Below you will find some practical matters that you can or in some cases need to arrange before your departure. Read this information carefully.

Most of the International Offices will invite you for a pre-departure meeting, during which the topics below, and much more, will be addressed. You will meet fellow students who are going to the same university and/or country, and students who have studied there in previous years.

Read the Conditions for a recognised study abroad programme for students of Utrecht University.

Study plan

You have to request the Exam Committee for approval for the courses that you will follow abroad. This approval usually needs to be applied for before your departure, each faculty has its own procedure for this purpose. More information can be found on the website of your study programme.

Participate in the course 'Intercultural learning'

For students going abroad in the Spring of 2017, Utrecht University has developed a pilot course on 'Intercultural learning'.

Students who return from exchange often mention that they could have been better prepared for their study in a new country. In fact, research demonstrates that with better training and supervision, students can benefit much more from their stay abroad: they cope better with change and differences, gain more relevant skills and are also better at assessing and formulating the value of their experience for the job market.

To participate in this pilot we are looking for students who would like to make the most of their study abroad period. Interested? Find out more about the course.

Re-enrol at Utrecht University
  • Do not de-enrol!

If you participate in an exchange programme with a university abroad, one of the conditions is that you remain enrolled at Utrecht University. Arrange your re-enrollment before departure!

  • Re-enrolment at UU

You have to re-enrol at the University every year before September 1. This also applies when you are staying abroad temporarily. More information about re-enrolling at the University in September.

  • At your faculty

Find out through your own Bachelor’s/Master’s programme whether there is a specific deadline for registering for the subjects you would like to take. You can enrol for subjects through Osiris.

Registration of current address

It is preferable to remain registered at your current address, for example to maintain your grant from DUO. If this is not possible, let DUO know what your address is during the period of your exchange. You can then receive ‘Studiefinanciering voor uitwonenden’.

 

Subletting your room

Are you leaving Utrecht for a few months to study abroad or to do an internship? Why not offer your room as a temporary sublet to an international student!

You can advertise your room on the website of Housing Anywhere.

Housing Anywhere is a student-to-student housing platform where students from participating universities worldwide can sublet their room to other students during their stay abroad. You can place an advert, free of charge, and international students who are looking for a temporary place to stay in Utrecht can respond.

Subletting your room this way does not only give you the benefit of saving up on rent expenses while you are studying abroad, it also helps an international student the opportunity to find temporary accommodation and experience the genuine Utrecht student life.

What should you consider?

  • Always ask your landlord for permission. It might be the case that a clause in your rental agreement prohibits you from subletting the property. Also, inform your house mates that there will be a subtenant
  • Make clear agreements about the period of stay, amount of rent (and surplus utilities like electricity, water and heating, Internet), smoking, pets et cetera. Stipulate this in an agreement. Sample contracts can be found on the website of Housing Anywhere.
  • Ask your subtenant a copy of their passport.
  • Create an inventory list in which the current inventory, condition of the room and any defects are recorded; store away items that you don’t want your subtenant to use.

Other ways to advertise your room are for instance an advert in the online university magazine DUB, through an housing agency or room rentals website, or you can try to find a subtenant through your own network, among friends or study pals.  

Important documents and vaccinations

When you leave, take copies of the following documents with you:
• all official documents, such as your passport;
•telephone numbers of the host institution (higher education and/or internship provider), local embassies or consulates, banks and insurers;
• information on blood-type and other medical data.

For vaccinations you can go to either the GG&GD or the HR at the UMC Utrecht (available for all UU students).  For more information call: 088-7556400.

Insurance

For Dutch students

International students are advised to check with their current insurance companies if the insurances will be valid for the stay abroad. 

 

Travel cost re-imbursement

The cost of your student travel card (Studenten OV-chipkaart) can be reimbursed, because you will not be using the card while you are away.
The travel cost reimbursement form (OV-vergoedingsformulier) can only be signed once you have been fully accepted by the host university (see Step 3). You can have it signed by your Exchange Coordinator or at the student desk of your faculty.

Discounts abroad

ISIC-card (International Student Identity Card)
ISIC card is an international student card, which is issued in more than 120 countries. With this card you can get discounts on travel, in restaurants, in museums etc. You can visit the ISIC Nederland website to see an overview of all available discounts.

The ISIC card costs € 15 and can be purchased via ISICnederland.nl. If you rather purchase the card offline, visit the KILROY Travel or JoHo Travel shops.

Useful links

Beursopener
www.beursopener.nl - Nuffic’s database of private funds

Summer schools in Europe
www.summerschoolsineurope.eu - A database of summer courses in Europe

Wilweg
www.wilweg.nl - All (general) information about studying and internships abroad

Nuffic
www.nuffic.nl – The Dutch Organisation for International Cooperation in Higher Education. On the website you can find information about grant programmes amongst other things.

NWS
www.wereldwijdestudenten.nl – NWS is a network by and for Dutch students who wish to do an entire  degree abroad, have previously studied abroad or who are planning to do so.

Fulbright Center
www.fulbright.nl - Information about studying, doing research and internships in the United States.

Provide your emergency contact information

You need to add your contact information abroad in Osiris before you leave.
Utrecht University needs  this information in case an emergency happens in the region where you are staying.

What to do:
- Step 1: log in to Osiris
- Step 2: go to the tab ‘stay abroad’
- Step 3: click on ‘Contact information’ behind your Exchange application and fill out the form.

If you do not have an address abroad yet, then you can enter this information as soon as you do have it.

 

Emergency while abroad

We advise Dutch nationals to register with the ‘ministerie van Buitenlandse Zaken’.  That way the embassy or consulate can also contact you in case of an emergency: https://www.kompas.buzaservices.nl/registration/
If you have another nationality, please contact your consulate/ embassy for further instructions.

For travel advice per country:
https://www.rijksoverheid.nl/onderwerpen/reisadviezen  - in Dutch only

In case of an emergency Dutch nationals can contact the ministery of Foreign Affairs 24/7:
https://www.rijksoverheid.nl/onderwerpen/reisadviezen/inhoud/24-7-bz-contact-center  - in Dutch only