Exchange Internship

Klik hier voor de Nederlandse versie.

This website is meant for students who are currently enrolled in an English Master's programme at the faculty of Bioscience Engineering at Ghent University. If you are studying at another university and are interested to come to our faculty for an exchange programme, click here.

Timeline

A short roadmap is displayed in the figure. Underneath you can find more detailed information on every step. Download the timeline.

1. Information session

Find the slides and recording of the information session on this site.

2. Mobility Grants

Depending on your destination, there are different financial support options. More information can be found here:.

Erasmus+ traineeship (destinations within the Erasmus zone, min. 2 months)
The Erasmus Belgica grant (destinations within French speaking Belgium, min. 2 months)
Grant for outside the Erasmuszone (Non-Erasmus Scholarship Possibilities, min. duration depends on type of grant)
- Follow the guidelines listed on the webpage of the internationalisation department.
The Swiss-European Mobility Programme (SEMP) (destinations within Switzerland, min. 2 months)

There are no grants available for a voluntary internship (= an internship that is not part of your curriculum). More info on voluntary internships.

Travel allowance: depending on the distance to your destination. If you choose a "green travel" means of transport (bus, carpool, bicycle, train), the travel allowance is higher.

Find out more information in the Erasmus Traineeship Roadmap (search for Green travel).

Combination of scholarships and mobility grants

	Grant Within Erasmus Zone	Grant Outside Erasmus Zone
EU Scholarship	no	no
VLIR-UOS ICP Scholarship	yes	no
No scholarship	yes	yes

3. Internship Proposal & Internship Contract (FSA)

Follow the instructions on the webpage for internship to establish your internship proposal and contract.

4. Exchange Application in Oasis

Exchange application procedure

Go to oasis.ugent.be. You will find general instructions in the Oasis manual.
In the menu on the left, go to the academic year of your exchange:

Curriculum
Exchange
New application

Some important guidelines for your application:

Mobility type: Select 'Traineeship'
Funding: Select the applicable funding for your mobility.
- Outside Erasmus zone > 'Grant for outside the Erasmus zone' (this includes VLIR-UOS!)
  - For grant selection outside the Erasmus zone, we first look at the academic motivation that you provided in Oasis with your exchange application. This is not a motivation for the grant itself, but rather a motivation why that destination is of academic value to you. Additionally, positive and negative points are factored into the grant selection process. You can find details on these points in the document 'Guidelines for students for scholarships outside the Erasmus area'.
- Within Erasmus zone > 'Erasmus+ traineeship'
- If you don't want to apply for a mobility grant > 'Own resources'

Deadline

Do you want to apply for a mobility grant within or outside the Erasmus zone?	Deadline registration exchange application Oasis
Yes	31st of January
No	6 weeks before departure

If you submit your exchange application before the deadline of January 31, you will automatically apply for your grant (Unless you indicated 'Own resources').
Around mid-May, you will receive an email from international@ugent.be regarding the decision on your grant.

All Ghent University students who spend part of their study programme abroad must register as exchange student in Oasis at least 6 weeks before departure. (Education and Examination code, article 46 §4)

Confirmation

After your registration in Oasis, send an e-mail with the approval of the internship coordinator to out.fbw@ugent.be to get selected for approval in Oasis.

5. Exchange Curriculum

Fill in a new exchange course 'Practical training in the framework of the internship'. Some important guidelines:

Number of ECTS credits of the exchange course = number of credits of your UGent Internship course - 2
- Depending on your programme, there are two types of internship courses you can take up in your curriculum. Check the study guide of your programme to know which options are available for you..
  - International internship (5 credits - 20 working days)
  - Extended international internship (10 credits - 40 working days)
Indicate that the internship course from your master programme in Ghent is realised partly abroad.

6. Learning Agreement

Download the template for Learning Agreement for Traineeship.
Fill in all the required fields and sign the document.

Contact person sending institution: academic promoter.

7. Confirmation of Stay

Download this document in Oasis > Exchange application > Documents
Let the part arrival sign as soon as possible after your arrival. Upload in Oasis in your exchange application as a type 'Verblijfsperiode-aankomst'.
Let the part departure sign at the end of your internship. Upload in Oasis in your exchange application as a type 'Verblijfsperiode-vertrek'.

8. Evaluation

Follow the guidelines on the webpage for Internship for your evaluation at Ghent University.

FAQ's

Can I go on exchange more than once during my studies?

Yes, it is possible to combine an exchange for both an internship and your master’s dissertation. (Please note: IMNUFS students are the only ones eligible to go on exchange for courses and to combine this with other types of mobility.)
Different rules and procedures apply to each type of exchange, which you can find on this website.

When do I need to submit an exchange application for my internship?

Any relocation outside the Flemish Region must be registered as mobility. (For example, an internship at a company in the Walloon Region is also considered mobility.)
An internship at a Flemish company, a Belgian embassy, or a Flanders Investment & Trade office is also considered an international internship if the actual workplace is located outside Flanders. (For example, an internship in a foreign branch of a company whose headquarters are in Flanders.)

Am I insured during my stay abroad?

For your health insurance, you must contact your own health insurance fund to inquire about the conditions for reimbursement of costs abroad. Make sure you have a European Health Insurance Card, recognizable by its blue color.
Through your enrolment as a student at Ghent University, you are insured as regards your physical accidents during university activities.
Through your enrolment as a student at Ghent University, you are insured as regards your civil liability during university activities.
For students going abroad, travel assistance is also provided by UGent (in second rank, after your health insurance mentioned above.) If Erasmus Mundus students have questions on their Expat & Co insurance, please contact students.itc@ugent.be .
If you are the victim of a work-related accident during or on the way to and from curricular internship activities UGent pays for these insurances if you followed the steps mentioned on the internship page under 'Insurance'.

If you have questions on these insurances contact verzekeringen@ugent.be

What about reimbursement if I don’t receive permission to go on exchange (e.g. due to travel risk)?

Financial compensation can only be guaranteed if several conditions are met.
A reimbursement of up to €4500 is possible.

Questions?

Feel free to contact us via out.fbw@ugent.be.