Studying abroad: Key steps to follow with the UPHF

Contact your institute's IR administrative relay or International Relations Department (IRD) so that they can provide you with the link to the form for submitting a stay request:

- Institut National des Sciences Appliquées Hauts-de-France (INSA HdF): @email

- University Institute of Technology (IUT): @email

- Institute of Societies and Humanities (ISH) : according to your Academic Unit

• UA Droit administration Publique: @email
• UA IAE: @email
• UA Letters Languages Arts:  @email
• UA Economics, History, Geo and Societies: @email

Please be sure to fill out all the information requested in the online form.

You will need to apply by the first week of February (odd semester and full year) and early September (even semester).

Your application will be reviewed by your institute according to specific criteria established by your institute.

It will then communicate your final validated stay wishes to the International Relations Pole.

• The IRP communicates the procedure to you:

The International Relations Pole contacts you by email and tells you the procedure for putting together your online application, including the link to the form to be completed and the application deadlines at UPHF and at the partner.

On receiving the link to the form, you will need to complete it and upload the following documents:

1. A certificate of enrollment from the Université Polytechnique Hauts-de-France for currently enrolled students or the letter of admission to the UPHF course during which the mobility will take place (year n+1)
2. Transcripts for the last two years.
3. A RIB
4. The last tax notice

For students wishing to carry out a mobility in the framework of the BCI program, you are also asked for the following documents:

1. Application form to be filled out on the website http://echanges-etudiants.bci-qc.ca/  Section: International Students  - Step 4 "I fill out the application form" (access code provided by the IRP)
2. Letter of motivation
3. Letter of recommendation issued by your current training manager
4. Copy of your birth certificate

Your complete mobility file must be validated online by the following dates*:

• for a departure in the first semester (odd semester or full year): opening the form between February 19 and March 31
• for a departure in the second semester (even semester): opening the form between September 15 and October 31

*In the event of an earlier appointment date, IRP will be responsible for communicating application deadlines for affected students.

• IRP will nominate you to the partner university.

As part of a mobility from the  Erasmus+ program:

a. The procedure is completely digitalized, the partner accepts your nomination
. b. You will receive instructions from the partner to complete the application procedure at their institution
. c. You will need to complete your digitized study contract (see 4.)

Within the framework of a mobility via an exchange agreement, the BCI program, or a double degree:

a. The nomination is made by email, and the partner accepts your nomination

b. You will receive instructions from the partner to complete the nomination process via email

c. You can then complete the educational contract in word format (see 4.)

After your appointment is accepted, you will be asked to complete your pedagogical contract. You must make your choice of courses by consulting the host institution's course catalog and have them validated by the teacher coordinating international relations within your component at the Université Polytechnique Hauts-de-France. With your teacher, you must agree on the study program or project to be carried out in articulation with your training at the Université Polytechnique Hauts-de-France and according to the duration of the planned stay.

To know, in Europe:

• one term = 15 ECTS credits
• one semester = 30 ECTS credits
• one academic year = 60 ECTS credits

PLEASE NOTE, ECTS credits are not used in countries outside Europe. 

 What is ECTS? 

The European Credit Transfer and Accumulation System is a point system developed by the European Union as part of the ERASMUS program that aims to make it easier to read and compare the study programs of different European countries.

The acronym ECTS, an abbreviation of the English term European Credits Transfer System, is the term most commonly used for practical reasons.

ECTS is part of the Bologna process and in France has been taken into account in the LMD reform.

ECTS is based on the workload to be achieved by the student in order to reach the objectives of the program which are defined in terms of knowledge and skills to be acquired.

The main features:

ECTS is based on the principle that the work to be done by a full-time student during an academic year corresponds to 60 credits. Since the workload of a student enrolled in a full-time study program in Europe is, in most cases, about 1500-1800 hours per year, the value of one credit therefore represents about 25-30 hours of work.

ECTS credits are obtained only after full completion of the work to be delivered and carried out and the appropriate assessment of the learning outcomes. These correspond to a set of competences defining what the student will know, understand, or be able to do after completing the course of study, regardless of its duration.

The ECTS credits are obtained only after full completion of the work to be done and the appropriate assessment of the learning outcomes.

The student workload to be considered in the ECTS concerns the definition of the time needed to perform all educational activities, such as attending classes, participating in seminars, studying independently and personally, preparing for and taking exams, preparing projects, etc.

Credit is assigned to all components of a program of study (modules, courses, internships, dissertations, thesis, etc...), based on the amount of work each activity requires to succeed in its own objectives relative to the total work required to successfully complete a full year of study.

The student's results are sanctioned by a local or national grade. An example of good practice is to add an ECTS grade, especially in the case of transfer credits. The ECTS grading scale ranks students on a statistical basis. Therefore, statistical data on student performance is a prerequisite for the application of the ECTS grading system. Degrees are awarded to successful students according to the following grading scale:

- A the top 10%
. - B the next 25%
- C the next 30%
- D the next 25%
- E the remaining 10%

A distinction is made between FX and F grades, used for failing students. FX stands for "failure - some additional work is required to pass," and F stands for "failure - considerable work is required." Reporting failure rates on the transcript is optional. 

• The Erasmus+ study mobility pedagogical contract.

You are leaving as part of the Erasmus+ program. The Erasmus+ program is gradually becoming more digital thanks to the EWP (Erasmus Without Paper) network.

As a result, your pedagogical contract is completely digitalized. Thus, your signature, that of the Director of your component and that of the partner are digitalized.

• The pedagogical contract for non-Erasmus+ study mobility

You are leaving under an exchange agreement, the BCI program, a double degree, you must complete the pedagogical contract in word format. It will have to be sent to the administrative relay/IR service of your component who will transmit it to the Director for signature. You will forward this study contract to the partner university.

•  Modifying your educational contract during your mobility.

In case of changes during your mobility, an amendment to the initial study contract must be completed and approved by all signatories of the initial contract (in digitalized version for participants in the Erasmus+ program  and study version in the framework of the BCI, a Double Degree and a Bilateral Agreement outside Europe).  

You must complete any procedures and forms sent by the partner university by the deadline.
The partner will send you a letter or email of acceptance if your application is complete and accepted.
You will need to forward this acceptance to the International Relations Pole as soon as possible.

Please note: it is still important not to incur expenses too early (transportation ticket reservations, housing deposit payments, insurance subscriptions....) and to wait for the financial aid award committee (see 6.)

The Université Polytechnique Hauts-de-France has financial aid for international mobility, carried out as part of studies. This aid comes from Europe, the French State, the Hauts-de-France Region and the institution's own funds. Each of these grants has its own criteria, find all the information 

Application for financial aid is done via the online form entry (see 3.). You have no additional steps to take ; your mobility file is transmitted to the university commission which allows for the distribution and equitable distribution of funding for possible awarding of financial aid.

Financial aid is not intended to cover all expenses. It is therefore necessary to check the universities' websites for the cost of living on site and to inquire about the cost of travel and visa, if applicable.

For any international mobility, it is essential that you stay in contact with the International Relations Pole:

At the beginning of your mobility, a certificate of arrival is to be filled out and sent according to the model that will be provided to you by email.

At the end of your mobility, in order to close your administrative file and to receive the possible balance of your financial aid, you must send your transcript with the real date of your mobility and in case of Erasmus+ study mobility; make your report and your OLS test n°2.

On your return you become a student ambassador of mobility. In order to value your mobility and to encourage other students to take advantage of an experience as enriching as yours we need you ! So don't hesitate to : 

Send a testimonial to the International Relations Pole

Become a student tutor 

Become a member of the ESN Valenciennes association

An international mobility is prepared well in advance. It must be thought out and budgeted for. Indeed, it is important to take into account that insurance, housing search or even visa application procedures are sometimes necessary and must be anticipated.

The International Relations Center can advise you on these steps, however they remain personal steps that are the responsibility of the student.

1. Think about the formalities of stay

ID and visa

For a stay in the member countries of the European Union as well as Iceland, Liechtenstein, Norway and Switzerland: the identity card, or valid passport, are sufficient. (Only for students who are EU nationals, non-EU nationals must obtain a visa.)

For other destinations, passport and a student visa are required. To obtain the visa, contact the embassy and/or consulate of the country (LINK : https://www.diplomatie.gouv.fr/fr/le-ministere-et-son-reseau/representations-etrangeres-en-france/) in France.

For a study stay in Quebec of six months or less, the student is not required to obtain a study visa and the Quebec acceptance certificate beforehand. For more information, visit the websites of the Quebec immigration authorities and Canadian.

To check the entry and residence requirements for each country: consult the website of the Ministry of Europe and Foreign Affairs. 

Register with the authorities:

- For a stay of less than 6 months abroad: French nationals can register on Ariane to register a trip lasting less than 6 months. This way, during your trip, and if the country's situation requires it, you will receive information and safety instructions by email or SMS and the contact person designated on your account can also be notified if necessary.

- For long stays

It is recommended that you register with the register of French citizens established outside of France. The Consulate General of France is responsible, among other things, for ensuring the defense and protection of French citizens abroad. It also offers services of the City Hall or the Prefecture during your stay abroad. It is strongly recommended that you register in the register of French citizens established outside of France and apply for a consular card. This step is free, voluntary and not compulsory and can be useful for example to obtain a passport renewal or in the case of the implementation of a security plan in the country. In addition, only this registration allows the consular post to have knowledge of your presence in the territory.

For any registration, you must bring your ID, proof of your French nationality and a certificate of residence in the consular district. For more information about the registration procedure, consult the website of the Embassy or Consulate of the country in which you will be staying. Maison des Français de l'Étranger

For students of a nationality other than French, it is recommended to contact the Consulate of the country of origin in the host country.

1. Social protection, vaccinations

In Europe

When staying temporarily in a member state of the European Economic Area (EEA)* or in Switzerland or the United Kingdom, the European Health Insurance Card (EHIC) attests to your health insurance rights. It allows you to benefit from the coverage of necessary medical care. Contact your insurance organization to obtain it before your mobility.

*The countries that make up the European Economic Area are the member states of the European Union as well as Iceland, Liechtenstein and Norway.

In Quebec

Under the terms of the "Memorandum of Understanding between the Government of Quebec and the Government of the French Republic Concerning the Social Protection of Students and Cooperation Participants," French nationals staying in Quebec for studies or an internship are admitted to the health and hospitalization insurance benefits in effect in Quebec; they benefit under the same conditions as Quebec students. 

To obtain the Quebec health insurance card for your participation in an inter-university exchange, you must apply to the Régie de l'assurance-maladie du Québec (RAMQ) using the registration form provided for this purpose, attaching a copy:

•  form SE 401-Q-104 for an internship as part of your academic program
• the identity page of your passport
• the authorization of stay issued by the Canadian immigration authorities (internship mobility)

The Rest of the World

For mobility in other countries:

• For a stay of less than 6 months and/or for students under 20 years of age, you can obtain social protection through the French social security system exclusively for unexpected health care that you will have to advance before requesting reimbursement, which will be flat-rate and limited to French rates.
• For the others, you are no longer covered by the French health insurance.

Thus, it is imperative that you find out about the possibilities and/or the obligation to insure yourself with the local social security system and the extent of social protection.

Then, if necessary, you should voluntarily insure yourself for the duration of your stay abroad with a private insurance company that provides medical insurance.

If not, contact your mutual insurance company or any insurance organization to provide appropriate health coverage. In case of medical care during your stay, you will have to pay the costs on the spot. Remember then to keep all bills and proof of payment, and present them to your organization, which will reimburse you according to the terms of your contract.

NB: For all destinations:

Health insurance coverage does not necessarily cover repatriation - liability insurance. 

Find out about social protection abroad on the Health Insurance website and that of the Centre for European and International Social Security Liaison

1. Insurance: liability and repatriation

For any internship stay abroad :

You must check the validity of your civil liability insurance for the host country

NB: Personal liability insurance covers the financial consequences of the civil liability incumbent on the insured in the context of his or her private life due to bodily injury, property damage and immaterial damage caused to third parties. This guarantee is generally included in comprehensive home insurance contracts

In addition, private liability does not necessarily cover you during your internship. You should check with your host organization to see if professional liability is covered. 

You should also check your coverage in terms of repatriation insurance

NB: Repatriation insurance guarantees you a return to France in the event of an extreme emergency such as an accident or illness during your stay abroad. This guarantee may be included in your credit card contract (if you paid for your trip with the said card) or offered by travel agencies and airlines.

Beware, be careful about the conditions of repatriation insurance whose compensation for hospital and care costs is limited. If you are traveling to a country where the cost of care is high, in order to receive full reimbursement for your health expenses, it may be more beneficial to purchase more comprehensive travel insurance.

UPHF student on Erasmus+ mobility:
The university automatically offers the "insurance package" via our insurance provider to all students on an Erasmus+* mobility including:

• civil liability insurance
• repatriation assistance
• loss or theft of personal belongings (identity papers, laptop or cell phone, luggage...)

*Erasmus+ program countries are the European Union member states as well as Iceland, Liechtenstein, Norway, Northern Macedonia, Turkey and Serbia.

           IV. Find an accommodation for your international mobility

The Université Polytechnique Hauts-de-France does not find you housing during your international mobility.

Check out the housing offers from outside organizations, here is a selection:

Erasmusu

Erasmus inn

Uniplaces

Couchsurfing

Look for travel advice by destination on the website France Diplomatie

Check medical recommendations (risk areas, vaccinations) on the Institut Pasteur website.