KNOWLEDGE BASE

Q&A — Guide for Newcomers

Everything we were asked, organized by topic — with references to official authorities

Important Clarification: The answers provided are based on practical experience in the region. They do not constitute legal advice. Procedures, financial amounts, and eligibilities vary between cities and authorities, and are updated periodically. Always verify details with the competent official authority.

Part A — About Our Activity

Yes, absolutely. All social support services — consulting, translation, coordination with authorities, accompanying to meetings, and housing assistance — are provided entirely on a volunteer basis. There are no processing fees, consulting fees, or brokerage fees at any stage. If anyone asks for payment in our name, it is not us, and we would appreciate it if you let us know.

Payments to external entities: rent and deposits to landlords, municipal fees, electricity, gas, internet, broadcasting fees (Rundfunkbeitrag), and insurance. All of these are paid directly to the relevant provider and never pass through us. If a process involves a fee, you will be told in advance who to pay and why.

Families and individuals from Ukraine currently residing in Northern Bavaria or planning to move to the area. There are no prerequisites regarding family size, legal status, or time spent in Germany. We don’t screen you — we simply check if we can practically assist you.

No. This is a volunteer social-humanitarian initiative, not a registered association (eingetragener Verein). We state this clearly because it matters: we are not an official body, we do not represent any authority, and we cannot issue official certificates.

Ben Shamir is the founder who provided the properties and operational infrastructure. Anna Shishashvili manages the daily operations entirely on a volunteer basis and is the primary point of contact for families. They are supported by a community of volunteers, translators, and veteran families.

We are in regular contact with local authorities in the region while handling cases. However, we are not an official body, we represent no authority, and we are not part of any government system. A clerk who knows us might respond faster, but we have no authority or influence over official decisions.

Part B — Contact, Availability & Process

Via WhatsApp or email. There are no forms on the website, and we do not collect data through it.

Ukrainian, Russian, German, and English. Write in the language you are most comfortable with — a clear explanation in your native language is better than a broken one in German.

We try to respond on the same day. On busy days, the response might come the following day. If you haven't heard back within two days, please send a reminder — sometimes messages get lost.

Please include: your first name, your current city, number of adults and children (and ages), your primary need, and whether there is an urgent deadline. There is no need to attach documents at this stage.

We will read your message, possibly ask a few clarifying questions, check what we can practically do, and give you an honest answer. If we can't help, we will tell you quickly so you aren't left waiting.

It varies greatly. Explaining a letter takes minutes. Finding an apartment can take weeks or months, depending on regional availability. Processes dependent on authorities take as long as the authority requires. We cannot commit to a timeline and won't pretend otherwise.

Yes — a relative, neighbor, or friend — provided they know about the inquiry and are interested in it. At some point, we will prefer to speak directly with them.

For the initial contact — none. If a document is needed later, we will ask for it and explain exactly why. Regardless, it's highly recommended to keep handy: IDs, address registration certificate (Meldebescheinigung), residence permit, health insurance card, and official letters.

The website has no forms and collects no data. Whatever you share directly via WhatsApp or email is used solely to handle your case. We do not pass it to third parties without your consent, except where required by law.

Yes. If we can't help, we will tell you and try to refer you to an appropriate organization. Asking costs nothing.

Part C — Operating Area

Northern Bavaria, primarily Upper Franconia (Oberfranken): Helmbrechts, Münchberg, Hof, Selb, Wunsiedel, Arzberg, Marktredwitz, Naila, Kulmbach, Bad Steben, and other surrounding communities.

Not fully. We will read your inquiry and try to refer you to a local resource, but we cannot provide practical, on-the-ground support outside our region. Real help requires knowing the specific authority, school, and landlords in a given area.

Because this is where we know the system. Focus allows for physical accompaniment, knowing the clerks, building ties with landlords, and knowing exactly what works where. Claiming "we operate all over Germany" would sound bigger but work far less effectively.

Yes, and it is highly recommended. Contacting us early allows us to check availability and coordinate things before your move.

This is a rural-urban region. The benefits: significantly lower housing costs than big cities, a quiet environment, and smaller educational institutions. What to consider: public transport is less frequent, job variety is more limited, and you may sometimes need to travel to a neighboring city for specific services.

Part D — Housing & Apartments

No. We cannot guarantee finding an apartment. Availability varies greatly between periods and cities, and sometimes there simply isn't a suitably sized vacant apartment in the region. We will tell you this upfront.

There is no single answer. Sometimes weeks, sometimes long months. Large families usually wait longer because apartments with four or more rooms are rare in the area.

In principle, there is no limit on our part. In practice, the larger the family, the harder it is to find a suitable apartment, which directly impacts the duration of the process.

You can, but do not sign before checking with the Jobcenter. If the rent exceeds what is considered "reasonable" (angemessen) according to the district's housing limits, you will have to pay the difference out of pocket — sometimes for years. Always request written approval (Zusicherung) before signing. This is the most expensive mistake we see.

Kaltmiete is the basic ("cold") rent only. Warmmiete includes additional utility costs and heating. When discussing a budget, always ask which one is being referred to. The difference can be hundreds of euros.

By law, up to three months of basic rent (Kaltmiete). It can be paid in three monthly installments. The deposit is refunded at the end of the lease, minus deductions for proven damage only.

Usually the family itself. The Jobcenter pays housing costs but is not a party to the contract. There are exceptions where payments are transferred directly to the landlord.

The handover protocol (Übergabeprotokoll) — a document recording the apartment's condition on the day you move in, including existing defects. Fill it out and take photos of everything. This is the document that will protect you at the end of the tenancy against claims for damages you did not cause.

Eviction in Germany requires a legal process — a landlord cannot simply kick you out. If you receive an eviction notice (Kündigung), contact us immediately — strict deadlines apply. Consider joining a tenants' association (Mieterverein): membership costs a few dozen euros per year and includes legal advice.

• Find a local tenants' association: www.mieterbund.de

Do not sign and do not pay before verifying. Tenants' rights in Germany are strong, but they only work if you know them. Contact us or a tenants' association (Mieterverein).

Sometimes yes, depending on donations and availability at the time. This refers to second-hand items in good working condition, not new furniture.

Yes, and it is one of the rights families miss most. Initial equipment allocation (Erstausstattung) is a one-time grant for furniture, household items, and clothing when moving into your first apartment. It is not given automatically — you must submit a separate application. If you moved into an apartment and didn't apply, it is worth checking if you can still submit a request.

Part E — Jobcenter & Financial Rights

Yes — by explaining letters, preparing for meetings, providing general guidance, and accompanying during the apartment approval process. However, the decisions themselves are solely made by the Jobcenter, and we have no influence over them.

Take a photo and send it to us on WhatsApp. We will explain in simple terms what it says, what they are asking for, and the deadline. Don't wait — official letters have strict deadlines.

Usually one month from the date of delivery. The exact deadline appears at the end of every decision notice under the Rechtsbehelfsbelehrung section. After this deadline, the decision becomes final and is very difficult to change.

You don't need sophisticated legal phrasing. A simple letter is enough, including: your full name, case number (Aktenzeichen), the date of the decision you are appealing, and a sentence stating your objection. The detailed reasoning can be sent later. Send it by registered mail or hand it in directly to get a receipt stamp, and keep a copy.

Yes. You can appeal to the Social Court (Sozialgericht). Proceedings there are exempt from court fees — a fact many people do not know. In such cases, legal counsel is strongly recommended.

There are two state-funding systems available: Beratungshilfe (assistance funding initial consultation; apply at the local Amtsgericht for a voucher) and Prozesskostenhilfe (funding for a full legal process). Both are available to Bürgergeld recipients.

Basic support that includes standard living allowances (Regelbedarf) for every person in the household, plus accommodation expenses (Kosten der Unterkunft) — rent, service charges, and heating.

Yes, and they all require a separate application: Erstausstattung (initial furniture and clothing), Mehrbedarf (additional needs for pregnancy, single parenthood, disability, or medical diet), and Bildung und Teilhabe (education and participation package for children).

You must report it immediately. Working does not necessarily cancel your eligibility — if your income is below the threshold, the Jobcenter supplements it. There are exemption limits (Freibeträge) allowing you to keep a portion of the income. Failing to report is a severe violation and can lead to repayment demands.

Moving to a new apartment, changes in family composition, extended trips abroad, receiving an inheritance or money from outside, and changes in the income of any household member. Rule of thumb: if you are unsure whether to report it — report it.

Search by location: jobcenter-ge.de, Federal Employment Agency: arbeitsagentur.de, or call the national toll-free helpline: 0800 4 5555 00.

Part F — Status, Authorities & Documents

Yes. We explain what is required, assist with booking appointments, and help navigate the procedure. Requirements vary between local municipalities, so it is important to verify details directly with your local city hall (Bürgeramt / Rathaus).

Because almost everything depends on it: health insurance, bank accounts, Jobcenter registration, enrolling children in school, and sometimes even securing a lease. Delaying your address registration delays everything else.

Contact the Foreigners Authority (Ausländerbehörde) at least eight weeks in advance. An expired permit creates a chain reaction of problems: stopped payments, health insurance issues, and employment blocks. Do not wait until the last minute.

It is a temporary certificate confirming that your application for a residence permit or extension is legally under review. It serves as a valid official document for most purposes, but be sure to monitor its expiration date as well.

A residence permit under § 24 AufenthG grants full access to the labor market — without needing separate approval and without restrictions on the type of work. This is a significant advantage compared to standard asylum procedures.

In Germany, you have a legal right to a basic bank account (Basiskonto) — every retail bank is required by law to offer one. If a bank refuses, demand a written rejection notice and file a complaint with the Federal Financial Supervisory Authority (BaFin).

• Official Portal: www.bafin.de
• Consumer Hotline: 0800 2 100 500

Contact the authority that issued the original document. Address registration confirmations (Meldebestätigung) are reissued at city hall (Bürgeramt); Jobcenter documents can be requested from your assigned caseworker. Preventive tip: take photo scans of all your essential documents today and save them digitally.

It depends on the purpose. Professional and academic degree recognition follows a formal evaluation procedure (Anerkennung). To prove German language proficiency, Ukrainian certificates are generally not accepted and an official German language certificate is required.

• Recognition Portal: www.anerkennung-in-deutschland.de
• Hotline: 030 1815 1111

Part G — Children & Education

We assist in locating suitable educational settings, understanding documents, translation, and coordination. The actual school placement itself is determined by local authorities and the schools.

Yes. In Germany, schooling is mandatory (Schulpflicht) and authorities enforce it strictly. An unregistered child creates legal complications with authorities. It is not just a right — it is an obligation.

Most schools have integration classes for students who do not speak German. In Bavaria, they are usually called Deutschklasse or Übergangsklasse. Ask about this explicitly during registration.

It depends on the city, and wait times can often take several months. While children have a legal right to a spot starting from age one, availability is limited in practice. Register early and apply to several facilities simultaneously.

Yes — the Education and Participation package (Bildung und Teilhabe / BuT): covers school supplies, school lunches, transport, tutoring, and a allowance for sports or cultural clubs. It requires a separate application via the Jobcenter or local authority, and many families miss out on it.

Kindergeld is a child benefit paid monthly for each child. Applications are submitted to the Familienkasse of the Federal Employment Agency.

• Official portal: www.arbeitsagentur.de/familie-und-kinder
• Hotline: 0800 4 5555 30

Contact us — often a translated conversation with the school staff is enough to resolve the issue. Additionally, every school has an advisory teacher (Beratungslehrer), and every district offers an educational psychological support service (Schulpsychologischer Dienst).

Part H — Health & Medical

In an emergency, you will receive medical treatment regardless. Do not avoid going to the emergency room because of paperwork. However, you must arrange your health insurance coverage as soon as possible afterwards.

Statutory health insurance covers family doctors (GPs), specialists (often with a referral), hospital stays, prescription medications, emergency treatment, pregnancy and childbirth care, vaccinations, and routine health check-ups.

Yes. Bürgergeld recipients are entitled to an exemption from co-payments (Zuzahlungsbefreiung). You must submit an application for this directly to your health insurance fund (Krankenkasse).

In complex medical situations, funding for an interpreter can sometimes be approved. Eligibility varies by case and health insurance fund, so it is best to check with your Krankenkasse in advance. We can also assist in connecting you with a volunteer interpreter.

Call the national on-call medical service: 116 117 — for non-life-threatening medical care outside regular clinic hours. For life-threatening emergencies, dial 112 immediately.

Pharmacies operate on a regional emergency duty rotation system (Apotheken-Notdienst). The current schedule is posted on the front door of every pharmacy and is also available on official local pharmacy websites.

Seeking support is completely normal and valid, and many people in your situation need help. Your first point of contact is your family doctor (GP), who can provide a referral for therapy or mental health care. In cases of acute mental health distress or crisis, contact emergency services directly.

Part I — Language, Work & Integration

Not directly. We can assist with general guidance and sometimes connect you with local employers or networks, but we are not an employment agency. The official authority for job placement is the Employment Agency (Agentur für Arbeit) or the Jobcenter.

You can learn German through a BAMF integration course or through courses offered by the local Volkshochschule (VHS).

• Find courses by location: bamf-navi.bamf.de
• BAMF Website: www.bamf.de
• BAMF Hotline: 0911 943-0

You should try applying again. Regulations changed several times during 2026, opening up new opportunities that were not available earlier in the year. Contact the Jobcenter or the BAMF directly to re-verify your current status. Do not rely on information provided to you six months ago.

For most significant integration goals, you need B1 level. This is the standard threshold required for obtaining a permanent residence permit (Niederlassungserlaubnis) and for citizenship applications.

Degree and trade recognition is done through the official recognition procedure (Anerkennung). Start as early as possible, as the process can take several months. In many cases, the Jobcenter or Employment Agency can cover the associated evaluation costs.

Official portal: www.anerkennung-in-deutschland.de

Part J — Community, Volunteering & Apartments

Yes, and it is highly recommended. Write to us and we will connect you to the local group and families in your area. Isolation is one of the biggest challenges in the first year.

Informal meetups, WhatsApp groups by city, passing along furniture and equipment between families, accompanying people to appointments, sharing practical information, and connecting veteran families with new ones.

Absolutely. Translation — our greatest need — driving and transport, moving items, accompanying people to appointments, professional assistance, or simply your time. No long-term commitment is required.

Yes. Property owners in the area are welcome to reach out via WhatsApp or email with the property details — city, size, number of rooms, floor, base rent and utilities, and available move-in date. We will explain the process and the Jobcenter's involvement.

A standard rental agreement, residency confirmation for Anmeldung purposes, and basic cooperation with the Jobcenter regarding apartment approval. We guide the process from both sides.

Write to us about what you have, its condition, which city you are in, and whether you can assist with transport. We are happy to accept even a single item.

Part K — Emergencies & Urgent Situations

112 — Ambulance and Fire Department. 110 — Police. 116 117 — On-call doctor. We are NOT an emergency hotline and do not replace them.

State where you are (city and street), what happened, how many people are involved, and who you are. You can say "Ukrainisch" or "English" and ask for an interpreter. Do not hang up until you are told to do so.

Contact us immediately, as well as the municipality — the local authority is obligated to provide a solution for homelessness. We will try to assist and coordinate, but we cannot guarantee an immediate solution.

Contact the police immediately at 110. Germany has a highly developed protection system, including women's shelters (Frauenhaus) and restraining orders. Even if your residency status is unstable, reaching out to the police will not harm it.

Take a picture and send it to us immediately. This is exactly the type of situation where you should contact us and not wait.

No. We explain processes and provide guidance, but we are not lawyers and are not authorized to give legal advice. In cases that require it, we will direct you to a qualified professional.

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