Study Abroad Guidelines

The PDF file below details the current study abroad/exchange guidelines. All students selected for an exchange semester are advised to carefully read these guidelines before proceeding with the next steps in the exchange process (i.e. the application at the host university, course approval, etc.).

Current: Study Abroad Guidelines 2023-2024

Overview of deadlines

Autumn 2023 exchange students - Deadlines 

12 April 2023	Complete the sublet form for study abroad
12 April 2023	Hand in Course Pre-approval & Credit conversion declaration to AUC
April - June 2023	Submit your application for an individual travel grant with the Amsterdam University Fund (AUF) no later than one month before departure
1 June - 1 August 2023	Deadline for Dutch Study Finance recipients: requesting OV-vergoeding
2 October 2023	Hand in final Course Recognition documents to AUC
15 February 2024	Complete AUC Study Abroad Survey
15 February 2024	Hand in your study abroad report/testimonial to AUC
1 March 2024	Hand in your host university's transcript to AUC
1 April 2024	Results credit conversion registered in SIS at AUC (if transcript was handed in by 1 March)

Spring 2024 exchange students - Deadlines

October 2023 - January 2024	Submit your application for an individual travel grant with the Amsterdam University Fund (AUF) no later than one month before departure
15 November 2023	Complete the sublet form for study abroad
15 November 2023	Hand in Course Pre-approval form
1 December - 31 December 2023	Deadline for Dutch Study Finance recipients: requesting OV-vergoeding
1 March 2024	Hand in final Course Recognition documents to AUC
15 June 2024	Complete AUC Study Abroad Survey
1 July 2024	Hand in your study abroad report/testimonial to AUC
1 October 2024	Hand in your host university's transcript to AUC
1 November 2024	Results credit conversion registered in SIS at AUC (if transcript was handed in by 1 October)

Autumn 2024 exchange students - Deadlines 

15 April 2024	Complete the sublet form for study abroad
15 April 2024	Hand in Course Pre-approval & Credit conversion declaration to AUC
April - June 2024	Submit your application for an individual travel grant with the Amsterdam University Fund (AUF) no later than one month before departure
1 June - 1 August 2024	Deadline for Dutch Study Finance recipients: requesting OV-vergoeding
1 October 2024	Hand in final Course Recognition documents to AUC
20 February 2025	Complete AUC Study Abroad Survey
20 February 2025	Hand in your study abroad report/testimonial to AUC
1 March 2025	Hand in your host university's transcript to AUC
1 April 2025	Results credit conversion registered in SIS at AUC (if transcript was handed in by 1 March)

1. Before You Leave

1.1 The Nomination Letter/Email

Once AUC/UvA/VU has decided to “nominate” you for an exchange programme you will receive a nomination letter or email from AUC, UvA or VU. This letter does not guarantee that you will go on exchange. Although your home institution is nominating you for this exchange, it is ultimately the host institution that will make the final decision whether or not to accept you as an exchange student at their institution. 
 
Once the host institution decides to accept you as an exchange student they will send you an acceptance letter and only then are you officially accepted for the exchange. Please note that this letter may arrive just one to two months before your scheduled departure. In the meantime, in some cases you may be asked to show your acceptance letter (i.e. when requesting scholarships / funds), in which case you may use the nomination letter/email (mentioned above) as an unofficial acceptance letter.  
 
All of this may sound a little scary, but rest assured it is rare (1 in 200 cases) that the host institution does not accept the students nominated by AUC. If this occurs, it is usually due to a failure to meet the language requirements of the host university or rigidity in your choice of courses. If you meet the requirements of AUC and the host institution, and if you are flexible in your choice of courses, then you do not need worry. We recommend you to also assume that the host institution will accept you when making all the necessary preparations to go on exchange. 

 1.2 Information Session

After you have officially been selected for the exchange programme, you will receive an email from AUC inviting you to an information session about finalising your application. During the information session you will not only meet the other AUC students selected for an exchange, but you will also receive verbal information about the steps that you need to take until the moment of your departure. In order to familiarise yourself with the process, we highly suggest you read all of the steps on this page in order to prepare questions that can be answered during the information session, should anything be unclear. 
 
It is especially important that you read the application procedure for your host university and prepare the necessary documentation. In the information provided by your host university, you will find a deadline for submitting all of the required paperwork. Please keep in mind that some of the required documents may be difficult to obtain. It is therefore also important to begin collecting these documents on time so that you can meet the deadline.  
 
The host university will share application information with you (or will ask the international office to share this information with you). Try to begin arranging the necessary documents before you come to the office hour for questions, it is best to work through all the paperwork and then cluster your questions in one meeting with the AUC Study Abroad Adviser (Marliene Stolker).    

If you are going to study abroad at a UvA or VU destination, then you will have to follow instructions of their international offices respectively.  

1.3 Your Application to the Host University

In addition to the study abroad application that you submitted to AUC/UvA or VU, your host institution will require you to fill out its own application form(s). Mind that registration procedures differ for each partner university. It may be that you need to fill-in a paper form, but it could also be that you need to register online. Additionally, in many cases the host university will require a number of other papers to be submitted, such as a copy of your passport, letters of reference or a course description for all the courses you have taken at AUC. If this occurs, it generally means that your host university must get these documents in order to register you as a student. 

AUC Partner universities 

Information about the application process will be shared with you by the AUC International Office, or directly by the host university. Pay attention to the deadline for applying to your host university. Most documents will have to be handed in digitally but in case the host university requires documents to be mailed in hard copy or via the AUC International Office, make sure to hand in this information with the International Office via AUC's Digital Service Desk, or hand them in at the Information Desk in an envelope addressed to the AUC International Office (att. Marliene Stolker). 

If, after the Information Session, you still have questions regarding the documents you need to submit, please contact the international office via AUC's Digital Service Desk. 

1.4 Language Proficiency Test 

Your host institution may require an IELTS test, TOEFL test or another language test. IELTS and TOEFL are the two key language proficiency exams for English. Depending on your exchange deistnation, language tests to show proficiency in Spanish or French may also be required.  

UvA/VU Partners 

If you are unsure if you can be exempted from the language proficiency requirements of a UvA or VU partner university, we advise you to look for any exemptions you can find on the official website of the host university. If you, for example, find that the University of Melbourne also accepts IB diploma's, then you should send a print screen of that page to the international office of UvA or VU and ask them if they can double check with the host university whether that can also count for you. Please note that both UvA and VU are seen as non-English taught universities, so they can't always accommodate AUC students with their specific requests. It's up to the international offices' discretion to help you, they are by no means obliged to do so! 

AUC Partners  

Most AUC partners do not require a language proficiency exam, but they may require a statement from AUC certifying that you are able to speak English at an academic level. If you need such a statement, then please request it through AUC's Digital Service Desk (under the section 'I want to submit a request', choose 'Documents, statements, transcripts'). 

Please allow 5 business days for the Service Desk to process your request. 

1.5 Improve Your Language Skills 

If you are expected to study in a language other than your native language or English, we highly recommended you refresh your language skills before you leave. Self-study material for a wide variety of languages is available through the UvA library in the PC Hoofthuis. You can also practice speaking with a native speaker through student language exchange of the Erasmus Student Network (ESN).  On the website of ESN you can post an advertisement to teach a fellow student your native language in exchange for them teaching you their language. 

You are also advised to get in contact with exchange students currently at AUC as soon as possible. There are exchange students at AUC from most of AUC's partner universities, and these students are of course a great source of advice, a chance to practice your language, exchange cultural habits etc.  
 
If you would like to contact incoming exchange students, please send an email that can directly be forwarded to the exchange student to the international office via AUC's Digital Service Desk. For privacy reasons we unfortunately cannot share email addresses directly.  

1.6 Course Pre-approval Form & Course selection 

• Download Course Pre-approval & Credit conversion declaration for AY 2024-2025
• Download the Planning Grid

The types and level of courses that are open to exchange students differ per partner university. Some universities will allow you to register for any courses they offer, other universities may limit your selection to a single faculty/department or a limited number of faculties/departments. The courses open to exchange students are usually listed on the factsheet (if available) of the partner university, which can be found on the on the UvA Worldmap (for UvA/AUC partners) or VU Worldmap (for VU partners). In some cases, the factsheet will be shared with you by the AUC International Office.  

You provided a list of courses as part of your application for study abroad. From past experience we know that most students do not get into all of the courses they want to take. Therefore, be sure to make a long list of courses that you would be interested in taking in the Course Pre-approval Form. When you have compiled a list of the courses that you would like to take, you need to discuss the official Course Pre-approval Form (attached above) with your tutor and make sure that you sign the document. This Course Pre-approval Form will be reviewed by the Heads of Studies - they will determine whether or not the courses can be transferred to AUC. This will help you to plan your curriculum while abroad and upon your return. The ranking of your courses is not permanent; you may choose to take any of the approved courses that you have indicated on the form. With your Course pre-approval Form, you also submit in the Planning Grid (format attached above), where you fill in you your current, past and expected courses at AUC. 

Once you have completed your Course Pre-approval Form, you need to make an appointment to discuss it with your tutor. You should hand in the Course Pre-approval Form (as a Word file!) with the AUC international office via AUC's Digital Service Desk. Once the Course Pre-approval Form is reviewed by the Heads of Studies, you will have a second appointment with your tutor to discuss the recommendations of the Heads of Studies with respect to your course selection. Please note that the Heads of Studies cannot officially approve courses for credit. However, they can indicate which courses are most likely to be accepted for credit at AUC - at this stage the Heads of Studies can only approve the major - and not the level of courses. 

Make sure you do not miss the deadline for handing in the AUC Course Pre-approval!  

DO REVIEW THE ATTACHED POLICY BEFORE YOU SIGN:  AUC Study Abroad Guidelines 

Formatting Instructions: 

In order for us to be able to process the documents as soon and well as possible please adhere to the following formatting instructions: 

• Course Pre-Approval document – saved as a Word file under the name: Course Pre-approval, [first and last name] 
• Course descriptions– saved as a separate Word/PDF file and numbered according to the order you used in the ‘course pre-approval document’ when listing the courses. For example: 1. [course code], [course name] 
• Planning grid - saved as a Excel file under the name: Planning Grid, [first and last name] 

1.7 Housing 

The possibilities regarding housing for exchange students vary perhost institution. Sometimes there is housing available on the university campus, sometimes there is a university housing office which helps you find off-campus housing, and sometimes you have to arrange housing in the private sector yourself. We generally recommend that you seek advice from students that have studied at the host university in the past to learn more about their experiences with respect to housing options and costs. In addition, if you are a little resourceful, you should be able to connect with students who have studied abroad at our partner universities before you and ask for their advice (e.g. through Facebook). 
 
For some universities you are required to indicate a preference for on-campus housing at the time of application. Please note that in most cases, if you sign up for on-campus accommodation, you cannot cancel it at a later date. In this case, the university will make every effort to find housing for you and you will eventually have to sign a contract for the full semester. Signing up to live on campus and moving into private housing is therefore not possible. The availability and cost of private housing will vary by destination. Most university factsheets indicate what you should expect to pay for on-campus versus off-campus housing. If you opt for housing in the private sector and haven't found something before the start of the semester, please keep in mind that you will have to arrange to travel to your host country earlier (about two weeks) and that you will probably have to stay in a hostel until you can arrange permanent housing. However, you will also have the advantage of choosing where to live and whether or not you want to have roommates. In general, the price you are willing to pay will determine where you can live and whether you have to share with other students. 
 
> Also see 1.15: Subletting your room 

1.8 Financing your semester abroad 

Although you generally will not be able to apply for scholarships and grants for your study abroad until you have officially been accepted by your host university, it is worthwhile to explore the various types of funds that might be available to you as soon as possible. Studying abroad often costs more than staying in the Netherlands. The tuition you pay will remain the same, but you will most likely run into extra costs for travel, housing, trips and leisure. Even if you expect to have sufficient funds, we advise you to explore applying for funds and grants to help finance your study abroad, since there are some very unique scholarships (for example for Dutch Frisians) that may not be so competitive. To get a good idea of what life costs at your study abroad destination, take a look at this tool. It compares the cost of living in (e.g.) Amsterdam to almost all study abroad destinations - it's not perfect, but it gives a rough indication. 

If you find a good link (especially country specific information) that you think should be added to this page, please mail it to international@auc.nl. 

1.9 Dutch Study Financing and the OV Card 

All AUC students who have a study finance loan may continue to receive that while they are abroad. Please note that you may have to inform DUO of your study abroad semester. Please remember to check the latest regulations on the DUO website.  
 
Students who are entitled to an annual OV public transport card during the period they are on exchange may choose to return this card during their study abroad in exchange for an additional monthly compensation (approximately €120 per month). Students who only receive study financing in the form of a loan from DUO, but are still entitled to an OV public transport card, may also qualify to receive this compensation. 

Requests to receive the compensation must be turned in to DUO at least two months prior to departure. Students interested in the OV-card compensation need to fill in a special form entitled “Aanvragen OV-vergoeding buitenland” (Request for Public Transportation Allowance while in a Foreign Country). This form is available online (after logging in with your DigiD). 

The first part of this form you have to complete yourself and the second part of the form must be completed by AUC or the Student Service Desk at the University of Amsterdam (if you are going to study at a UvA partner). Please note that you only receive this extra compensation during the months that you study (from the first until the last day of the semester). Be sure to 'stop' your OV-card when you leave the Netherlands at one of the OV card machines. Not doing this, and receiving the compensation at the same time, means that you will be fined.  

1.10 Acceptance 

What’s next after you have handed in your application with the host university? 

Once the International Office of the host university receives your application, they will forward it the appropriate faculty/department for their review. If your application is approved by the faculty/department of your choice, the host university will send a letter of acceptance by mail or email. Please note that most students will not receive an acceptance letter until one or two months before their scheduled departure date. Along with the acceptance letter you should also receive additional information about your host institution (accommodation, visa, course registration, student life). 

Some host institutions may ask you to fill out and return additional forms (by regular postal service or email). It is important that you complete any additional forms as soon as possible so that the host institution can continue with your application. Please also check your mail regularly to ensure that you do not miss any deadlines. In addition, if you use a spam filter for your email, make sure to check your spam folder regularly or remove the spam filter in order to ensure that you receive all the relevant e-mails from AUC and your host institution. 

Receiving the acceptance letter means that you are finally unconditionally accepted to the host institution. We recommend you send a thank you e-mail to the contact person at your host institution once you receive your acceptance package. This not only gives you the opportunity to introduce yourself, but it also provides you with the perfect opportunity to ask any practical questions you may have. 

1.11 Visa 

Generally speaking, you will not enter your host country as a tourist but as an exchange student, which in most cases requires a student visa. The application process for a student visa is often complex and lengthy. It is extremely important that you start preparing your visa early. 

You must first figure out whether you need a visa for your host country. In some cases, you may enter a country on a tourist visa and then apply for a student visa. In other cases, you will have to apply for the student visa prior to your departure. 

You should look up visa requirements for your destination country well before departure, by contacting the consulate or embassy of your destination country and/or checking the website of the host institution. Addresses of foreign embassies and consulates located in the Netherlands can be found via the following links: Ministerie van Buitenlandse Zaken (Dutch) or Ministry of Foreign Affairs (English). Although it is not always possible to apply for a visa at the embassy or consulate in the Netherlands, they know what the procedure is and where you can apply. It is important that you make clear that you're an exchange student and not a regular international student. The difference lies in the fact that you, as an exchange student, you do not receive a diploma from your host institution (non-award, non-degree or non-graduating students), while international students must pay tuition at the host institution and may receive a diploma. In some cases, exchange students must apply for a different visa than international students, so it is important that you make clear that you are an exchange student. 

Please also note that the application process is dependent on your nationality. If you are not a Dutch national you may have to follow a different application procedure. This is why it is very important that you contact the embassy or consulate for advice.  

If a student visa is required for your study abroad, try to find out what documents are needed for the application. Some documents may be difficult to obtain (solvency statement, employer's certificate) or must be requested through other agencies (excerpt from the population register, certificate of good behaviour). There are two standard documents required for all student visas: 

• An official acceptance letter from the host institution 
• A valid passport 

While it may be possible to use the AUC nomination letter to obtain a solvency statement, you cannot use the AUC nomination letter to apply for a visa. You can only apply for a student visa using the official acceptance letter from your host institution. This means that you cannot begin the visa application procedure until after the acceptance package has arrived. 

Although the host institution will ensure that you have time to obtain a visa, they sometimes do not take into account the time needed to gather all the necessary documents for the application. Therefore, you should make sure that you have all of the necessary documents before the acceptance package arrives. Obtaining the proper visa is the student’s OWN RESPONSIBILITY and incomplete applications or acquiring the wrong type of visa can have major consequences (i.e. rebooking your flight). 

So make sure you do your research, start on time with the preparation of your documents and when in doubt contact AUC's Study Abroad Adviser Marliene Stolker.

1.12 Insurance 

You should never go abroad without adequate insurance. The following types of insurance are especially important:  

• Health insurance (non-emergency or emergency) 
• Travel insurance 
• Liability insurance 
• Theft insurance 
• Repatriation insurance 

In some cases you must also purchase compulsory insurance of the university/country, even if you are adequately insured in the Netherlands. More information on the insurance required can be found on the website of the host institution. Even if the insurance is mandatory, this does not mean that it provides adequate insurance coverage. You should consult with your insurance company in order to determine if your insurance is valid while abroad and exactly what it covers. Some insurance companies make limitations on the duration of stay abroad (sometimes it is only valid for 90 days). Please read through the terms of your own insurance or compulsory insurance to determine whether you are adequately insured. 

Sometimes it is advisable to purchase supplementary insurance (medical, travel or liability) insurance. If your own insurance or the compulsory insurance at your home institution is not adequate, the following low-cost insureris an expert in the field of study abroad: 

• AON (www.students-insurance.eu/) 

If insurance is compulsory at your host institution it is most likely not possible to be granted a waiver/exemption from this insurance. If there exists a possibility to request a waiver/exemption, then this information will be included on the website of the host university. Even if you can request a waiver/exemption for the compulsory insurance, it is virtually impossible to receive this waiver, no matter how good your Dutch insurance is. In order to receive the waiver, your insurance company must sign a document provided by the University of Amsterdam which states that you are insured for a number of things. If you are insured for these things (health, liability, etc.) at various insurance companies then it is very difficult for these insurers to sign the same declaration. We therefore recommend that students agree to the compulsory insurance and include it in their budget for study abroad. 

International students that are already insured via AON can generally choose to extend this insurance to their host country. However, you should always check with your insurance company to determine if you are (sufficiently) covered. 

1.13 Plane/train ticket 

Only now that you are unconditionally accepted, you can book a flight or train ticket. Your acceptance package will indicate the exact date you are expected to arrive. Please note thatprior to the start of the academic semester there is often an introduction period, and some universities offer the possibility of a pick-up service from the airport during weekdays. If you want to make use of this service, try to plan your trip so that you do not arrive in the evening or during the weekend. 

An exchange offers a good opportunity to get to know the country and explore nearby countries, so most students also plan to travel around before or after their exchange. Please note that before you leave you will be very busy with preparations for the exchange (i.e. visa application) and the completion of courses at AUC, so it may be advisable to postpone any planned trips to the end of the semester if your visa allows. 

If you would like to arrange your flight or train ticket before receiving your acceptance package you may do so at YOUR OWN RISK, as the nomination by AUC is not an unconditional acceptance for the exchange programme guaranteed by the host institution. If you really want to book early, there are certain ways to limit the risk that you are exposed to while still booking your ticket early. For example, some agencies (such as Kilroy Travels, http://travels.kilroy.eu/) that offer special cancellation insurance if the host institution does not accept you for a legitimate reason. You can also book a flexible ticket that allows you to change the departure and return date should this be necessary. If you plan to book your flight or train ticket before receiving the acceptance package the exact dates of the orientation program or the start and end of the semester might not yet be known. In this case, you will need to plan your trip based on data from the current academic year of the host institution. 

1.14 Vaccinations 

You should also determine whether you need to take any preventive health measures such as vaccinations for your stay abroad. Dutch students may find it useful to ask the GG&GD (www.ggdreizen.nl) what precautions they should take. International students should consult the Health Ministry of their home country for more information on the necessary vaccinations, since required vaccinations vary per country. Please also make sure that you know what precautions/vaccinations are necessary for the countries you want to visit before, during or after your exchange. 

You can also contact the student doctors at the University of Amsterdam for information on vaccinations. This practice has special vaccination hours for the tropics. Vaccinations are administered on appointment, which can be booked online. It is advisable to visit the special vaccination hours at least five weeks before departure. 

1.15 Subletting Your Room 

Due to the unique collaboration of DUWO and AUC, we are able to guarantee a room to all AUC students, but it also means that all AUC students are expected to live in the dorms throughout their studies. Having a rental contract with DUWO is among the conditions of being a registered AUC student. Only when an AUC student graduates (or drops out of AUC before graduation) they are expected and indeed required to cancel their rental contract, and move out of the residences. 
 
AUC students can seek permission to sublet their room for a temporary absence (i.e. during their exchange semester). Because of the AUC-DUWO agreement, subletting is only permitted when the subtenants meets certain strict criteria. AUC maintains a list of groups and categories of subtenants and institutions that meet these criteria. 

Sublet process 

You will be informed by the AUC International Office on the process and steps to be taken to sublet your room while you are on exchange. As the AUC programme is based on reciprocity, meaning that you have the opportunity to go on exchange because AUC is also receiving incoming exchange students who take your place while you are abroad, all AUC students selected for an exchange are required to sublet their room to an incoming exchange student, unless there are specific reasons or circumstances due to which the AUC student is unable to sublet their room. 

You may request to sublet to a candidate of your own but please note that this cannot be guaranteed. Only in case of a surplus of rooms (i.e. we are unable to match you to an incoming exchange student or other AUC candidate), you will be allowed to sublet to a candidate of your own. You may also decide to not sublet your room, while you continue to pay rent.  Note that illegal sublet without permission is not allowed. If you are caught subletting your room to another person, without written permission from DUWO, the consequences will include eviction and legal steps from DUWO to recover illegal income from subletting an (in fact subsidised) student room. 

Matching 

AUC will let you know whether you will be matched to an exchange student, other AUC candidate or if you can sublet to a candidate of your own. It is then your responsibility to have a rental agreement made up and signed, the necessary forms stamped, and handing everything to the student and AUC or DUWO. You also need to inform your subtenant of the DUWO Tenancy Regulations and services in the student residences (RA, Social Warden, etc.). 

Responsibilities during the sublet 

Remember that the agreement is, in the end, between you and your subtenant and that AUC/DUWO are not a party to that agreement. Before the given deadline (see deadline overview at the top of this page) you inform AUC of your subletting preferences.  

Do not forget that your room will be the home of an exchange student. Without our incoming exchange students, it would not be possible to offer exchange destinations to AUC students. We therefore strongly ask you to contribute to the experience of our incoming exchange students: make the process as smooth as possible and make them feel welcomed. A happy tenant will also keep your room in a much nicer state, so it’s also nicer for your return if you have a good relationship with your subtenant. 

Difference between sublet and residence stewardship 

• If you live in a single room, then you can apply for ‘residence stewardship’ (in Dutch: huisbewaring). 
• If you live in a shared apartment, then you can apply for ‘subletting’ (in Dutch: onderhuur).   

Permission documents & procedures for sublet 

• In case of sublet to an exchange student or candidate of AUC
  Submit the AUC Request Permission to Sublet Form (for sublet to an exchange student or candidate of AUC) 
• In case of sublet to own candidate: 
  Submit the AUC Request Permission to Sublet While on Exchange Form (for sublet to a candidate of your own) 
• Once AUC has signed the form, you request permission directly with DUWO

 
Other important files, documents and links 

• Sample rental agreement for sublet or residence stewardship.docx
• DUWO Tenancy Regulations

1.16 Important things to bring 

Going on exchange involves a lot of paperwork. Once you have actually finished all the administrative work, do not forget to also take these important documents with you on exchange. Make sure that you carry documents in your hand luggage, because you might need them at the airport (for immigration purposes). Also, in case of lost luggage, you do not want to have put your official papers in a suitcase! 

Before you leave, you should authorize someone at home to manage your administration. You should leave them copies of all the important documents and you may want to authorize them for e.g. access to your bank account. Additionally, you could scan all the documents and save them in your email box. 

Some of the most important documents are: 

• Passport and a copy of the identification page of your passport; 
• Acceptance packet of the host university; 
• Driver's license (and international translation); 
• Bank cards / credit cards (keep them in two separate places); 
• Insurance papers and insurance conditions etc.; 
• A list of addresses and contact details from your bank, insurance company, DUO, the international office of the host institution, the Embassy or consulate of your home country, your housing or the housing office. 

It may also be a good idea to take copies of transcripts and course manuals with you, especially if you would like to request access to high(er)-level courses during the initial introduction / add-drop week.    

Important: ARRANGE YOUR RE-ENROLMENT AT AUC IMMEDIATELY AT THE START OF SUMMER. 

2. While on Exchange

2.1 Upon arrival 

What to do when you arrive at the airport in your host country varies by institution. Please read the arrival procedure in your acceptance packet of the host university to make sure you know what you need to do when you arrive. Some universities also offer a pick-up service. If you wish to be picked-up, you must apply for the pick-up service and provide your flight details. If you will not be picked up, find out in advance where to go and how to get there (taxi or public transport). 

2.2 The local International Office 

Once you’ve found your room and settled in a bit, you should report to the international office of your home institution. The size of the international office will also vary by institution. Large universities will generally have an International Office department, while at smaller universities you may just be reporting to a single person. The name that the various universities give such a department/person may also differ. Upon your arrival the International Office has already arranged all sorts of things to make your exchange possible and to adapt it to your needs. However, there will still be a number of steps that must be completed in order to finalise your registration at the university. Please follow the instructions provided by the host university's International Office At some universities, the International Department is not centrally organised, and you will have to report to a similar type of department at the faculty you have chosen to join.      

 Do not hesitate to contact the employees of the International Office for questions (i.e. insurance, visas, course registration, orientation program). If you encounter any problems, they will do everything they can to help you. But don’t forget that AUC also remains a point of contact for you during your study abroad. If you have any questions, concerns or problems, we are just an email or a telephone call away! 

2.3 Register with the Embassy 

We highly recommend that all students register with the embassy of their home country. Embassies and consulates assist hundreds and thousands of people each year who are victims of crime, accident, or illness, or whose family and friends need to contact them in an emergency. When an emergency happens, or if natural disaster, terrorism, or civil unrest strikes during your stay abroad, the nearest embassy or consulate can be your source of assistance and information. By registering your stay in your host country, you help the embassy or consulate locate you when you might need them the most. Registration is usually voluntary and costs nothing, but it should be a big part of your security and provide you assistance should you encounter serious legal, medical, or financial difficulties. 

2.4 Introduction/Orientation Period 

Much like Introduction Week at AUC, most partner universities have an orientation programme for exchange students. Although the orientation programme at some universities is not mandatory, we highly recommend that you participate in the programme. Not only do you get a short introduction to the culture, country, city and university, but it is also the perfect opportunity to meet other students on exchange at the university. Aside from the fun trips and social gatherings, the introduction programme will provide you with essential information such as: 

• How to register for your courses 
• Where can you talk to an academic advisor 
• How do you get your grades 
• How to keep yourself safe 
• Where you can find information on social events, sporting events, volunteering, student organisations 
• What to do in case of problems 

If you choose not to attend the orientation program, then you cannot automatically assume that the International Office will have the time and patience to explain all this information to you personally, so sign-up for the orientation programme and make a great start of your exchange! 

2.5 Course Registration 

During the orientation period or at the beginning of the semester you may still need to register for courses or you may be able to choose additional courses or drop courses. Make sure you've read instructions on how to register for courses well in advance. Each university follows a different course registration procedure. Sometimes registration takes place via a computer system, and sometimes you have to line-up at the university to register. If you have problems or you do not know how to register for courses, please contact the International Office of your host university. The process of registering for courses and eventual enrolment at the university is very important. It may be that even if you just forget to sign one form, you will not be registered and therefore AUC will not receive a transcript of the courses you took while abroad.     

Please also note that any courses you fail will remain on your grade list. So keep an eye on which courses you are registered for and be sure to drop any courses you do not wish to take before the deadline. You should try to register for the same courses that you listed on your Course Pre-approval, but in most cases you will not be able to enroll in all of these courses. 

If you would like to register for coursesfor which enrolment is difficult (graduate study or popular courses), it is sometimes possible to get in touch with the professor of the course for his/her approval, even when the International Office says that registration for the course is not possible. Take along a copy of your transcript and cover letter so that the professor can determine if you should be allowed to follow the course. Be very careful, however, this strategy is only meant to be used in extreme emergencies. Trying to compel the International Office to register you for a course may entail some resistance on their part, and it is extremely important that the relationship between AUC and the partner university remain in good standing. If the International Office in not persuaded by the approval of a professor, you should accept their authority and respect their decision. 

2.6 AUC Course Recognition Procedure 

Be sure to collect information on the courses you are taking during your study abroad. The Heads of Studies will need this information in order to recognise the credits you earned while abroad. This additional information is especially important if you would like the course(s) you took abroad to count towards your graduation requirements at AUC (i.e. 300 level course or specific major). The information you need to collect includes, but is not limited to, the following: 

• Explanation of credit point system and grading utilised by the host university (credit conversion information). This can often be found on the back of the official transcript or on the website of the host university, but you should consult with the International Office at your host university to make sure that you have an explanation of the credit and grading system.  
• Detailed description of the content of each course you are taking while abroad. For example a course syllabus or course manual and book list (for each course). 
• For recognition of 300 level courses, students should also keep copies of coursework, exams and papers completed during the course. The Heads of Studies (HoS) may use these documents to determine the level of the course. 

PLEASE NOTE: It is your responsibility to collect the documents necessary to have your courses recognised. So be sure to collect the information you need in a timely manner and avoid having to request additional information once you are back in the Netherlands.   

• Download the Course Recognition Form 
• Download the Planning Grid format 

To facilitate your course planning for next semester (back at AUC) we will ask the Heads of Studies (HoS) to provisionally* approve the courses you are taking during your current semester abroad. 

The form for course recognition is similar to the learning agreement/course pre-approval you filled out before you left, but the course recognition form provides the HoS with additional information on the courses you are taking, which allows them to approve courses for additional graduation requirements. Should AUC have any additional questions regarding the material you send in, we will contact you by e-mail. Please note that you would still need to hand in the official transcript you receive from your host university upon your return. 

Course Recognition Forms are to be submitted to AUC's International Office via AUC's Digital Service Desk. 

• Please only attach the course recognition file (as a Word file!) and any additional files that you might need to attach. 
• Do not send us incomplete files, because we won't be able to process those.  
• Note that we require full course manuals, documents with only a weblink to a course manual will not be accepted.  

We will do our best to have all your courses reviewed as soon as possible, so that you know by then what courses might want to take when you are back to AUC. You will receive an email giving you a clear overview of the courses you took abroad, the assigned major and the assigned level for each course. Your tutor will be cc-ed in this email, so it will be a great opportunity to discuss the rest of your curriculum planning with your tutor afterwards.   

Formatting Instructions: 

In order for us to be able to process the documents as soon and well as possible please hold on to the following format: 

• Course recognition document – saved as a Word file under the name: Course Recognition, [first and last name] 
• Course manuals – saved as separate Word/PDF files (one for each course) and numbered according to the order you used in the ‘course recognition document’ when listing the courses. For example: 1. [course code], [course name] 
• If you have multiple documents per course, please turn them into one document. 
• Credit conversion information – saved as a Word/PDF file under the name: Credit Conversion, [host university] 
• Planning grid - saved as a Excel file under the name: Planning Grid, [first and last name] 

*Provisional course recognition means that AUC assesses the level of the course and towards which major/degree requirement it can be counted. We still require a transcript upon your return! 

2.7 Bank Account or Credit Card

In most countries you can use your own Dutch bank account or a credit card. When deciding how to manage payments while you are abroad, you should research some of the costs associated with withdrawing money. If it is too expensive and/or difficult to withdraw money, then you may prefer to open a bank account in your destination country. In this case you can withdraw large sums of money from your Dutch bank account and deposit them directly into your foreign account. 
 
In most cases you will need a passport and acceptance letter in order to open a bank account. Inquire about the procedure at the International Office of your host institution and ask them which bank has the most cash machines in town or near your home and which bank is the most student friendly. 
 
Please make sure you do not store all of your bank cards in one place. Especially abroad, these are very popular items for thieves! 

2.8 Study Abroad Information Fair

Much like the information sessions AUC organises for students interested in studying abroad, your host university will also most likely organise an information session or study abroad information fair. It may be that your host institution asks you to participate in this information fair during your stay. During such a fair AUC students (and other exchange students) can tell the students at the host institution what it is like to go on exchange to study at AUC. The more exchange students that come to study at AUC, the more places we will have for AUC students to go study abroad. It is therefore very helpful to AUC and your fellow students if you participate in such information sessions/fairs. If the international office at your host institution asks you to participate in a fair and you decide to do so, please contact the AUC International Office. We will make sure that the partner university receives the materials necessary to promote AUC during the fair. Please also feel free to share your personal experiences as a student with other students.    

2.9 Culture Shock

Anyone who spends a significant amount of time in a foreign culture will experience it – culture shock. Some of you who came to study at AUC from another counter may have already experienced this when coming to study in Amsterdam. It is a common phenomenon that should not scare you, even though you never thought you'd get homesick as an experienced traveller. Some people are more affected by culture shock than others, but almost everyone experiences it at least once. 
 
Suddenly you have to do without your friends and family, you come into an environment where the norms, values and customs are different, where the academic culture is different, the food is different, the climate and pace of life are different, and while you may or may not speak the language, you probably speak the language less well than your mother tongue. Initially you get a lot of attention as a newcomer, but soon the local students go back to their own lives and you are dependent on the other exchange students for company- even though their culture may be just as foreign to you as the culture of your host country. In other words, you (temporarily) lose the guidance and support you have at home. 

According to scientists, people that move to a foreign country go through six stages in adapting to their new environment. The last two of these stages take place upon your return home (for more about these two stages please see the section "Upon Your Return"). 

• Elation: The trip was exciting and exhausting but you conquered it. A new life is yours and you meet lots of new people and experience many new things. You are very busy arranging your affairs as described above but setbacks you face you are able to conquer in a positive manner. 
• Frustration and anger: You keep running into problems such as the cold climate, spots from the smog or the administration at your host university is confusing, not regulated or disorganised. You may also feel disappointed on a social level as you start to feel more and more like an outsider. 
• Revive and persevere: You become familiar with the language, you know how you need to arrange things at the university. You adjust to local customs and you know how you should behave in certain situations. You expand your horizons and find shops and restaurants and make friends among the local students. By now you know what aspects of the culture you don’t understand. You still encounter setbacks, but you know how to deal with them with a sense of humour. 
• Empathise and appreciate: This is the period of the overall 'recovery'. You understand and accept the culture, manners and customs of the country and you even begin to appreciate and value the way that current situations are handled in your host country as compared to the Netherlands/your home country. You can take on any situation and you feel at home in your host country. 

In Phase 2, you run the most risk of homesickness, especially if unpleasant events have occurred at home (death, illness). Try to overcome this stage and look for support from others. Whatever you do, don’t sit alone in your room and listen to sad music while looking at photos from home. It is at just such a moment of frustration and anger that you begin to idealise your situation at home. Realise that this is only a phase and you will get through it. Don’t make a snap decision to return home. Going back home is a permanent solution to a temporary problem. 

If it really becomes too much, please contact AUC's Study Abroad Adviser Marliene Stolker  (via AUC's Digital Service Desk) and your contact person at the International Office of your host university. This is not strange! Many students go through a period where they question whether or not they should go home while they are on exchange- especially when they've had a bad day. Both AUC and your host university can provide you with tools to get you through this difficult moment and allow you to enjoy your exchange. If you do decide to return to the Netherlands, make sure that both AUC and the partner university are aware of your decision. Often there are a few things that you will need to arrange before your departure and we can hopefully make agreements with your professors to finish your courses and receive credit for the courses you followed while abroad. 

2.10 Keeping in touch with the home front

It is advisable to stay in regular contact with home and AUC. In any case, be sure to make a note of the email addresses of your tutor, the AUC International Office and the Board of Examiners. Also make sure that the email address you use abroad is also known to your tutor and the AUC international office. As mentioned, it is advisable for you to register with the embassy of your home country. Should an emergency arise during your stay (political crisis, natural disaster, strikes, etc.), then the embassy can immediately take action. 

If you encounter any problems, you should always first contact the International Office of your host university, but please also feel free to contact AUC's Study Abroad Adviser Marliene Stolker. This can be for anything including problems with your health, housing, course registration or homesickness. 

As for contact with home, be clear and realistic in the agreements you make. Although your parents and loved ones might want you to video call with them every day in order to let them know how things are going, only you yourself can best determine how often and when you will have time to contact family and friends. Realise that you will be in a new environment with enough distraction, while your friends and family are at home missing you, so be sure to contact them regularly. 

2.11 Tips for the trip home

Although saying goodbye is always difficult, please try to take a look at the following practical issues: 

• If you have purchased any valuables, please keep in mind that these may be subject to import duties. Often this does not apply to items you have had in your possession for 6 months or more, so be sure to take a receipt with you to prove that the item(s) have been in your possession for more than six months. 
• Travel as light as possible. Have any visiting family members or friends take things back and forth in their luggage. If you insist on taking a big heavy suitcase you should look into the possibilities of shipping your luggage or consult the airline on their policies and costs for excess baggage. 

Have a safe trip home and we look forward to seeing you back at AUC!  

3. Upon your return

3.1 Transcript 

At the end of your stay abroad you will receive a transcript from your host institution that lists the courses you followed and the grades you achieved. 

These transcripts are not always sent to you automatically and you should always ask the International Office at your home institution how you can obtain a transcript. In most cases, the transcript will be sent to AUC, your home address or the international office of the UvA or VU. 

• If your transcript is sent to AUC, we will send you an email to let you know that the transcript has arrived an provide you with a digital copy. In case we've received a physical transcript, we will notify you when you can collect a  a copy of it at the Information Desk.  
• If your transcript is sent elsewhere (i.e. to UvA or VU), it is your responsibility to make sure it is handed over to the AUC International Office (att. Marliene Stolker), so that AUC can work on your credit conversion.  
• If you have received a digital copy of your transcript, the AUC international office will also require for your host university to verify the transcript. Therefore, please make sure to ask the host university to also send a copy of the transcript directly to international@auc.nl.  

The official transcript will be attached to your AUC diploma upon graduation. 

3.2 Credit conversion

While on exchange, you need to send us the course recognition form and additional material, as we will then be able to provisionally approve your courses. Upon return, you have to hand in your transcript.  

The credits you obtained abroad will be converted to ECTS and displayed on your AUC transcript. The credits you obtain abroad count towards your AUC degree. Grades obtained abroad after 1 September 2022 are no longer converted and do not count towards the AUC GPA. The original grades will appear on the diploma supplement. For more information, please refer to section 2.11 of the AS&P. 

3.3 Study Abroad survey and testimonial

Upon your return, you will be asked to fill in a survey to reflect back upon your experience, so that we can further improve our partner university spread and the experience of future exchange students. You will also be asked to write a testimonial, which is only meant for other AUC students - be frank, what you write is sometimes the best advice other AUC students will get about a destination.  

You will be contacted by email to complete these two things, it shouldn't take you much effort, you should be an expert on your destination after a semester abroad, after all. 

Note: After a few years of this being a voluntary assignment, unfortunately due to declining response rates, this is now a mandatory return of favour to AUC international and the study abroad programme. You will have to complete the survey and hand in a report before we can process your request for credit conversion. 

3.4 OV-jaarkaart 

If applicable, you need to reload the 'studentenreisproduct' on your OV chip card. For more information: http://www.studentenreisproduct.nl/.

3.5 Wrapping up your finances 

Once you have returned from your exchange, painfully as it may be, you are advised to make an overview of your finances again. Have you paid all outstanding bills to your landlord? Has the subtenant paid all rent? Do you have any outstanding credit card bills? What scholarships/loans will I still receive (or have to pay back)?  

Scholarships winding-up process 
For all those of you who received a scholarship, for example: 

• Erasmus Scholarships 
• AUF individual travel grant 
• Private funds  

You will most likely need to complete certain forms or write a report of your exchange for them. Do this on time, so that your experience is still fresh in your mind.  

3.6 Erasmus Student Network (ESN)

Once you are back in the Netherlands you can continue to meet international students. Yearly, 1200 international students come to the UvA. The Erasmus Student Network (ESN), previously called the International Student Network (ESN), helps international students integrate in Amsterdam and the Netherlands. You can become a coach of one or more international students. You could pick them up from the airport or Central Station and help the student during the introduction week(s). At the beginning of every semester coaches are needed and especially because you know what it feels like to study at a different university in a different country, you can easily put yourself in their shoes when it comes to issues and problems they encounter. 

On the ESN Board, you are closely involved with organising all sorts of activities for the international students, from city trips to parties and from sports days to a tour on the canals on King's Day. As a member of the Board, a member of a committee or a coach you play a big part in helping the international students on their way. 

Contact ESN if you want to know more about becoming a board member of ESN, the activities committee or being a coach during the introduction week. For more information check the ESN website. 

3.7 Being-back-blues 

The Being Back Blues refers to the reverse culture shock, a term which is used for what people experience after they have been abroad for a longer period of time. Coming home after staying abroad is a nice and exciting happening. You want to share your stories and experiences. At first, people are keen to hear about them and how you have spent your time abroad. And you are of course happy to see everyone again. However, sometimes, after a while, you catch the Being Back Blues: you are longing for your time abroad (the people, the climate, the country, the city you lived in): you want to go back! 
 
At home, life is not as exciting as you thought it was, actually, everything pretty much stayed the same and things carried on as normal. In your eyes, nothing seems to have changed but yet a lot has happened: friends may have moved, have started a new relationship or perhaps they split up. People were born, got married or passed away. Maybe the city has also changed: buildings that were built or taken down, tram lines changed, etc. After a while you realise that your friends and family are not very enthusiastic anymore when you tell them about your time abroad: they have heard it all before! In short, life just goes on. You need to pick up where you left off. Just as you may have experienced a culture shock when you arrived at your host university, you often experience the same feeling when you return home: reverse culture shock. The positive excitement of being home changes to negative feelings after a while. If you are a bit grumpy, tired, and restless after your return, it might be that you 'suffer' from the being back blues. 
 
Try to answer the following questions: 

• Do you think that your friends and family show a lack of interest when it comes to your study abroad experience? 
• Would you prefer to organise another study abroad period? 
• Do you feel your study programme and life here are annoying and boring? 
• Do you feel estranged from friends and/or family? 
• Do you find it difficult to 'fit' your study abroad experience into your current life? 

If you have answered 'yes' to most of these questions, it can very well be that you are undergoing reverse culture shock. However, it might be comforting to know that most students deal with this once they are back home. What can you do? 

Keep in touch with the friends you made during your stay abroad; write regularly about your experience (student report you need to write, in student magazines or the website of AUCSA, etc.); try to get involved in the Erasmus Student Network (ESN) www.esn-amsterdam.nl. You could become a mentor/coach/buddy of international students who are here on exchange; come to the Students meet Students meeting/borrel which is organised by UvA Global Exchange, twice a year. Here, you can meet students who are going on exchange soon. They would like to know all about your study abroad period. It is a great opportunity to tell people about everything you experienced abroad; talk to other students who just returned from abroad. They are, most likely, experiencing the same feelings. 

You can also help the UvA Office of International Student Affairs and AUC during information sessions for interested or selected students. After longing to be back at your host university and city and the feelings of restlessness tiredness, your life will slowly go back to normal, although it may never be the same again. Studying abroad may have changed you (emotional growth, more independent, more self-assured) and the way you look at certain things may have changed as well. 
 
But in any case nobody can take this experience away from you, so make the most of it!  Want to read more about reverse culture shock? Visit this website.