APS Certificate for Germany: Requirements, Process and Fees

Who needs an APS certificate to study in Germany?

The APS (Akademische Prüfstelle) certificate is an academic verification document required by certain international students before they can apply to German universities or obtain a student visa. Whether you need this certificate depends primarily on your country of origin and your educational background.

Countries where the APS certificate is mandatory

The APS certificate is currently mandatory for students from China, Vietnam and India. These countries have established APS offices that handle the verification process for applicants planning to study in Germany.

Each country has its own APS office with specific procedures, though the overall purpose remains the same: to verify that your academic documents are genuine and that you possess the qualifications stated in your certificates. The verification process includes document review and typically an academic assessment interview.

APS requirement for Indian students

Indian students applying to German universities must obtain an APS certificate through the APS India office. This requirement applies to both undergraduate and postgraduate applicants who completed their previous education in India.

The verification process for Indian students includes submitting all academic transcripts, degree certificates, and mark sheets from Class 10 onwards. You'll also need to attend an interview where APS examiners will assess your academic knowledge in subjects relevant to your degree. This interview typically lasts 15-20 minutes and is conducted in English or German.

APS requirement for Chinese students

Chinese students face the most comprehensive APS requirements, as the APS system was first established in China. All Chinese nationals who studied in China and wish to pursue higher education in Germany must obtain an APS certificate, regardless of their current location.

Chinese applicants typically experience longer processing times due to the high volume of applications, so early planning is essential for anyone applying from China.

APS requirement for Vietnamese and other countries

Vietnamese students must obtain their APS certificate through the APS Vietnam office, which operates similarly to the Indian and Chinese systems. The verification includes document submission and an academic interview to confirm the authenticity of your qualifications.

Who is exempt from the APS certificate requirement?

Several categories of applicants are exempt from the APS requirement, even if they're from countries where APS is normally mandatory.

• You don't need an APS certificate if you completed your entire education outside one of the four APS countries. For example, an Indian citizen who completed their bachelor's degree in the United States or United Kingdom would not need an APS certificate, as their credentials come from a non-APS country.
• Students who already hold a degree from a German university are also exempt from APS requirements for further studies in Germany.
• Additionally, some scholarship holders and exchange students coming through institutional partnerships may be exempt from APS requirements, as their credentials have already been verified through their sponsoring organizations.

APS certificate requirements and document checklist

The document requirements are comprehensive because the APS certificate serves as Germany's primary tool for verifying the authenticity of your academic credentials. Missing or incorrectly prepared documents are among the most common reasons for application delays or rejections.

Why Germany introduced the APS certificate requirement

The APS process serves multiple purposes beyond just document verification. It helps German universities assess whether applicants genuinely possess the academic knowledge reflected in their certificates, ensures that only qualified students gain admission to German institutions, and protects the reputation of German higher education by maintaining high standards for international admissions.

Academic documents you need for APS

Your complete academic history from secondary school onwards must be documented for APS verification. This includes your Class 10 and Class 12 certificates (or equivalent secondary school completion documents), along with all mark sheets and grade transcripts from these levels.

For undergraduate applicants, you need your high school diploma or equivalent qualification that makes you eligible for university study in your home country. If you've completed any university-level studies, you must provide all semester-wise mark sheets, transcripts, and degree certificates if you've graduated. Even incomplete university studies must be documented with whatever transcripts are available.

Postgraduate applicants need their complete bachelor's degree documentation, including the final degree certificate, consolidated mark sheets, semester transcripts, and course syllabi or curriculum details. If you're applying after completing or during a master's program, those documents are also required.

Language certificates and test scores for APS

Language proficiency documentation depends on your intended program of study and the language in which you'll complete your APS interview. If you're planning to study in an English-taught program, you'll likely need to provide IELTS, TOEFL, or other recognized English language test scores.

For German-taught programs, you may need to provide proof of German language proficiency through certificates like Goethe-Institut, TestDaF, or DSH results. However, language certificates are not always mandatory at the APS stage, as many students complete their APS verification before achieving the language level required for university admission.

Translations, notarisation and legalisation of documents

All documents not originally issued in English or German must be professionally translated. The translations must be certified or notarized, meaning a qualified translator or translation agency must officially verify the accuracy of the translation with an official stamp and signature.

APS offices and contact addresses for submission

Each APS office has specific submission procedures, office hours, and methods for document delivery. If you need to get in touch with the office, here are the main details for each country.

APS certificate application process step-by-step

The APS application process follows a structured sequence that begins with online registration and ends with receiving your verified certificate. Understanding each step helps you prepare properly and avoid common mistakes that could delay your application.

While the basic process is similar across all APS offices, there are country-specific variations in procedures, timelines, and requirements. Always refer to your specific APS office's guidelines alongside this general overview to ensure you're following the correct process for your country.

Creating your APS account and filling in the application form

If you want to create an account and fill in the APS verification form, here are the steps you should follow:

• Step 1: Create your APS account Visit your country's official APS website and register with your passport details, email address, and contact information. Use your full name exactly as it appears on your passport.
• Step 2: Fill in your educational history Complete the online application form with details of every institution you've attended. Include school and university names, attendance dates, degrees obtained, and subjects studied. Add your intended field of study in Germany and whether you're applying for undergraduate or postgraduate programs.
• Step 3: Review and submit Double-check that all information matches your official documents exactly, because institution names, dates, degree titles, and grades must be identical to your certificates.

Submitting your documents and paying the APS fee

After completing your online application form, you'll receive instructions on submitting your physical documents and paying the fee.

Document submission methods vary by country. APS India typically requires in-person submission or submission through authorized courier services. APS China often uses online document upload systems in addition to physical submission. Please double check your specific APS office's requirements, as they can change because of influx of submissions.

The APS certification is subject to a fee, that differs from country to country. In China and India, you will have the option to pay online, via the website.

APS interview and verification call

Once your documents are reviewed and verified as complete, you'll be scheduled for an APS interview. You'll receive notification of your interview date through email or your online portal, typically with at least two to three weeks' notice. The interview cannot be conducted until all your documents are verified, so incomplete submissions will delay this step.

The APS interview is an academic assessment designed to verify that you genuinely possess the knowledge reflected in your certificates. Examiners will ask questions related to the subjects you studied, focusing particularly on your major subjects and final year coursework. The interview typically lasts 15 to 25 minutes and can be conducted in English or German, depending on your language preference.

Some applicants also receive a verification call after their interview, where APS staff may contact your previous educational institutions to confirm your enrollment and credentials. This is a standard part of the verification process and doesn't indicate any problem with your application.

Receiving your APS certificate and digital confirmation

After successfully completing your interview and document verification, your APS certificate will be processed. Processing time varies depending on your country and the volume of applications being handled, but you can typically expect to receive your certificate within 6 to 8 weeks from your interview.

You'll receive notification through your email and online account portal when your certificate is ready. The APS certificate is issued as both a physical document and a digital certificate. The physical certificate is an official document printed on security paper with holograms and other anti-fraud features.

APS certificate fees and costs

Understanding the complete costs of obtaining your APS certificate helps you budget appropriately for this step in your Germany study journey. The fees vary significantly depending on your country, and there are additional expenses beyond the basic application fee that you need to factor into your planning.

Also, keep in mind that APS fees are non-refundable, even if your application is rejected or you decide not to proceed with studying in Germany.

APS certificate fees in India

The APS certificate fee for Indian students is currently 18,000 Indian Rupees, or €165, for the standard verification procedure. This fee covers the complete process including document verification, the academic assessment interview, and issuance of your APS certificate upon successful completion.

APS certificate fees in other APS centres

APS China charges approximately 2,500 Chinese Yuan, or €300, for the standard APS procedure, though the exact amount may vary depending on whether you're taking the TestAS examination or attending an interview. The TestAS option typically has a different fee structure, and some applicants may need to pay for both if their situation requires it.

APS certificate processing time

Understanding realistic timelines for APS certificate processing is important for planning your Germany study journey. Processing times vary considerably based on multiple factors, and underestimating how long the process takes is one of the most common mistakes applicants make.

Average APS processing time for Germany

The typical APS processing time from application submission to certificate receipt ranges from 8 to 16 weeks, though this can vary significantly by country and season. This timeline includes document verification, interview scheduling, the interview itself, and final certificate issuance.

After your interview, the actual certificate preparation and issuance takes an additional 2 to 4 weeks. This includes final verification checks, printing your certificate on secure paper, and arranging for delivery or collection. The entire process involves multiple stages, each with its own timeline.

Factors that can delay your APS certificate

Incomplete or incorrect documentation is the single biggest cause of APS delays. If your application is missing required documents, has improperly translated materials, or includes documents that aren't properly notarized, your application will be returned or put on hold until you provide correct documentation. This can add 4 to 8 weeks to your total processing time.

Peak season application volume significantly impacts processing times. The months from August to December see a surge in applications as students prepare for the following academic year. During these months, interview slots fill up quickly, and every stage of the process takes longer due to the high workload on APS staff.

How to track your APS application status online

Every APS applicant receives access to an online portal account where you can track your application status throughout the process. Log in to your account using the credentials you created during registration. Your dashboard displays your current application status and any updates to your case.

APS certificate validity

Understanding how long your APS certificate remains valid and when you can reuse it is important for planning your study timeline in Germany. The validity rules determine whether you need to obtain a new certificate if your plans change or if you apply to universities over multiple admission cycles.

APS certificate validity period in years

Your APS certificate does not have a fixed expiration date in the traditional sense. Once issued, the certificate remains technically valid indefinitely, as it serves as a permanent verification record of your academic credentials at the time they were assessed. The certificate confirms that your qualifications were genuine and properly evaluated by the APS office.

German universities and visa offices generally accept APS certificates issued within the past few years without question, even if several years have passed since issuance. There's no official policy stating that certificates become invalid after a specific number of years, though individual universities may have their own policies regarding how recent they prefer academic verifications to be.

Reusing one APS certificate for multiple universities

You can absolutely use one APS certificate for applications to multiple German universities. The certificate is not university-specific and serves as a general verification of your academic credentials that any German institution will accept. This is one of the major benefits of the APS system, the fact that you only need to go through the verification process once.

Your APS certificate includes a unique verification number that universities can use to confirm its authenticity through the APS database. This means universities can independently verify that your certificate is genuine, even when you're submitting copies rather than the original document.

There's no limit to how many universities you can apply to using the same APS certificate. Whether you're applying to 3 universities or 15, the same certificate works for all applications as long as you're applying based on the qualifications verified in that certificate.

When you need to apply for a new APS certificate

You must apply for a new APS certificate if you complete additional academic qualifications after your original certificate was issued. For example, if you obtained your APS certificate based on your bachelor's degree and later completed a master's degree in China, India, or Vietnam, you need a new APS certificate that includes verification of your master's qualification if you want to use it for applications to Germany.

APS certificate and your German student visa process

The APS certificate plays a critical role in your overall journey to studying in Germany, serving as a foundational document for both university admissions and visa applications. Understanding how it integrates into the broader timeline helps you sequence your steps correctly and avoid costly delays.

Many students make the mistake of starting their APS application too late or not understanding that it's a prerequisite for other steps rather than something that can be done simultaneously with university applications. Proper sequencing of your Germany study preparation ensures a smooth process from start to finish.

Where APS fits into your Study in Germany timeline

Your APS certificate application should be one of the very first steps in your Germany study journey, ideally beginning 12 to 18 months before your intended study start date. This early start is essential because the APS process itself takes 8 to 16 weeks, and you cannot proceed with most other steps until you have your certificate in hand.

The ideal timeline for studying in Germany follows this sequence:

• 18 months before departure: Research German universities and programs, understand admission requirements, and begin your APS application
• 12-16 months before departure: Receive your APS certificate, take language proficiency tests, and prepare your university application documents
• 9-12 months before departure: Submit applications to German universities through uni-assist or directly to institutions
• 6-8 months before departure: Receive admission letters from universities and apply for blocked account
• 3-4 months before departure: Submit your student visa application to the German embassy or consulate
• 1-2 months before departure: Receive your visa, book flights, and arrange accommodation in Germany

APS certificate for German student visa and student applicant visa

Germany offers two types of visas for prospective students, and your APS certificate is mandatory for both. Understanding which visa you need and how the APS certificate functions in each application helps you prepare the correct documentation.

• The German student visa is for students who already have admission to a German university. This is the most common visa type and requires you to present your university admission letter along with your APS certificate, proof of financial means, health insurance, and other standard visa documents. Your APS certificate serves as verification that your academic credentials are genuine and that you're qualified for university study in Germany.
• The student applicant visa (also called Visum zur Studienbewerbung) is for students who want to travel to Germany to apply to universities in person or attend entrance examinations. This visa type is less common but useful if you haven't yet received admission but need to be in Germany for application-related activities. Even for this visa, you must present your APS certificate to prove your academic credentials are verified.

Using your APS certificate in university and visa applications

Your APS certificate serves multiple purposes throughout your Germany application journey, and knowing how to use it correctly in different contexts ensures smooth processing at each stage.

For university applications, you'll need to include your APS certificate as part of your application package. The specific requirements vary by application method:

• Applications through uni-assist: Upload a scanned copy of your APS certificate to the uni-assist portal along with your other documents.
• Direct applications to universities: Some universities accept applications directly rather than through uni-assist. In these cases, follow each university's specific instructions for submitting your APS certificate, which typically means uploading it to their application portal or mailing certified copies.
• Applications for conditional admission: Even if you're applying for conditional admission while still completing your current degree, you need an APS certificate based on your existing qualifications at the time of application.

Universities use your APS certificate verification number to independently confirm authenticity through the APS database. This means they can verify your certificate is genuine even when reviewing digital copies, providing confidence in your application credentials.

For visa applications, you'll need to present your APS certificate differently than for university applications, because the German embassy or consulate typically requires either the original APS certificate or a certified copy, not just a regular photocopy

Common APS application problems and rejections

Understanding common pitfalls in APS applications helps you avoid unnecessary delays and rejections. Most problems are preventable with careful preparation and attention to detail.

Frequent mistakes in APS applications

Incomplete documentation is the most common mistake. Missing transcripts, unsigned documents, or forgetting to include all semester mark sheets causes immediate application returns.

Incorrect translations and notarization also derail applications. Documents translated by unqualified translators or missing proper notary stamps won't be accepted.

Form discrepancies create red flags. When your application form lists different dates, grades, or institution names than your certificates show, verification stops until clarified.

Poor interview preparation leads to failure. Not reviewing your subjects or being unable to answer basic questions about your degree raises authenticity concerns.

Common reasons for APS application rejection

Applications get rejected when documents are proven fake or tampered with, when applicants fail the academic interview by demonstrating no knowledge of their supposed field of study, or when verification calls to previous institutions reveal false claims about enrollment or degrees.

Payment issues like insufficient fees, bounced payments, or missing payment proof also cause rejections. Submitting expired documents or certificates from unrecognized institutions leads to automatic denial.

What to do if your APS application is rejected

If rejected, carefully read the rejection notice to understand the specific reason. For interview failures, you can reapply and appear for a second interview after paying the re-examination fee—use this time to thoroughly prepare.

For document-related rejections, gather correct documentation and submit a fresh application. Contact the APS office if you believe the rejection was in error, providing evidence to support your case.

How to avoid delays and speed up your APS application

Apply during off-peak months (January to May) when processing is fastest. Submit complete, accurate documentation the first time to avoid back-and-forth clarifications.

Prepare thoroughly for your interview by reviewing all subjects from your degree. Keep your contact information updated so you don't miss interview notifications.

Use reliable courier services with tracking for document submission. Double-check all requirements before applying, and ensure all translations and notarizations are properly done upfront.