The European Experience: Erasmus traineeships
What steps should you go through before, during and after your traineeship abroad?
AFTER YOU RETURN
BEFORE YOU LEAVE
DURING YOUR STAY
STEP 5 Formalities during your stay
STEP 1 Gather information
STEP 6 Formalities after your return
>
>
STEP 2 Submit application
STUDY
STEP 3 Administrative processing
STEP 4 Effective preparation
The European Experience: Erasmus traineeships
What steps should you go through before, during and after your traineeship abroad?
AFTER YOU RETURN
BEFORE YOU LEAVE
DURING YOUR STAY
STEP 5 Formalities during your stay
STEP 1 Gather information
STEP 6 Formalities after your return
>
>
STEP 2 Submit application
STUDY
STEP 3 Administrative processing
STEP 4 Effective preparation
StEp 1: GATHER INformatiON
When? Autumn (in the academic year before your exchange)
Do I keep my scholarship from the Flemish Government when I go on Erasmus?
Who can get me started?
How much is my Erasmus scholarship?
Wanneer zijn er infomomenten?
Are there information sessions?
Can I choose freely when I participate in an Erasmus internship?
Do I have to pay a registration fee to the host institution for internships in a foreign university labo?
Is an Erasmus traineeship expensive?
Can I choose my destination?
Can I participate in the Erasmus programme twice?
What is the duration of an Erasmus Traineeship stay?
Can I go on Erasmus exchange with a disability?
StEp 2: SUBMIT APPLICATION
When? As of January in the academic year before your exchange
What are the important deadlines?
What formalities should I meet before my Erasmus stay?
Exchange request
Learning Agreement
StEp 3: Administrative PROCESSING
When? Depending on the semester you leave
What happens to my application?
Step 4: Effective preparation
When? After admission by the host institution
Which documents can I access?
Do I need a passport or visa?
Do I have to find a room abroad myself?
From when can I start making expenses?
Can I improve my language knowledge at the UCT before my departure?
What about money matters and customs?
What about insurance and safety?
How can I travel healthily?
What if something happens?
What about culture shock?
Does Ghent University let me travel to unsafe countries?
Intercultural preparation
How about Green Travel?
Take part in the Erasmus Skills assessment
Can I revoke my Erasmus application?
StEp 5: fORMALITIES DURING YOUR STAY
When? At departure
When? On arrival
Have the document 'stay period certificate/Departure part' signed
Have the document 'stay period certificate/Arrival part' signed
Report possible changes to Learning Agreement
Go to class, but don't forget to discover the local culture as well
How will my grant be paid out?
What can I do for Ghent University during my exchange?
What to do in case of serious trouble?
Does my internship count towards my diploma?
How are my achieved study results interpreted at Ghent University?
StEp 6: formalities after your exchange
Which formalities must be done AFTER I return?
Transcript of work for traineeship
Student survey
Beware of health complaints afteryour exchange
Reverse culture shock
Finish you Erasmus Skills assessment and see how your mobility impacted you
Intercultural preparation
Every year, the International Relations Office organizes two intercultural preparation days. If you go abroad, participation in this intercultural preparation is strongly recommended. You will receive information about culture shock, health and safety while traveling. Due to the current corona crisis, the International Relations Office has developed a few videos and student testimonials online. Here you can find more information.
Does my internship count towards my diploma?
Your internship period abroad is recognized as a comparable period of study at the home institution. Your internship counts for a certain number of ECTS credits. These credits will be listed on your Transcript of Records and therefore count towards your diploma. The credits are awarded to you based on the evaluation by your internship supervisor. This evaluation document is called the Transcript of Work for Traineeship.
Can I participate in the Erasmus programme twice?
In theory, you can take a second Erasmus Traineeship on the condition that your study programme/faculty allows this. The Erasmus+ programme allows you to go abroad for up to 12 months per study cycle (i.e. bachelor, master, doctorate).
Other possibilities are Erasmus Studies, Erasmus Belgica (to French-speaking Belgium) or destinations outside Europe via the bilateral framework agreements (BIRAKS). However, your faculty always has the final say in this.
Can I go on Erasmus exchange with a disability?
Yes, Ghent University supports students with disabilities who want to take part in an Erasmus exchange. More information about this can be found online
or from your faculty's FCI staff member.
Traveling healthily
Know where you are going and familiarize yourself with the main health risks at your destination. A lot of information on this is available online, but an excellent and reliable site is that of the Antwerp Tropical Institute: www.wanda.be (or available as the Wanda app). Type in your destination and you will get an overview of the main health risks and recommended vaccinations. Consider specific circumstances following the outbreak of SARS-CoV-2 (Corona). Good preparation is even more important if you are dealing with certain health problems and/or need to take medication. Try to find out in advance where to go in case of health problems during your trip.
Vaccinations
- Gather all possible information about the vaccinations you have already had: you may have a vaccination card (or your parents might have it), or contact your doctor. In any case, do this in good time (at least 8 weeks before departure) so that there is enough time for vaccinations that require multiple injections.
- Make the necessary arrangements to arrange your vaccinations: Your doctor can administer most vaccinations himself, except for the Yellow Fever vaccine. The latter is only possible by a centre that is recognized for this (such as the Tropical Institute in Antwerp and the Travel Clinic of UZ Gent).
Traveling with medication
- Provide at least a minimum of travel medications depending on your destination. These medications become all the more important should you have reduced access to good healthcare at your destination. Here you can find a checklist.
- Discuss this with your doctor or a doctor from the travel clinic. By the way, you need a prescription for certain medication. Consider the storage conditions of certain medications. Focus on the most important things, after all, you are not supposed to have to carry a whole suitcase full of bandages and pills.
- Consider sufficient mosquito-repellent measures if you travel to southern or tropical countries.
- During your trip, you can do a lot yourself to avoid getting sick: avoid unnecessary risks and pay sufficient attention to hygiene, not only in terms of personal hygiene (in particular washing your hands before and after eating and using the toilet) but also with regard to food and drink (Cook it, boil it, peel it or forget it!), sexual contacts, etc.
Special precautions
- If you are pregnant or if you already have certain health problems for which you are being treated or not, be sure to contact your doctor to discuss this.
You can find extra information in this brochure (only in Dutch).
Can I choose freely when I participate in an Erasmus internship?
No, first you must be a Ghent University student during the year of exchange. In addition, you must check with your faculty during which period of your studies an internship abroad is allowed. For example, in some programmes it is customary to do an internship during the third bachelor.
The Erasmus Traineeship is part of your study programme and is equivalent to a certain number of ECTS credits. Upon successful completion of your internship, these credits will be included in your Transcript of Records. Therefore, an Erasmus Traineeship counts towards your diploma.
Be sure to check what the conditions are regarding GIT in your faculty or study programme.
What are the important deadlines?
If you want to apply for a specific internship position, submit this application to your FCI chair/staff member. It is possible that your faculty requests a completed and signed Learning Agreement for Traineeships (see below).
The deadline for submitting your candidacy is usually sometime in January or February, depending on the faculty.
Curious how your exchange abroad will impact your knowledge, skills and attitudes? Take part in the Erasmus Skills assessment.
The Erasmus Skills assessment is a self-reflection questionnaire designed for you to explore your knowledge, skills and attitudes before and after your Erasmus exchange. It will help you to identify the competences you achieve during your stay abroad and it will give you a clear vision on your personal development.
Start the before mobility questionnaire now by going to this website.
Want to learn a bit more about European integration, European identity and the Erasmus experience? Check out the webinar of Prof. Ferdi De Ville.
Can I choose my destination?
Yes. You can do an Erasmus Traineeship in any private or public organization active on the labour market, except in EU institutions. You can apply for an internship yourself. Your FCI chair/staff member can provide you with a list of internships for students who went abroad before you.
Please note, this does not apply to clinical internships. These require a bilateral agreement with the institution.
What about culture shock?
You may experience culture shock or feel homesick at some point. Remember: this is completely normal! Prepare for that! A few tricks?
- Stay in regular contact with friends and family (social media!).
- Keep a diary or blog of your experience; write down how you feel.
- Get plenty of exercise and keep your body and mind active.
- Learn the local language & culture/get someone to know your language & culture there.
- Join social groups and expat clubs; meet people who have been through what you are going through/Join a local student organization.
If it is still too challenging: do not make hasty decisions, take the time to get used to the differences.
Do I have to find a room abroad myself?
To find accommodation is your own responsibility. A few tips:
- The International Relations Office of your host institution can certainly help you in your search.
- In some universities there is a housing service that can assist you.
- Contact Ghent University students who are currently in your future host institution. Maybe you can take over their room or they can give interesting tips.
Always be alert for fraud in your search! Never pay a deposit before you have signed a rental contract and are 100% sure that the accommodation unit exists and is available for rent. If necessary, ask the landlord for personal details such as (family) name, telephone number, a photocopy of the identity card, etc. Check whether the address given exists on Google maps. If you were the victim of a scam, be sure to notify the local police and the international office of the home and host institution. Keep in mind that if the offer seems too good, it probably is. Do you want to rent out your own room during your foreign adventure? You have the right to temporarily rent out your room when you go on Erasmus. You can find more information on kotatgent.be.
Report possible changes to Learning Agreement
After you have arrived in your host country, your duties may need to be adjusted. In that case, you must notify your faculty as soon as possible. Adjust your curriculum for this via Oasis. Your amended curriculum will then be submitted to your faculty for approval. After approval, you can request the officially signed form via the 'Documents' tab of your exchange application in Oasis.
What about money matters and customs?
Before you leave, check with your bank whether your bank card works in the country of destination. In case of loss or theft of your bank card, call Card Stop immediately: 0032 70 344 344. This number is available 24/7. In the event of theft of your identity card or passport, call Doc Stop immediately: 0032 2 518 21 23. This number is also available 24/7.
Within the European Union, customs rules are very flexible. If your Erasmus is to Turkey, these rules are a lot stricter.
Tip: keep proof of purchase of goods and products that you wish to export when you want to leave the country.
From when can I start making expenses?
You can start making expenses when you receive a message with explicit permission from the faculty, outgoing.students@ugent.be or actual@ugent.be that you can go on your exchange. The status of your exchange application in OASIS is not the proof that you have been granted final permission.
Does Ghent University let me travel to unsafe countries?
If travel advice is negative for a specific destination, Ghent University cannot allow its students to leave. Even when non-essential travel is discouraged, no authorization can be given. Moreover, it is possible that travel advice is positive, but that the university you are going to is closed due to local problems. In this case, if your academic activities cannot continue, Ghent University cannot allow your departure. When in doubt, contact the International Relations Office.
Student survey
A final administration and obligation for the International Relations Office is to complete an online student survey. The information about this will be automatically sent to you after your specified end date. Once all formalities are in order, the last month of the grant will be paid.
Is an Erasmus traineeship expensive?
The Erasmus grant is not a comprehensive grant, and thus covers part of the extra costs associated with an Erasmus stay. The real cost of an Erasmus stay depends on e.g. the country and city where you study, the type of accommodation, and travel costs.
Tip: set up a savings plan when you are abroad and use your scholarship sparingly.
Tip: in France, Erasmus students can benefit from an additional grant thanks to the CAF (Caisse d'Allocation Familiale). You can find more information on how to request this support here.
Beware of health complaints after your exchange
Be alert for health complaints during and AFTER the exchange. After all, it is always possible that only after your return you develop complaints related to a condition that you contracted during your trip. In case of fever during the trip or up to three months after return, urgent medical advice is always required to rule out serious infections such as malaria (if applicable in terms of region). Contact your doctor as soon as possible. If you need an antipyretic, use paracetamol and not aspirin.
Have the document 'stay period certificate/arrival part' signed
Once you have arrived in the host country and start the Welcome Week or the internship, we expect you to register with the internship supervisor as soon as possible. You have the ‘arrival’ section of the ‘certificate of residence period’ document filled out and signed and you upload the signed version onto Oasis via the ‘Documents’ tab.
Wat kan ik doen voor de UGent tijdens mijn uitwisseling?
During your exchange you are an ambassador of Ghent University. You can testify about what it is like to study and live in a city like Ghent. It is possible that you will be asked by your host institution to put Ghent University in the picture. If you want support for this, you can contact outgoing.students@ugent.be.
International Relations Office can ask you to do an Instagram Take Over. Always keep an eye on your Ghent University email address, because all communication is sent via that email address.
What about insurance and safety?
As far as health insurance is concerned, you must inform your health insurance fund in good time before traveling abroad to know the formalities that must be completed in order to obtain a refund of the medical expenses abroad and the European Health Insurance Card is identifiable by its blue colour. Please note: the European Health Insurance Card is not valid in Turkey.
For accident insurance of the Ghent University Erasmus student, the same conditions apply as when the student takes lessons at Ghent University. Via My Oasis Certificates, you can print a certificate as proof of insurance for the host university. Cases for which you are insured through Ghent University:
1. Civil liability: if you cause damage to third parties in the context of university activities, also on the way to and from university activities.
2. Personal physical accident: for medical costs if you are the victim of a personal physical accident in the context of university activities or on the way to and from university activities.
3. Travel assistance: for medical costs, repatriation and the like if students travel abroad in the context of university activities. Medical costs abroad can sometimes be extremely high. In addition, good medical care is not available everywhere, which sometimes requires an evacuation by plane or helicopter. That is why it is important for everyone to have a good travel assistance insurance before departure. In this regard, be sure to contact your health insurance company to check what you are entitled to in any case. If your destination is outside the EU, you should definitely pay more attention to this.
You can find more information about insurance on the website of the Legal Affairs Department or via your private insurance policy.
In the event of an accident during your university activities at the host institution, please immediately contact the Ghent University Legal Affairs Department and the International Relations Office.
How much is my Erasmus scholarship?
All students are entitled to an Erasmus grant, provided they comply with all administrative formalities. The administrative requirements are:
- Approve Erasmus scholarship contract electronically in Oasis. Before signing the contract, take a look at the dates of your exchange. Take as your planned start date the start of the academic activities (incl. welcome event) and as your end date the last day of the exams. Correct dates are important for the calculation of your scholarship.
- Confirmation of Arrival completed and signed upload in Oasis (more info see step 5)
- Confirmation of Departure completed and signed upload in Oasis (more info see step 5)
The scholarship is deposited in two parts. You will receive the first instalment when the first two conditions are met. The amount is calculated based on your dates included in your Erasmus scholarship contract. This is a maximum amount, you cannot get more than provided according to these dates. Please note that you will receive a notification once your payment has been passed on by us to the Financial Service. We find that this notification sometimes causes confusion because it states: Scholarship + month of disbursement. The Financial Service wants to show that you will be paid in this month. It is therefore not the case that you will receive this amount every month. The 2nd instalment is determined based on your effective dates. These are mentioned on your Confirmation of stay (Arrival and Departure). If the effective duration of your exchange is longer than the dates in your contract, we will charge the dates listed in your contract. In the opposite case, the effective duration will be charged. So be sure to adjust your dates where necessary before signing the contract.
Definitely wait to sign this Erasmus scholarship contract until when you are sure of your dates. Students who have resits must wait longer to re-enrol and cannot yet sign during the summer months. The European Commission and the Flemish government provide annual scholarships for Erasmus students. The scholarship amount is determined depending on your destination, you can find the amounts on this page. If you would like an extension for a semester, you should ask your faculty. It will then be assessed whether an extension of the scholarship can be granted.
What if something happens? What should I definitely do?
If you encounter any problems of any kind during your stay abroad, first discuss them with your contact person at the host institution.In case of serious problems, it is important to act quickly.
- Contact the Crisis Team Actueel and the Emergency Center of Ghent University, available 24/7 via actueel@UGent.be
and +32 9 264 88 88 or permanentie@ugent.be.
- In case of safety issues or loss of identity documents, contact your embassy/consulate at your location as soon as possible. See www.diplomatie.be for contact details.
- Ensure your registration with your embassy/consulate and/or in a traveler registration tool provided by your government.
- In case of illness or an accident, contact your health insurance provider or mutuality. Also, check the travel assistance insurance provided by UGent (free for all students).
- Always follow the guidelines of the local authorities or your host institution.
- Follow the guidelines, advice, and decisions of Ghent University.
- Set up an ICE number in your mobile phone. ICE stands for 'In Case of Emergency.' This should be a person (e.g., parent, friend) who can be contacted first in case something happens to you.
- Stay in touch with your fellow students.
- Don’t hesitate to contact your faculty's internationalization contact person.
How are my achieved study results interpreted at Ghent University?
Your period of study abroad (including exams or other evaluations) is recognized as a comparable period of study at the home institution (even though the content of the subjects may differ slightly). Most European countries have a different examination and grading system.
Erasmus students are evaluated and graded according to the host university's system, which often differs from the Ghent University system. To this end, a conversion key was established within the ECTS-system so that the foreign
study results obtained by the Faculty Examination Board can be incorporated
into the final result at Ghent University.
In any case, before returning to Ghent University, contact your guest supervisor so that they return your study results in a timely manner. Some universities are unable to deliver this credit note before you leave. In this case, make sure that you know who the contact person in your host institution is and when you can receive the points slip. Check whether you will receive the points slip electronically or on paper.
Do I have to pay a registration fee to the host institution for internships in a foreign university labo?
Erasmus students are completely exempt from paying tuition fees to the host university. You do have to keep paying the Ghent University registration fee.
Note: in Germany a ‘semester fee’ is charged per semester, which results in an extra cost. This can amount to 200 euros per semester. This amount often includes a subscription to public transport.
Have the document 'stay period certificate/departure part' signed
At the end of your internship period, you must sign out with your internship supervisor. You can find this document via the 'Documents' tab of your exchange application via Oasis and upload the signed version there.
Transcript of work for traineeship
Your supervisor will send the internship evaluation (i.e. Transcript of Work for Traineeship) to your faculty’s FCI. The results will be converted into ECTS credits and included in your Transcript of Records.
Who can get me started?
For concrete administrative questions (e.g. application form or grants) about an Erasmus participation, you can always contact outgoing.students@ugent.be.
Within your own faculty and study programme, you can turn to the FCI chair/staff member for all academic questions (e.g. compatibility with the study programme or internship contents).
What happens to my application?
The applications selected by the faculty FCI chair/staff member are sent to
the International Relations Office.
The student contacts the internship supervisor abroad for further processing of the administrative formalities.
Which documents can I access?
In the first half of July you will be able to consult a number of documents via the Oasis website under 'Documents' under your exchange application. The following documents are made available at the International Relations Office:
1. Erasmus + student Charter: Every Erasmus Traineeship student must go through an Erasmus Traineeship contract before going abroad. The Erasmus Charter sets out the necessary provisions (i.e. conditions, rights, and obligations) of an Erasmus intern. It serves as proof of your participation in the Erasmus Traineeship.
2. Erasmus + scholarship contract: The scholarship contract regulates the payment of the scholarship. Please electronically approve your scholarship contract in Oasis. Watch out: you can only electronically approve your Erasmus + scholarship contract once you have re-registered at Ghent University (i.e. after you have received your exam results in the 1st or 2nd exam period).
3. Refund language course at the UCT: As an exchange student, you can follow 1 language course at the University Language Centre at a reduced registration fee (see below). The UCT will automatically be informed of your Erasmus participation, so you can simply register with the UCT. To be eligible for this course, you must attend at least 80% of the course series. You can only follow a course for the language or languages of your host country. The refund will be made during your exchange period and after you have completed your contract and your confirmation of stay.
4. Confirmation Erasmus statute: This is an official letter confirming that you have been selected as an Erasmus intern, useful for your host country. You can print this letter from Oasis. Name certificate: certificate outgoing exchange.
Do I keep my scholarship from the Flemish Government when I go on Erasmus?
Yes, scholarship-eligible students who benefit from reduced tuition fees fully retain this right during their stay abroad. Child allowance continues as well.
Are there information sessions?
In the autumn semester, each faculty organizes an information session about Erasmus. It is possible that Erasmus Traineeships will be discussed during this session, depending on the faculty. You can find more information from the FCI chair/staff member.
Learning Agreement
- In the Learning Agreement for Traineeships you describe which tasks you will fulfil during your internship. What knowledge and skills will you acquire? What will the results of your internship be? Who will follow up and how will you be evaluated?
- Your preliminary Learning Agreement for Traineeships must be approved by your faculty prior to your departure abroad. In any case, check the procedure within your faculty. Any change to the Learning Agreement for Traineeships must also be re-approved by all parties and provided with the necessary signatures.
- The Learning Agreement for Traineeships is signed by the intern, the internship supervisor and your faculty’s FCI.
- It is the individual student’s responsibility to upload a fully signed copy of the Learning Agreement for Traineeships onto Oasis BEFORE the exchange.
Changes to this Learning Agreement for Traineeships must be communicated to your FCI as soon as possible after departure.
Depending on the faculty, the Learning Agreement for Traineeships is requested when you submit your application in January or February.
Important! It is crucial that the Learning Agreement for Traineeship is signed by the three parties and uploaded onto Oasis before departure. The three parties are: the student, the host institution and the home institution.
Green Travel
You can consider a sustainable alternative instead of the airplane to travel to your exchange destination. Travelling by bus, train or even by boat has less impact on the climate and they do not necessarily need to cost more. The travelling time will be a bit longer, but what are a couple of hours in one or two semesters, right?
Per exchange you will receive once a top-up of 50 euro and extra scholarship for your travelling days to your guest university and to Ghent university.
You will have to choose your transport in your exchange application. You can find more information about Green Erasmus here.
What to do in case of serious trouble?
If you encounter any problems of any kind during your stay abroad, first discuss them with your contact person at the host institution.In case of serious problems, it is important to act quickly.
- Contact the Crisis Team Actueel and the Emergency Center of Ghent University, available 24/7 via actueel@UGent.be
and +32 9 264 88 88 or permanentie@ugent.be.
- In case of safety issues or loss of identity documents, contact your embassy/consulate at your location as soon as possible. See www.diplomatie.be for contact details.
- Ensure your registration with your embassy/consulate and/or in a traveler registration tool provided by your government.
- In case of illness or an accident, contact your health insurance provider or mutuality. Also, check the travel assistance insurance provided by UGent (free for all students).
- Always follow the guidelines of the local authorities or your host institution.
- Follow the guidelines, advice, and decisions of Ghent University.
- Set up an ICE number in your mobile phone. ICE stands for 'In Case of Emergency.' This should be a person (e.g., parent, friend) who can be contacted first in case something happens to you.
- Stay in touch with your fellow students.
- Don’t hesitate to contact your faculty's internationalization contact person.
Finish you Erasmus Skills assessment and see how your mobility impacted you
If you filled out the before mobility questionnaire of the Erasmus Skills assessment then you can now complete the after mobility questionnaire.
Start the after mobility questionnaire now by going to this website. The result of your assessment can be of help to you when you want to present your Erasmus Skills in a tangible way for recruiters and employers. You can take ideas and useful advice by watching the Erasmus Skills webinars from Nannette Ripmeester (Director Expertise in Labour Mobility):
- Unpacking your Erasmus Experience
- How to Maximize Mobility Skills when Looking for Work
Do I need a passport or visa?
Owing to the free movement of persons within the EU member states and the EFTA countries, possession of an identity card is the only formality required when crossing a border within the European Union.
You do have to register with the municipal population service of your Erasmus destination for registration in Central Register for Foreign Nationals. However, there are no general rules on the documents to be submitted for this purpose.
The formalities regarding visa application for Turkey can change. Please contact the relevant embassy in good time or see www.evisa.gov.tr. Ask if you can obtain a visa with 'multiple entries'.
Ask if you can obtain a visa with 'multiple entries'. You can find detailed information about embassies, procedures, etc. at www.diplomatie.be or at the website of your Foreign Office.
Always take copies of your important documents with you or keep them on your laptop, flash drive on in the 'cloud'.
Go to class, but don't forget to discover the local culture as well
Anyone who immerses themselves in the local culture will experience a unique experience. Go to a local museum, listen to local music, eat local,... Immerse yourself in the local culture and don't just see your destination through the eyes of a tourist.
When you open up to new cultures and ways of life, you will not only learn something new, you will ultimately better understand and appreciate your own traditions, values, and beliefs.
Reverse culture shock
Once you are back in Belgium, you can experience a reverse culture shock. You have had many experiences, your interests may have shifted, you have made new friends. Everything has remained the same in Ghent, but you have fundamentally changed. Some students experience the reverse culture shock very subtly, others very violently. How can you deal with this? Be aware that reverse culture shock is normal and accept it. Find space and time to share your experiences with family, friends, and fellow students. Engage in international student associations, as a buddy. This way you keep the experience alive!
Once the previous administrative matters are all in order, it will be a successful exchange experience!
How will my grant be paid out?
Your grant will be paid in 2 parts. The amounts per host country can be found on this page. The first part of your Erasmus grant (70%) will be paid after arrival in your host country and you will receive the second part when you return to Belgium. Once you have signed your grant contract electronically and uploaded your Confirmation of Stay, the first installment of your grant will be paid out approximately within 14 days. Check the dates of your exchange before signing the contract. Take the start of the academic activities (incl. welcome event) as the planned start date and the last day of the exams as the end date. Be sure to adjust your data where necessary before signing the contract, after that we can no longer change the data. Attention: before you can sign your contract, you must indicate your means of transport in your exchange application.
The second part (30%) of your grant will be paid out when you:
- uploaded your Confirmation of Stay (departure) in Oasis
- after you have submitted the survey from Europe, which will be automatically sent to your UGent email address.
Please note that you will receive a notification once your payment has been passed on by us to the Financial Service. We find that this notification sometimes causes confusion because it states: Scholarship + month of disbursement. The Financial Service wants to show that you will be paid in this month. It is therefore not the case that you will receive this amount every month.
Can I improve my language knowledge at the university language centre before my departure?
Outgoing exchange students can receive a discount for a language course that they follow in the academic year in which they leave or in the academic year before. This discount applies to a course in preparation for the exchange and must therefore also be taken before the exchange.
Contact the UCT for the courses they offer.
To be able to follow a language course at this greatly reduced registration fee, you must be present during at least 80% of the lessons. You can only take a course for the language or languages of your host country.
The partial reimbursement of your language course will happen during your stay abroad, after you have uploaded the documents 'Erasmus contract' and the 'Confirmation of arrival' onto Oasis.
What is the duration of an Erasmus Traineeship stay?
An internship lasts a minimum of 2 months (= 60 days) and a maximum of 12 months. The exact length of your stay is relevant for the calculation of your grant.
Can I revoke my Erasmus application?
Provided that you have a good reason, you can revoke your candidacy for a stay abroad. Write an email to outgoing.students@ugent.be
and your faculty contact person
with the notification that you are withdrawing your application and why.
Exchange request
Via Oasis you must prepare an exchange application for every possible destination for which you wish to be considered. The application includes the following elements:
- Details about the exchange
- Motivation
- Language skills
- Emergency contact
- Learning agreement
The application guides you through the various steps of the application. Submit the complete application for approval by your faculty.
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Transcript
The European Experience: Erasmus traineeships
What steps should you go through before, during and after your traineeship abroad?
AFTER YOU RETURN
BEFORE YOU LEAVE
DURING YOUR STAY
STEP 5 Formalities during your stay
STEP 1 Gather information
STEP 6 Formalities after your return
>
>
STEP 2 Submit application
STUDY
STEP 3 Administrative processing
STEP 4 Effective preparation
The European Experience: Erasmus traineeships
What steps should you go through before, during and after your traineeship abroad?
AFTER YOU RETURN
BEFORE YOU LEAVE
DURING YOUR STAY
STEP 5 Formalities during your stay
STEP 1 Gather information
STEP 6 Formalities after your return
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STEP 2 Submit application
STUDY
STEP 3 Administrative processing
STEP 4 Effective preparation
StEp 1: GATHER INformatiON
When? Autumn (in the academic year before your exchange)
Do I keep my scholarship from the Flemish Government when I go on Erasmus?
Who can get me started?
How much is my Erasmus scholarship?
Wanneer zijn er infomomenten?
Are there information sessions?
Can I choose freely when I participate in an Erasmus internship?
Do I have to pay a registration fee to the host institution for internships in a foreign university labo?
Is an Erasmus traineeship expensive?
Can I choose my destination?
Can I participate in the Erasmus programme twice?
What is the duration of an Erasmus Traineeship stay?
Can I go on Erasmus exchange with a disability?
StEp 2: SUBMIT APPLICATION
When? As of January in the academic year before your exchange
What are the important deadlines?
What formalities should I meet before my Erasmus stay?
Exchange request
Learning Agreement
StEp 3: Administrative PROCESSING
When? Depending on the semester you leave
What happens to my application?
Step 4: Effective preparation
When? After admission by the host institution
Which documents can I access?
Do I need a passport or visa?
Do I have to find a room abroad myself?
From when can I start making expenses?
Can I improve my language knowledge at the UCT before my departure?
What about money matters and customs?
What about insurance and safety?
How can I travel healthily?
What if something happens?
What about culture shock?
Does Ghent University let me travel to unsafe countries?
Intercultural preparation
How about Green Travel?
Take part in the Erasmus Skills assessment
Can I revoke my Erasmus application?
StEp 5: fORMALITIES DURING YOUR STAY
When? At departure
When? On arrival
Have the document 'stay period certificate/Departure part' signed
Have the document 'stay period certificate/Arrival part' signed
Report possible changes to Learning Agreement
Go to class, but don't forget to discover the local culture as well
How will my grant be paid out?
What can I do for Ghent University during my exchange?
What to do in case of serious trouble?
Does my internship count towards my diploma?
How are my achieved study results interpreted at Ghent University?
StEp 6: formalities after your exchange
Which formalities must be done AFTER I return?
Transcript of work for traineeship
Student survey
Beware of health complaints afteryour exchange
Reverse culture shock
Finish you Erasmus Skills assessment and see how your mobility impacted you
Intercultural preparation
Every year, the International Relations Office organizes two intercultural preparation days. If you go abroad, participation in this intercultural preparation is strongly recommended. You will receive information about culture shock, health and safety while traveling. Due to the current corona crisis, the International Relations Office has developed a few videos and student testimonials online. Here you can find more information.
Does my internship count towards my diploma?
Your internship period abroad is recognized as a comparable period of study at the home institution. Your internship counts for a certain number of ECTS credits. These credits will be listed on your Transcript of Records and therefore count towards your diploma. The credits are awarded to you based on the evaluation by your internship supervisor. This evaluation document is called the Transcript of Work for Traineeship.
Can I participate in the Erasmus programme twice?
In theory, you can take a second Erasmus Traineeship on the condition that your study programme/faculty allows this. The Erasmus+ programme allows you to go abroad for up to 12 months per study cycle (i.e. bachelor, master, doctorate). Other possibilities are Erasmus Studies, Erasmus Belgica (to French-speaking Belgium) or destinations outside Europe via the bilateral framework agreements (BIRAKS). However, your faculty always has the final say in this.
Can I go on Erasmus exchange with a disability?
Yes, Ghent University supports students with disabilities who want to take part in an Erasmus exchange. More information about this can be found online
or from your faculty's FCI staff member.
Traveling healthily
Know where you are going and familiarize yourself with the main health risks at your destination. A lot of information on this is available online, but an excellent and reliable site is that of the Antwerp Tropical Institute: www.wanda.be (or available as the Wanda app). Type in your destination and you will get an overview of the main health risks and recommended vaccinations. Consider specific circumstances following the outbreak of SARS-CoV-2 (Corona). Good preparation is even more important if you are dealing with certain health problems and/or need to take medication. Try to find out in advance where to go in case of health problems during your trip.
Vaccinations
Traveling with medication
Special precautions
You can find extra information in this brochure (only in Dutch).
Can I choose freely when I participate in an Erasmus internship?
No, first you must be a Ghent University student during the year of exchange. In addition, you must check with your faculty during which period of your studies an internship abroad is allowed. For example, in some programmes it is customary to do an internship during the third bachelor. The Erasmus Traineeship is part of your study programme and is equivalent to a certain number of ECTS credits. Upon successful completion of your internship, these credits will be included in your Transcript of Records. Therefore, an Erasmus Traineeship counts towards your diploma. Be sure to check what the conditions are regarding GIT in your faculty or study programme.
What are the important deadlines?
If you want to apply for a specific internship position, submit this application to your FCI chair/staff member. It is possible that your faculty requests a completed and signed Learning Agreement for Traineeships (see below). The deadline for submitting your candidacy is usually sometime in January or February, depending on the faculty.
Curious how your exchange abroad will impact your knowledge, skills and attitudes? Take part in the Erasmus Skills assessment.
The Erasmus Skills assessment is a self-reflection questionnaire designed for you to explore your knowledge, skills and attitudes before and after your Erasmus exchange. It will help you to identify the competences you achieve during your stay abroad and it will give you a clear vision on your personal development. Start the before mobility questionnaire now by going to this website.
Want to learn a bit more about European integration, European identity and the Erasmus experience? Check out the webinar of Prof. Ferdi De Ville.
Can I choose my destination?
Yes. You can do an Erasmus Traineeship in any private or public organization active on the labour market, except in EU institutions. You can apply for an internship yourself. Your FCI chair/staff member can provide you with a list of internships for students who went abroad before you. Please note, this does not apply to clinical internships. These require a bilateral agreement with the institution.
What about culture shock?
You may experience culture shock or feel homesick at some point. Remember: this is completely normal! Prepare for that! A few tricks?
If it is still too challenging: do not make hasty decisions, take the time to get used to the differences.
Do I have to find a room abroad myself?
To find accommodation is your own responsibility. A few tips:
- The International Relations Office of your host institution can certainly help you in your search.
- In some universities there is a housing service that can assist you.
- Contact Ghent University students who are currently in your future host institution. Maybe you can take over their room or they can give interesting tips.
Always be alert for fraud in your search! Never pay a deposit before you have signed a rental contract and are 100% sure that the accommodation unit exists and is available for rent. If necessary, ask the landlord for personal details such as (family) name, telephone number, a photocopy of the identity card, etc. Check whether the address given exists on Google maps. If you were the victim of a scam, be sure to notify the local police and the international office of the home and host institution. Keep in mind that if the offer seems too good, it probably is. Do you want to rent out your own room during your foreign adventure? You have the right to temporarily rent out your room when you go on Erasmus. You can find more information on kotatgent.be.Report possible changes to Learning Agreement
After you have arrived in your host country, your duties may need to be adjusted. In that case, you must notify your faculty as soon as possible. Adjust your curriculum for this via Oasis. Your amended curriculum will then be submitted to your faculty for approval. After approval, you can request the officially signed form via the 'Documents' tab of your exchange application in Oasis.
What about money matters and customs?
Before you leave, check with your bank whether your bank card works in the country of destination. In case of loss or theft of your bank card, call Card Stop immediately: 0032 70 344 344. This number is available 24/7. In the event of theft of your identity card or passport, call Doc Stop immediately: 0032 2 518 21 23. This number is also available 24/7. Within the European Union, customs rules are very flexible. If your Erasmus is to Turkey, these rules are a lot stricter. Tip: keep proof of purchase of goods and products that you wish to export when you want to leave the country.
From when can I start making expenses?
You can start making expenses when you receive a message with explicit permission from the faculty, outgoing.students@ugent.be or actual@ugent.be that you can go on your exchange. The status of your exchange application in OASIS is not the proof that you have been granted final permission.
Does Ghent University let me travel to unsafe countries?
If travel advice is negative for a specific destination, Ghent University cannot allow its students to leave. Even when non-essential travel is discouraged, no authorization can be given. Moreover, it is possible that travel advice is positive, but that the university you are going to is closed due to local problems. In this case, if your academic activities cannot continue, Ghent University cannot allow your departure. When in doubt, contact the International Relations Office.
Student survey
A final administration and obligation for the International Relations Office is to complete an online student survey. The information about this will be automatically sent to you after your specified end date. Once all formalities are in order, the last month of the grant will be paid.
Is an Erasmus traineeship expensive?
The Erasmus grant is not a comprehensive grant, and thus covers part of the extra costs associated with an Erasmus stay. The real cost of an Erasmus stay depends on e.g. the country and city where you study, the type of accommodation, and travel costs. Tip: set up a savings plan when you are abroad and use your scholarship sparingly. Tip: in France, Erasmus students can benefit from an additional grant thanks to the CAF (Caisse d'Allocation Familiale). You can find more information on how to request this support here.
Beware of health complaints after your exchange
Be alert for health complaints during and AFTER the exchange. After all, it is always possible that only after your return you develop complaints related to a condition that you contracted during your trip. In case of fever during the trip or up to three months after return, urgent medical advice is always required to rule out serious infections such as malaria (if applicable in terms of region). Contact your doctor as soon as possible. If you need an antipyretic, use paracetamol and not aspirin.
Have the document 'stay period certificate/arrival part' signed
Once you have arrived in the host country and start the Welcome Week or the internship, we expect you to register with the internship supervisor as soon as possible. You have the ‘arrival’ section of the ‘certificate of residence period’ document filled out and signed and you upload the signed version onto Oasis via the ‘Documents’ tab.
Wat kan ik doen voor de UGent tijdens mijn uitwisseling?
During your exchange you are an ambassador of Ghent University. You can testify about what it is like to study and live in a city like Ghent. It is possible that you will be asked by your host institution to put Ghent University in the picture. If you want support for this, you can contact outgoing.students@ugent.be.
International Relations Office can ask you to do an Instagram Take Over. Always keep an eye on your Ghent University email address, because all communication is sent via that email address.
What about insurance and safety?
As far as health insurance is concerned, you must inform your health insurance fund in good time before traveling abroad to know the formalities that must be completed in order to obtain a refund of the medical expenses abroad and the European Health Insurance Card is identifiable by its blue colour. Please note: the European Health Insurance Card is not valid in Turkey. For accident insurance of the Ghent University Erasmus student, the same conditions apply as when the student takes lessons at Ghent University. Via My Oasis Certificates, you can print a certificate as proof of insurance for the host university. Cases for which you are insured through Ghent University: 1. Civil liability: if you cause damage to third parties in the context of university activities, also on the way to and from university activities. 2. Personal physical accident: for medical costs if you are the victim of a personal physical accident in the context of university activities or on the way to and from university activities. 3. Travel assistance: for medical costs, repatriation and the like if students travel abroad in the context of university activities. Medical costs abroad can sometimes be extremely high. In addition, good medical care is not available everywhere, which sometimes requires an evacuation by plane or helicopter. That is why it is important for everyone to have a good travel assistance insurance before departure. In this regard, be sure to contact your health insurance company to check what you are entitled to in any case. If your destination is outside the EU, you should definitely pay more attention to this. You can find more information about insurance on the website of the Legal Affairs Department or via your private insurance policy.
In the event of an accident during your university activities at the host institution, please immediately contact the Ghent University Legal Affairs Department and the International Relations Office.
How much is my Erasmus scholarship?
All students are entitled to an Erasmus grant, provided they comply with all administrative formalities. The administrative requirements are:
The scholarship is deposited in two parts. You will receive the first instalment when the first two conditions are met. The amount is calculated based on your dates included in your Erasmus scholarship contract. This is a maximum amount, you cannot get more than provided according to these dates. Please note that you will receive a notification once your payment has been passed on by us to the Financial Service. We find that this notification sometimes causes confusion because it states: Scholarship + month of disbursement. The Financial Service wants to show that you will be paid in this month. It is therefore not the case that you will receive this amount every month. The 2nd instalment is determined based on your effective dates. These are mentioned on your Confirmation of stay (Arrival and Departure). If the effective duration of your exchange is longer than the dates in your contract, we will charge the dates listed in your contract. In the opposite case, the effective duration will be charged. So be sure to adjust your dates where necessary before signing the contract.
Definitely wait to sign this Erasmus scholarship contract until when you are sure of your dates. Students who have resits must wait longer to re-enrol and cannot yet sign during the summer months. The European Commission and the Flemish government provide annual scholarships for Erasmus students. The scholarship amount is determined depending on your destination, you can find the amounts on this page. If you would like an extension for a semester, you should ask your faculty. It will then be assessed whether an extension of the scholarship can be granted.
What if something happens? What should I definitely do?
If you encounter any problems of any kind during your stay abroad, first discuss them with your contact person at the host institution.In case of serious problems, it is important to act quickly.
and +32 9 264 88 88 or permanentie@ugent.be.
How are my achieved study results interpreted at Ghent University?
Your period of study abroad (including exams or other evaluations) is recognized as a comparable period of study at the home institution (even though the content of the subjects may differ slightly). Most European countries have a different examination and grading system. Erasmus students are evaluated and graded according to the host university's system, which often differs from the Ghent University system. To this end, a conversion key was established within the ECTS-system so that the foreign
study results obtained by the Faculty Examination Board can be incorporated
into the final result at Ghent University. In any case, before returning to Ghent University, contact your guest supervisor so that they return your study results in a timely manner. Some universities are unable to deliver this credit note before you leave. In this case, make sure that you know who the contact person in your host institution is and when you can receive the points slip. Check whether you will receive the points slip electronically or on paper.
Do I have to pay a registration fee to the host institution for internships in a foreign university labo?
Erasmus students are completely exempt from paying tuition fees to the host university. You do have to keep paying the Ghent University registration fee. Note: in Germany a ‘semester fee’ is charged per semester, which results in an extra cost. This can amount to 200 euros per semester. This amount often includes a subscription to public transport.
Have the document 'stay period certificate/departure part' signed
At the end of your internship period, you must sign out with your internship supervisor. You can find this document via the 'Documents' tab of your exchange application via Oasis and upload the signed version there.
Transcript of work for traineeship
Your supervisor will send the internship evaluation (i.e. Transcript of Work for Traineeship) to your faculty’s FCI. The results will be converted into ECTS credits and included in your Transcript of Records.
Who can get me started?
For concrete administrative questions (e.g. application form or grants) about an Erasmus participation, you can always contact outgoing.students@ugent.be.
Within your own faculty and study programme, you can turn to the FCI chair/staff member for all academic questions (e.g. compatibility with the study programme or internship contents).
What happens to my application?
The applications selected by the faculty FCI chair/staff member are sent to
the International Relations Office.
The student contacts the internship supervisor abroad for further processing of the administrative formalities.
Which documents can I access?
In the first half of July you will be able to consult a number of documents via the Oasis website under 'Documents' under your exchange application. The following documents are made available at the International Relations Office:
1. Erasmus + student Charter: Every Erasmus Traineeship student must go through an Erasmus Traineeship contract before going abroad. The Erasmus Charter sets out the necessary provisions (i.e. conditions, rights, and obligations) of an Erasmus intern. It serves as proof of your participation in the Erasmus Traineeship.
2. Erasmus + scholarship contract: The scholarship contract regulates the payment of the scholarship. Please electronically approve your scholarship contract in Oasis. Watch out: you can only electronically approve your Erasmus + scholarship contract once you have re-registered at Ghent University (i.e. after you have received your exam results in the 1st or 2nd exam period).
3. Refund language course at the UCT: As an exchange student, you can follow 1 language course at the University Language Centre at a reduced registration fee (see below). The UCT will automatically be informed of your Erasmus participation, so you can simply register with the UCT. To be eligible for this course, you must attend at least 80% of the course series. You can only follow a course for the language or languages of your host country. The refund will be made during your exchange period and after you have completed your contract and your confirmation of stay.
4. Confirmation Erasmus statute: This is an official letter confirming that you have been selected as an Erasmus intern, useful for your host country. You can print this letter from Oasis. Name certificate: certificate outgoing exchange.
Do I keep my scholarship from the Flemish Government when I go on Erasmus?
Yes, scholarship-eligible students who benefit from reduced tuition fees fully retain this right during their stay abroad. Child allowance continues as well.
Are there information sessions?
In the autumn semester, each faculty organizes an information session about Erasmus. It is possible that Erasmus Traineeships will be discussed during this session, depending on the faculty. You can find more information from the FCI chair/staff member.
Learning Agreement
- In the Learning Agreement for Traineeships you describe which tasks you will fulfil during your internship. What knowledge and skills will you acquire? What will the results of your internship be? Who will follow up and how will you be evaluated?
- Your preliminary Learning Agreement for Traineeships must be approved by your faculty prior to your departure abroad. In any case, check the procedure within your faculty. Any change to the Learning Agreement for Traineeships must also be re-approved by all parties and provided with the necessary signatures.
- The Learning Agreement for Traineeships is signed by the intern, the internship supervisor and your faculty’s FCI.
- It is the individual student’s responsibility to upload a fully signed copy of the Learning Agreement for Traineeships onto Oasis BEFORE the exchange.
Changes to this Learning Agreement for Traineeships must be communicated to your FCI as soon as possible after departure. Depending on the faculty, the Learning Agreement for Traineeships is requested when you submit your application in January or February. Important! It is crucial that the Learning Agreement for Traineeship is signed by the three parties and uploaded onto Oasis before departure. The three parties are: the student, the host institution and the home institution.Green Travel
You can consider a sustainable alternative instead of the airplane to travel to your exchange destination. Travelling by bus, train or even by boat has less impact on the climate and they do not necessarily need to cost more. The travelling time will be a bit longer, but what are a couple of hours in one or two semesters, right? Per exchange you will receive once a top-up of 50 euro and extra scholarship for your travelling days to your guest university and to Ghent university. You will have to choose your transport in your exchange application. You can find more information about Green Erasmus here.
What to do in case of serious trouble?
If you encounter any problems of any kind during your stay abroad, first discuss them with your contact person at the host institution.In case of serious problems, it is important to act quickly.
and +32 9 264 88 88 or permanentie@ugent.be.
Finish you Erasmus Skills assessment and see how your mobility impacted you
If you filled out the before mobility questionnaire of the Erasmus Skills assessment then you can now complete the after mobility questionnaire. Start the after mobility questionnaire now by going to this website. The result of your assessment can be of help to you when you want to present your Erasmus Skills in a tangible way for recruiters and employers. You can take ideas and useful advice by watching the Erasmus Skills webinars from Nannette Ripmeester (Director Expertise in Labour Mobility):
Do I need a passport or visa?
Owing to the free movement of persons within the EU member states and the EFTA countries, possession of an identity card is the only formality required when crossing a border within the European Union. You do have to register with the municipal population service of your Erasmus destination for registration in Central Register for Foreign Nationals. However, there are no general rules on the documents to be submitted for this purpose. The formalities regarding visa application for Turkey can change. Please contact the relevant embassy in good time or see www.evisa.gov.tr. Ask if you can obtain a visa with 'multiple entries'.
Ask if you can obtain a visa with 'multiple entries'. You can find detailed information about embassies, procedures, etc. at www.diplomatie.be or at the website of your Foreign Office. Always take copies of your important documents with you or keep them on your laptop, flash drive on in the 'cloud'.
Go to class, but don't forget to discover the local culture as well
Anyone who immerses themselves in the local culture will experience a unique experience. Go to a local museum, listen to local music, eat local,... Immerse yourself in the local culture and don't just see your destination through the eyes of a tourist. When you open up to new cultures and ways of life, you will not only learn something new, you will ultimately better understand and appreciate your own traditions, values, and beliefs.
Reverse culture shock
Once you are back in Belgium, you can experience a reverse culture shock. You have had many experiences, your interests may have shifted, you have made new friends. Everything has remained the same in Ghent, but you have fundamentally changed. Some students experience the reverse culture shock very subtly, others very violently. How can you deal with this? Be aware that reverse culture shock is normal and accept it. Find space and time to share your experiences with family, friends, and fellow students. Engage in international student associations, as a buddy. This way you keep the experience alive! Once the previous administrative matters are all in order, it will be a successful exchange experience!
How will my grant be paid out?
Your grant will be paid in 2 parts. The amounts per host country can be found on this page. The first part of your Erasmus grant (70%) will be paid after arrival in your host country and you will receive the second part when you return to Belgium. Once you have signed your grant contract electronically and uploaded your Confirmation of Stay, the first installment of your grant will be paid out approximately within 14 days. Check the dates of your exchange before signing the contract. Take the start of the academic activities (incl. welcome event) as the planned start date and the last day of the exams as the end date. Be sure to adjust your data where necessary before signing the contract, after that we can no longer change the data. Attention: before you can sign your contract, you must indicate your means of transport in your exchange application.
The second part (30%) of your grant will be paid out when you:
- uploaded your Confirmation of Stay (departure) in Oasis
- after you have submitted the survey from Europe, which will be automatically sent to your UGent email address.
Please note that you will receive a notification once your payment has been passed on by us to the Financial Service. We find that this notification sometimes causes confusion because it states: Scholarship + month of disbursement. The Financial Service wants to show that you will be paid in this month. It is therefore not the case that you will receive this amount every month.Can I improve my language knowledge at the university language centre before my departure?
Outgoing exchange students can receive a discount for a language course that they follow in the academic year in which they leave or in the academic year before. This discount applies to a course in preparation for the exchange and must therefore also be taken before the exchange. Contact the UCT for the courses they offer. To be able to follow a language course at this greatly reduced registration fee, you must be present during at least 80% of the lessons. You can only take a course for the language or languages of your host country. The partial reimbursement of your language course will happen during your stay abroad, after you have uploaded the documents 'Erasmus contract' and the 'Confirmation of arrival' onto Oasis.
What is the duration of an Erasmus Traineeship stay?
An internship lasts a minimum of 2 months (= 60 days) and a maximum of 12 months. The exact length of your stay is relevant for the calculation of your grant.
Can I revoke my Erasmus application?
Provided that you have a good reason, you can revoke your candidacy for a stay abroad. Write an email to outgoing.students@ugent.be
and your faculty contact person
with the notification that you are withdrawing your application and why.
Exchange request
Via Oasis you must prepare an exchange application for every possible destination for which you wish to be considered. The application includes the following elements:
The application guides you through the various steps of the application. Submit the complete application for approval by your faculty.