INFORMATION FOR OUTGOING STUDENTS PARTICIPATING IN ERASMUS BILATERAL EXCHANGE OR FREE MOVER PROGRAMME
The procedure is valid from 23rd May 2019
I. BEFORE DEPARTURE
Outgoing student mobilities are regulated by RULES AND REGULATIONS FOR STUDENT AND DOCTORAL STUDENT MOBILITY annexed to the Rector’s Order no.51 of October 11, 2017 (to be downloaded here). Every student is obliged to study the mobility regulations as all of them are applicable. In order to avoid duplicating information, in this document we do not repeat the provisions included in the Rules and Regulations for Student and Doctoral Student Mobility
Documents to be submitted before the mobility to the International Centre (students do not submit the below documents to the Bachelor Studies Dean’s Office):
Students participating in outgoing mobility should submit the following documents to the International Centre:
1. The Exchange Request [Wniosek – Skierowanie za granicę] and the Learning Agreement both in duplicate.
2. One copy of the Exchange Request [Wniosek – Skierowanie za granicę], at the very bottom below the signatures of the Exchange Coordinator and the Dean, should contain the student's short statement:
“I have been informed that if I fail any courses in the examination session ….. (here specify the semester and academic year, for example: of the spring semester in the 2018/2019 academic year), I will be withdrawn from the mobility programme”.
The date and student's signature should follow. This statement is to reinforce the awareness of Article 6 of the Rules and Regulations for Student and Doctoral Student Mobility.
3. For students who have already completed their foreign language courses (or plan to complete it in the semester preceding the mobility):
One copy of the Exchange Request [Wniosek – Skierowanie za granicę], at the bottom of the page (below the handwritten statement I have been informed that… but before date and signature, the student should write: “I hereby declare I have passed my final foreign language exams” or “I hereby declare that I intend to pass my final foreign language exams by the end of the semester preceding my mobility period (as applicable).
4. For students who will not complete their foreign language courses before their mobility:
In line with the agreement between SGH Foreign Language Office and the Bachelor Studies Dean’s Office, students should submit a “language declaration” (one for each foreign language learned) – the form is to be downloaded here.
5. The students who plan to complete one of their foreign language courses before and the other one after the mobility should follow the aforementioned item 3 with regard to the language courses completed before the mobility and item 4 with regard to the language courses completed after the mobility programme.
Deadline for document submission
The deputy Dean is to sign mobility documents within two weeks. Therefore, a complete set of documents should be submitted to the International Centre sufficiently in advance.
Additional information about course selection within the exchange programme
1. The Dean has the right to reject students' applications for courses already completed at SGH (having the same name as the courses completed at SGH or similar to them).
2. If students have difficulty in finding suitable courses within the Bachelor studies offer at the host university, it is possible for them to enrol in courses within the Master studies offer.
Documents to be collected by students from the Bachelor Studies Dean’s Office before the mobility (the student takes the documents from the Dean's Office only when they are correctly filled):
1. An original of the Learning Agreement signed by the Bachelors Studies Deputy Dean.
2. An original of the Exchange Request [Wniosek – Skierowanie za granicę] signed by the Bachelor Studies Deputy Dean.
Additional duties to be done before the mobility:
1. Students are obliged to inform their foreign language teacher about participating in an exchange programme.
2. Before leaving for the exchange programme, students approve a blank course declaration card for the exchange semester in the Virtual Dean’s Office. If the declaration contains selected courses, they will be removed from it in the course of the exchange semester (possibly, except for language courses, if students are applying for a grade transfer or participation in the language exam according to their language declaration; and except for Bachelor seminar, if students request it and obtained the necessary permission specified in Article 3.3 of the Rules and Regulations of the Mobility).
Resignation from the exchange programme
Students who wish to resign from the exchange programme are obliged to inform both the International Centre and the Bachelor Studies Dean’s Office (in two separate letters sent to the International Office and the Dean’s Office).
1. Students attending a Bachelor seminar during the pre-exchange semester are obliged to submit their Bachelor theses (i.e. to pass the course Bachelor seminar) till the end of the pre-exchange semester. Failing to pass a declared seminar is treated as a course fail and may result in the cancellation of the exchange.
2. The International Office website contains all the necessary information on the mobility procedures and documents.
II. IN THE COURSE OF THE EXCHANGE PROGRAMME
Reporting changes to the Learning Agreement
Students have one month from the beginning of their mobility to report changes in the Learning Agreement to the International Office. In the case of participation in courses in a block seminar system, students should inform the International Office and Bachelor Studies Dean’s Office (Ms Katarzyna Smolińska) about it by e-mail.
III. AFTER THE RETURN FROM THE EXCHANGE PROGRAMME
The deadline for mobility participation settlement in the Bachelor Studies Dean’s Office
1. We recommend the quickest possible exchange programme settlement (especially in the case of last semester students, as at least 10 days before the Bachelor thesis defence, students' exchange settlement files and certificate of completion of studies are submitted to the officer in charge of Bachelor defences).
2. The exchange settlements must be made not later than one month after the end of the semester, according to the SGH academic year schedule.
3. If the deadline given in point 2 cannot be met (because e.g. the semester at the host institution is much longer than the one at SGH), students are obliged to apply to the Deputy Dean of the Bachelor Studies Office for permission to prolong the deadline for the exchange settlement suggesting a new deadline (which should also be properly justified).
1. Students who wish to have a course equivalent for a course completed abroad, should fill in a form (to be downloaded here), in which course equivalents within the SGH course offer should be suggested.
2. Only courses within the SGH Bachelor studies offer from core and major and major related courses may become equivalents. Equivalents are suggested by students.
3. Course equivalents must be accepted by the course coordinator (for core courses) or tutor (for major and major related courses). It is the student’s responsibility to contact the course coordinator or tutor of the field of study in order to obtain an opinion about course equivalents. The documents to be submitted to the course coordinator / tutor of the field of study should include the syllabus of the course completed abroad.
4. The course completed abroad should have the same number of ECTS or more than its equivalent at SGH.
5. The suggested list of course equivalents with an opinion of course coordinator / tutor of the field of study along with the syllabus of the course completed abroad should be submitted to the Dean’s Office of Bachelor Studies no later than on the day of submission of all other exchange settlement documents to the International Centre. (Any suggested lists of course equivalents submitted later will not be considered.)
6. The final approval of course equivalents rests with the Dean.
7. If the student obtained the approval of an equivalent of the course completed abroad, the Polish course equivalent is entered into the electronic system along with the number of ECTS for the equivalent course at SGH. If the course completed abroad had more ECTS than its Polish equivalent, the course completed abroad is also included in the electronic system with the number of ECTS equal to the difference between ECTS credit worth at the host university and ECTS “used up” by the Polish equivalent. If the course completed abroad did not have more ECTS than its Polish equivalent, the course completed abroad is not entered into the electronic system.
Failed course during the mobility
1. Students who fail a course/courses during the mobility period are obliged to submit an application to the Bachelor Studies Dean’s Office: REQUEST FOR CONDITIONAL ENROLMENT / REPEATING OF SEMESTER, RECOGNITION OF REPLACEMENTS FOR SUBJECTS FAILED ON EXCHANGE AND SUBSCRIPTION TO SUBJECTS THAT ARE REPLACEMENTS (the document is available here).
2. The application form mentioned in point 1 should be submitted to the Dean’s Office no later than 14 days after the retake exam session at SGH. For students who are allowed to make the exchange settlement later, this deadline is extended to the day on which exchange settlement documents are submitted.
3. Equivalents of courses failed during the mobility should have a total number of ECTS equal to the total number of ECTS of the failed courses. If such a selection is impossible or difficult, it is possible to choose equivalents having more ECTS (in such situations, fees apply only to ECTS corresponding to the courses failed during the mobility period).
1. In accordance with the regulations, documents submitted after the mobility are verified and accepted by the Bachelor Studies Deputy Dean and entered into the electronic system within two weeks of submission of the original of the Learning Agreement along with Changes to the Learning Agreement , Transcript of Records and Exchange Settlement [Formularz rozliczeniowy] by the International Centre.
2. Should you have any questions related to the submission of documents, please contact the International Centre.
3. We remind students of the need to monitor their accounts in the Virtual Dean’s Office. Any doubts should be reported immediately to Ms Katarzyna Smolińska (tel. 22 564 98 56, email: firstname.lastname@example.org).