PART 11: OUTGOING EXCHANGE STUDENT REGULATIONS

Information about exchange and information sessions, nomination and allocation of destination

can be found:

  • on the faculty website http://www.ugent.be/ps/nl/onderwijs/uit Exchange and outgoing PS exchange Minerva Subject
  • on the UGent website of the Internationals Relation Office http://www.ugent.be/student/nl/st Studying/tijden
  • on the website of the host institution (check if there are additional requirements such as an online application)

Please always consult the above guidelines first. In the event of uncertainties or problems, you can contact the FSA or FCI.

http://www.ugent.be/ps/nl/voor-studenten/uit Exchange/contact/contact.htm

FCI Contact

Communication Sciences: Professor Dr. Tom Evens, Jonas De Meulenaere and Tanneke Van de Walle
Political Sciences: Professor Dr. Koenraad De Ceuninck and Faye De Coen
Sociology: Professor Dr. Henk Roose, Emma Degroote and Deborah De Brabanter
Faculty: Professor Dr. Peter Stevens, Dries Ledoux and Hilde Van Peteghem ( )

Study programme

The student composes the study programme (curriculum in exchange - CIU) in consultation with an FCI member of the department and with those in charge at the host institution. Your study programme has to be approved by the FCI. Take into account the following substantive and procedural conditions, which are strictly monitored by the FCI:

Content:

  • During the exchange period, the student follows an equivalent course set to replace the UGent courses. The proposed programme has to match the UGent curriculum of the exchange year as much as possible. Proposed courses have to have an equivalent study level as in Ghent and may not involve a repetition of previously followed course units.
  • During the academic year you have to follow a course unit set with a value of 60 ECTS points (in case of a standard learning track).
  • Research paper and master's dissertations have to be assessed by UGent (see regulations on http://www.ugent.be/ps/nl/onderwijs/administratie ) and cannot be followed at the host institution.
  • Attending language courses is not counted in the study programme (exception: as an optional course in Communication Sciences or Sociology).
  • Students in a personalised learning path can only go on an exchange in certain cases (see personalised learning path and exchange guidelines).
  • Students who are staying abroad for an internship or research follow the guidelines on Minerva (internship_research_outland_ guidelines_for PSW students). Through curriculum component realisation (COR) the stay abroad is linked to a course component and a responsible lecturer. Students who do an internship abroad also have to comply with the internship regulations of the study programme

Procedural:

  • The submission of your study programme and the assessment by the FCI has to be done in oasis (exchange request) and erasmus manager. https://www.ugent.be/ps/en/for-students/exchange/forms
    After approval of the proposal by the FCI, your study programme is official when you have drawn up the Learning Agreement document (LA), signed by 3 parties (home institution, host institution and yourself).
  • The approval takes place in several phases:
    1. When submitting your exchange request in oasis, you have to prepare a preliminary programme proposal. Mention the name of the equivalent UGent course, the number of ECTS points, the semester, the teaching language and an extensive description of the content for each proposed course unit in Oasis (use the correct spelling).
    2. Before you leave, you can adjust your programme proposal in oasis if you have access to the new study guide from your host institution.
    3. Shortly after your arrival, and at the latest on October 15 (February 20 for the 2Nd semester): submit final programme proposal (change in oasis), again with title, equivalent UGent course, etc. (see oasis and curriculum guidelines) end of Aug)
    4. After approval by the FCI, and at the latest on November 1 (March 10 for the 2nd semester): submit the final Learning Agreement during mobility to RIO or the FCI contact person of your course signed by yourself and the person in charge from the host institution. This official document is mandatory for receiving your scholarship (Erasmus +).
  • Programme changes that are submitted too late will not be accepted, unless there is force majeure or explicit justification.
  • Pay attention to the correct name and spelling of the course units because it appears in your curriculum upon approval, on your transcript of records and diploma supplement.

Strictly respect the deadlines of the faculty student administration (FSA) for submitting the forms for elective course units, research paper, master dissertation etc. of your UGent course units. To this end, regularly check the faculty website, announcements on Minerva, Political and Communication Sciences newsletter and emails sent to your UGent email address.

Before you leave

  • All students with personalised learning path statute have to request approval for the exchange from the learning track counsellor and FCI after the second exam session of academic year. You can read the conditions and application procedure on Minerva.
  • Before you leave, the AI asks you to sign contracts such as the erasmus contract. This is only possible after you have registered again as a UGent student (see step-by-step plan).
  • As a student you have to inform yourself about the duration and course of the semesters at the host institution. Be aware that if semesters deviate from those in Ghent (September - January / February - June), this may have consequences for your study stay, exams and proclamation at Ghent University or at the host institution. As a student, you have to take the necessary steps yourself to ensure that everything runs smoothly.
  • Outgoing exchange students who already have to leave for the host university during the exam period because the study programme starts earlier there, can request permission to take exams outside the official exam period, subject to the agreement of the responsible lecturer (see article 2 § 6). of the EER 2018). Students have to request an exception by submitting the completed “outside of official examination period exam organisation application form for exchange students FPSW" after announcement of the exam schedules (at the beginning of July at the start of the 1st semester or the beginning of December at the start of the 2nd semester) to the FCI.
  • Exceptionally, exchange students who have to submit a UGent research paper or master's dissertation during their exchange stay can, exceptionally and with justification, submit a (deferral) application of max. 2 weeks if the submission date overlaps with examination periods in the host institution (submit form to FCI and FSA 3 weeks before research paper or master dissertation deadline).
  • To facilitate communication, you have to register as an exchange student on Minerva on the faculty course site for outgoing exchange students at the start of the academic year that you are going on an exchange.

Residence, exams and grades

  • Changes (extending or shortening) of the study period during the exchange stay have to be submitted within our faculty to the members of the FCI of the study programme and may be refused.
  • The conversion of the exam points is done by the FCI just before the deliberations. This means that you have to forward the results in the 'transcript of records' in time to the administrative coordinator (which is before June 29 for first session and 6 September for second session) otherwise you will be deliberated and proclaimed in a following session time.
  • The courses and the respective ECTS points per course on the 'transcript of records' have to exactly correspond with the proposed study programme in oasis and in the learning agreement.
  • You have to take the failed courses at the host institution (same course and lecturer). In that case, make clear agreements for the second session with the lecturer involved (possibly during your stay). If you still have to take UGent courses, make clear agreements with the lecturer.
  • After your exchange stay you have to evaluate your host institution and your courses.

The responsibility for complying with these regulations lies with the student.

These regulations do not affect the existing regulations of the exchange programmes. The Faculty Board can revise these regulations. The latest version is available on the website http://www.ugent.be/ps/nl/onderwijs/uit Exchange/richtlijnen-uitwisselingsstudent

Commonly used abbreviations

AI International Relations Office - Rectorate UGent http: //www.ugent.be/nl/onderwijs/internationalisatie/aib
CIU Curriculum in exchange (courses at the host institution)
COR Curriculum Component Realization https://www.ugent.be/ps/nl/voor-studenten/administratie/formulieren
ECTS European Credit Transfer and Accumulation System http://www.ugent.be/nl/univgent/waarvoor-staat-ugent/internationalisering/ects.htm ; http://www.ugent.be/en/ghentuniv/internationalisation/ects
FCI Faculty Committee for Internationalisation (rio.psw@ugent.be)
FPSW Faculty of Political and Social Sciences
FR Faculty Board
FSA Faculty Student Administration http://www.ugent.be/ps/nl/onderwijs/administratie
LA Learning agreement http://www.ugent.be/nl/onderwijs/internationalisering/buitenland/procedure.htm
OER Education and Examination Code http://www.ugent.be/nl/onderwijs/administratie/regelgeving