Congratulations on being assigned to a university for your exchange program! Now, let's guide you through the next steps to ensure a smooth application process and successful departure.
WHAT HAPPENS NEXT?
After your university assignment, an Exchange Coordinator from Rennes SB will contact you. This person will assist you throughout your exchange journey, including:
- Guiding you through the application process.
- Communicating with the partner university on your behalf.
- Helping you select and validate your courses.
Important: Being assigned to a university does not guarantee acceptance. You must complete and submit a formal application to your host university. Ensure you meet all deadlines and provide all required documents to avoid any issues. You will know you have been accepted when you receive an acceptance letter from the university.
When will I start my application with my host university?
Wait for instructions from your Rennes SB Exchange Coordinator or directly from your host university. The application timeline varies depending on the university and country.
Completing Your Application to the Host University
Application methods differ among universities:
- Email Applications: Send your documents to both your Exchange Coordinator at Rennes SB and the Host University.
- Online Platforms: Apply directly through the university's online application system.
- Paper-Based Applications: Some universities may require physical application forms.
| Please keep your Exchange Coordinator at Rennes SB up to date with the status of your application at every step. |
Which documents might I have to submit?
Each university has its own application procedure according to its own national laws. The documents that you are required to provide are often listed on a checklist sent by your Exchange Coordinator at Rennes SB or on the application form itself.
While waiting for this list, find below the most frequently required documents :
Copy of your passport |
If you submitted a récépissé on Rise, remember to upload your passport once you receive it in order to update your profile |
| Copy of your ID card | |
| Transcript(s) of record / bulletin de notes | It is important to send the most recent transcript you have. Partner universities might ask for a transcript that has been translated into English. |
| Learning Agreement / Contrat d'études | Course selection for your exchange semester. See Step 5 for more information. |
| Financial/bank statement | Official certificate from the student's bank stating that the student has a specific amount in their bank account. To be written in English. |
| Letter of recommendation / Academic reference | You can ask one of your professors for this document; plan ahead, as it can take some time. |
| Personal statement / Letter of motivation / Study plan | Letter of motivation and global presentation of the student. |
| CV | To be written in English and sometimes in Spanish. |
| Copy of Official Language Test | Full and clear copy of official language score report (including the back of the document). |
| Certificate of language proficiency | Your Exchange Coordinator at Rennes SB can provide you a certificate indicating a B2 level in English / indicating your level in LV2 based on your grades. |
| Medical certificate | Official medical report stating good, physical and mental health of the student. To be written in English. |
| Certificate of enrolment / Certificat de scolarité | Document stating you are registered at Rennes SB, your level of study and date of enrolment. Available on RISE. |
| Nomination letter / Confirmation letter | Ask your Exchange Coordinator at Rennes SB. |
| Copy of health insurance | Stating you are covered during your exchange period abroad. |
When will I get my letter of acceptance?
Once you've completed your application, the host university will send an acceptance letter, either directly to you or through your Rennes SB Exchange Coordinator.
When will I know the exact dates of my exchange?
At the latest, the exact dates of your exchange program will appear on the letter of acceptance.
Prepare Your Departure
Now that you have received your acceptance letter, it's time to plan your departure. Here’s what you need to know to get ready for your exchange experience.
When should I buy my travel ticket?
We strongly recommend waiting until you receive your acceptance letter before booking your travel. If you choose to book early, make sure your ticket is modifiable or refundable to avoid any issues. You are fully responsible for arranging and covering the cost of your round-trip travel to your host university.
When should I arrive at my host university?
You should arrive before the start of the orientation week to have enough time to settle in. Some universities may refuse late arrivals, so check the dates carefully.
Do I need a visa?
Check the embassy website of your destination country as soon as possible. Start the visa process early to avoid last-minute stress. You are responsible for all visa arrangements, including fees and required documents.
I am a non-European student going to a European university. Do I need a visa?
Yes, a student visa is mandatory for non-European students studying in Europe.
Do I need insurance?
Yes, you must have international health insurance covering medical expenses, repatriation, and liability (e.g., April, Chapka). Some universities may also require specific local insurance. There are multiple possibilities online, if you do not know which one to choose, you can check this 👉insurance calculator. In any case, you will have to cover the cost of this personal insurance.
- For EU countries: You can use the European Health Insurance Card (EHIC) 👉 Carte Européenne d’Assurance Maladie instead of private insurance.
- For some destinations: Your host university may require you to sign up for their local insurance plan.
What about accommodation?
There is no guarantee that your host university will provide housing. You are responsible for arranging your accommodation by:
- Checking the host university website for housing options.
- Reading the 👉 The Fact Sheets for specific information.
- Contacting former students for tips.
Make sure to get insurance for your accommodation abroad!
Financial Aid & Grants
Am I eligible for a grant?
Grants are only available for mobility within the European Union. If you are going outside Europe, check with your local city hall, regional council, or government agencies for potential funding.
Can I apply for a grant from the Brittany region?
No, Brittany no longer provides grants for Rennes SB students.
Can I apply for the CROUS grant (AMI)?
No, as Rennes SB is a private school, students are not eligible.
How do I apply for the Erasmus grant?
If you are eligible, you will receive an email from the International Bursary Coordinator. No action is needed until you are contacted. If you wish to know more about the Erasmus+ grant process, check this 👉 page.
Can I get an Erasmus grant for the UK?
No, since Brexit, the UK is no longer part of the Erasmus program.
Final Checks Before Departure
- Vaccinations: Check required vaccinations for your destination 👉 Institut Pasteur Travel Guide.
- Official Travel Advice: Consult France-Diplomatie for safety updates 👉 Travel Advice.
- Stay Connected: Register on Ariane so French authorities can assist you in case of emergency 👉 Ariane Registration.
- Talk to Former Students: Contact past exchange students for housing, course details, and lifestyle tips 👉 Student Contacts.
- Join the International Alumni Clubs: Meet alumni working abroad for networking and practical advice 👉 Alumni Clubs.
Mobility tips
✔ Keep digital copies of important documents (passport, acceptance letter, flight ticket).
✔ Know the emergency number for your destination (112 for Europe, 999 for the UK, 911 for the USA).
✔ Check your credit card’s validity and international usage fees.
✔ Set up Microsoft Authenticator before leaving to access Rennes SB’s IT tools.
✔ Get local currency before departure.
✔ Inform someone about your travel plans.
ANY OTHER RECOMMENDATIONS?
While you wait for your acceptance, please:
- DO NOT directly contact the partner university: your Exchange Coordinator at Rennes SB remains your main contact person up until you receive your acceptance letter from your host institution
- DO NOT reserve your plane tickets or accommodation: the semester dates will be specified in your acceptance letter
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