German universities and successful student visa applications, students are required to have APS certification. This is not just a simple administrative procedure but also a step to verify your academic qualifications, ensuring that you are qualified to study in this country.
I. What is APS certification?
The APS (Akademische Prüfstelle) certification is an academic evaluation procedure carried out by the APS Office of the German Embassy in Vietnam. The purpose of this certification is to verify the authenticity and equivalence of degrees, transcripts and study programs in Vietnam compared to the education system in Germany.
1. Purpose of APS certification
The core objective of the APS certification is to ensure that Vietnamese students applying to German universities meet the academic criteria, helping to standardize international admission according to German standards. This is not just a procedural step, but an important foundation for the German education system to maintain training quality and global reputation.
- Document review
The APS certification conducts a comprehensive assessment of the applicant's profile, including an examination of the academic qualifications, the content of the training program, the type of school, and the learning results. The system then makes a judgment on whether the student is qualified to study at a German university or graduate school, instead of leaving it to the individual schools to verify.
- Prevent fraud
Direct verification from the training institution and comparison of records helps to eliminate the use of fake degrees, unclear scores or false academic information. This helps to maintain fairness in international admissions and avoids negative impacts on the image of Vietnamese students in Germany.
- Input standardization
With the APS certification, all Vietnamese students will be evaluated according to the same criteria, creating fairness and transparency in the admission process of German universities. This is the basis for schools to easily select suitable students without having to analyze each application separately.
- Quick review support
APS provides a transparent and reliable verification system that saves universities time when receiving and processing admission applications. As a result, students can receive feedback more quickly, increasing their chances of being accepted on time.
2. Validity of APS certification
APS certification is usually long-term and flexible in use, helping students proactively plan their study abroad without having to worry about having to reapply for documents many times. However, to use it effectively, students should also understand the special cases that may require updating this certification.
- Unlimited
In most cases, the APS certificate does not have a clear expiration date, so students can use it for different admissions periods over many years. This is especially beneficial for those who cannot study abroad immediately but have completed the academic record check procedure.
- Depending on the level of education
Some graduate programs, especially master's or doctoral programs, may require that the APS certification be obtained within a certain period of time (e.g., within 2–3 years). Therefore, students should check with each school for specific requirements before applying.
- Use multiple times
The APS certification can be used to apply to a wide range of universities, with no limit on the number of applications. This allows students to expand their options for majors or areas of study that fit their personal goals.
- Renew as needed
In the event of a major change in academic content such as changing majors, transferring schools or taking a new program, students can request to update or re-issue their APS certificate. This helps maintain the accuracy and relevance of the record in the eyes of the school.
II. Why do you need APS certification when studying in Germany?
APS certification is a mandatory requirement for Vietnamese students to study in Germany officially, especially for undergraduate and postgraduate programs. Possessing this certification not only helps legalize the application but also creates a solid foundation for the visa application process, admission and integration into the German academic environment.
1. Required requirements for applying for a German student visa
APS is one of the prerequisite documents when applying for a German student visa at the Embassy or Consulate. Having this certificate proves that you have passed the academic examination and are eligible to continue your studies abroad.
- Verify education level
The Embassy uses the APS certificate as proof of qualified and verified education, thereby creating a legal basis for visa issuance. Without this certificate, the visa application will not be accepted, even if all other documents are complete.
- Proof of academic ability
APS demonstrates that you have the capacity, knowledge and ability to study at a higher level in Germany. This is a factor that is highly valued by visa officers because it reflects your seriousness and ability to succeed in your studies.
- Increase visa approval rate
Applications with a clear, complete and valid APS certificate are often given priority in processing, and reduce the risk of visa refusal due to unclear educational reasons. Having an APS also helps build trust with the visa processing agency about the transparency of the application.
- Shorten the approval process
With APS-approved applications, the consulate does not need to spend time verifying transcripts and diplomas, thereby speeding up the processing of applications. This is especially important during peak student visa application periods.
2. Conditions for applying to German universities
Most universities in Germany require APS certification as a mandatory condition for accepting applications from Vietnamese students. This is part of the policy to ensure quality of input and fairness between domestic and international students.
- Required for Vietnamese students: Without an APS certificate, Vietnamese students' applications will almost certainly be rejected from the start, regardless of their grades or academic achievements. This is a rule that is widely applied at all public universities and most private universities in Germany.
- Reduce paperwork: Instead of having to submit notarized translations of each academic document, students only need to submit an APS certificate, making the application more concise and easier to handle. This also helps reduce translation errors and reduce notarization costs.
- Make a professional impression: APS-certified applications are often highly regarded as they demonstrate thorough preparation, seriousness, and adherence to procedures. This can be a plus when applications are considered alongside other applicants.
- Apply to multiple schools: An APS certificate can be used to apply to many different universities, allowing students to freely choose the school that best suits their academic orientation and personal plans.
3. Streamline the application review process
APS certification acts as a bridge between students, universities and diplomatic missions in ensuring that the application process is efficient, accurate and transparent. Thanks to APS, all parties involved save time, costs and effort in processing documents.
- Simplify the procedure: Submitting an APS certificate instead of a bunch of academic paperwork makes the admissions process clearer, easier to understand, and more consistent, which is essential in an increasingly competitive international admissions environment.
- Increased reliability: With APS, schools and consulates can be confident that applications have been thoroughly checked and validated, thereby avoiding risks related to fraud or unwanted errors.
- Save processing time: Thanks to APS, the application verification steps are significantly shortened, helping both students and schools save processing time and focus on the next steps such as interviews, admission and settlement.
- Minimize the risk of error: During the application review process, if there are any deficiencies or discrepancies, APS will detect them early and guide students to make timely adjustments before the official application is submitted. This helps increase the success rate of visa and admission applications.
III. Subjects requiring APS certification
APS certification is a mandatory requirement for most Vietnamese students wishing to study in Germany at both undergraduate and postgraduate levels. However, depending on the level of study, training program and nationality, the APS certification requirement may vary.
1. Students register to study abroad for bachelor's degree
This is the most common group of students and is required to have an APS certificate in their application to study in Germany. Students who have completed grade 12 in Vietnam and have never attended university must go through the APS approval process if they want to apply for a bachelor's degree in Germany.
- Never attended university in Vietnam
High school graduates who have not yet studied at a university in their home country are required to have an APS certificate to be considered for university preparatory courses or to apply directly to bachelor's programs in Germany. This helps ensure that you have the appropriate academic background and are ready to study according to the European standard program.
- Currently studying at university in Vietnam
Students who are studying in the first or second year of university in Vietnam, if they want to transfer to a bachelor's degree in Germany, must still apply for an APS certificate to prove that the program they have studied is equivalent to the German training system. This is the basis for determining whether you will be exempted from preparatory study or have to study preparatory study for a period of time before officially entering the bachelor's program.
- Graduated from college but want to study for bachelor's degree again
In some cases, students who have graduated from university in Vietnam but want to re-study at the bachelor's level in Germany with a different major still need to apply for an APS certificate. The previous university degree will be used for comparison, but the new study content will need to be assessed from the beginning for suitability and ability to study.
- Dual or joint degree program
Students studying a Vietnamese-German dual degree program, or an international joint program taught in German/English, even if they have studied most of the program in Vietnam, must still apply for an APS certificate if their degree is not automatically recognized according to German standards. Unless your school is on the list of direct cooperation and has confirmed academic equivalence.
2. Students register to study abroad for master's degree
Students who have graduated from university in Vietnam and intend to study for a master's degree in Germany are also required to obtain an APS certificate. This is a key step to verify academic ability at the university level, a necessary condition for admission to a master's program in Germany.
- Graduated from university in Vietnam
All students who have completed a bachelor's degree in Vietnam and want to study for a master's degree in Germany must submit an APS certificate. The APS then acts as a confirmation that the bachelor's degree is academically equivalent to a university degree in Germany and that you are eligible to continue your studies at a master's degree. This is a mandatory procedure in almost all fields, except for some specific technical fields.
- Changing majors while studying for a master's degree
If you have graduated from a university in one field and want to transfer to a master's degree in another field, APS certification becomes even more necessary. It helps the admissions committee evaluate whether your basic knowledge is sufficient to meet the requirements of the new program. Changing fields requires a clear basis, and APS helps verify that in the most objective way.
- Students studying international programs in Vietnam
If you are studying an international program such as a joint training program with a German or foreign school in Vietnam (for example, an English-language program awarded by a German school), you still need to apply for an APS if the degree is not automatically recognized. Having an APS helps you avoid being required to re-submit your academic documents to each school, saving you time and increasing your chances of being accepted.
- Study for a PhD after a master's degree
In some cases, after completing a master's degree in Vietnam, students who want to pursue a doctorate in Germany, depending on the field and requirements of each school, may still have to apply for an APS certificate to fully verify their previous study path. This is how German schools re-examine the continuity and academic quality of the candidate before considering the research application.
3. Cases where APS certification is not required
Although APS certification is a mandatory procedure for most Vietnamese students, there are some special cases that are exempted from this requirement. However, the number is not much and you need to understand the specific conditions to avoid mistakes when submitting your application.
- DAAD or Erasmus Scholarship
Some government scholarship programs such as DAAD or Erasmus scholarships linked to European universities may exempt selected candidates from the APS requirement. This is because their applications have been screened through another system that is as transparent as the APS. However, not all scholarships have this exemption policy.
- Studied at university in Germany
If you have already completed or are currently studying at a university in Germany (e.g. through an exchange program, or if you already have a German bachelor's degree), you do not need to apply for an APS certificate. This is because your entire education has been within the German education system and does not require a re-evaluation of its equivalency.
- Study international programs in third countries
If you have a degree from an international institution outside of Vietnam (e.g. a university in the US, UK, Singapore), APS certification is usually not required because the degree is already under another accreditation system recognized by Germany. However, this must be specifically checked according to the list of recognized international degrees in Germany (ANABIN).
- Some special preparatory programs
If you are accepted into a Studienkolleg that does not require an APS certificate from the start, you can apply without an APS certificate. However, after completing the foundation, an APS certificate may still be required if you continue your studies at a university. So, even if it is not required initially, you should still prepare yourself to apply for an APS certificate early.
IV. Process & procedures for applying for APS certification
1. Prepare documents
The first and most important step is to prepare all documents according to the requirements of the APS Vietnam Office. All documents must be translated and fully notarized before submission.
- Academic Profile: Including high school diploma (or temporary graduation certificate), high school transcript, transcript and university diploma (if any). This is the basis for APS to evaluate the learning path and compare it with the German education system. You should prepare the original and a notarized translation in German or English.
- Personal documents: Including a valid passport, a passport-sized photo, a resume with a photo, clearly stating the applicant's education and work history (if any). These documents help verify the applicant's identity and track their education progress.
- APS Registration Form: Fill in your personal information, registered major, desired level and level of study in Germany. The form can be downloaded directly from the official website of APS Vietnam. This is a mandatory document to help the system store information and schedule interviews (if any).
- Application fee: Students must pay an application fee (usually around 250 Euros, which may vary from year to year). After successful transfer, print the receipt to attach to the application when submitting it directly. Late payment of the fee may delay the application.
2. Submit application and make appointment
After preparing all documents, you need to submit your application at APS Vietnam Office according to the instructions and wait for an email confirming your interview schedule (if any).
- Submit in person or by post: Applicants can submit their applications directly to the APS office or send them by post to the address published on the website. It is recommended to use a guaranteed courier service to avoid loss of documents.
- Confirmation of valid documents: Upon receipt, APS will check the completeness and validity of the application. If any documents are missing, the applicant will be asked to submit additional documents within the specified time. This process may take 1–2 weeks depending on the time of submission.
- Schedule an interview: Some candidates (especially undergraduates) will be invited for an interview. The appointment will be sent via email and you will need to respond in a timely manner. The interview is an important step in determining your academic level and study direction.
- Receive confirmation via email: Once your application is submitted and approved, APS will send you an email confirmation of receipt and a follow-up schedule. Please check your email regularly to ensure you do not miss any updates.
3. Participate in interviews
APS interview is a form of direct assessment of the candidate's academic ability, often applied to students who have not yet attended university or changed majors when studying for a master's degree.
- Prepare basic knowledge: Questions usually revolve around core subjects studied in high school or university, background knowledge related to the applied field. Thorough review of subjects such as Math, Physics, Chemistry, or your major is necessary to demonstrate seriousness.
- Interview format: The interview is usually in German or English, depending on the study program you intend to pursue. It lasts about 15–30 minutes and is recorded for archiving. The content is not too difficult but requires coherent, logical answers.
- Honest review: APS evaluates not only your knowledge but also your thinking ability, motivation to learn and your suitability for the study program in Germany. You should answer clearly, honestly and show that you are well prepared.
- Interview results: The results will be combined with the entire academic profile to make a final decision. If the requirements are not met, the candidate may have to wait a period of time to re-apply for the APS process.
4. Get APS certified
Once the review is complete, APS will issue an official written certificate. This is an important document that must be submitted when applying for a visa and applying to German universities.
- Processing time: The time from submitting a complete application to receiving the certificate is usually 4-8 weeks. This time can be extended during peak season (May-August), so it is recommended to apply at least 3 months before the study abroad registration deadline.
- Form of receipt: APS certificates are sent by post to the registered address. In some urgent cases, you can pick them up at the APS office if you have a valid reason. The certificate will have a code number and a signature.
- Number of copies: You will normally be issued with 3 original copies of your APS certificate. If you need additional copies, you can apply for additional copies and pay a fee. You should keep at least 1 copy for use when submitting your visa application.
- Certificate validity: APS certification is valid indefinitely as long as there are no changes to your program or level of study. However, if you want to change your program or apply to a different level of study, you may need to reapply.
V. Benefits of APS certification
APS certification is not only an administrative procedure when studying in Germany, but also an important "passport" that helps Vietnamese students access the German education system in an official and effective way. In addition to being required when applying for a visa, APS certification also helps study abroad applications become more trustworthy and highly appreciated by German universities.
- Verify education
APS certification helps authenticate Vietnamese students' degrees, transcripts and learning processes according to German academic standards, ensuring transparency and validity. As a result, students avoid having their applications rejected due to incompatibility with the education system, while increasing their credibility in the eyes of the admissions board.
- College admission support
Possessing an APS certificate means that you have passed an entrance quality assessment step, making the admission process to German universities smoother. Schools appreciate students with APS because the application is standardized, easy to compare and saves processing time.
- International recognition
APS certification is not only valuable in Germany but also helps position the value of Vietnamese degrees in the international academic environment. Having APS makes it easier for students to transfer, study at higher levels, apply for scholarships or work in other European countries after graduation.
- Increase visa approval rate
APS is a mandatory requirement in the German student visa application, helping the Embassy quickly determine the applicant's suitability. Once this certificate is available, the application will be processed faster, minimizing the risk of visa rejection or being asked for additional information multiple times.
VI. Notes & tips when doing APS certification
- Prepare complete documents
The APS certification application requires many documents such as transcripts, diplomas, student certificates, notarized translations, etc. You need to carefully check the list of requirements on the official website of APS Vietnam. Missing one type of document may cause the application to be returned or prolong the review time.
- Accurate translation and notarization
All Vietnamese documents must be translated into German or English and accompanied by a notarized copy. It is advisable to choose a reputable translation agency to ensure correct academic terminology and avoid small errors that may affect the assessment results. A small translation error can also distort the content of the application and cause misunderstandings during the review process.
- Make an appointment early
APS limits the number of applications it processes each month, so you should book an appointment early through the online system. Booking an appointment early will help you be flexible in your study abroad plans and avoid missing university application deadlines. If you book late, you may have to wait several months for the next round.
- Review carefully if interviewing
For students applying for university in German, you will have to participate in the APS interview in German to test your basic knowledge. Prepare well for the specialized subjects you have studied in Vietnam, practice presenting fluently and confidently. The interview is a direct assessment of your ability, so it greatly affects the APS results.
Conclusion
APS certification is the first but also extremely important step in the journey to study in Germany. Understanding the requirements, preparing documents carefully and mastering the APS application process will help you be more proactive, avoid unfortunate mistakes and save processing time.
