Instructions for submitting electronic documents to the Studentenwerk
Digitization opens up a wide range of possibilities for creating administrative files electronically. Due to the large number of systems, devices, procedures and formats, there may be different results in terms of the quality, compatibility and usability of the documents. As a result, some of them are more and others less suitable for digitizing the documents to be submitted in connection with your applications. In order to ensure that your applications are processed quickly and reliably, a number of formal requirements are necessary, which we explain below and kindly ask you to comply with.
1. Creation: Scan beats photo
Preferably, we recommend that you use a scanner to digitize your documents. Documents of this type help our processing staff to better recognize the relevant information. Ideally, use a resolution of "150 DPI" and "greyscale" as the color setting. If you are unable to use a scanner, please ensure that your camera settings have a sufficient resolution. For documents we recommend resolutions of approx. 2 MegaPixels or HD resolution (1920x1080). If you cannot select these settings, choose the one that comes closest. This is perfectly adequate and saves you unnecessary data volume usage.
2. File format: PDF preferred
Please make sure that you send us only non-editable documents. This will help prevent accidental or technical changes to the content or layout of your document. In the editing process we support the file formats PDF, JPG, PNG and TIFF. We kindly ask you to submit your documents in these formats only. Doing so will save us additional requests as well as waiting time and extra work.
3. Submission: convenient or time-consuming
From a purely legal point of view, you are obliged (§ 60 SGB I) to "hand over" your documents to us, i.e. they must be sent to us directly.
Filehosters or cloud solutions where you place your documents with a third party for us to download do not fulfill this requirement and are therefore not permitted.
Other important aspects depend on the timing of that handover, such as compliance with deadlines. Benefits are not considered to have been applied for until we receive a signed application. In this regard, only the date of arrival in the mail at the Office is considered as the claim date. IIn the case of submission by email, this would be the date of successful and complete receipt on our mail server.
We currently offer three ways to " submit" your documents to us:
a) Upload portal: secure, fast and convenient
The best way to send us electronic documents securely, quickly and conveniently is our upload form. When uploading, your files are transferred in a legally secure and data protection-compliant manner and simultaneously checked for validity and processability. In case of problems, you will receive advice on how to solve them.
After a successful upload, you will immediately receive a confirmation of receipt.
b) beBPo/eBO: secure but complex
The "special electronic public authority mailbox" (beBPo) and the "special electronic citizens' and organizations' mailbox" (eBO) are part of a communications infrastructure that enables authenticated participants such as citizens, public authorities or courts to exchange electronic messages and documents in an encrypted and legally secure manner.
You can reach us in this way via the following mailboxes:
- "Studentenwerk Chemnitz-Zwickau, Justiziariat": for communication on legal topics, legal disputes and the like.
- "Studentenwerk Chemnitz-Zwickau, Studienfinanzierung": for communication on the topic of student financing, BAföG applications, and the like.
Further information on the data protection-compliant and legally secure exchange of documents via beBPo/eBO can be found at: https://egvp.justiz.de/buerger_organisationen/index.php
c) E-mail: convenient but nonsecure
Of course, you can also contact us by e-mail. You can find your contact person on the page contacts and office hours. Please note, however, that e-mails are generally subject to size restrictions - both for your mail provider and ours. E-mails can only be delivered successfully if the size does not exceed both limits. We accept emails up to a maximum size of 20MB. By following the instructions in 1. and 2. mentioned above, this limit will not be a problem for you.
If an email is rejected by our server, you will always receive an automatic error message stating the reason for the email rejection. If in doubt, check your SPAM folder as well. Reliable delivered emails always help you to secure a BAföG claim by meeting deadlines or to fulfill subsequent submissions in a timely manner and thus receive payments faster.
It is important to note that e-mails are generally sent unencrypted and that third parties involved in the transport (such as your mail provider) may be able to view your documents or even process them for their own purposes. Please keep this in mind when transmitting personal information.
If you contact us electronically, we assume that we may also reply to you in this manner, insofar as the regulations (e.g. formal delivery) do not contradict this.