PGE - Step 3 - Prepare your application and departure!

WHAT HAPPENS ONCE THE UNIVERSITY FOR YOUR EXCHANGE HAS BEEN ASSIGNED TO YOU?

Depending on the country in which your university is located, you will be contacted by the person responsible for monitoring your exchange, known as the “Coordinatrice d'échange/Exchange Coordinator”. They will be your point of contact during the preparation and duration of the exchange. They will support you with the application process, facilitate the transmission of information between the student and the partner university; and help validate your course selection.

Am I automatically accepted by my host university?

No, the allocation system is used to assign you a university for which you meet the admission conditions. You must then apply to your university. Make sure to meet the deadline with a complete application in order to avoid any refusals. 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?

You need to wait for the instructions from your Rennes SB Exchange Coordinator or from your host university. The timescale varies from one university/country to another.

HOW TO PREPARE MY APPLICATION?

For some, the application has to be done by email and you will have to send your documents to both Exchange Coordinators (at Rennes SB and the Host University).

For others, you will have to apply directly using an online platform.

Finally, some others opt for a paper-based application.

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:

When will I get my letter of acceptance?

You will get your letter of acceptance once you have finalised the application process. It will be sent by email by your host university or forwarded by your Rennes SB Exchange Coordinator.

When will I know the exact dates of my exchange?

At the latest, the exact dates of your exchange abroad will appear on the letter of acceptance.

HOW TO PREPARE MY DEPARTURE ABROAD?

After receiving your letter of acceptance, you are expected to organise and pay for your own transportation to and from the partner university.

When can I buy my travel ticket?

We recommend that you wait until you receive your acceptance letter before making travel arrangements. If you want to purchase your tickets in advance, make sure that you purchase modifiable/cancellable tickets. It is always advisable to buy your travel ticket with the option of changing dates.

When should I arrive at my partner university?

You should make sure to arrive before the start of the orientation week (semaine d’intégration). This will allow you to settle into your accommodation and get your bearings before orientation starts. The partner university reserves the right to refuse a student who plans to arrive late or leave early.

Do I need to apply for a VISA? 

For all visa applications, you must visit the website of the embassy of the country you are going to. Once you get your allocated university, we recommend you check how to get the visa. The more you anticipate the visa process, the easier it will be to get the documents prepared and the less stressful it will be for you. You are fully responsible for the visa process (appointment, fees, required documents…).

I am a non-European student. Do I need to apply for a student visa if I got admitted to a European university? 

In this case, yes, it is compulsory for you to apply for a student visa in the country of your destination.

Do I have to take out insurance?

You must sign up for a personal and international health insurance contract (such as April, Chapka etc...) which covers repatriation, civil responsibility and medical expenses. There are multiple possibilities online, if you do not know which one to choose, you can check this 👉 insurance calculator

Most Partner Universities require a copy of your health insurance contract or a copy of the CEAM - Carte Européenne d’Assurance Maladie (EHIC – European Health Insurance Card) for E.U. countries.

For some destinations, it will be compulsory to sign up for a specific local insurance provided by the host university.

In any case, you will have to cover the cost of this personal insurance.

What about accommodation?

There is no general rule about being offered on–campus accommodation or a flat-sharing opportunity. You must arrange your own accommodation by considering the information about accommodation via:

• The host university website (they will provide details about accommodation options, if they have any, along with the associated costs, etc.)

• 👉 The Fact Sheets

• Tips from former students

Rennes SB does not guarantee the conditions and/or the opportunity of being offered accommodation by the Partner University.

Make sure that you get an insurance contract for your accommodation abroad.

WHAT ABOUT GRANTS?

Am I entitled to a grant for my stay abroad?

Only for mobility within the Member States of the European Union. For mobility outside Europe, you will need to inquire with the local authorities of your « home » region (City hall, departmental and regional councils), except Brittany.

Can I apply for a grant from the Brittany region?

Unfortunately, this is no longer possible because the regional council does not allocate grants to our students anymore.

Can I apply for the CROUS grant (AMI)?

No, because Rennes School of Business is not a public school.

How can I apply for the Erasmus grant?

The International Bursary Coordinator sends an e-mail to all the students who are potentially eligible for this grant. You do not need to take any steps until you receive this e-mail.

Am I eligible for the Erasmus grant when going to the UK?

Since Brexit, the UK is not a member state of the European Union and therefore no longer participates in the Erasmus programme, meaning that you cannot apply for an Erasmus grant for an exchange in the UK.

WHAT ELSE SHOULD I CHECK BEFORE GOING ON MY EXCHANGE?

Should I get vaccinated?

To find out about mandatory vaccines in the region where you will be visiting, you can consult this page: 👉 Travel information and vaccines - Institut Pasteur Medical Centre

Where can I find official advice about my exchange?

👉 France-Diplomatie : Conseils aux voyageurs

Before leaving, we advise you to register on the ARIANE website so the Ministry of Foreign Affairs is aware of your situation abroad If needed: 👉 Ariane - France-Diplomatie

I wish to contact former exchange students to get some advice about their experience abroad, how can I do so?

There is an updated list with all the former students by destination available here 👉 Former students by destination.

Don't hesitate to get in touch with them for tips about accommodation abroad, the courses in the host university, the transportation, the general experience of living in a different country, etc..

I have heard of the International Alumni Clubs. Can I get in touch with them?

The International Alumni Clubs bring together a community of graduates who live and work abroad. You can of course contact them for practical information about your future destination or to meet new people once you're there. The list of our Clubs is available  👉 here.

Our mobility tips

• Make digital records and/or photocopies of your important documents (passport, letter of acceptance, travel ticket)
• Make sure you know the local emergency number (112 for Europe, 999 for the UK, 911 for the USA)
• Check the expiration date and conditions of use of your credit card abroad
• Get some local currency before leaving
• 👉 Set up Microsoft Authenticator before leaving France to make sure you'll have access to your IT Tools (Outlook, Teams, RISE, etc..)
• Let someone know where you are traveling to
• Useful travel website: 👉 tourdumondiste.com

WHAT PROCEDURES DO I HAVE TO CARRY OUT UPON ARRIVAL AT MY PARTNER UNIVERSITY?      

You must complete your Learning Agreement and have it signed by your Exchange Coordinator at your host university, your Exchange Coordinator at Rennes SB, and yourself. It must be returned within 15 days of arrival on site. You can download it from our dedicated platform 👉 Exchange Abroad Documents

What else should I do?

You must also complete your arrival section on your WebRISE > Exchange Abroad > My Arrival Abroad.

WHAT PROCEDURES SHOULD I CARRY OUT AT THE END OF MY SEMESTER ABROAD?

At the end of your semester, you must collect your transcript and upload it to your WebRISE > Exchange Abroad > My Transcript from Abroad as soon as possible. It will be used to repatriate your credits and validate your semester of study abroad.

I WANT TO SHARE MY EXPERIENCE OF THE EXCHANGE ABROAD. HOW CAN I DO?

You are invited to share your thoughts about your exchange abroad, you probably have a lot to share! What do you like so much about your exchange? What do you wish you had known before you left? Take a moment to share your experience/feedback with us through your 👉 Exchange Report