Before going abroad
Before your departure there are a few things you need to arrange. Below is an overview of practical matters.
Checklist
You can submit a request for a confirmation letter for your stay abroad, which can be used for several purposes (application for visa, grants, proof of enrollment for your host institution). Ask for this letter by e-mail via the Faculty Study Desk.
First of all check whether a visa is required for the country you are planning to visit. For visa application questions, contact the Embassy involved and also check de wilweg site. There may be a visa office at your host institute abroad, where they can help you out and get you started with the visa forms and application. Arranging a visa can take quite a long time, so make sure to start your visa application on time.
You might need a Confirmation Letter (see drop-down above) for visa's and other documents.
In addition to the GGD Utrecht, you can also contact the Occupational Health and Safety Nurses of the UMC Utrecht (for all students of Utrecht University) for vaccinations. They can be reached by telephone from Monday to Friday from 09:00 to 10:00 and from 15:30 to 16:30. For more information, please call: 088-7556200.
GGDYour current health insurance
Check with your insurance company to what extent your insurance covers medical expenses during your stay abroad. Please take the following into account:
- In almost all cases, you are required to maintain your basic insurance.
- Is the country you are going to covered by your insurance?
- What is the maximum duration of the foreign coverage?
- What medical costs are covered and what is the maximum reimbursement? In some countries, medical costs are more than twice as high.
- You must pay the medical costs yourself at first. Always keep the invoices, so that you can submit a claim for the costs later.
Insurance Passport/Certificate for Students
Another option is to take out comprehensive insurance for foreign travel. You are then covered for medical costs, contents damage, accidents, legal assistance, liability and loss of luggage. This insurance is offered, among others, by AON Consulting (the Insurance Certificate for Students) and IPS/Meeùs Assurantiën BV (Insurance Passport for Students). The premium is approx.
Liability insurance
During your exchange you have liability cover through Utrecht University. This insurance covers damage for which you are legally liable. See the insurance certificate here. However, this insuracne only covers academic activities and therefore does not apply to damage caused during private time. Therefore it is important to be properly insured. You might consider an additional insurance. We recommend to contact your current insurers (for example your liability insurer) to ask whether they offer coverage during your stay abroad.
You can receive reimbursement for your public transport student card. Check the DUO website for more information on what else applies to your situation. Please note: the statement must be signed by the International Officer from your faculty and/or the Faculty Student Desk.
Please note that the form will only be signed if you have registered your internship/research abroad in Osiris and your registration is approved by the International Office.
Are you looking for housing during your stay abroad? Check out the different options and tips on the wilweg site.
Make a budget overview: besides the regular travelling costs (flight ticket, housing, visa etc.) you sometimes need to pay a fee at the institution.
We advise you to register for the 24/7 BZ Information Service of the Ministry of Foreign Affairs. With this registration, you will receive information in the event of an emergency abroad and in the event of changes to the travel advice. We strongly advise you to save the emergency number +31-247247247 and download the '24/7 BZ Travel' app.
Emergency contact details
Before departure, we ask you to provide your contact details in Osiris, so that we can contact you or your family/friends in the event of an emergency. Follow these steps:
- Step 1: log in to Osiris
- Step 2: go to 'Abroad'
- Step 3: click on ‘Contact information’
If you do not yet have an address, you can enter it on site as soon as you know it.
Don't forget:
- passport;
- telephone numbers of contact persons at the higher education institution or internship provider, local embassies or consulates, insurers and banks;
- blood group and other medical information;
- visa, whether you need this depends on the destination. If you have any questions about this, please contact the international office.
- other important documents.
- Keep an eye on the registration deadlines for courses when you come back
- Check before you go if you need to document your progress or fill out forms for your internship/research abroad
- Don't forget to re-enroll before 1 September if you go abroad over the summer