Exemption from Payment of the Semester Fee and Reimbursement

Exemption from Payment of the Semester Fee

Exemption from the semester fee is subject to the student being granted leave of absence by the university or academy (leave semester) and providing evidence of absence from the place of study in Leipzig for the entire semester.

• Leave of absence granted by the universities or academies

  Enquiries regarding leave of absence can only be answered by the University’s Student Office or by staff members at the universities and acedemies who oversee academic matters.
  Leave of absence granted by the university does not automatically result in exemption from the semester fee.

• Application for exemption from the semester fee

  Studentenwerk Leipzig decides on exemptions from the semester fee. Evidence of absence from the place of study in Leipzig for the entire semester is required for the exemption being granted. Furthermore, proof that the leave of absence has been approved by the university must be included with the application for exemption from the semester fee.

  Applications for exemption from the semester fee must be submitted in writing to Studentenwerk, separately for each semester, using the relevant form which is available in German only. The complete application, including proof of absence, must be received by Studentenwerk no later than the last working day before the semester starts for which the exemption is being applied for. Please note that Article 3 (2) of the Fee Regulations governing the semester fees by Studentenwerk Leipzig applies to applications and deadlines.

  When submitting the application, absence from Leipzig must be substantiated by an official certificate of absence; in other words, the activity that requires you to be in a location other than Leipzig must be fully documented for the entire duration of the relevant semester (the duration of the semester at the university in Leipzig is decisive in this regard!). The proof of absence must state the exact start and end dates of the absence from Leipzig. If there is more than one reason for the absence during a semester, the respective proofs of absence must cover the entire duration of the semester without any gaps.

  Proof of absence must always be issued for the current semester by the external institution where you are based during your sabbatical semester (e.g., a foreign university, an organization where you are doing an internship, or, in the event of illness, the attending doctor, etc.).

  This must be an official confirmation from the external organization; in other words, the document must leave no doubt as to the identity of the issuing organization by being written on the organization’s official, departmental or company stationery and bearing the signature and the title of the person in charge, as well as the organization’s official, departmental or company stamp. Emails from the external organization cannot be accepted as official proof of absence!

  Proof of absence may be, for example, the following documents:

  1. If you study abroad:

  • Certificate of enrolment from the host university or
  • a binding confirmation from the host university that a place has been secured (e.g., Letter of Acceptance, Pre-registration, or other comparable documents) or
  • ERASMUS Learning Agreement (signed and stamped by the host university)

  Please note that you must provide continuous proof of enrolment at the host university even for periods when there are no classes during your stay.

  2. For work placements abroad:

  A work placement contract or formal confirmation from the host organization, specifying the exact dates, the training objective, the supervisor, and the number of hours per week

  3. For work placements in Germany:

  A work placement contract or formal confirmation from the host organization, specifying the exact period, the training objective, and the supervisor, as well as the number of hours per week spent on the work placement

  and

  • Proof of residence at the internship location outside of Leipzig (e.g., copy of ID card, official registration certificate, valid tenancy agreement)
  • If you have an apartment or a room in Leipzig, proof that you are not using it (e.g., notice of termination, sublease agreement)

  4. In case of illness:

  A doctor’s certificate stating that it is not possible to attend classes for the entire semester

  and

  • Proof of residence outside of Leipzig (e.g., copy of ID card, official registration certificate, valid tenancy agreement)
  • If you have an apartment or a room in Leipzig, proof that you are not using it (e.g., notice of termination, sublease agreement)

  5.In case of pregnancy or parental leave:

  • a doctor’s certificate or maternity record, or
  • the child’s birth certificate

  and

  • Proof of residence outside of Leipzig (e.g., copy of ID card, official registration certificate, valid tenancy agreement)
  • If you have an apartment or a room in Leipzig, proof that you are not using it (e.g., notice of termination, sublease agreement)

  Complete Re-enrollment

  Re-enrollment is not complete until the application for leave of absence and the application for exemption from the semester fee have been approved (please note the re-enrollment deadlines set by the university or academy!). If an exemption is impossible, re-enrollment at the university or academy is only complete once the semester fee – including the amount for the semester ticket – has been paid.

  Please note: The student councils themselves decide on exemptions from their own fee. The Student Council of Leipzig University has delegated this task – in connection with exemptions from the semester fee – to Studentenwerk Leipzig.

  Re-enrollment already completed

  If the exemption is approved after re-enrollment at the university has been completed, you must apply online for a refund of the semester fee that you already paid. Refund for the semester ticket is possible only if the ticket has not been activated with Leipziger Verkehrsbetriebe for the period in question. Please note that if you receive a refund for the semester ticket, you will no longer be entitled to use public transportation.

• Where can I submit the documents for the exemption from the semester fee?

  The application documents for the exemption from the semester fee can be sent by mail or email to semesterbeitrag@studentenwerk-leipzig.de (please make sure that any scanned documents are legible) or submitted in person at Goethestraße 6, Room 215.

If you have any questions about semester fee exemption and repayment, we will be happy to advise you. You can also find detailed information below under ‘Further information’.