2016-2017

MANUAL OUTGOING EXCHANGE STUDENTS BUSINESS ECONOMICS

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CONTENTS

CONTENTS ......................................................................................................................... 2

PART I: GENERAL INFORMATION ........................................................................................... 4

1 BEFORE DEPARTURE ..................................................................................................... 4

1.1 CONFIRMATION OF PARTICIPATION (study) .............................................................. 4

1.2 LEARNING AGREEMENT – LEARNING AGREEMENT FOR TRAINEESHIPS ......................... 4

1.3 TRAVEL DOCUMENTS ............................................................................................ 4

1.4 ENROLMENT AT HASSELT UNIVERSITY ..................................................................... 4

1.5 INSURANCES ........................................................................................................ 5

1.6 FINANCES ABROAD ................................................................................................ 5

1.7 LANGUAGE PREPARATION ....................................................................................... 6

1.8 ACCOMMODATION ................................................................................................. 6

1.9 CONTACTS HASSELT UNIVERSITY ............................................................................ 6

1.10 CHECKLIST: DOCUMENTS TO TAKE WITH YOU .......................................................... 7

2 DURING YOUR STAY ABROAD ........................................................................................ 9

2.1 REGISTRATION AND ENROLMENT AT THE HOST UNIVERSITY ...................................... 9

2.2 DETERMINE YOUR STUDY PROGRAMME .................................................................... 9

2.3 FORMALITIES WITH REGARD TO THE RESIDENCE PERMIT .......................................... 9

2.4 INFORMATION TO PROVIDE TO HASSELT UNIVERSITY ............................................... 9

3 AFTER YOUR STAY ABROAD .......................................................................................... 10

3.1 PROOF OF STAY HOST UNIVERSITY ........................................................................ 10

3.2 OTHER DOCUMENTS ............................................................................................. 10

3.3 RESULTS (Only for study abroad) ........................................................................... 10

3.4 REPRESENTATION................................................................................................. 10

3.5 RECOGNITION OF YOUR STUDY PERIOD ABROAD ..................................................... 10

PART II: ORGANISATION OF THE STUDY PROGRAMME ............................................................ 12

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INTRODUCTION

Dear student, You have been selected for a stay abroad as part of your education at one of the partner universities of Hasselt University/Transnational University Limburg, or a host institution for the purpose of

traineeship/internship. We believe this experience will give you excellent opportunities and therefore we will try to help you wherever we can.

In the first part of this manual you can find general information about the formalities that you need to take into account before, during and after your stay abroad. Please pay close attention, within this manual there is a differentiation regarding some formalities depending on whether you applied for a study or traineeship/internship abroad. If you have any further questions, please contact the

international office of Hasselt University. In the second part of this guide you can find information about your study programme abroad and after your return. In case you have questions about your study programme, please contact the departmental coordinator (1.9 ‘Contacts Hasselt University’). Do you need any further information? Please consult the website of your host university as well or

inform yourself by approaching other students at Hasselt University who have previously studied at your host university or who have performed an internship with your host organisation. We wish you good luck and a fruitful stay abroad!

International office

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PART I: GENERAL INFORMATION

1 BEFORE DEPARTURE

1.1 CONFIRMATION OF PARTICIPATION (study)

After you confirmed your destination in your student file, we have informed the host university of your selection. You should have received information from your host university about the steps you need to undertake to register at yourself your host institution.

Please respect all deadlines, even those of your host university!

1.2 LEARNING AGREEMENT – LEARNING AGREEMENT FOR TRAINEESHIPS Hasselt University will make sure you will receive full academic recognition for the study

results you obtained abroad. ECTS credits will be used for the recognition.

Study In order to ensure academic recognition, you have to agree upon a study programme in

consultation with your departmental coordinator and formalize this in a learning agreement in your student file (exchange study). Please follow the instructions in your student file.

Traineeship/Internship Before leaving, you must draft an internship programme/contract in consultation with your

UHasselt faculty coordinator internationalisation/internship supervisor and the internship supervisor at your host institution. A template document (learning agreement for

traineeships / internship agreement) can be found in your student file (exchange traineeship). Please download this form, fill it in consultation with your internship supervisor at the host institution and your supervisor at UHasselt, and upload a signed version in your student file.

1.3 TRAVEL DOCUMENTS Please check which travel documents you need on the website of the embassy or consulate of

your host country. You can find the addresses of the embassies on http://diplomatie.belgium.be/en .

Upon arrival, don’t forget to register yourself at the local city hall. You may need the following documents:

Identity card/passport

Insurance documents Document which proofs participation in exchange programme (you can

find this in your student file) Proof of solvency (which demonstrates that you have sufficient means)

Please note that you are responsible for arranging these documents.

1.4 ENROLMENT AT HASSELT UNIVERSITY Before your departure you need to be enrolled at Hasselt University. If you don’t register and

pay the tuition fee on time, you risk paying the tuition fee in case of study at the host institution in as well. In case you register and pay the tuition fee in time, you will also receive your student card which you need to take with you when you go abroad in case of a study or internship abroad.

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If you are eligible for an Erasmus/Erasmus Belgica grant, you need to complete the grant agreement before departure1. You can find this agreement in your student file as soon as you have enrolled at Hasselt University (and meet the requirements for participation in the Erasmus programme). Please note that this agreement has to be completed and signed before departure. By signing this agreement you declare to be aware of and follow all terms and conditions related to the grant. If you applied for a grant but no longer wish to receive one, please inform the International Office with a written statement.

Part of the grant amount will be transferred to the account mentioned in your student file (and on the grant agreement) as soon as Hasselt University has received the grants from the National Agency.

1.5 INSURANCES Health insurance

You can request your European Health Insurance Card at your local health insurance fund. This card allows you to request the reimbursement of medical expenses in your host country.

Please note that you have to take this card with you when you go abroad. In any case, go to your local health insurance fund to make sure:

o It is valid in your host country; o It is valid for the full duration of your stay abroad.

In case it does not, make sure you acquire information on how to get sufficient insurance coverage for your stay in your host country. Remark: Please note that this card only covers ‘unforeseen expenses’. In case you need medication regularly, please consult your local health insurance fund. This card also does not cover the expenses of a prosthesis (glasses, teeth, lenses, …).

More information: www.socialsecurity.be/CMS/nl/leaving_belgium/index.html. Accident insurance – civil liability

Hasselt University has concluded a number of insurance policies for its own students that are enrolled regularly:

o An accident insurance for medical expenses in case the student would become

victim of a personal physical injury in the framework of its university activities abroad.

o A liability insurance which covers damages caused by the student at the place of study or internship/traineeship during his/her stay abroad.

Please inform the international office immediately in case of an accident.

Additional insurances

We advise students to conclude additional insurances (liability insurance ‘private life’, additional travel insurance which includes repatriation, hospitalization insurance, etc.). You can contact Marc Thoelen for more information.

1.6 FINANCES ABROAD

Enquire with your bank in advance which payment methods are best for you to use abroad. In case you are planning on travelling to a non-European destination, don’t forget to inform

your bank about this since they might need to open your debit or credit card for your destination country.

1 Please read the instructions in your student file.

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1.7 LANGUAGE PREPARATION

If you would like to follow a language course in Belgium or at your host university, you can request a partial reimbursement (max. 100 euros) by uploading the proof of payment, as well as a certificate in your student file (clearly mentioning your name, period of the course,

name and address of the organizer and price of the course). Students going on Erasmus (within Europe) will receive an e-mail from the European Commission to do an Erasmus+ OLS language test (in the language of instruction at their host institution). After your return you will receive an invitation to take the test again. In this way, the European Commission wants to check whether student who go abroad improve their language skills.

In case you would like to improve your language skills, you can request an online course after completing the test. Please contact the international office.

1.8 ACCOMMODATION

Please contact your host institution to obtain information about accommodation. You can also take a look at the following websites: www.esn.org, www.uniplaces.com, www.erasmate.com, www.eurasmus.com and www.casaswap.com.

In cooperation with the Erasmus student network, Brussels Airlines offers a special package for Erasmus students. More information: www.brusselsairlines.com/erasmus.

1.9 CONTACTS HASSELT UNIVERSITY

Name and address Hasselt University

UNIVERSITEIT HASSELT (Erasmuscode: B DIEPENB01) TRANSNATIONALE UNIVERSITEIT LIMBURG (Erasmuscode: B DIEPENB07) Martelarenlaan 42 3500 Hasselt Belgium

Institutional coordinator – International Office

Tel. e-mail

Tel. e-mail

Liesbeth Oeyen (outside of Europe) +32-11-26.80.66 liesbeth.oeyen@uhasselt.be

Lieselot Peeters (within Europe) +32-11-26.90.09 lieselot.peeters@uhasselt.be

Mobility Office

Tel. e-mail

Tel. e-mail

Andrew Hennuy (outside of Europe) +32-11-26.80.61 andrew.hennuy@uhasselt.be Erika Vandersmissen (within Europe) +32-11-26.81.69 erika.vandersmissen@uhasselt.be

Student services International Office

www.uhasselt.be/Studentenvoorzieningen www.uhasselt.be/internationalisering

Departmental coordinators

Faculty of Architecture and Arts Tel.

e-mail

Els Hannes (Campus Diepenbeek Gebouw E) - Architecture + 32-11-24.92.06 els.hannes@uhasselt.be

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Tel.

e-mail

Jan Vanrie(Campus Diepenbeek Gebouw E) –Interior Design +32-11-24.92.42 jan.vanrie@uhasselt.be

Faculty of Applied Economics Tel.

e-mail

Tel. e-mail

Tel. e-mail

Kathy Hoffer (Campus Diepenbeek - B70) +32-11-26.87.18 kathy.hoffer@uhasselt.be Wouter Faes (Campus Diepenbeek - B56) +32-11-26.86.47 wouter.faes@uhasselt.be Nadine Smeyers (WP5-1.15) – Transportation Sciences +32-11-26.91.04 nadine.smeyers@uhasselt.be

Faculty of Medicine and Life Sciences Tel.

e-mail

e-mail

Astrid Waterinckx (Campus Diepenbeek - D57) +32-11-26.92.28 astrid.waterinckx@uhasselt.be Marita Granitzer (Campus Diepenbeek) - Physiotherapy marita.granitzer@uhasselt.be

Faculty of Engineering Technology e-mail

Els Wieërs (Campus Diepenbeek) els.wieers@uhasselt.be

Faculty of Law Tel.

e-mail

Ingrid Vrancken (Campus Hasselt - FR-2.06) +32-11-26.90.24 ingrid.vrancken@uhasselt.be

Faculty of Sciences Tel.

e-mail

Isabel Thys (Campus Diepenbeek - C263) +32-11-26.82.58 isabel.thys@uhasselt.be

1.10 CHECKLIST: DOCUMENTS TO TAKE WITH YOU

Identity card / international passport/visa International birth certificate (for French destinations, in case you stay more than 3

months) 4 passport pictures European Health Insurance Card Student card Hasselt University English certificate of enrolment at Hasselt University ‘Transcript of records’ This manual Erasmus students: student charter ERASMUS List of UHasselt contacts Proof of solvency of the bank

(In a number of countries you need to provide a “proof of sufficient means”. This document can be provided by the bank.)

… Add more items to this list based on the information you receive from your host institution

and based on the formalities for your local permit of residence.

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2 DURING YOUR STAY ABROAD

2.1 REGISTRATION AND ENROLMENT AT THE HOST UNIVERSITY In case of a study abroad, or an internship with a host university, you need to register

yourself immediately upon arrival at your host university. In many universities, this procedure is part of the welcome programme for exchange students. Since you already paid the tuition fee at Hasselt University, you don’t have to pay the tuition fee at your host university.

Your host university can ask a small amount for your student card or for a student union membership, which might be necessary to get discounts at student restaurants, bookstores,

library. Please don’t forget to bring the statement of your host university (proof of enrolment at

your host university – see 3.1) after your return.

2.2 DETERMINE YOUR STUDY PROGRAMME

Hasselt University will make sure you will receive full academic recognition for the study

results you obtained abroad. ECTS credits will be used for the recognition.

In order to ensure academic recognition, you have agreed upon a study or internship programme in consultation with your departmental coordinator (you have formalized this in a learning agreement or learning agreement for traineeships before departure).

If you need to make changes to your original learning agreement or learning agreement for traineeships after arrival at your host institution, please contact your departmental

coordinator immediately. After approval of your departmental coordinator, you can change your learning agreement once in your student file. The changes have to be

done within one month after the start of the academic year at the host institution. You will not be able to make any changes anymore afterwards. Please follow the instructions in your student file.

2.3 FORMALITIES WITH REGARD TO THE RESIDENCE PERMIT

Please ask your host university to inform you about the formalities you need to take care of regarding your residence permit. You will need to register yourself at the local authorities within 8 days after arrival.

2.4 INFORMATION TO PROVIDE TO HASSELT UNIVERSITY Please complete your contact details (address, telephone number, e-mail that you use

during your stay abroad) in your UHasselt student file.

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3 AFTER YOUR STAY ABROAD

3.1 PROOF OF STAY HOST UNIVERSITY By the latest two weeks after the end of your study or internship period abroad, you

need to upload the proof of stay/enrolment at the host university in your student file. You can find a blank version document in your student file where you can download it. This

document needs to contain the start and end date of your study period (= academic calendar) abroad and has to be signed by your host institution.

3.2 OTHER DOCUMENTS

In case you followed a language course, you need to upload these documents by the latest

two weeks after the end of your study period abroad.

Students who went abroad with the Erasmus programme (within Europe) have to take a final Erasmus+ OLS language test after their return. We can only pay the remaining grant amount when all the documents have been submitted (if applicable).

3.3 RESULTS (Only for study abroad) Please note that the results of the first semester might be available for you later than for the

students that didn’t go abroad. Once your results are known, you will receive a ‘transcript of records’ (TOR) containing:

o the courses you followed abroad; o the results obtained at your host university;

o the results obtained at Hasselt University for those courses; o the number of ECTS credit points for each course at Hasselt University.

You will also be able to find this document in your student file.

3.4 REPRESENTATION

Exchange students are expected to participate in surveys and to complete an assessment

organised by the National Erasmus Agency if necessary. Furthermore, we expect you to

represent your host university and host country during the exchange info day (generally in

November) to inform prospective exchange students about your destination and

experience.

Erasmus students will receive a link to a survey of the National Agency called EPOS. You

need to complete the survey by the latest two weeks after the end of your study

period abroad.

We also appreciate it if you promote Hasselt University at your host institution. You can find

useful information on our website. Would you like to share your experience with other students through pictures, testimonials, ….? Please don’t hesitate to send an e-mail to the international office with your story! We also appreciate your presence at the exchange information session to promote your host university towards students who would like to go abroad in the future.

3.5 RECOGNITION OF YOUR STUDY PERIOD ABROAD

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At the end of your studies at Hasselt University you will receive a diploma supplement which

confirms your participation in an exchange programme. In case of a study period abroad, the diploma supplement will mention the host university, the courses you followed there and the results you obtained.

Most host universities will also provide you a certificate.

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PART II: ORGANISATION OF THE STUDY PROGRAMME

For further information, please contact your faculty coordinator.

For the conversion table of the study credits, see the attachment.

OMZETTING VAN QUOTERINGEN DOOR UITWISSELINGSSTUDENTEN BEHAALD IN HET BUITENLAND

1. Wanneer ECTS quoteringen worden meegedeeld, worden deze als

uitgangspunt genomen. Anders gelden de omzettingstabellen van lokale quoteringen naar Universiteit Hasselt quoteringen zoals vermeld op de volgende pagina’s.

2. Voor de ECTS quoteringen geldt steeds de volgende omzettingstabel. ECTS OMZETTINGSTABEL

ECTS Grade

De Universiteit Hasselt

quotering

A*

B C D E FX F

17

15 14 12 10 9 6

* Indien zou gedifferentieerd worden bij een ECTS Grade van A gelden de

volgende quoteringen: A+ : 18/20

A : 17/20

A- : 16/20 Zulke differentiëring geldt alleen voor de ECTS Grade A

3. Omzettingstabellen voor lokale quoteringen naar Universiteit Hasselt-quoteringen

waar geen ECTS-quotering meegedeeld worden. BULGARIJE (Sofia)

CANADA

Universiteit Hasselt (quotering op 20)

Newfoundland, Quebec (%)

8 10 11 12 13

14 16

18

< 50 % 50 % - 55 % 56 % - 59 % 60 % -65 % 66 % - 69 %

70 % - 79 % 80 % - 89 %

90 % - 100 %

CHINA

Universiteit Hasselt

(quotering op 20)

Macau

10 11 12 13

13 14 15 15 16 18

D D+ C- C

C+ B- B B+ A- A

1.0 1.3 1.7 2.0

2.3 2.7 3.0 3.3 3.7 4.0

DENEMARKEN (Odense)

00 – 13 scale 7 – point scale UHasselt ECTS

13

11

12 17 A

10 10 15 B

9

8

7 14 C

7 4 12 D

6 02 10 E

5

03

00

00

9 FX

00 -3 6 F

DUITSLAND

FINLAND

Universiteit Hasselt ( op 20)

Vaasa/ Lappeenranta/ Jyväskylä

17 15 14 12 10

9/6

5 4 3 2 1

0

ECTS Grade Duitsland UHasselt ECTS Definition

A 1,0 – 1,3 17 Excellent

B 1,7 – 2,0 15 Very good

C 2,3 – 2,7 14 Good

D 3,0 – 3,3 12 Satisfactory

E 3,7- 4,0 10 Sufficient

F 5,0 6 Fail

FRANKRIJK

Algemene regel : quoteringen op 20. Overname van quoteringen, eventueel met afrondingen.

GRIEKENLAND

Griekenland ECTS grade UHasselt ECTS Definition

10-9 A 17 Excellent

8 B 15 Very good

7 C 14 Good

6 D 12 Satisfactory

5 E 10 Sufficient

4-0 F 6 Fail

GROOT-BRITTANNIË

Universiteit Hasselt (quotering op 20)

UK ( %)

0 1 2 3 4 5 6

7 8 9 10 11 12 13

14 15 16 17 18 19

20

0% 1%-7% 8%-11% 12%-15% 16%-19% 20%-23% 24%-27%

28%-31% 32%-35% 36%-39% 40 % - 44 % 45 % - 49 % 50 % - 54 % 55 % - 59 %

60 % - 61 % 62 % - 64 % 65 % - 66 % 67 % - 69 % 70 % - 84 % 85 % - 99 %

100 %

HONGARIJE (Budapest)

IERLAND

Universiteit Hasselt (quotering op 20)

Galway (%)

0 1 2 3 4 5

6 7

8 9 10 11 12

13 14 15 16 17 18

19 20

0% 1%-7% 8%-11% 12%-15% 16%-19% 20%-23%

24%-27% 28%-31%

32%-35% 36%-39% 40 % - 42 % 43 % - 45 % 46 % - 50 %

51 % - 54 % 55 % - 58 % 59 % - 61 % 62 % - 66 % 67 % - 69 % 70 % - 75 %

76 % - 99 % 100 %

ITALIE

Siena, Pisa ECTS grade UHasselt (op 20)

18-19 E 10

20-23 D 12

24-26 C 14

27-29 B 15

30 A 17

30 cum laude A/A+ 17/18

JORDANIE

Universiteit Hasselt ( op 20)

ECTS grade % Amman

14 C 80 - 84 15 B 85 - 92 16 B+ 93 - 94 17 A 95 - 96 18 A+ 97 - 100

POLEN

Polen - Warschau UHasselt ECTS grade

5.5 18 A+ 5.0 17 A

4.5 15 B 4.0 14 C 3.5 12 D 3.0 10 E 2.0 9/6 (?) FX/F

PORTUGAL

Universiteit Hasselt ( quotering op 20)

Porto

17

15

14

12

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SPANJE

Algemene regel:

- Gewoonlijk quoteert men in Spanje met punten op 100. Soms gebeurt dat ook met punten op 10, 20 of met kwalitatieve omschrijvingen.

- Deze punten worden als volgt naar Universiteit Hasselt-punten (op 20) omgezet :

* punten op 100 worden gedeeld door 5. Indien het resultaat van deze deling

niet eindigt op 0 of 5 als eerste decimaal wordt naar boven afgerond tot een geheel punt;

* punten op 20 worden zonder meer overgenomen, eventueel afgerond naar boven;

* punten op 10 worden vermenigvuldigd met 2. Dezelfde afrondingsregel als hierboven geldt;

* omzettingen van kwalitatieve omschrijvingen van resultaten gebeuren met volgende categorieën:

- suspenso : 8/20

- aprobado : 12/20 - notable : 15/20 - sobresaliente : 18/20 - matricula de honor : 20/20

Murcia, Pamplona, Salamanca

Universiteit Hasselt (op 20)

Suspenso Aprobado Notable Sobresaliente Matricula de honor

8.0 12.0 15.0 18.0 20.0

VALENCIA SPANJE UHASSELT (op 20)

Excellent with honours

Excellent

Good

Passed

Fail

Matricula de honor

Sobresaliente

Notable

Aprobado

Suspenso

20

18

15

12

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TURKIJE

Marmara,Istanbul ECTS grade UHasselt

AA A 17 BA B 15 BB B 15 CB C 14 CC C 14 DC D 12

DD E 10 FD FX 9 FF F 6 FG F 6 DZ F 6