Personnel documents for future employees


Referat Personalservice
Schwaansche Str. 2
18051 Rostock
E-Mail: dezernat.personaluni-rostockde


A personnel file is created for all employees of the University of Rostock. The legal basis for the collection of employee data in the application and recruitment process is the Federal State Civil Service Act (Landesbeamtengesetz; LBG) and the Civil Service Collective Agreement for the Federal States (Tarifvertrag für den öffentlichen Dienst der Länder; TV-L). The handling of employee data is governed by the provisions of the Federal State Data Protection Act (Landesdatenschutzgesetz; DSG M-V). All employees have the right to inspect their personnel files or to obtain information regarding the storage of their personal data.

The following documents become part of the personnel file or are required so that we can arrange for your pay to be paid by the State Finance Office (Landesamt für Finanzen). For the following linked documents you will always find the English translation first, followed by the German form.

Please always print and sign only the German pages, the translation is only intended to help you understand the documents.

Documents for your personnel file

Please make copies of all original documents and bring the originals with you to sign the contract, so that we can record that the copies match the originals.

  • Personal information form
  • CV
  • Photograph
  • Criminal record certificate (original, can be submitted later)
  • Civil status certificates
    • Birth certificate
    • Marriage certificate (if applicable)
    • Children’s birth certificates (if applicable)
  • Proof of nationality or presentation of passport or identity card
  • Residence title (Aufenthaltstitel) (if applicable)
  • Evidence of educational qualifications, if available:
    • School-leaving qualification
    • Vocational training
    • Degree (Bachelor’s, Master’s, Diploma, Technical College)
    • Career and state examinations
    • Doctoral certificate
    • Post-doctoral qualification
    • etc.
  • References from previous employers, if applicable
  • Proof of military or civilian service (certificate of integration into civil service (Eingliederungsschein), if applicable
  • Application for approval of secondary employment, if applicable
Documents for your salary payment
  • Contract for deposit under employer-sponsored savings plans for specific purposes (vermögenswirksame Anlage) with deposit receipt, if applicable
  • Holiday certificate from previous employer, if applicable
  • Declaration regarding the allowance for the health insurance contribution, if applicable (form from your health insurance company).

Service for you: University Welcome Center

To prepare for and complete your stay at the University and in Rostock, please contact the University Welcome Centre:

The Centre provides information about applying for a visa, looking for accommodation and work permits, as well as advice about Ph.D. requirements, arrival, immigration law, translation offices, addresses of authorities and offices, language courses, cultural events, sports activities and discussion groups.

Support and assistance are provided for filling in forms, finding accommodation, child care and a service to accompany you to all authorities and offices. 

The collective agreement (TV-L) and the current pay tables are available online.

Please refer to the VBL (Versorgungsanstalt des Bundes und der Länder), VBLclassic and VBLextra for information regarding the VBL. Please clarify any questions in advance directly with the VBL.

For further details on the topics of pay grades/pay grades, payroll accounting, annual special payment, anniversary bonus and capital formation benefits, we recommend that you visit the pages of the State Office of Finance (LAF).

Please note that due to the processing periods in the 1st month of your employment, only a discount on your salary may be paid.