Why do I need to submit closing documents (Abschlussunterlagen)?

You must submit your closing documents to finish your scholarship. The documents are neccessary to certify that you attended your classes/internship etc. and to receive a report on your experience abroad. 

How do I submit my closing documents?

Please submit your documents via email to promos@campus.fu-berlin.de.

When do I need to submit my closung documents by?

Deadline: in general within 30 days after your scholarship ends

The deadline for your closing documents is written on the first page of your scholarship agreement. If this does not apply to you, then you must submit your documents within 30 days of your scholarship ending.

Exception: If your study period abroad is longer that your scholarship, then please submit your documents 30 days after the end of your study period abroad. You must let the PROMOS team know if this applies to you before your scholarship ends via email at promos@campus.fu-berlin.de.

Generally you will recieve an email reminding you to submit your documents around 4 weeks before your scholarship ends. You will find a list of documents you have to submit in the email. Please therefore check your ZEDAT email account regularly. 

Which documents do I need to submit?

The documents you must submit depend on the scholarship category. However, you must submit the following three documents, regardless of category:

• PROMOS questionnaire: you will find the form here.
• A photo for the PROMOS blog
• Closing report to be published anonymously on the PROMOS blog: you will find the form here.

The blog is intended for other students who are interested in studying abroad. The report and tips can assist the planning prior to and the experience of studying abroad. If you do not consent to your report being published online, you can withdraw your consent via the form. 

The PROMOS blog is currently under construction and will be published once we have accumulated a number of reports.

Further documents to be submitted:

Please refer to page 1 of your scholarship agreement to find out which of the following documents you are required to submit. In general, the following rules apply:

• Study visit: letter of confirmation
• Research trip:

1. letter of confirmation (where possible)
2. boarding passes from your round trip/entry and exit stamp (no booking confirmations!)

You usually receive your boarding cards, in either paper or digital form, just once. Please ensure that you hold onto them/take a screenshot!

• Direct exchange:

1. letter of confirmation (confirmation of stay by the institution) and
2. boarding passes from your round trip/entry and exit stamp (no booking confirmations!)

• Internships: internship confirmation (see below)
• Academic course: certificate of attendance (see below)
• Language course:

1. Certificate of attendance (see below)
2. Proof that the student fulfilled the necessary minimum of 25 hours per week. This document is only neccessary if the weekly course hours are not included in the certificate of attendance.

What information needs to be included in the documents?

• Language/academic course certificate: course certificates are issued by the language school or the organisers and confirm the day-by-day participation in the academic/language course. They are issued after completion of the course. 
• Internship Confirmation: An internship confirmation is a document issued by the internship provider stating the exact duration of your internship. The confirmation must be issued after completion of the internship.

Please ensure that the above mentioned documents include your name and birth date, the name and location of the institution and the signature and stamp of the institution.

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We hope you gained valuable insights during your stay abroad and we look forward to your report! If you have any questions, please do not hesitate to contact us by e-mail, telephone or visit during our office hours.