Step-by-Step APS Certificate Application Process for Studying in Germany
Planning to study in Germany? If you’re from India, China, Vietnam or Mongolia, there’s one crucial document you’ll need before you can even think about packing your bags: the APS certificate. This guide breaks down everything you need to know about securing an APS certification for Germany and navigating the APS application process without the stress.
What is the APS Certificate?
The APS certificate (short for Akademische Prüfstelle) is an official document that verifies your academic qualifications are genuine. Think of it as your academic passport that tells German universities “yes, these qualifications are real, and yes, this student meets our standards”.
The Academic Evaluation Centre issues these certificates as part of the German Embassy’s efforts to streamline university admissions.
Why is the APS Certificate Important to Study in German University Admissions?
German universities maintain exceptionally high standards. They need assurance that your schooling or previous degree meets their standards. The APS certificate acts as that assurance.
- It helps German universities trust that your documents are real and valid.
- It reduces chances of fraud or fake documents slipping into the system.
- In many cases, you cannot complete admissions or visa formalities without it.
If your country is one that mandates APS, skipping it would block your path to a German student visa or admission.
Who Needs an APS Certificate? Country-Specific Rules
Not everyone needs an APS certificate. Its requirement depends on your nationality and where you completed your prior studies. Countries most commonly affected are India, China, Vietnam and Mongolia. Some rules differ by country, so keep that in mind.
Below is a breakdown per country. But always check the APS office in your country for the latest rules.
APS Certificate Requirements for Indian Students
Indian students have been required to obtain APS certificates since November 2022. APS certificate India requirements include Class 10 and 12 mark sheets and certificates, all university semester mark sheets, your degree certificate and proof of language proficiency.
Students still enrolled in their bachelor’s degree might be called for a personal interview lasting around 20 minutes. The fee is INR 18,000 (non-refundable) and processing typically takes three to four weeks.
APS Certificate Requirements for Chinese Students
Chinese students face a more rigorous APS application process. Most applicants must attend a compulsory interview. All documents must be translated into English or German and properly notarised. Processing takes four to six weeks, with fees between €200 and €340.
APS Certificate Requirements for Mongolian Students
Mongolian students need document verification and an oral interview. You’ll need certified translations of all educational qualifications. Processing time is eight to ten weeks, with fees ranging from €100 to €150.
APS Certificate Requirements for Vietnamese Students
Vietnamese students need an APS certificate for Germany university admission and visa processing. The APS process includes document verification and an academic interview. Processing takes six to eight weeks, with fees from €150 to €250.
Documents Required for an APS Certificate Application
While each country’s APS office may have small differences, here’s a master checklist of commonly required documents:
- Passport copy (identity page)
- Passport-sized photographs (recent)
- Academic transcripts (from high school onwards)
- Degree certificates or provisional certificate (if final degree not yet awarded)
- Full mark sheets for each semester/level
- Proof of the issuing institution’s authenticity (institution contacts, letterheads)
- Translations (to German or English) if original is in the local language
- Proof of identity (national ID or equivalent)
- Language proficiency documents (if required or requested)
- Payment receipt for APS processing fee
- Signed application forms (printed and signed, if required)
- Any additional local APS forms or declaration documents
Again: the exact set may vary by APS national office, so always check with your country’s APS site before sending.
APS Certificate Processing Time and Validity
Processing times vary: Indian students typically wait three to four weeks, Chinese four to six weeks, Vietnamese six to eight weeks and Mongolian students eight to ten weeks.
Paper certificates are generally valid indefinitely. Indian digital certificates are valid for three years. Start your application early to avoid delays.
How to Apply for the APS Certificate: Step-By-Step Process
Here’s a clear guide to nine simple APS steps to completing your application:
Step 1: Review APS national website
Go to your country’s APS office (e.g. aps-india.de). Read the current guidelines, deadlines and document templates.
Step 2: Register / create account
Sign up on the APS portal (e.g. APS India’s “My Account”). Fill in your personal and academic details accurately.
Step 3: Fill in application form
Complete all fields, double-check spelling, dates, institution names, etc. Some APS offices require you to print and sign the form.
Step 4: Pay the fee
Transfer the required APS fee (e.g. ₹18,000 in India) via the accepted method (online transfer, UPI, etc.). Keep the transaction proof.
Step 5: Prepare and submit documents
Gather all required documents (see checklist above). Make translations if necessary. Submit by courier (or in person, if allowed) to the APS office address. Include a cover letter and your payment receipt.
Step 6: Verification / APS status check
Once APS receives your submission, they’ll begin verifying your documents, possibly contacting your institutions. You’ll have the option of an APS status check via your account to monitor your application’s progress.
Step 7: Interview (if required)
In some cases (depending on your country or particular application), APS may call you for an interview or further clarification.
Step 8: Receive the APS certificate
If everything is in order, you’ll receive your APS certificate via email as a digitally signed PDF. Use it to continue your university application.
Step 9: Use APS certificate in your applications
Attach the APS certificate to your German university and visa application packages. It’s often a mandatory document for both.
How the APS Certificate Affects German Student Visa Applications
If your country mandates APS, your student visa can’t proceed without it. The German embassy or consulate will require that you submit the APS certificate along with your visa dossier.
That means delays in APS processing can directly delay your visa. If your APS certificate comes late, your visa appointment might get postponed or your university offer may expire. So APS timing is tightly coupled with visa timelines.
In short: think of APS as a prerequisite check before the visa door swings open.
How Gisma Supports Students Through the APS Process for Studying in Germany
Navigating the APS Germany certification process can feel overwhelming. Gisma’s admissions team provides comprehensive guidance throughout your APS application journey.
We’ll review your documents before submission, clarify requirements, help you plan your timeline strategically and coordinate your APS certificate with university applications. Our APS services make the process smoother and less stressful.
Explore Study Opportunities at Gisma University of Applied Sciences
The APS certificate is your proof that you’re qualified and ready to succeed at a German university. Yes, the process requires time and careful preparation, but it’s entirely manageable with the right guidance.
Start early, gather your documents carefully and use resources like Gisma’s admissions support to ensure everything goes smoothly.
Once you’ve secured your APS certificate, you’re ready to explore study opportunities at Gisma University of Applied Sciences. Our internationally focused programmes combine rigorous academics with practical, career-focused learning. You’ll study in English, learn from experienced professionals and join a diverse international community from over 70 countries.
Ready to take the next step? Explore Gisma’s programmes and discover how we can support your journey to studying in Germany.
FAQs
How long does it usually take to get an APS certificate?
Processing times vary by country. Indian students typically receive certificates in three to four weeks, Chinese applications take four to six weeks, Vietnamese applications six to eight weeks and Mongolian applications eight to ten weeks. Interviews add extra time, so always apply early.
Is the APS certificate mandatory for all German universities?
The APS certificate is mandatory for students from India, China, Vietnam and Mongolia applying to German universities. Students from other nationalities generally don’t require it. Exemptions exist for PhD students, certain scholarship holders and those who’ve completed degrees at German institutions.
Can I apply for the APS certificate before receiving my final degree?
Yes. Currently enrolled bachelor’s students can submit applications with completed semester mark sheets and may be called for an interview. If you’ve finished your degree but haven’t received the final certificate, you can submit a recent provisional certificate from your institution.
Is the APS certificate a one-time requirement or needed for every admission?
The APS certificate is a one-time requirement. Once obtained, you don’t need to reapply for each university. Indian digital certificates are valid for three years before needing renewal. Paper certificates are generally valid indefinitely.
Can I use the APS certificate for multiple German university applications?
Absolutely. You’ll receive five certificate copies (or one shareable digital certificate), specifically for applying to multiple German universities. There’s no limit to how many universities you can apply to with a single APS certificate.
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