Exchange_procedure_18_okt_10 by ashrafp


									   Procedure Application Exchange Programmes
                For students going on exchange in 2011/2012

Stenden offers you the opportunity to spend part of your studies abroad. Apart from the Grand Tour or an
international internship, you can participate in an international Exchange Programme. Are you looking for a
different flavour of studying abroad? Or are you interested in a specific country or subject? We have partnerships
with more than 100 universities in about 30 countries. Most of our partners are in Europe, some in the United
States, Canada, Mexico, Argentina, Chile, Korea and Australia. Where will you open your eyes?
Each year about 200 Stenden students choose an exchange programme of one semester at one of our partner
universities. At the same time students from the partner universities come to Stenden. That’s what we mean by

What to expect?
With an exchange programme you have the opportunity to take courses not offered on your home campus and learn
from different lecturers. You will be studying in new places, meeting new people and experience different cultures.
It is a great way of combining studying and traveling and is an asset to your CV. You will broaden your personal and
educational perspectives, break out of your comfort zones and become more independent and resourceful.

With more than 100 universities from which to choose, you should be able to find a university with just the right
combination of courses, facilities, and environment to meet your personal and academic needs and interests.
Whether you study social work or business, for every student we have places on offer. Please check our partner list
to see which partners offer the subjects of your interest.

                                 Timeline Exchange
Step 1            Orientation & Preparing                            November - January
                  application exchange
Step 2            Application                                        Deadline February 1st 2011
                                                                     Digitally and prints (I-study)
Step 3            Assessing / selection                              February
Step 4            Nomination                                         March - May
Step 5            Registration partner university                    April - June
Step 6            Attending pre departure                            April / May 2011
                  meeting 1 & 2
Step 7            Arranging Learning Agreement                       Before departure
Departure         First semester:                                    Second semester:
                  August / September 2011                            January / February 2012
              Step 1: Orientation & Preparing Application
1. Make sure that you obtain sufficient information to be able to choose a destination that fits your study
    plans. Visit . This is the place to start your desk research:
    here you will find information about exchange programmes and the partnerlist of Stenden.
2. Go to information meetings about Studying Abroad, including grant possibilities. These meetings will be
    announced on the intranet / bello/ elo(Leeuwarden).
    16 November Leeuwarden
    17 November Assen
    18 November Emmen
    24 November Meppel Pabo
    1 December Emmen Pabo
    1 December Groningen Pabo
3. Check how the exchange fits in your study programme and whether your plans should be part of the self
    management programme of your studies; For more information about programme-specific requirements,
    contact the exchange co-ordinator of your programme
4. Read the information in this document carefully.
5. Study the list of partner universities on the Stenden website and study the weblinks of the partner
    universities of your interest (please do not apply through these websites, it could result in you having to pay
    high tuition fees)
6. Once you have identified your first, second and third choice, please study: a) the language requirements of
    the chosen university; b) the subject requirements and the c) academic calendar
7. Start preparing your application for the exchange programme; the application form is available at the
    Please note: you can only send the digital application once. If you have problems, please contact
8. One of the required documents for application is a motivation letter. Furthermore, Your motivation letter
    has to be assessed by your study coach! This means that you hand in your motivation letter to your study
    coach, preferably before the Christmas break to make sure you receive the assessment from your study
    coach well in advance before the deadline of February 1st. Make sure you hand in the motivation letter to
    your study coach together with the form ‘Advice Study Coach’.
9. Guidelines for the motivation letter:
    -The motivation letter should be written in English;
    -Please discuss all (3) destinations of your application;
    -Explain the importance or added value of the exchange programme for your study programme and future
    -Will the exchange programme mean a broadening or deepening to your study programme?
    -Motivate the reason for choosing this institute. Is the institute authoritative for the subject or does it offer
    unique courses? Include an indication of the courses you hope to follow or specific subjects you would like to
10. Once you have filled out the digital application, you complete your application by handing in the following
    documents at ‘I-Study’ (or at the student administration at location Meppel, Assen, Groningen) before the
    deadline, make sure you organize the paperwork well in advance!:
       Intake Form Application Exchange
       print digital application form exchange
       Print Progress
       Motivation letter
       Advice study coach, including assessment of the motivation letter
       Form safety and well-being

        Proof of language skills (if applicable).

   Only complete applications will be handled. Incomplete applications or applications that are handed in too late,
   will be placed on a waiting list.

                 Step 2: Application (deadline Febr 1st 2011)
1. The complete application, both digital and on paper, must be received by the Student Mobility Centre no later
   than 1 February (in the preceding academic year of your exchange). Make sure you organize the necessary
   paperwork well in advance!
2. Only complete applications will be handled. Incomplete applications or applications that are handed in too late,
   will be placed on a waiting list.

                              Step 3: Assessing Application

3. After the deadline your application will be assessed by the academic contact person of your study programme
   on the basis of criteria (including progress print, motivation and (if applicable) languages).

                                       Step 4: Nomination
4. Applications with the highest marks will be nominated to the partner university by the Student Mobility Centre
   (SMC); in case more students have the max score than the amount of available places, the students with the
   highest grades will be nominated
5. If your first choice is not successful, the SMC will consider your second choice, etcetera.
6. Usually you will need some patience before you receive the confirmation. We strongly ask you not to interfere
   the selection and nomination process by contacting the partner university yourself! After your nomination is
   accepted, the Student Mobility Centre will inform you about the steps to take for making the arrangements for
   your stay abroad.

                      Step 5: Registration partner university

7. As soon as we receive the confirmation of your nomination, we will inform you and you can start your
   application at the partner university. Please follow instructions from the partner university and register.
8. Do not make any firm arrangements regarding travel, accommodation, etc. until you have received confirmation
   of your admission to the university.
9. In case you want to withdraw, please inform the SMC as soon as possible so that your place can be offered to
   another student. If you withdraw, this will be taken into account in future applications for exchange.

                     Step 6: Attending pre departure meetings

                        Step 7: Arranging Learning Agreement

10. Before your departure you have to arrange for your learning agreement to be signed by all parties (by the
    exchange coordinator of your programme and by the partner university and in some cases by the student
    mobility centre as well).
11. Instructions will be sent by e-mail and will be explained in the pre departure meeting.


          Questions                                                 Where to find the answer
1.        Questions regarding partner list & procedures             Stenden intranet / elo and Student Mobility Centre
2.        Questions regarding specific partner institutions         Deskresearch / websites / Student Mobility Centre
3.        Questions regarding exchange in your programme and        Exchange coordinator of your programme
          programme specific requirements (this applies to e.g.
          Teacher Training and for programmes in Emmen)

Important Information about exchanges

     a. The exchange semester takes place in the third or fourth year of your studies and takes one semester (fall or
        spring semester). The student follows regular courses at the university amounting to a study load
        comparable with the study load at home. Assignments and examinations must be passed. The foreign
        university credits the students and the home university transfers these credits into our semester credit

     b. Please study the academic calendar of the partner universities of your interest and compare this to the
           Stenden calendar. At some universities the second semester already starts in January. In that case you will
           have to:
           - Inquire at the partner university whether it is possible that you arrive later and start your exchange
           programme later. If this turns out to be a problem:
           - You have to ask for permission from the Exam Committee of your programme

     c. In the ‘overview exchange programmes’ you will find a list with about 100 partner institutions with whom
        Stenden has an exchange agreement. There are a limited number of places at the partner universities, so in
        case too many students sign up, we will have a selection procedure. Therefore, each application is given
        marks for criteria, including print progress, motivation and (if applicable) languages. Please note that some
        partner universities tend to be very popular. If you happen to choose three popular destinations, all three
        might not be successful. In that case you will be asked to add a fourth, fifth and sixth choice.

     d. Some Stenden programmes have specific requirements which you have to meet before you can participate
        in an exchange programme. E.g. Teacher Training ‘basisbekwaam’. Please check which requirements apply
        for your programme.

     e. Some partner universities have specific requirements for incoming exchange students. E.g. Michigan State
        University in the USA prefers welcoming Retail Business students and cannot place students from other
        fields of study. Please check for the programmes of your interest.

     f.    The list of partner institutions of Stenden offers many options. Apart from using the lists of exchange
           partners, there is the possibility to go abroad as a so-called ‘free mover’ (free movers cannot go to the
           Stenden partner universities). This means that you will have to organise your exchange yourself and,

     furthermore, you will have to apply for permission from the Exam committee of your study programme. You
     will have to provide the exam committee with at least information about the following: study load on
     bachelor level, whether it is a recognized institute for higher education, proposal for a learning agreement.
     In some cases it also means that you will have to pay tuition fee. If you plan your exchange to a university
     that is of special interest to your programme, a bilateral agreement might be arranged between both
     universities. In that case you have the status of an exchange student.

g. You will be required to prove that you have made sufficient progress in your studies at Stenden.

h. You are required to be a fairly independent person who considers herself / himself capable of functioning
   well in unfamiliar situations and who is aware of the consequences of living in a foreign culture. Your study
   coach (studiebegeleider) will be asked for a signed statement on this point.

i.   At some partner universities (e.g. in Spain, France, Germany) the courses are not all given in English, so you
     need to be proficient in the native languages.
     -Language requirements of the partner institution: You need to study the language requirements of the
     partner university. If you cannot meet the requirements you run the risk that you will not be accepted by the
     partner university. Besides you may not be successful during the exchange programme and might get study
     Advice: do a language test for yourself.
     - Language skills as a selection criterion of Stenden university
     In case there are more students applying for a specific university, than the available number of places,
     language is one of the selection criteria.

j.   You will need enough money to cover the cost of living; rent, food, travel, books, social activities and this is
     usually more than you normally need here. You should have access to funds amounting to approximately €
     5,000 depending on your destination. For the USA a bank statement showing that you have access to the
     sum of $10,000 is required, or alternatively a declaration of financial support from your parents. Try to raise
     this money by saving, working, borrowing or finding sponsors (see also the section on grants on intranet).
     You will pay for your journey there and back by yourself. For an exchange to one of our partner institutions
     you do not have to pay college or tuition fees (you pay these fees at home).

k. The partner university takes care of accommodation in most cases.

l.   Your input as a foreign student is valued highly abroad so you need to be knowledgeable and able to
     communicate on the Dutch situation (or the situation in your country of origin) regarding e.g. business,
     social work, primary education, etc. You will also be an ambassador for your study programme and for
     Stenden, so be well-informed and well-documented and be prepared to make contact with as many students
     at the host university as possible.

m. In case your exchange will be followed by your internship, it is imperative that you make an appointment
   with the Industrial Placement Offices of your course of study once you have been accepted for an exchange.
   In that way your placement choice is finalised before you leave on exchange.

n. Make inquiries concerning travel arrangements, study planning, visa, insurance, subsidies. Remember you
   yourself are responsible for making all the necessary arrangements regarding these matters. Dutch students
   can get compensation for the time they are abroad on their OV-jaarkaarten, ‘I-Study’ has forms for this.
   Think about what you will do with your current accommodation.

o. It is not always possible to take exactly the courses you have chosen for yourself from the study guides, as
   these are sometimes full before foreign students can enrol. In most cases the co-ordinator at the host
   university will help you to find another suitable programme. Please note that any changes in the learning
   agreement have to be approved by the academic officer.

p. For exchanges to European countries, each year Stenden applies for Erasmus grants (for students coming
   from EU-countries). In the last few years we had more students than available grants, which meant that we
   had to select. Exchanges to universities in non-EU-countries are not underpinned by a grant system like the
   Erasmus agreement for European countries (for students coming from EU countries). Grant options can be
   searched for example by

q. An exchange agreement must be in place before actual exchanges can take place. Continuation of the
   agreement depends on the exchange of equal numbers of students between the partner colleges over an
   agreed period of time. Therefore, it can happen that a partner is unable to accept a student’s application for
   an exchange semester. Partner universities can also come up with extra requirements such as fields of study
   of nominated students. In other cases partner universities happened to be unable to welcome exchange
   students due to a merger or to a sudden of lack of accommodation. In other words: The places indicated on
   the partner list are no guaranteed places.

r.   To support you in your intercultural learning process during your exchange, you can work on a semester
     assignment (1 EC) which the student mobility centre will provide you before you leave. In the assignment
     you monitor your progress in terms of your personal experience of living in a different culture and the
     related language learning. Note: the semester assignment is no part of the learning agreement.

s. Good luck with preparing your application for an exchange !

t.   Sources of further information:


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