Fact Sheet on Student Exchange Program

2024/2025
Contact information
Karlsruhe University of Applied Sciences (HKA)
Name of university
(Hochschule Karlsruhe (HKA))

Coordinating office International Office

Mailing address Moltkestraße 30, 76133 Karlsruhe, Germany

Contact information Incoming Student Advisors

Ms. Lea Scholz + Ms. Anna Tillhon Tel.: +49 (0)721 – 925 1086
Email: [email protected]
Ms. Wibke Higgins (French universities only) Tel.: +49 (0)721 – 925 1147
Email: [email protected]

Outgoing Student Advisors

Mr. Hannes Schwarz Tel.: +49 (0)721 – 925 1085
E-Mail: [email protected]
Ms. Wibke Higgins (French universities only) Tel.: +49 (0)721 – 925 1147
Email: [email protected]

Director International Office

Dr. Joachim Lembach Tel.: +49 (0)721 – 925 1090
Email: [email protected]

HKA International Program (English taught courses)

Ms. Anja Voges Tel.: +49 (0)721 – 925 2506
Email: [email protected]

Erasmus code D KARLSRU05

Website https://www.h-ka.de/en/io

General information

Winter Semester 2024/25 Summer Semester 2025

Academic calendar
September 1, 2024 – February 28, 2025 March 1, 2025 – August 31, 2025

Welcome and orientation phase March 1 – March 15, 2025

September 15 – 27, 2024

Preparatory intensive German

language course September 16 – 27, 2024 March 3 – March 15, 2025

March 17 – July 4, 2025

Teaching period
September 30, 2024 – January 24, 2024
Examinations January 27 – February 14, 2025 July 07 – July 25, 2025

Holidays / December 23, 2024 – January 7, 2025 April 18 – April 22, 2025 (Easter)
Semester Breaks (Christmas) June 09 – June 13, 2023 (Whitsun)
https://www.h-ka.de/en/about-hka/news-events/academic-calendar/semester-
Link to academic calendar
dates#c39192

Student workload The normal workload for full-time students is 30 ECTS credits per semester.

Winter semester: May 31 Summer semester: November 30

Application deadline
(for students needing visa: May 15) (for students needing visa: November 15)

Application procedure Via online portal. Information at: https://www.h-ka.de/en/exchange-students

Requested application documents:

• Learning agreement listing the course units that they wish to take1
• Transcripts of Records obtained in previous years of study
• Copy of passport
If a student intends to do a thesis project at HKA or an internship in industry, a short
description of the intended subject area of the thesis / the internship is required.
Applications sent by post cannot be considered.
Incomplete applications cannot be considered.
Application process It is very important that the applicants spell their full name as it appears on their
passport, and that they attach a copy of their passport.
Any delay in sending the documents may cause problems in finding accommodation.
Students who need a visa should bear in mind that the visa application process may
take up to ten weeks. We therefore strongly recommend that those students submit
their application as early as possible, and no later than May 15 / November 15.
Once we have received the complete application we will forward it to the relevant
Faculty for their assessment. This may take up to 6 weeks. As soon as the Faculty has
agreed to accept a student, we will issue the invitation letter. An electronic copy, which
can be used for a visa application, will be sent to the student by e-mail.

For courses taught in German, a minimum language competency at CEFR (Common

European Framework of Reference for Languages) B2 level is required. Likewise, for the
Language requirement
International Program a minimum English language competency at CEFR B2 level is
required.
Students who do not fulfill the language requirement cannot be accepted.

Yes, but this would be subject to the approval of the home and host universities.
Students may extend their stay for another study semester or for an internship in
Can students extend their
industry, provided they have been successful in finding a placement for themselves.
exchange period?
HKA will assist exchange students in finding a place, but cannot provide internships
itself.

• Access to campus facilities including library, student canteen, etc.

• Buddy-program: buddies will help in administrative matters in the first weeks
Activities or services available to
• Events and excursions for international students are offered at modest prices
exchange students
• Free limited semester ticket for the Karlsruhe Public Transport System KVV with the
option to purchase a full semester ticket with a substantial student discount

1 Note that here are courses for which, according to examination rules, only pass/fail grades are given.
For information about German courses consult the module descriptions for the individual degree programs at https://www.h-ka.de/en/study.
For HKA International Program courses there will be a remark in the Learning Agreement.
Fact Sheet 2024/2025 www.h-ka.de
Course-related information for exchange students
Online course information https://www.h-ka.de/en/exchange-students

Course schedule/timetable Will be provided upon arrival.

The medium of instruction and assessment for courses offered within the HKA
Medium of instruction and
International Program is English. For other courses it is German, unless specified
assessment
otherwise.

Minimum and maximum number of Maximum number of ECTS credit points per semester: 30. Depending on approval by
credits to be taken per semester the sending institution, exchange students can take fewer credits, but not more.

Are students allowed to take cross- Yes, subject to approval by the faculties involved. It is the student’s responsibility to
faculty modules? make sure that this does not result in timetable clashes.

Exchange students normally take courses according to their academic level at their
Level of courses home institution. Advanced bachelor students may be eligible to take master’s courses,
provided they meet the respective academic requirements.

German Language Intensive Course starting approx. two weeks before lectures start
(levels A 1 – B2.2). German language classes are also offered during the semester (level
A 1 – B 2.2). All German language classes are free of charge for exchange students. For
Language classes higher levels, students will be assisted in finding courses at other institutions.
Other language courses including English, French and Spanish are offered to interested
students free of charge at the HKA’s Foreign Language Institute (IFS).

HKA’s International Office will receive the official transcripts approx. 6- 7 weeks after
Transcripts end of examination period and will send them on to the sending institutions
International Office by e-mail and, if requested, also in paper form.

Accommodation
There are 2 options:
1. Students can apply for university accommodation directly at the Student Services
Is university accommodation Information: https://www.sw-ka.de/en/wohnen/
available for exchange students? 2. The International Office has a limited quota of rooms in student hostels. Students
will receive information on how to apply for such a room with their invitation letter.
These rooms can only be rented for one semester.

Is university accommodation
No, unfortunately we cannot guarantee it.
guaranteed?

Is accommodation available over

University accommodation (option 2) can only be rented for a complete semester.
semester breaks?

Website for information on

For more information about accommodation: https://www.h-ka.de/en/accommodation
accommodation

Visa requirements
Are exchange students required to Depends on nationality; information at www.auswaertiges-
obtain a student visa? amt.de/EN/EinreiseUndAufenthalt/03_Visabestimmungen/Visabestimmungen_node.h
tml
Are exchange students allowed to Exchange students are expected to have a full study workload. In order for students to
work? get the most out of their exchange academically, we cannot recommend working.

Fact Sheet 2024/2025 www.h-ka.de

Arrival / Orientation program
Recommended arrival dates Winter Semester Summer Semester
An orientation will take place the week An orientation will take place the week
before German intensive courses start before German intensive courses start
To guarantee smooth enrolment we To guarantee smooth enrolment we highly
highly recommend that students arrive recommend that students arrive two weeks
two weeks before lectures start. before lectures start.

Is an airport pick-up service No, there isn’t. The train connections between Frankfurt airport and Karlsruhe are
available? excellent, with trains running hourly during the daytime.

Insurance
Are exchange students required to Yes. It is mandatory for enrollment. Since Winter Semester 2020/2021, there are new
purchase insurance? health insurance requirements for students under 30!
1. Private health insurances will need to be approved by German statuary health insurance
2. Students need a full coverage health insurance, including a nursing care
insurance
3. Valid health insurance is a prerequisite for enrolment and has to be taken care of
before arrival. The cost is approx. € 120 per month.

Estimated expenses in local currency

(The estimated costs are for reference only. Actual expenses may vary from person to person.)
• € 115 contribution fee for student services (Studierendenwerk) per semester
• € 5 one-off fee for the campus card
• Approx. € 390 for accommodation per month
• Approx. € 120 for insurance per month
• Approx. € 190 per semester for public transport (depending on the student’s place of residence)
• Approx. € 90 per month for meals in the student canteen
It is not possible to transfer payments in advance. Students must make sure they have sufficient financial means for meeting
the costs above and living expenses once they are in Karlsruhe (details will be given by the International Office).

Scholarship program for exchange students: https://www.bw-stipendium.de/en/

Contact person at HKA: Hannes Schwarz: [email protected]

German grading system

Karlsruhe University of Applied Sciences uses the following grading scheme:
• 1,0 – 1,5 (Very good)
• 1,6 – 2,5 (Good)
• 2,6 – 3,5 (Satisfactory)
• 3,6 – 4,0 (Sufficient)
• 4,1 – 5,0 (non-sufficient / fail)
Some courses at HKA are not graded and simply evaluated with “pass” or “fail”.

Fact Sheet 2024/2025 www.h-ka.de