Welcome to the information pages of the SHK Volunteer Administration
You would like to employ student assistants (SHK) or work as a student assistant (SHK). Here you will find information on how to apply, as well as further guidance.
Who can become an SHK?
SHKs are students who are employed to carry out academic or artistic support work and who do not yet hold a university degree leading to professional qualification (e.g. a Bachelor’s degree) in the subject area to which their support role is assigned.
The students must be admitted to a German higher education institution on a degree programme leading to a first or further professional qualification. 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 fixed-term period.
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 things easier for us – 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 forms must all be signed in original form by the support staff; unfortunately, digital or scanned signatures are not sufficient in this instance.
Please submit completed applications to the Human Resources Department no later than four weeks before the start of the contract. Otherwise, we cannot guarantee that applications will be processed in time. If an application is received late, we may have to postpone the start of employment, which in the worst-case scenario could lead to 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 student assistant 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 student 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) SHK application form (simple) / PDF
- 1b) Annex ‘Statement of Reasons’, if the period of employment is less than 12 months / PDF
- 1c) SHK New Recruitment Contract form (single copy) / PDF
- 1d) SHK Information and Undertaking form / PDF
- 1e) LBV form ‘Personal Details’ (LBV(A)26.20..) (in duplicate) / PDF
(Instructions for completion: ‘Tax characteristics’) - 1f) LBV form ‘Declaration of Status for the Examination of Social Security and Supplementary Pension Entitlements’ (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 health insurance card or membership certificate from a private health insurance provider
(Kopie 3)
- 2a) SHK application form (single copy) / PDF
- 2b) Annex ‘Statement of Reasons’, if the period of employment is less than 12 months / PDF
- 2c) SHK contract form (simple) / PDF
- 2d) LBV form ‘Declaration of status for the purposes of social security and supplementary pension examination’ (LBV(A)02sv.20..) (in duplicate) / PDF; (Instructions for completing the ‘Declaration of status’)
- 2e) Form “Tax Details” PDF
(Instructions for completing “Tax Details”) - 2f) where applicable, a current certificate of enrolment stating the number of semesters and the subject
- 2g) All other documents only if there have been changes
In the event of interruptions of more than one year, the following are also required: - 2h) LBV form “Personal Details” (LBV(A)26.20..) (in duplicate) / PDF
(Instructions for completion: “Tax characteristics”) - 2i) A copy of your health insurance card or membership certificate from your private health insurance provider
(Kopie 4)
- 3a) SHK application form (single copy) / PDF
- 3b) Annex ‘Statement of Reasons’, if the period of employment is less than 12 months / PDF
- 3c) SHK contract form (single) / PDF
- 3d) Where applicable, a current certificate of enrolment stating the number of semesters and the subject
- 3e) All other documents only in the event of changes
(Kopie 5)
- 4a) SHK application form (simple) / PDF
Note: Please enter here only the details relating to working hours or funding for the additional, i.e. second, job! - 4b) SHK Amendment Agreement form (single copy) / PDF
Note: Please enter here only the details relating to the additional, i.e. second, job. - 4c) If applicable, a current certificate of enrolment stating the number of semesters and the subject
- 4d) All other documents only if there have been changes
(Kopie 7)
- 6a) Informal notice of termination given within the required timeframe (to take effect at the end of the following month; e.g. notice given on 20 May to take effect on 30 June)
or - 6b) if this notice period cannot be met:
Termination agreement (in duplicate) signed by the support staff member and approved by their line manager / PDF
(Kopie 8)
If you work not only for Paderborn University but also for another employer, or if you are planning to take up such employment, the situation becomes more complicated in terms of employment, tax and social security law. In such cases, it becomes more difficult, in particular, to get a clear picture of potential social security obligations 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 you start. To do this, we require the following from you:
- 7a)‘Declaration of Secondary Employment’ form
- 7b) Form‘Details of tax characteristics’
- 7c) Form‘Declaration of status for the purposes of social security and supplementary pension scheme examination’ (in duplicate); (Instructions for completing the ‘Declaration of status’)
- 7d) if you wish: Application for flat-rate tax
(Kopie 9)
- 8a) A certificate of enrolment confirming enrolment on the Master’s programme
- 8b) A certificate of service from another German higher education institution confirming previous employment as a student welfare officer (as these previous periods of employment are to be counted towards the maximum employment period of 6 years)
- 8c) Residence permit authorising the holder to carry out SHK work or, for EU citizens, a copy of their identity card (employment is only possible until the expiry of the residence permit at the latest)
- 8d) Proof of the award of a scholarship
- 8e) Marriage certificate/birth certificates of the children
- 8f) Where applicable, an application for exemption from compulsory pension insurance in the case of marginal employment (minijob)
- 8g) ‘Declaration of Secondary Employment’ form / WORD
Overview of employer costs and gross employee earnings when employing SHK staff
Guidelines on the employment and remuneration of research assistants and student assistants at Paderborn University
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