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 want to register for exchange ('courses abroad') for the second semester of 2017/2018. Are all partners still available?
No, unfortunately not. In the tables with our partner universities it is 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 have registered for exchange ('courses abroad') for the second semester of 2017/2018. 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 have registered for exchange ('courses abroad') for the second semester of 2017/2018. How can I make sure that I will take part in the selection procedure?
Please read www.utwente.nl/en/et/student-mobility/outgoing/exchange-procedure/ or the Study Abroad Manual regarding what you have to send by email in addition to your registration in Mobility Online.
DOCUMENTS (WHERE TO BE SIGNED, OR OTHER QUESTIONS)
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'.
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.
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.
Proof of English
If the university you're applying to for an exchange semester is asking for a proof of your English, you might want to ask for some kind of 'proof of English' Some universities do 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).
QUESTIONS REGARDING SCHOLARSHIPS
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 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.
Questions regarding the workflow in Mobility Online
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 been selected for exchange ('courses abroad') for the first semester of 2017/2018. I have approval of my 'Study 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. 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 or track coordinator (check the Manual Study Abroad who is responsible in your case) by email, to be assured that your new courses will indeed be accepted once you have returned to the UT.
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.