student exchange programme (sep) guide for outgoing students … · 2014. 11. 19. · university of...

University of Saint Joseph – International Relations – Rua de Londres, N. 16 – Nape – Macao E-mail: [email protected] ; Tel: +853 8796 4440 ; Fax: 853 2872 1755

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Student Exchange Programme

(SEP) Guide for Outgoing Students

DEFINITIONS As used herein the terms “host institution” and “home institution” in this document shall have the following meanings:

a) Host Institution -‐ the University or Tertiary Education Institution accepting USJ students to do exchange.

b) Home Institution -‐ University of Saint Joseph (USJ).

c) Exchange Student – any USJ student accepted to a SEP.

Global Education, Global Mind


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Table of Contents

Eligibility, Application Periods & Application Procedures ………… ……………..Pg. 2-‐3 USJ Selection Criteria, Application Result & Administrative Service Charge. .Pg.4-‐5 General Issues ………………………………………………………………………………………..Pg. 6 Checklist of Commonly Required Document…………………………………………....Pg. 7-‐8 FAQS…………………………………………………………………………………………..…...Pg. 8-‐10 Appendix A: List of Partner Institutions………………………………………………….Pg.11-‐13 Appendix B: Form for Recognition of Academic Work done by USJ Student. .Pg. 14

Eligibility

v All USJ students who are currently enrolled in a bachelor programme are eligible.

v Students who have completed at least 74 credits (equivalent to completion of four regular Semesters) and less than 130 credits (equivalent to completion of seven regular Semesters).

v Students who are in good academic and financial standings at USJ.

v Students who have good knowledge of the language(s) used at the host institution.


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Application Periods

For Fall Semester: 1st -‐ 15th April For Spring Semester: 1st -‐ 15th September

Application Procedures Steps:

ü Choose a host institution which offers exchange programme opportunities for USJ students, please refer to Appendix A.

ü Visit the website of the host institution for details.

ü Send an email to International Relations (IR hereafter) [email protected], indicating:

v Your intention of joining the Exchange Programme.

v Enclose a copy of your transcript.

v A list of the host institutions in priority.

v The short-‐listed candidates selected by USJ need to apply directly through the website of the host institution.

Ø Successful applicants will be notified individually


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USJ Selection Criteria

v A student with proficient command of the host institution’s medium of instruction.

v Priority will be given to the applicant with highest GPA.

v If more than one applicant has the same GPA, the seniority will prevail, e.g. applications from students of 2nd, 3rd and 4th years, priority will be given to the applicants of the 4th year.

v If more than the agreed number of applicant applies to the same host institution, USJ will suggest the student to choose another host institution. Please refer to Appendix A.

Application Result

ü Within 10 working days, IR will contact you. Should all the requirements be fulfilled, your nomination will then be confirmed via email.

ü You should proceed with the payment of the administrative service charge and provide copy of the confirmation payment to the IR. The IR will advise on how to formalize your application with the host institution.

ü The nomination letter will then be sent to the host institution accordingly.


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Administrative Service Charge

v An administrative service fee of MOP1,000 (One Thousand) will be charged to

each accepted student to cover related administrative costs. This amount is not refundable. Please send a copy of the payment receipt to IR via email.

v This amount must be paid at the Main Office as it is normal payment method in USJ.

Ø Should you have any queries, please email to [email protected].

Note: Prior to validation / confirmation of the applications with the host institutions, the IR liaises with the accounting office to confirm your payment. Failure to do the

payment will exclude the applicants to participate in the student exchange programme.


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General Issues

v Exchange Students retain their matriculation at USJ during the exchange period and do not need to apply for re-‐admission upon return to USJ.

v Prior departure exchange students are responsible for paying all customary

tuition fees, which will be due during their participation in the SEP.

v Exchange students are fully responsible for the expenses during their

attendance at the host institution such as books and other necessary module material, fees, housing, meals, transportation (round trip and local ground), personal expenses, and medical expenses.

v Exchange students are responsible for obtaining the visa and related travel

documents necessary to pursue studies at the host institution prior to the arrival to the host institution. If necessary, both institutions will provide necessary assistance to exchange students to fulfil the host-‐site visa requirements.

v If an exchange student withdraws from the programme of study prior to the

completion of the corresponding studies at the host institution for any reason, USJ’s withdrawal and refund policies will be applied.

Exchange students are strongly advised to obtain all possible information

related to the host country and the host institution, due to the uniqueness of each exchange experience.


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Checklist of Commonly Required

Documents

ü Academic Transcript: Available upon request at the USJ Academic Records

Office.

ü Application Form: Provided by the host institutions through their websites.

ü Financial Statement: Statement to prove that the applicant has the capacity

to cover his/her living expenses while enrolled in the SEP. This statement can

be provided by the applicant itself or by the applicant parents.

ü Health Certificate: Available upon request at the Macao Health Centre.

ü Health Insurance: Mandatory. Exchange students are required to buy a

Comprehensive Medical Insurance Plan. Exchange students are responsible for

the cost of treatment during their stay in the host country, should any medical

emergencies arise, you must therefore have medical insurance coverage as a

requirement and verify that the insurance policy you carry covers

hospitalization and medical care occurring during international travel and

sojourns, as well as repatriation back to Macao in case of medical emergency.

ü Reference letters from USJ: Ask your professors to write them for you.

ü Student Statement: Write a brief letter mentioning the reasons you would like

to be an exchange of the host institution.

ü Travel Documents: Provide a copy of your passport. Your travel document

(passport) must be valid for at least 6 months counting from the end of your

SEP.

ü Travel Insurance: Students are strongly advised to acquire travel insurance

covering the duration of the SEP and including the return to USJ.

ü Head-‐shoulder photos: 2 (two).


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Note: The above-‐mentioned list of documents is for reference only. Students are responsible to visit the website of the host institution of their choice for

detailed information.

Remarks: All documents submitted to SEP will not be returned.

FAQs

WILL FAILURE TO COMPLY WITH A FEW ITEMS ON THE CHECKLIST EXCLUDE ME FROM APPLYING FOR EXCHANGE?

v The checklist is for reference only. Required documents listed in the host institution of your choices are mandatory.

WHEN DO I KNOW THAT I HAVE TO PAY THE ADMINISTRATIVE SERVICE CHARGE FOR MY APPLICATION?

v The IR will inform you via email to proceed with the payment of the administrative service charge.

IF I WITHDRAW BEFORE THE STUDENT EXCHANGE PROGRAMME STARTS OR DURING THE PROGRAMME, CAN I HAVE THE PAYMENT REFUNDED?

v This amount is not refundable.

HOW TO ENROLL IN MODULES AT THE HOST INSTITUTION?

v In most cases the host institution provides a list of modules available and require the exchange students to indicate their modules selection during the application process. In other cases, the exchange students must enroll immediately upon arrival at the host institution.

v Be aware that there may be schedule conflicts for your preferred modules and/or some modules may not be offered every Semester at the host institution. Thus, you need to consider alternative choices.

HOW MANY MODULES SHOULD I TAKE?

v Equivalences: It is advisable to enroll in an equivalent number of credits as you would if you stayed here at USJ during that period. Please note that systems vary and sometimes the word 'credit' at different universities may have slightly


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different meanings. For example, in European countries universities refer to ECTS which are slightly different than our credits. If you plan to go to an European university the reference is that you must enroll in approximately 60% more ECTS than our credits here at USJ.

v Minimum credit load: At a minimum, exchange students must enroll in at least

50% of the standard credit load of the host institution. So, if the university where you go expects its students to complete 20 credits per Semester you must enroll in at least 10 credits.

v Language modules: Sometimes the language modules students are required

to take in USJ may not be available at the host institution. If that is the case or whenever exchange students are not able to produce official proof of successful completion of an equivalent language module, students will be required to complete these modules upon return to USJ. Please note that in some cases, this may delay your graduation.

MAY I WITHDRAW BEFORE THE EXCHANGE PROGRAMME STARTS?

v In case an exchange student intends to withdraw from the SEP before the starting date of the exchange programme, he/she is required to inform the IR of USJ in writing. The IR of USJ will then inform the host institution.

MAY I WITHDRAW DURING THE EXCHANGE PROGRAMME?

v In case an exchange student intends to withdraw from the SEP in the middle of the exchange programme, he/she is required to inform the appropriate department of the host institution and IR of USJ in writing.

Failure to do so may result in: Ø Failure of modules enrolled in the host institution

Ø Retake of the modules in USJ

Ø Non-‐refund of tuition and other fees, if any

Ø Refund of any financial support provided by funding institutions.


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WHAT ABOUT TRANSFER OF CREDITS?

v Exchange students are responsible for checking and ensuring that the SEP meets their academic needs. Students should seek advice from their respective Programme Coordinator once they have choose the modules to study at the host institution prior departure from Macao.

v Recognition of credits is granted to modules, which are at a similar academic level as of USJ modules and successfully completed at the host institution. By similar, it means that both the number of hours of the module and the content must be equivalent to what is required at USJ.

v Upon completion of the SEP the host institution will send the student’s official/original transcript to USJ IR.

v Students are required to fill in the Appendix B form “Recognition of academic work done by USJ students through exchange programmes” indicate on the left column which module that you believe justifies your request and, on the right column, the module you seek accreditations for in USJ.

v The USJ IR will review the transcript and present the proposal to the Programme Coordinator for consideration and afterwards submit to Academic Records Office for accreditation of the modules successfully completed during the SEP.

Despite earning credits in SEP, USJ students may still be required to: Ø Retake modules failed at USJ in prior Semesters;

Ø Register in modules not offered at the host institutions, but compulsory at USJ. For example, language modules.

DOES THE MODULES TAKEN AT THE HOST INSTITUTION WILL APPEAR IN MY USJ TRANSCRIPT?

v No. Modules successful completed at the host institution will appear on the student’s transcript as the titles of the equivalent of USJ module names.


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Appendix A

ASIA

PEOPLE’S REPUBLIC OF CHINA Chifeng University

Changsha Medical University (CSMU) French Centre for Research on Contemporary China (CEFC)

Guangdong Design Institute, Guangzhou (GZDI) Shanxi Medical University

Sun Yat-‐Sen University, Guangzhou (SYSU) Sias International University, China (SIAS)

The Eyes School of Zhuhai (ZHEY) The University of Science and Technology, Beijing (USTB) The Open University of Hong Kong, Kowloon (OUHK)

University of International Business and Economics, Beijing (UIBE) Xijing University

Yunnan University of Nationalities, Kunming (YNNI) Zhongnan University of Economy and Law, Wuhan (ZUEL)

INDONESIA

London School of Public Relations -‐ Jakarta Universitas Surabaya

PHILIPPINES Manuel S. Enverga University Foundation, Lucena City(MSEUF)

University of Perpetual Help System Dalta

SOUTH-‐KOREA Hankuk University Of Foreign Studies (HUFS)

TAIWAN

Fu Jen Catholic University (FJU) I-‐Shou University (ISU)

THAILAND

Chiang Mai University, Thailand (CMU) Suan Sunandha Rajabhat University (SSRUIC)

MALAYSIA

International University of Malaysia-‐Wales (IUMW)


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PACIFIC

AUSTRALIA La Trobe University

PAPUA-‐NEW-‐GUINEA

The University of Goroka (UOG)

CENTRAL & SOUTH AMERICA

BRAZIL Centro Universitário La Salle-‐Unilasalle, Canoas , RS

Cento Universitário La Salle – Faculdade La Salle, Manaus -‐ AM Cento Universitário La Salle – Faculdade La Salle, Lucas do Rio Verde

Pontifícia Universidade Católica de Minas Gerais (PUC Minas) Pontifícia Universidade Católica do Paraná (PUCPR)

Universidade Estadual de Campinas, Brasil (UNICAMP) Universidade Federal de São Carlos – SP – Brasil (UFSCar)

Universidade Estadual de Roraima – Brasil (UERR)

UNITED STATES Nichols College

Rutgers, The State University of New Jersey University of Incarnate Word (UIW)

EUROPE

FRANCE Institut Supérieur de Gestion (ISG)

Institute des Sciences De La Communication Du CNRS (ISCC) Université Jean Moulin-‐ Lyon 3

Université Paris Est Val-‐de-‐Marne (UPEC) Université Sorbonne Nouvelle -‐ Paris 3

ITALY Politecnico di Milano (POLIMI)


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PORTUGAL

Instituto De Artes Visuais, Design E Marketing – Escola Superior de Design Lisboa (IADE)

Instituto Superior Técnico Lisboa (IST) Instituto Superior de Educação e Ciências (ISEC)

Instituto Universitário de Lisboa (ISCTE) Universidade Católica de Portugal (UCP)

Universidade de Coimbra (UC) Universidade de Lisboa (UL) Universidade De Évora (UE)

ROMANIA

Lucian Blaga University of Sibiu, Romania (LBUS)

RUSSIA National Research University Higher School of Economics (MLAD)

People's Friendship University, Russia (PFUR) The Herzen State Pedagogical, University of Russia, St. Petersburg Russia (HSPU）

SPAIN

Universidad de Carlos III, Madrid (UC3M)


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Appendix B

FORM FOR RECOGNITION OF ACADEMIC WORK DONE BY USJ STUDENTS

THROUGH STUDENT EXCHANGE PROGRAMME (SEP)

Recognition of academic work done by USJ students through exchange programmes

Student Name: _____________________________________________________________________________

Student Number: _____________________ Academic Programme:_______________________ Please, fill in the table below, as well as you can, indicating the modules that you have successfully completed at the host university and the modules of your academic programme at the University of Saint Joseph, during the exchange period. Modules successfully completed at the host

university Modules of your academic programme

at the University of Saint Joseph Name of the module Credits/ECTS Name of the module Credits Total Credits/ECTS Total Credits NOTES:

1) You are required to attach to this form the official transcript of your studies at the host university.

2) You should submit the completed form when you return to USJ, even if at that time you have not yet received the official transcript from the host university. Please also note that the official confirmation of the credits awarded to you will be done only after receiving the official transcript.

Student Signature: _____________________________Date: ____________________ Approved by Coordinator: _______________________________

Date:____________________

Received by Academic Records: __________________________

Date:____________________

Note: Form available at the International Relations