1) GENERAL QUESTIONS
I have a question regarding the exchange procedure.
Please first check out www.utwente.nl/en/et/student-mobility/outgoing/exchange-procedure/ and/or the Study Abroad Manual. If things are not clear and/or your question isn't answered in those pages or the manual, please drop in at one of the open hours and talk with the exchange coordinator.
One aspect which might be confusing but is not described in the manual, is the fact that during your whole exchange procedure you are actually participating in two exchange procedures: for the UT you are an 'outgoing student', for the partner university you are an 'incoming student'. This means, that you might have to fill in certain amounts of information twice, and/or that you have to upload similar documents into two systems. Since some of our partners are using Mobility Online as well, this might be extra confusing. But do note: application systems are always connected to one institution only!
It might also be the case, that the workflow of the partner university is asking for a document which is a product of the UT Mobility Online system but which you haven't gotten to yet in your UT workflow. For this kind of conflicting issues, please notify the exchange coordinator by dropping by during one of the open hours.
I have registered for exchange ('courses abroad'). How can I make sure that I will take part in the selection procedure?
Please read Section 3.2 of the Study Abroad Manual regarding what you have to send by email in addition to your registration in Mobility Online!
2) Selecting (partner) Universities
I have registered for exchange ('courses abroad'). Now I would like to change one of my destinations, before the selection procedure starts. Where/how can I do so?
Go to one of the open hours and discuss this with the exchange coordinator; she can make the change for you.
I would like to register for the ECIA TWIN programme. How do I indicate this in Mobility Online?
You choose the concerned university/universities, and note in the 'Remarks' section at the end of the application form: "I apply for the TWIN programme at the University ..." or something similar. Make sure the word "TWIN" is clearly mentioned.
I want to register for 1 partner university only, I'm not interested in any other university. How do I indicate this?
Select two other arbitrary universities and mention in the 'Remarks' section at the end of the application form: "I'm only interested in University ...; the other two are selected because I needed to fill in three names." (or something similar). Before initiating the selection procedure, those two universities will be removed from your university list.
In the list of partner universities, I see a lot of 'tentative' notes. Can I still choose those universities or not?
Yes you can. The problem is, that the process of extending an agreement might take some time and it is very difficult to predict how long it takes. Most of the agreements will very likely be extended. In case you have selected a partner university and the agreement is not extended, you will be notified and you will be able to select an alternative. It is also possible that you can't select one of those 'tentative' universities in Mobility Online. In that case, the exchange agreement has not been opened for the new academic year. Drop by at one of the open hours to discuss this.
I want to register for exchange ('courses abroad') for the second (or Spring) semester of an academic year. Are all partners still available?
No, unfortunately not. In the tables with our partner universities it will indicated (if possible) which partners still have how many places available. Do note that when you apply in Mobility Online, all partners of your programme will be available for selection. If you do choose a partner without available places, this university will be removed from your application before the selection procedure starts.
In my application form I can choose partner universities which, according to your website, are not available for the Spring semester. Is this a mistake?
When you apply in Mobility Online, all partners of your programme will be available for selection. If you do choose a partner without available places (see the table), this university will be removed from your application before the selection procedure starts. In other words: choose wisely, and no, this is not a mistake (although typing errors can not completely be excluded), but inherent to the architecture of the software.
I'm confused who needs to sign what ...
Does it help to read Appendix 3 of the Study Abroad Manual?
Before mobility: I need a Transcript of Records for my application procedure at the host university. Where can I get this?
The Student Services can provide this for you. Go to their desk and kindly ask for it.
Before mobility: Where can I have my 'Verklaring onderwijsinstelling' (to claim your OV-kaart expenses during your stay abroad) signed?
Before you ask for a signature, please make sure that you have filled in everything excluding signature, signing date & stamp. Name, function, email-address and telephone number can be found here. The dates to be filled in should be the same as you have entered in your Mobility Online application. The question 'Is de student zeevarend' should be checked 'no'.
Before mobility: Where can I have my 'Learning Agreement' and/or 'Grant Agreement' signed?
Go to one of the open hours and have your document(s) signed and stamped by the Exchange Coordinator.
Before you ask for a signature on your Learning Agreement, make sure that you have filled in:
Page 1: Name and email of the UT contact person (= Exchange coordinator)
Page 1: Name and email of the partner institution's contact person --> check their website for information
Page 2: Table B --> for BSc students going abroad for their minor, please fill in 'Minor space', 30 ECTS credits. For other students, please fill in something like 'six MSc courses' for 30 ECTS credits, or something similar.
Page 2: Responsible person in the sending institution --> Name, Phone number and Email of the Departmental Coordinator (= Exchange coordinator)
Page 2: Responsible person in the receiving institution --> check their website for information.
Before mobility: I need a 'Proof of English' for my application procedure at the host university. Where can I get this?
Virtually every university you're applying to for an exchange semester will nowadays be asking for a proof of your English skills. Some universities require you to take some kind of language test; they will inform you about this via their website or email. Others might accept alternative documents, but what exactly they do accept you should try to find out. You could mention your English mark in your final exam of your pre-university education ('VWO'); see for a description of our educational system the last paragraph of page 6 of this document. Perhaps also useful: on page 15 of this same document you can find an explanation of the Dutch marking/assessment system. In addition you could ask Student Services for a proof of registration in your bachelor or master programme including the remark that this programme is fully conducted in English (or that all course material is in English).
During mobility: Where can I have my 'Changed Learning Agreement' signed?
Assuming you are still abroad: send the document to Exchange-ET@utwente.nl and ask for a signature. Do count on a waiting time of at least one week for your request to be processed.
NOTE: a signature on a scholarship document does not imply that the concerned courses are approved by your exam committee! See section 7.6 of the Study Abroad Manual.
After mobility: Where can I have my 'Changed Learning Agreement' and/or 'Final Learning Agreement' signed?
The fastest route: Go to one of the open hours and have your document(s) signed and stamped by the Exchange Coordinator.
Alternatively: send the document to Exchange-ET@utwente.nl and ask for a signature. Do count on a waiting time of at least one week for your request to be processed.
NOTE: a signature on a scholarship document does not imply that the concerned courses are approved by your exam committee! See section 7.6 of the Study Abroad Manual.
Why does it take so long to have my documents signed?
Any documents send to a personal email-address will be forwarded to Exchange-ET@utwente.nl. This mail-box is regularly checked by a part-time support officer and requests for signatures will be treated as follows: the document(s) will be printed, the paper copies will be brought to the exchange coordinator, after signing the documents are scanned and send back to you. Every step of the process takes time. During times of illness or holidays, it will take even more time. Therefore, unfortunately, you have to be patient. If possible, the fastest route to get your signatures is to go to one of the open hours.
I have questions about the Erasmus Scholarship / Twente Mobility Fund / Holland Scholarship. To whom can I address these?
Please check out www.utwente.nl/en/study-abroad/study/. If your answer is not there, please contact email@example.com.
I'm going to an EU destination in September 2018 or later. In Mobility Online I've indicated to be interested in a scholarship, but nothing happens. Why?
We've just been informed that the Erasmus budget and procedures for 2018-2019 have not been defined yet. Therefore all applications who would likely lead to an Erasmus scholarship will remain in the same step in Mobility Online till the Erasmus information is received from the Erasmus Office. The Scholarship Office of the UT expects to process the scholarship applications from June on.
I heard something about a "Student Ambassador Scholarship". What is this and how could I apply for this?
All information regarding a Student Ambassador Scholarship (what is it, how can you apply for it, conditions, etc.) can be found on this page.
5) Mobility Online
!! bug in system --> "I seem to be stuck in the 'After mobility' section of my workflow, because the system is asking me to change courses but I don't need to do so. What's happening?"
There seems to be a bug in the system, which is being worked on (10-01-2018). Hopefully by the end of this week it will be solved ...
How long does it take for a step in my workflow to be processed and/or approved by someone in the Back Office?
That completely depends on how busy it is and what needs to be done in the back office in order to process this step. Sometimes a step can be dealt with within the hour, sometimes it takes two weeks.
If you have a particular question regarding one of the steps before the answering of the so-called 'Scholarship question', you can always drop in at one of the open hours and check with the exchange coordinator.
After you've answered this so-called 'Scholarship question', the steps are dealt with by the people in International Office / Scholarship Office. Any questions regarding those steps should be addressed to firstname.lastname@example.org.
In the 'after mobility phase' of your exchange experience (once you're back home) the steps in your workflow are partly dealt with by the exchange coordinator and partly by the Scholarship Office.
I have applied for 'Courses abroad', but after I filled in and submitted my registration, nothing happens.
The very first step for the backoffice to be checked, i.e. 'Confirmation e-mail from coordinator received', will probably be executed on or as soon as possible after the day of the deadline. This step will be check marked in case you have indeed sent an email in addition to your registration, as indicated in section 3.2 of the Study Abroad Manual.
When this step is checked off, you will also receive an automated email, stating that your application is 'confirmed'. It may be clear that this email serves as confirmation of the email you sent to the Exchange Coordinator.
I have been selected for exchange ('courses abroad') and I have approval of my 'Courses abroad' in Mobility Online. Now I want to change one or more courses. Where/how can I do so?
Once you have started your exchange period, you have the next steps in your workflow to perform (See also section 3.4 of the Study Abroad Manual). The first ones are 'filling in your address abroad' and your 'expected date of return'. After those steps have been done, a "change"-step will become visible. In this step you can change different aspects of your stay, such as dates and courses. Once you have executed the "change"-step, you will have to download the new Learning Agreement, have this signed (as with the original one) and upload it again into Mobility Online. It is therefore strongly recommended to fill in this step towards the end of your stay! If you change your courses during your time abroad, discuss this with your study advisor (BSc students) or track coordinator (MSc students) by email, to be assured that your new courses will indeed be accepted once you have returned to the UT. More about changing courses can be found in section 7.6 of the Study Abroad Manual.
I have problems to log into Mobility Online; my username / password combination doesn't seem to be accepted. What should I do?
With problems regarding login or registration, please note and check the following:
- Make sure you use the registration link from this website www.utwente.nl/en/education/current-students/mobility-online/.
- You need to login with your student number (s1234567) and password.
- You cannot use the capital S in your student number.
- The blue button with the text 'Forgot your password?' is not applicable to regular UT students (only to new, incoming exchange students). Trying to use this button to change your password will therefor be a waste of your time.
- Your explorer (safari/firefox/chrome/internet explorer) has a cache problem, You can try using a different explorer or pc.
If you tried the above and you still can't log in, then it is advised to change your UT password. You can do this here: tap.utwente.nl/tap/.
If this still doesn't help and your problem concerning login or registration persists, please contact the ICT Servicedesk (email@example.com / 0534895577).
6) Exchange procedure
I'm confused regarding the approval of my courses, here and/or at the host univrsity ... Who needs to do what?
Realise that the approval of your course list by the UT and approval by the host university are two seperate things.
- You need approval by the UT for two reasons: 1) to be allowed to apply for a scholarship, 2) to get the marks you will hopefully receive at the host university into Osiris after your return to the UT.
- You need approval by the host university in order to be accepted by the host university as an exchange student.
Read more about this in the Manual Study Abroad: paragraph 3.3 ('Phase 2: preparation for a trip abroad').
After arrival at the host university it might be that you have to change some courses. Please do not forget to check out the Manual Study Abroad about what you have to do in order to get the marks of your altered course list into Osiris after returning to the UT.
Other students have been informed about being selected for a particular university, but I haven't heard anything yet. Is there a problem with my application?
In section 3.2 of the Study Abroad Manual the application phase of the exchange procedure is described. It can be read that the results of the selection is being communicated via Mobility Online. In Mobility Online, however, there is no step to let you know that you are not selected. Please read that section for more information.
I've started at the partner university, and I see that students from other universities have certificates of 'arrival' or 'attendance' which have to be signed. I didn't see those documents. What should I do?
At the UT we don't have exactly those documents. Once you have started your exchange period, you have the next steps in your workflow to perform, which act as a "notification of having started". These steps are 'filling in your address abroad' and your 'expected date of return'. In other words, we do not ask for a signature of the coordinator of the partner university, but your word (i.e. those two steps in the workflow) is enough. See also section 3.4 of the Study Abroad Manual.
7) Language questions
After I've indicated that I want to apply for a scholarship, I need to fill in my English skills level. What do these A1, A2 etc. mean?
On en.wikipedia.org/wiki/Common_European_Framework_of_Reference_for_Languages you can find information what each abbreviation stands for. Make an estimation of what the level of your language skills is and fill this in. Be honest, since part of the scholarship procedure will be a language test ...
8) Upon return ...
How will my grades be transferred to Osiris?
I've come back from my exchange period, in Mobility Online all steps have been finished, but no marks appear in my Osiris. What's happening?
Have you handed in your ToR and your 'prove of approval' at the Office of Education Affairs ('BOZ')? Please read the sections 3.5.2. and 7.7 of the Study Abroad Manual, to find out how to get your marks in your Osiris list. To know the 'value' of a credit earned at a university outside the Erasmus network, please check out this credit transfer table. If you've done everything according to the instructions and still nothing happens (do give them some time to process the marks!), then contact the Exchange Coordinator.