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 Rennes SB Exchange Coordinator or on the application form itself.
While waiting for this list, here are some documents frequently requested:
|
Copy of your passport |
If you previously submitted a temporary document (récépissé) on RISE, update your profile with your actual passport once received. |
| Copy of your ID card | |
| Transcript(s) of academic records/bulletin de notes |
Provide your most recent transcript. Some universities may require an English translation, available on RISE. |
| Learning Agreement / Contrat d'études |
This outlines your course selection during the exchange. More details are available in Step 4 |
| Financial/bank statement | An official bank document confirming sufficient funds, written in English. |
| Letter of recommendation / Academic reference | Request this from one of your professors in advance, as it may take time. |
| Personal statement / Letter of motivation / Study plan | A letter introducing yourself and explaining your motivation for the exchange. |
| CV | Prepare this in English; some universities may require it in Spanish. |
| Copy of Official Language Test | A complete, clear copy of your language proficiency scores. |
| Certificate of language proficiency | Your Rennes SB Exchange Coordinator can provide a certificate indicating your English level based on your grades. |
| Medical certificate | An official report confirming your good physical and mental health, written in English. |
| Certificate of enrolment / Certificat de scolarité | A document confirming your registration at Rennes SB, including your study level and enrollment dates, available on RISE. |
| Nomination letter / Confirmation letter | Obtain this from your Rennes SB Exchange Coordinator. |
| Copy of health insurance | Evidence that you have health coverage 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.
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.
Upon Arrival at Your Host University
Learning Agreement
- Download your 👉 Learning Agreement
- Get it signed by your host university, your Rennes SB coordinator, and yourself.
- Submit it within 15 days of arrival.
Arrival Declaration
-
Log in to WebRISE > Exchange Abroad > My Arrival Abroad to confirm your arrival.
At the End of Your Exchange
Upload Your Transcript
- Collect your academic transcript from your host university.
- Upload it as soon as possible to WebRISE > Exchange Abroad > My Transcript from Abroad.
- This is necessary to validate your exchange semester.
Share Your Experience
- Take a moment to write an Exchange Report about your time abroad.
- Share insights on housing, courses, cultural experiences, and what you wish you had known before leaving.
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