Travel & exchange
Utrecht University follows the guidelines of the national government and the travel advice of the Dutch Ministry of Foreign Affairs. The government continuously adjusts the travel advice.
Exchange programmes in semester 2, 2022-2023
We are hopeful that in the Fall Semester 2022-2023, travelling and studying abroad will be possible for most exchange destinations. It remains difficult, however, to predict the course the pandemic will take in the coming months. Travelling to your exchange destination is only possible in case of a green or yellow travel advice.
Exception in the case of a negative travel advice
If a negative travel advice has been issued for your destination before departure (code orange or red), it is possible to submit a request for exemption for your destination.
Moving forwards
We advise you to continue your application at the host university and other exchange-related preparations.
FAQ
To help you further, you can find an FAQ below. In case a question remains unanswered, please contact your exchange coordinator or the International Office.
1. Explanation decision of the Executive board
You can go on exchange, provided that at the moment of your departure to your exchange destination there is a positive (green or yellow) travel advice for your country of destination. In case of a negative travel advice before departure, you may submit a request for exemption.
Please note: whether your exchange can continue also depends on your host university. They might also decide to cancel your exchange.
You decide to (dis)continue your preparations or to cancel your exchange out of precaution. The UU will ask you to share you plans in due time.
Important: If on the date of departure the destination (still) has a negative travel advice, your exchange will be cancelled by Utrecht University and you are not allowed to travel abroad. For more information on requesting an exemption in case of a negative travel advice before departure, please click here.
The global pandemic has destabilised the world. It seems that the fight against the coronapandemic is going into the right direction, partly thanks to the vaccination programmes worldwide and new insights by the Outbreak Management Team and government.
At the same time, there are many uncertain factors at play, such as the emergence of new coronavirus varieties. Utrecht University’s ambition remains, so long the situation allows it, to offer its students international experience abroad – while also keeping in mind whether this is realistic and doable, and considering any (financial) risks.
Utrecht University follows the advice of the RIVM, WHO, and the Ministry of Foreign Affairs regarding the coronavirus. This also concerns travel advice. Check the website of the Ministry of Foreign Affairs for an explanation of the different colour codes (only available in Dutch). You can also register with the Ministry for updates concerning your destination country.
Utrecht University will ask you to share you plans in due time. Well in advance of your departure you will receive an e-mail from the International Office with further information.
On your chosen departure date you yourself are responsible for checking the travel advice of your destination. If the colour code of your destination is orange or red, and you did not submit a request for exemption you may NOT depart. Make sure to monitor the travel advice closely.
The International Office will also check the colour code of your destination on your date of departure. If the travel advice is orange or red, and we did not receive a request for exemption, you will receive a message from the International Office that your exchange has been cancelled at the partner university as soon as possible.
Don't see your question answered? Get in touch with your Exchange Coordinator / International Office.
2. Preparation before departure
You can cancel your exchange at any time. However, it is not possible to select an alternative destination for semester 1.
If you decide to cancel your exchange, kindly send an e-mail to your Exchange Coordinator / The International Office. Your coordinator will inform you on the next steps. There is no deadline for cancellation, but do inform us as soon as possible.
If it fits in your study planning at UU, you can contact your International Office / exchange coordinator, to ask if a deferral to SM2 is possible. This is not possible for all exchange destinations. If your host university cancels your exchange, they will most likely inform you on the deferral possibilities.
You may also choose to re-apply for an exchange in 2023-2024. In this case, you would go through the selection procedure again. We cannot, in any way, guarantee that you will be selected again for an exchange in 2023-2024. You will not be given priority over students who applied for the first time.
Deadline for application is 1 December 2022.
As long as you are still planning to depart, it is important to apply at the host university even if you are unsure whether your exchange can proceed. Host universities have deadlines for the application of incoming students, and it would be unfortunate if you ultimately cannot go because you did not apply in time.
Carefully think about what you would like to do in case your exchange gets canceled. You can discuss your plans with your study advisor, tutor, or your study abroad contact person (depending on your study programme). We recommend that you register for courses at Utrecht University during the regular registration period. This way you will not incur any delay in your studies.
If you are going on exchange within Europe, or planning a traineeship abroad at a European destination, you may be eligible to apply for an Erasmus grant. Due to Brexit, there is an adjusted application procedure for students who have been selected for an exchange to the United Kingdom in the academic year 2021-2022. For more information about the application procedure, visit uu.nl/erasmus.
You should follow the normal Erasmus+ deadlines, even if you are not yet certain whether you can depart. If your destination currently has a negative travel advice but you have submitted a request for exemption, the Erasmus Office will process your application as usual (i.e. they will check your request and contact you if changes need to be made). However: the final decision on your application will only be made once it is certain that you will be allowed to travel to your destination.
Because of this situation, the Erasmus+ Grant may be paid a little later than usual (for example, the first part of the grant may be paid some weeks after the start of your Stay Abroad). Please take this into account as you plan your finances.
It is important to prepare your housing situation well. Investigate the housing options that your host university offers, but also carefully consider the cancellation policy. If you wait until the last minute, you might be too late to arrange housing.
Make sure to prepare a housing back-up plan, so you know where to stay in the case you cannot depart. For now we advise you to wait with looking for a subtenant for your accommodation in the Netherlands. Make sure you inquire with your landlord about what is and what is not allowed in terms of subletting your accommodation.
You could already book a ticket for your trip, but if your exchange cannot proceed, these costs are for your own account. Before you book, carefully consider the cancellation policy! We recommend that you postpone these costs as long as possible.
If necessary, you must start applying for a visa on time. You will often receive information about this from the host university. Any costs for a visa are for your own account in case the exchange gets canceled.
Don't see your question answered? Get in touch with your Exchange Coordinator / International Office.
3. Cancellation of exchange
If you may not travel to your destination on your date of departure, your exchange will be cancelled. It is not possible to choose another destination for this semester.
If it fits in your study planning at UU, you can contact your International Office / exchange coordinator, to ask if a deferral to SM2 is possible. This is not possible for all exchange destinations. If your host university cancels your exchange, they will most likely inform you on the deferral possibilities.
You may also choose to re-apply for an exchange in 2023-2024. In this case, you would go through the selection procedure again. We cannot, in any way, guarantee that you will be selected again for an exchange in 2023-2024. You will not be given priority over students who applied for the first time.
Deadline for application is 1 December 2022.
The definitive amount of the Erasmus+ grant is always calculated after your Stay Abroad is completed, and it is based on the actual period you spent abroad. Since you will not travel abroad if your exchange is cancelled, the definitive Grant Amount will be calculated as zero. Any part of the grant you have already received will at that point need to be paid back to the university.
No, if your exchange is cancelled, your costs will not be reimbursed by Utrecht University.
Cancellation of your exchange means that your nomination at the host university will be withdrawn. Your host university will subsequently cancel your application, which means that you will not be able to follow any education.
Utrecht University will inform all host universities if your exchange is cancelled. You do not have to do this yourself.
If the exchange is cancelled by Utrecht University, it means you are not allowed to travel to your host university, even if the host university is willing to welcome you on campus. Please inform your exchange coordinator / the International Office if you still receive information from your host university after cancellation by Utrecht University.
If your exchange is cancelled, there is no option to travel to your destination later in the semester. Cancellation of your exchange is final.
Don't see your question answered? Get in touch with your Exchange Coordinator / International Office.
4. Exemption in case of a negative travel advice
In some cases it is possible to obtain an exemption and continue exchange abroad for a study component, in the case of negative travel advice. The faculty board or the assessment committee is authorised to grant exemptions. Criteria on the basis of which an exception can be granted are:
- Option 1, submit request for exemption and argue why you consider it safe to depart
In case a negative travel advice applies to your destination, this means that you cannot travel to your destination. However, if you are of the opinion that your destination is safe, despite the orange/red travel advice, it is possible to request an exemption. In this request, you must substantiate why it is safe for you to travel to and stay in the country of destination.
- Option 2, there is no international travel.
This applies if you are already abroad and have found an internship or exchange nearby. Thereby there is no international travel necessary. Mainly this would concern international students.
- Option 3, compulsory study component without alternative.
There remains very limited space for other exceptions. This is only possible if it concerns an compulsory part of the study programme, for which there is no alternative and, in opinion of Utrecht University, health and safety are sufficiently guaranteed. If, for example, an internship/study activity can also be conducted in the Netherlands, no exemption can be granted. There must be no other internship/study activity possible than the internship/study activity abroad.
A request for exemption is assessed by the university-wide assessment committee, that advises the deans.
You can request an exemption by filling out this form. Please fill it out as completely as possible. Your request will then be discussed at the next meeting of the committee.
In the case you wish to submit a request for exemption because you do not travel internationally for your exchange, or because it is a compulsory component of your studies, please contact your International Office / Exchange coordinator.
A request is assessed on the basis of the information you provide to the committee about your travel and destination. The committee also consults the generally available information from the Ministry of Foreign Affairs, the country of destination and your host university. We advise you to include the following in your request:
- Information about the policy of your host university/campus concerning welcoming you: Does your host university still allow you to arrive?
Note: Do not approach your host university yourself but rely on the information you have received from them so far. Your exchange coordinator / international office will contact the host university to obtain more detailed information. - Safety risks of the country of destination: in which way is your safety and health ensured during your stay?
- Own measures: What measures are you taking for your own safety in regards to Corona?
Since the process of reviewing requests takes time, we advise you to submit your request for exemption well in time, and to not leave it to the last minute. New requests are reviewed monthly by the committee.
Yes, it is possible to submit a joint request with fellow students who plan to follow their exchange at the same host university. Please note, however, that this is only possible if the exchange is followed at the same host university (or campus) and on the same starting date. A joint request for exemption must contain all the names of the students who wish to be considered for assessment.
Yes. You cannot depart to a country with a negative travel advice for an Exchange without an approved request for exemption, even if it is your home country.
No, it is only possible to submit a request for exemption for a destination with negative travel advice. Other requests will be disregarded.
Don't see your question answered? Get in touch with your Exchange Coordinator / International Office.
5. Continuation of exchange
Utrecht University uses the travel advice of the Ministry of Foreign Affairs when deciding whether or not you can proceed with your exchange. Colour code green means that there are no special health or safety risks. Colour code yellow means that you can travel, but you should remain vigilant because there are risks.
If you decide to cancel your exchange, kindly send an e-mail to your Exchange Coordinator / The International Office. Your coordinator will inform you on the next steps. There is no deadline for cancellation, but do inform us as soon as possible.
It is possible that your host university or your detination country only admits students who have been vaccinated. Therefore, please read the application instructions of your host university carefully and in case of doubt, e-mail your contact person at the host university.
Your destination country may have certain entry requirements. Check the website of the Netherlands Worldwide for the country of destination, and check well in advance of your departure which conditions you have to comply with in order to be allowed to travel. Also consult the websites of the local government authorities (including the RIVM-equivalent of your destination).
No, you cannot travel later if the classes at your host university have already started. Note that if your exchange is cancelled, there is no option to travel to your destination later in the semester. Cancellation of your exchange is final.
If you show COVID symptoms, stay home and get tested. Stay at home until your test appointment and then stay at home until you receive the results. Then follow the advice of the GGD. Also contact the exchange coordinator of your host university, they can guide you and give information about what you should and should not do.
Don't see your question answered? Get in touch with your Exchange Coordinator / International Office.
5. Changes during the semester
In the case a colour code changes to orange or red the international office will contact you. In consultation, we will decide whether you can stay or whether we advise you to return to the Netherlands.
If you have travelled to a destination and during your exchange you would like to return home, please inform both your contact person at the host university and your coordinator / the International Office at Utrecht University. Together, we will consider your options at that moment, and the consequences.
If your country of destination receives a negative travel advice during your stay and you are advised to return, any costs you made for your exchange cannot be reimbursed by Utrecht University. This also accounts for any costs you make to return (such as travel costs). We therefore advise you to look for a good travel and cancellation insurance.
If you get infected with the corona virus during your exchange, follow the (quarantine/isolation) instructions of the local authorities.
Ask your host university which organisation provides this information and keep an eye on it during your exchange. Always keep an eye on the information provided by the RIVM and Dutch Government as well. Should you return to the Netherlands during or after your exchange, do the Quarantine Travel Check.
Don't see your question answered? Get in touch with your Exchange Coordinator / International Office.