Welcome to the WHB Volunteer Administration information pages
You would like to employ research/graduate assistants with a bachelor's degree (WHB) or be employed as a WHB. Here you will find information on the application process and further guidance.
Who can become a WHB?
WHB students are those who have already successfully completed a higher education study programme with a standard period of study of at least six semesters (e.g. a Bachelor’s degree study programme or a study programme at a university of applied sciences) and who are employed to carry out academic or artistic support work.
The students must be admitted to a German higher education institution on a degree programme leading to a first or further professionally qualifying degree. Fixed-term employment is permitted for a maximum total duration of six years. Extensions to a fixed-term employment contract are also possible within the permitted duration.
Employment contracts are generally concluded for a period of one year at a time; in justified cases, shorter or longer periods may be agreed.
How you can make our lives easier! – General guidance on submitting applications
Please print documents double-sided where possible, punch holes in them and, for documents comprising more than one sheet, ensure that all sheets are securely bound together! The original copies of the forms must all be signed by the support staff; unfortunately, digital or scanned signatures are not sufficient in this case.
Please submit completed applications to the Human Resources Department no later than six weeks before the start of the contract. Otherwise, we cannot guarantee that applications will be processed in good time. If an application is received late, we may have to postpone the start of employment, which, in the worst-case scenario, could result in a break in the research assistant’s employment . It is therefore essential that you adhere to the lead times.
The employment contract, countersigned by the university and (only then!) valid, will be sent to the support staff member by email once it has been processed. Please therefore ensure that the email address provided is correct.
The State Office for Salaries and Pensions provides important information for research assistants in this leaflet.
Information on data protection in the context of employment at Paderborn University can be found at www.uni-paderborn.de/zv/personaldatenschutz.
[Please note that the layout of the forms is optimised for viewing in MS Internet Explorer version 9 or later! In alternative web browsers such as Firefox, Chrome, Safari and others, the PDF files may need to be saved locally first (by right-clicking and selecting ‘Save target as’) and then opened in Adobe Reader or an alternative PDF viewer.]
Documents to be submitted to
(Kopie 2)
- 1a) WHB application form (single copy) / PDF
- 1b) Annex ‘Justification’, if the planned duration of employment is not 12 months / PDF
- 1c) WHB Contract – New Hire form (single copy) / PDF
- 1d) WHB Information and Undertaking form / PDF
- 1e) LBV form “Personal Details” (LBV(A)26.20..) (in duplicate) / PDF
(Instructions for completing the form: “Tax details”) - 1f) LBV form “Declaration of status for the purposes of social security examination and supplementary pension examination” (LBV(A)02sv.20..) (in duplicate) / PDF; (Instructions for completion “Declaration of status”)
- 1g) Current certificate of enrolment stating the number of semesters and field of study
- 1h) Copy of the examination certificate or diploma (in duplicate) or a 4.0 confirmation from the Examinations Office
- 1i) Copy of health insurance card or membership certificate from a private health insurance provider
(Kopie 3)
- 2a) WHB application form (single copy) / PDF
- 2b) Annex ‘Justification’, if the planned duration of employment is less than 12 months / PDF
- 2c) WHB contract form (single copy) / PDF
- 2d) WHB Information and Undertaking form / PDF
- 2e) LBV form “Personal Details” (LBV(A)26.20..) (in duplicate) / PDF
(Instructions for completion: “Tax characteristics”) - 2f) LBV form “Declaration of status for the purposes of social security examination and supplementary pension examination” (LBV(A)02sv.20..) (in duplicate) / PDF; (Instructions for completion: “Declaration of status”)
- 2g) Current certificate of enrolment stating the number of semesters and the subject
- 2h) Copy of the examination certificate or diploma (in duplicate) or a 4.0 confirmation from the Examinations Office
- 2i) Copy of health insurance card or membership certificate from a private health insurance provider
- 2k)‘SHK Termination Agreement’ form, if the start of WHB employment falls before the end of a current SHK employment contract
(Example: SHK contract until 31 March; planned transition to WHB employment on 1 February)
(Kopie 4)
- 3a) WHB application form (single copy) / PDF
- 3b) Annex ‘Justification’, if the planned duration of employment is not 12 months / PDF
- 3c) WHB Contract form (single copy) / PDF
- 3d) LBV form “Declaration of status for the purposes of social security examination and supplementary pension examination” (LBV(A)02sv.20..) (in duplicate) / PDF; (Instructions for completing the “Declaration of status”)
- 3e) Form “Tax details” PDF
(Instructions for completing the “Tax details” form) - 3f) Where applicable, a current certificate of enrolment stating the number of semesters and the subject
- 3g) All other documents only in the event of changes
In the case of interruptions of more than one year, the following are also required: - 3h) LBV form “Personal Details” (LBV(A)26.20..) (in duplicate) / PDF
(Instructions for completion: “Tax characteristics”) - 3i) A copy of your health insurance card or membership certificate from your private health insurance provider
(Kopie 5)
- 4a) WHB application form (single copy) / PDF
- 4b) Annex ‘Justification’, if the planned duration of employment is not 12 months / PDF
- 4c) WHB contract form (single copy) / PDF
- 4d) Where applicable, a current certificate of enrolment stating the number of semesters and the subject
- 4e) All other documents only in the event of changes
(Kopie 6)
- 5a) WHB application form (single) / PDF
Note: Please enter here only details such as working hours or funding relating to the additional, i.e. second, job! - 5b) WHB Amendment Agreement form (single) / PDF
Note: Please enter here only the details relating to the additional, i.e. second, employment. - 5c) If applicable, a current certificate of enrolment stating the number of semesters and the subject
- 5d) All other documents only in the event of changes
(Kopie 8)
- 7a) Informal notice of termination given within the required timeframe (effective at the end of the following month; e.g. notice given on 20 May, effective 30 June)
or - if this notice period cannot be met:
- 7b) Termination agreement (in duplicate) signed by the support staff member and approved by their line manager / PDF
- 7c) A brief, informal explanation of why the employment relationship is to be terminated
(Kopie 9)
If you work not only for Paderborn University but also for another employer, or if you are planning to take up such a position, the situation becomes more complicated in terms of employment, tax and social security law. In such cases, it becomes more difficult to keep track of potential social security obligations in particular and, where necessary, to identify any pitfalls at an early stage.
You should therefore contact us at an early stage and make use of our experience and expertise in this area.
In any case, you are obliged to notify us of your secondary employment before taking up the role. To do this, we require the following from you:
- 8a)‘Declaration of Secondary Employment’ form
- 8b) Form‘Tax Information’
- 8c) Form‘Declaration of status for the purpose of examination of social security and supplementary pension schemes’(in duplicate); (Instructions for completing the ‘Declaration of status’)
- 8d) if you wish: Application for flat-rate taxation
(Kopie 10)
- 9a) A certificate of service from another German higher education institution confirming previous SHK, WHB or WHK employment (as these previous periods of employment are to be counted towards the maximum employment period of 6 years)
- 9b) Residence permit authorising the holder to undertake part-time work alongside their studies or, for EU citizens, a copy of their identity card (employment is only permitted until the expiry of the residence permit at the latest)
- 9c) Proof of the award of a scholarship
- 9d) Marriage certificate/children’s birth certificates
- 9e) Where applicable, an application for exemption from compulsory pension insurance in the case of marginal employment (minijob)
- 9f) Form ‘Declaration of Part-time Employment SHK/WHB’ / WORD
Overview of employer costs and gross employee earnings when employing people with disabilities
Guidelines on the employment and remuneration of research assistants and student assistants at Paderborn University
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