programmes in Social Work or comparable Bachelor’s programmes. The course is especially tailored to students who do not (yet) speak German. The language of instruction is English.

Philipps-Universität Marburg International Undergraduate Study Program (IUSP)

Students receive a transcript in the form of a Certificate (Zertifikat) from the University of Marburg with the distinction of IUSP at the top.

IUSP adapts the German university calendar to U.S. students’ needs, allowing IUSP participants to spend a semester abroad without missing a semester at home.  A standard IUSP course load consists of an intensive German course, a German history and politics course, and two seminars.  The IUSP starts six-weeks prior to the German semester, during which time students take an intensive language workshop and cultural class.

The IUSP program fee includes an interesting cultural program with multiple weekend excursions to important historical and cultural sites.

Length & Timing

• 1-2 semesters following the U.S. academic calendar during both fall & spring

Contact Hours

• 120 hours German Language course
• 56 hours Course on History & Politics
• 48 hours seminar (lecture plus tutorial)
• 36 hours conversation course (optional)

U.S. Credit EquivalencyEach campus awards credit as per campus policies.  In general, consider:

• 30 ECTS = full-time enrollment
• Many institutions award credit by dividing ECTS in half.

Language of Instruction

• English or German in a variety of academic fields

German Language Course

• 6-week German culture & history course prior to the semester
• not designed as an intensive language program
• It is expected that students will increase their German language proficiency while taking classes relevant to all fields of study.

Exchange Balance

• 1.0 FTE

Tuition & Fees

• Students pay tuition on 12 credits regardless of the number of credits earned.
• Students do not pay segregated fees, municipal fees, and other similar fees to the UW. Instead, students pay the German Semesterbeitrag upon arrival in Germany.
• Tuition paid to the UW HOME campus covers tuition only at the HOST campus.
  • UW students pay additional fees for room, board, etc.

Transcript

Content Coming Soon

The fourteen Hessen Universities that participate in the Hessen-Wisconsin Exchange (HWX) operate on the traditional German Semester schedule and operate during two semesters: The Winter Semester (October thru February) and the Summer Semester (April thru July).

Due to the offset start dates, traditionally, our students will choose to attend the Summer Semester because it will not affect interfer with the Wisconsin semester.  We also have students who choose to spend an entire year immersed into the German culture, either at one University or two, depending on their motivations and courses they would like to take.

Traditional German semesters offer our students the greatest variety of choices in classes and institutions. Many of the Hessen universities offer English taught courses in various academic fields as well as numerous English-taught majors.  It is best for the students to review the “English Taught Programs and Courses” document to help them narrow their options.

In some cases, a student may be able to complete a free pre-semester German language course (they pay for housing, meals, insurance, and incidentals) and even add an ISU (International Summer University) to the end of their stay, thus maximizing their experience and spreading out the cost of their international flight over additional credits. Some students have acquired 48+ECTS in just seven months (24 credits). These are special instances, but if you have an interested student, please contact us and we will try to make the process as smooth as possible.

The following links are also available from individual program brochures in Via TRM.

• Universität Kassel
• Darmstadt University of Applied Sciences (h_da)
• Frankfurt University of Applied Sciences (Frankfurt UAS)
• Fulda University of Applied Sciences
• Goethe University Frankfurt
• Hochschule für Gestaltung Offenbach (HfG)
• Hochschule Geisenheim (HGU)
• Hochschule RheinMain
• Hochschulen für Musik und Darstellende Kunst (HfMDKs)
• Hoschschule fur Bildende Kunste-Stadelschule
• Justus-Liebig University Giessen (JLU)
• Philipps-Universität Marburg
• Technical University of Darmstadt
• Technische Hochschule Mittelhessen (THM)

Wisconsin students who participate in one semester of exchange typically study in Hessen over spring semester. The fall semester in Hessen doesn’t end until after the spring semester in Wisconsin begins.

Wisconsin students who participate in two consecutive semesters of exchange typically study in Hessen over fall semester followed by spring.

Training Video (all program elements; recorded January 2026)

Nomination Process Training Video (recorded December 2025)

Click within the video transcripts to skip forward/backward to specific points within the video.

Semester Programs

In Germany, transcripts are not automatically generated for students.  Additionally, not all academic information is maintained in a central place at individual universities, so it often becomes the responsibility of the student to collect the necessary paperwork and submit this paperwork with a request for a transcript.  Therefore, each exchange student should let the host institution know that a Transcript/Cirtifikat will be needed upon program completion. 

Each UW sets its own policy on acceptable documentation for course & credit transfer.  For example, an institution may accept individual Scheine as evidence of course & exam completion or may require that the Scheine be submitted for creation of an official transcript at the host institution. 

“Schein” defined: a “Schein” is a certificate of course completion for one individual course.  It is given directly to the student by the course instructor.  “Scheine” is the plural form of “Schein”.

International Winter & Summer Universities

The International Winter and International Summer Universities don’t use the Schein system; transcripts are available to students at program end without going through the process described above. 

Outbound students never pay segregated fees, municipal fees, and other similar fees to their home institution.  Instead, students pay the German Semesterbeitrag upon arrival in Germany; German Semesterbeitrag fees are approximately €400.

Outbound students participating on an IWU or ISU pay tuition on six credits to their home university regardless of the number of credits earned.  Outbound student tuition includes everything covered by the Hessen IWU or ISU program fee as announced by the individual host universities!

Outbound students participating on a semester or year program, including IUSP in Marburg, pay tuition on twelve credits per semester to their home university regardless of the number of credits earned.

HWX administrators at UWS use this information to send materials to UW campuses prior to study abroad fairs.

Is the information in this chart incorrect? Email corrections to global@wisconsin.edu.

	Materials Should Arrive at the Campus by
Campus	Fall Semester	Spring Semester
Eau Claire	September 1	N/A
Green Bay	September 1	January 15
La Crosse	September 1	January 15
Madison	September 18	N/A
Milwaukee	August 26	January 15
Oshkosh	September 1	January 15
Parkside	September 23	February 1
Platteville	September 21	N/A
River Falls	September 23	February 10
Stevens Point	September 23	January 15
Stout	September 1	January 31
Superior	October 1	February 1
Whitewater	August 15	January 15

90 Days or Fewer

• U.S. citizens who study in Germany for 90 days or fewer do not need a visa to enter Germany and will not need to apply for a Residence Permit once in Germany.
• Non-EU Citizens may or may not need a visa to enter Germany.  Use the German Missions in the United States Visa Navigator to research who needs a visa and who does not.

Greater than 90 Days

A National Visa / Residence Permit is required for all study programs longer than 90 days. A list of required application documents is available on the German Mission in the U.S. Residence Visa / Long Stay Visa web page (navigate to “Preparing Your Application”, “Study”).

• U.S. citizens who plan to study in Germany for 91 days or longer do not need a visa to enter Germany but MUST apply for a Residence Permit. U.S. citizens apply following either OPTION 1 or OPTION 2.
• For Non-EU citizens, use the German Missions in the United States Visa Navigator to research who needs a visa and who does not.
• Applicants may be required to provide documentation in addition to what is listed on Residence Visa / Long Stay Visa; applicants should be proactive in asking whether additional documentation might be required as early in the process as possible.

OPTION 1

• If your student has a specific housing assignment well in advance, they may apply to the German Consulate in Chicago for a Residence Permit before leaving the U.S.  Be advised that this can take many months!

OPTION 2

• Most U.S. citizen students enter Germany on the visa waiver program (without applying for a visa in advance of travel).
• Students must carry the proper documentation with them when they travel to Germany and apply for a Residence Permit just after arrival. However, students who arrive in Germany without the proper documents in hand will find this to be a very difficult process. If possible, require that your students bring all documents required for the Residence Permit to your office for your review prior to departure.
• Staff in the host school international office will guide students through the application process.

PROOF OF ADEQUATE FINANCIAL MEANS

• See the National Visa for Students application checklist, linked from Residence Visa / Long Stay Visa, for details on the amount of money a student must have at their disposal and the option to prove financial means using a blocked account.
• There may be other ways in which a particular applicant may provide evidence of sufficient funds; request information from the Consulate in Chicago for other ways in which an applicant might meet the requirement.

PASSPORT

To apply for a visa, the applicant’s passport must

• have at least two blank visa pages;
• have been issued (not extended) within the last ten years; and
• be valid for at least 3 months past the expected final departure date from Germany.

Students who withdraw on or before the deadlines below do not count in the exchange balance.  Those who withdraw after the following deadlines do count in the exchange balance.

Withdrawal Deadline: May 31 

• All International Summer Universities (ISU’s)
• Hessen winter semester (Oct.-Feb.)
• Marburg IUSP fall semester (Aug-Dec.)
• THM Fall Internship (Sept. – Dec.) 

Withdrawal Deadline: November 15

• All International Winter Universities (IWU’s)
• Hessen summer semester (Apr.-July)
• Marburg IUSP spring semester (Jan.-May)
• THM Spring Internship (Sept. – Dec.)

A student who withdraws after the program withdrawal deadline may be replaced with another student, and therefore not included in the exchange balance as a withdrawn student, provided the replacement student applies in sufficient time to a campus that still has openings. 

Without a Residence Permit

• Students in Germany may not work without a Residence Permit. Students on programs of 90 days or fewer are not eligible to receive a Residence Permit.

With a Residence Permit

For many student jobs, knowledge of German is necessary.

• Students in Germany with a Resident Permit may work part-time (20 hours per week) during the semester and full-time (40 hours per week) during breaks.  This means that during a 12-month period, you can work a maximum of 140 full days or 280 half-days without requesting approval from the German Employment Agency.
• However, there are exceptions to the 140-day rule for certain working categories, such as student assistants or mandatory internships.
• See Handbook Germany’s “Student Jobs” page for detailed information on working as a student in Germany.

MarburgOnline: VirtualExchange (MO:VE)

• MO:VE offers online courses in German language and in other academic fields.

International Human Rights Law and International Humanitarian Law

• Justus Liebig University – Giessen
• This International Winter University (IWU) offers an in-depth approach to current challenges faced in International Human Rights Law and International Humanitarian Law. The program incorporates the major debates and challenges that are currently found in these fields of law. The program combines high-quality teaching by excellent lecturers and practitioners from all over the world.