MANUAL OUTGOING EXCHANGE STUDENTS 2013-2014

MANUAL OUTGOING EXCHANGE STUDENTS
2013-2014
CONTENTS
Introduction.................................................................................................................. 1
PART I – GENERAL INFORMATION ............................................................................ 2
1 Before departure ........................................................................................................ 3
1.1 Confirmation of destination & study/grant agreement ................................................. 2
1.2 Travel documents .................................................................................................... 2
1.3 Enrolment at Hasselt University ................................................................................ 2
1.4 Insurances .............................................................................................................. 2
1.5 Language preparation .............................................................................................. 3
1.6 Planning of your trip ................................................................................................ 3
1.7 Contacts Hasselt University ...................................................................................... 3
2 During your stay abroad............................................................................................. 5
2.1 Registration and enrolment at the host university ....................................................... 5
2.2 Determine your study programme ............................................................................ 5
2.3 Formalities with regard to the residence permit .......................................................... 5
3 After your stay abroad ................................................................................................ 6
3.1 Study programme second semester .......................................................................... 6
3.2 Proof of stay host university ..................................................................................... 6
3.3 Other documents..................................................................................................... 6
3.4 Results of the first semester ..................................................................................... 6
3.5 Exams second semester ........................................................................................... 6
3.6 Representation ........................................................................................................ 6
3.7 Official attest of your study period abroad .................................................................. 7
PART II – ORGANISATION OF THE STUDY PROGRAMME
Please contact your departmental coordinator for more information.
INTRODUCTION
Dear student,
Congratulations!
You have been selected for a study period at one of the partner universities of Hasselt
University/Transnational University Limburg. We believe this experience will give you excellent
opportunities and therefore we will try to help you wherever we can.
In the first part of this manual you can find general information about the formalities that you need
to take care of before, during and after your stay abroad. If you have any further questions, please
contact the international office of Hasselt University.
In the second part you can find information about the study programme abroad and after your
return. In case you have questions about your study programme, please contact the departmental
coordinator (1.7).
Do you need further information? Please check:
The website of your host university
You can also contact the students of Hasselt University who already spent a period abroad at
your host university or you can contact the students of your host university who are currently
studying at Hasselt University.
We wish you good luck and a fruitful stay abroad!
Liesbeth Oeyen
Institutional coordinator exchange programmes Hasselt University
1
PART I
GENERAL INFORMATION
1
BEFORE DEPARTURE
1.1
CONFIRMATION OF DESTINATION & STUDY/GRANT AGREEMENT
After you confirmed your destination, we have informed the host university of your selection.
You should have received information from your host university about the steps you need to
undertake to register at yourself your host institution.
If you are eligible for an Erasmus grant, you need to complete the study/grant agreement
before departure. You can find this agreement in your student file as soon as you meet the
requirements for participation in the Erasmus programme (after the first or second
examination period). Please complete the agreement, print and sign it and send it to the
international office (mobility office) before departure.
If you don’t want the grant, please inform the international office (mobility office) as soon as
possible.
80% of the grant amount will be transferred to the account mentioned in your student file
(and on the grant agreement) as soon as Hasselt University has received the grants from the
National Agency.
1.2
TRAVEL DOCUMENTS
Please check which travel documents you need on the website of the embassy or consulate of
your
host
country.
You
can
find
the
addresses
of
the
embassies
on
www.diplomatie.belgium.be.
Upon arrival, don’t forget to register yourself at the local city hall. You may need the
following documents:
 Identity card/passport
 Insurance documents
 Document which proofs participation in exchange programme (you can
find this in your student file)
 Proof of solvency (which demonstrates that you have sufficient means)
You can find more information on www.kamiel.info and www.reismicrobe.be.
1.3
ENROLMENT AT HASSELT UNIVERSITY
Before your departure you need to be enrolled at Hasselt University. Please register and pay
the tuition fee on time. We advise you to take your student card with you in order to be able
to proof that you are enrolled at Hasselt University.
1.4
INSURANCES
Health insurance
You can request your European Health Insurance Card at your local health insurance fund .
This card allows you to request the reimbursement of medical expenses in your host country.
Please note that this card only covers ‘unforeseen expenses’. In case you need medication
regularly, please consult your local health insurance fund.
More information: www.socialsecurity.be/CMS/nl/leaving_belgium/index.html.
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Accident insurance – civil liability
Hasselt University has concluded a number of insurance policies for its own students that
are enrolled regularly:
o
o
An accident insurance for medical expenses in case the student would become
victim of a personal physical injury in the framework of its university activities
abroad.
A liability insurance which covers damages caused by the student at the work place
during his/her stay abroad.
Please inform the international office immediately in case of an accident.
Additional insurances
We advise students to conclude additional insurances (liability insurance ‘private life’,
additional travel insurance which includes repatriation, etc.).
1.5
LANGUAGE PREPARATION
Students who go to partner universities in Germany, Austria, Spain, Italy or Portugal need to
be proficient in the language of the host country in order to be able to follow the classes. If
this isn’t the case, you need to take a language course before departure or follow an
intensive language course upon arrival.
If you take an European Intensive Language Course (EILC Course), you will receive an
additional scholarship.
In case you follow a language course at your host university (or at an external language
institute), you can request a partial reimbursement (max. 100 euros). You have to make a
request for reimbursement by sending an e-mail to the international office. Afterwards,
please upload a proof of payment, as well as a certificate which clearly mentions your name,
period of the course, name and address of the organizer and price of the course.
1.6
PLANNING OF YOUR TRIP
Before departure, please contact your host university in order to announce your arrival. In
case other UHasselt students are going to the same destination, please try to arrive together
in group and try to send only one message to your host university.
In case you need to find accommodation, you can take a look at the following websites:
www.esn.org; www.erasmate.com and www.casaswap.com.
In cooperation with the Erasmus student network, Brussels Airlines offers a special package
for Erasmus students. More information: www.brusselsairlines.com/erasmus.
1.7
CONTACTS HASSELT UNIVERSITY
Name and address Hasselt
University
Institutional coordinator –
International Office
Mobility Office
UNIVERSITEIT HASSELT (Erasmuscode: B DIEPENB01)
TRANSNATIONALE UNIVERSITEIT LIMBURG (Erasmuscode: B
DIEPENB07)
Martelarenlaan 42
3500 Hasselt
Belgium
Liesbeth Oeyen
Tel.
e-mail
+32-11-26.80.66
liesbeth.oeyen@uhasselt.be
Erika Vandersmissen
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Tel.
e-mail
Student services
International Office
Faculty of Architecture and Arts
Faculty of Applied Economics
www.uhasselt.be/Studentenvoorzieningen
www.uhasselt.be/internationalisering
Departmental coordinators
Els Hannes (Campus Diepenbeek Gebouw E) - Architecture
Tel. + 32-11-24.92.06
e-mail els.hannes@uhasselt.be
Tel.
e-mail
Jan Vanrie(Campus Diepenbeek Gebouw E) –Interior Design
+32-11-24.92.42
jan.vanrie@uhasselt.be
Tel.
e-mail
Kathy Hoffer (Campus Diepenbeek - B70)
+32-11-26.87.18
kathy.hoffer@uhasselt.be
Tel.
e-mail
Wouter Faes (Campus Diepenbeek - B56)
+32-11-26.86.47
wouter.faes@uhasselt.be
Tel.
e-mail
Nadine Smeyers (WP5-1.15) – Transportation Sciences
+32-11-26.91.04
nadine.smeyers@uhasselt.be
Faculty of Medicine and Life Sciences
Faculty of Engineering Technology
Faculty of Law
Faculty of Sciences
1.8
+32-11-26.81.69
erika.vandersmissen@uhasselt.be
Tel.
e-mail
Astrid Waterinckx (Campus Diepenbeek - D57)
+32-11-26.92.28
astrid.waterinckx@uhasselt.be
e-mail
Marita Granitzer (Campus Diepenbeek) - Physiotherapy
marita.granitzer@uhasselt.be
e-mail
Els Wieërs (Campus Diepenbeek)
els.wieers@uhasselt.be
Tel.
e-mail
Ingrid Vrancken (Campus Hasselt - FR-2.06)
+32-11-26.90.24
ingrid.vrancken@uhasselt.be
Tel.
e-mail
Isabel Thys (Campus Diepenbeek - C263)
+32-11-26.82.58
isabel.thys@uhasselt.be
CHECKLIST: DOCUMENTS TO TAKE WITH YOU
 Identity card / international passport/visa
 International birth certificate (for French destinations, in case you stay more than 3









months)
4 passport pictures
European Health Insurance Card
Student card Hasselt University
English certificate of enrolment at Hasselt University
‘Transcript of records’
This manual
Student charter ERASMUS
List of UHasselt contacts
Proof of solvency of the bank
(In a number of countries you need to provide a “proof of sufficient means”. This document can
be provided by the bank.)
 …
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2
DURING YOUR STAY ABROAD
2.1
REGISTRATION AND ENROLMENT AT THE HOST UNIVERSITY
Upon arrival you need to register yourself immediately at your host university. Since you
already paid the tuition fee at Hasselt University, you don’t have to pay the tuition fee at your
host university.
Your host university can ask a small amount for your student card or for a student union
membership.
Please don’t forget to bring the statement of your host university (proof of enrolment at your
host university – see 3.2) after your return.
2.2
DETERMINE YOUR STUDY PROGRAMME
Hasselt University will make sure you will receive full academic recognition for the study
results you obtained abroad. ECTS credits will be used for the recognition.
In order to ensure academic recognition, you have agreed upon a study programme in
consultation with your departmental coordinator (you have formalized this in a learning
agreement before departure). If you need to make changes to your original learning
agreement after arrival at your host institution, please contact your departmental
coordinator immediately.
After approval of your departmental coordinator, you can change your learning agreement
once in your student file. Afterwards, please print two copies, sign both and ask the
coordinators of the host university to sign it as well. Afterwards, please send both
documents to your departmental UHasselt coordinator by regular mail. Please note that
the learning agreement needs to be approved by your departmental coordinator by the
latest one month after the start of the academic year at the host institution. You
will not be able to make any changes anymore afterwards.
As soon as the learning agreement is signed by the UHasselt coordinators, you will find an
uploaded version in your student file.
2.3
FORMALITIES WITH REGARD TO THE RESIDENCE PERMIT
Please ask your host university to inform you about the formalities you need to take care of
regarding your residence permit. You will need to register yourself at the local authorities
within 8 days after arrival.
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3
AFTER YOUR STAY ABROAD
3.1
STUDY PROGRAMME SECOND SEMESTER (for those who went abroad in
the first semester)
Before the start of the second semester you can consult your study programme in your
student file. Please print the study contract, sign it and send it to the student administration
as soon as possible.
Based on your study programme you can compose your individual course schedule for the
second semester.
3.2
PROOF OF STAY HOST UNIVERSITY
By the latest two weeks after the end of your study period abroad, you need to
upload the proof of stay/enrolment at the host university in your student file. This document
needs to contain the start and end date of your study period (= academic calendar) abroad.
3.3
OTHER DOCUMENTS
In case you followed a language course or in case you receive a study grant from the Flemish
Government, you need to upload these documents by the latest two weeks after the end
of your study period abroad.
We can only pay the remaining grant amount (20%) when all the documents have been
submitted.
3.4
RESULTS OF THE FIRST SEMESTER
Please note that the results of the first semester might be available for you later than for the
students that didn’t go abroad.
Once your results are known, you will receive a ‘transcript of records’ (TOR) containing:
o the courses you followed abroad;
o the results obtained at your host university;
o the results obtained at Hasselt University for those courses;
o the number of ECTS credit points for each course at Hasselt University.
Please consult your student file for more information.
3.5
EXAMS SECOND SEMESTER
For the courses that are part
don’t need to register for the
examination period, you need
exam you de-registered for in
again.
3.6
of your “Individual Trajectory” of the second semester, you
exam. In case you don’t want to take an exam in the first
to de-register yourself for it. In case you want to take the
the second examination period, you need to register yourself
REPRESENTATION
Exchange students are expected to participate in surveys if necessary. You will be
contacted by the student administration when your participation is needed.
Erasmus students will receive a link to a survey of the National Agency called EPOS. You
need to complete the survey by the latest two weeks after the end of your study
period abroad.
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We also appreciate it if you promote Hasselt University at your host institution. You can find
useful information on our website.
Would you like to share your experience with other students through pictures, testimonials,
….? Please don’t hesitate to send an e-mail to the international office with your story! We
also appreciate your presence at the Erasmus information session to promote your host
university towards students who would like to go abroad in the future.
3.7
OFFICIAL ATTEST OF YOUR STUDY PERIOD ABROAD
At the end of your studies at Hasselt University you will receive a diploma supplement which
confirms your participation in an exchange programme. The host university, the courses you
followed there and the results you obtained will be mentioned on the diploma supplement.
Most host universities will also provide you a certificate.
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