Student Exchange Programme: How to apply
27/03/2024
Student Exchange Programme – Departure
>>>> Note: The admission and visa application process requires a minimum of 6 months, so students should contact advisors AS EARLY AS POSSIBLE to receive guidance and plan their participation in the programme.
Step 1 – Learn about the Student Exchange Programme
| PROCESS | INSTRUCTIONS |
| Attend an information session about the programme.Consult with the coordinator about the programme.Read the Regulations thoroughly about the programme. | Register to see the coordinator via email to directly consult about the programme: mobility@hoasen.edu.vnThe coordinator will guide students through the registration process to participate in the programme. |
Step 2 – Apply
| PROCESS | INSTRUCTIONS |
| Students must ensure they meet the Participation Standards of the Student Exchange Programme (website hu luon roi!!!!!!)Students must complete the Participation Registration Form of the programme and submit a printed copy to the coordinator; Students must pay the tuition fees as stipulated by the finance department. | Note:Students should submit the “Participation Registration Form for Student Exchange Programme” (parts 1 and 2) as soon as possible to enroll; additional documents can be provided later.For the remaining documents to be sent via email, students should use their @sinhvien.hoasen.edu.vn email account to send the files to: mobility@hoasen.edu.vn .Documents required for student participation in the Student Exchange Programme:Participation Registration Form for Student Exchange Programme (insert FILE WORD) (priority for urgent submission);One (1) 4×6 cm passport-size photo with a white background;Email a color scan of your birth certificate;Email a color scan of your passport, see sample here;Email a PDF file of the registration confirmation for the enrolled subject with the subject code (TDSV101DE02_fall and/or TDSV102DE02_spring), the confirmation sheet should be printed from the Hoa Sen student information system (htttsv.hoasen.edu.vn) after successful subject registration, see sample here;Email a color scan of the tuition fee invoice for the Student Exchange Programme issued by the Accounting Department, see invoice sample here.Email a color scan of the English proficiency certificate as required by the partner institution, or if there is no specific requirement, then an IELTS 5.5 (academic) or TOEFL iBT 70 applies;Email the Course Recognition Form (insert FILE EXCEL) (refer to step 3 of this guide).Annual application review dates: March 15 for students enrolling in partner institutions in August-September thereafter (Fall Semester); September 15 for students enrolling in partner institutions in January-February-March thereafter (Spring Semester).Student Exchange Programme tuition fees: as specified here. |
Step 3 – Subject equivalence
| PROCESS | INSTRUCTIONS |
| Students complete the Subject Recognition Form for the exchange semester(s). | Students need to consider subject equivalence before registering for a subject at a partner school, in order to make a study plan to participate in the Student Exchange Programme; Download the form in step 2 above; Students review the study path at Hoa Sen University and find the partner school’s subject list to make 2 lists: Uncompleted subjects in the study path at Hoa Sen University Subjects of the participating partner school open opinions in the semester in which students will exchange. Based on the subject code at Hoa Sen University, depending on the Department, students contact directly with the Program Director in charge to review and approve the equivalence. . Note: When meeting with the Programme Director, students must attach a description of the subjects of the Student Exchange Programme partner school; A valid course recognition form must be filled out with complete information, date/month/year, signed by the student and approved by the teacher of Hoa Sen University; Students need to register for courses to ensure the minimum and maximum number of credits per semester according to the regulations of the partner school or Hoa Sen University; If students change subjects while abroad, they must notify the Coordinator by email for instructions on updating the subject recognition form. |
Step 4 – Parents-Teacher conference
| PROCESS | INSTRUCTIONS |
| Students are encouraged to attend meetings with their parents. | Parents-Teacher Conference: In May if students enroll in August-September, Fall semester; In November if students enroll in January-March, Spring semester. Parents attending the meeting can be the student’s father or mother according to the student’s birth certificate, or the student’s guardian while the student is studying at HHS. When coming to the meeting, parents must provide a photocopy of ID card, no notarization required; Parent meetings are necessary for parents to get information about the Student Programme and their student’s study plan during the semester studying abroad. |
Step 5 – Partner profile apply
| PROCESS | INSTRUCTIONS |
| Students receive notification of recommendation results with partner schools; Students check their email regularly and follow the partner’s instructions to complete the admission procedure. Student Exchange Programme with partner schools; Students comply with regulations on requirements and application deadlines set by partners; Students register for courses and housing according to the regulations and instructions of the partner school; Students receive “Invitation Letter”. | Each partner school in the Student Exchange Programme (Website hu) has a different admission process. Students read the instructions carefully and follow the correct admission procedures as prescribed on the partner school’s website/email; Students need to prepare all documents and documents according to the regulations of the partner school (originals, copies, scanned files); When students need transcripts and a certificate of being a Hoa Sen University student (in English) to supplement their documents, students can register and receive them according to the instructions here. When students email the partner school, they must cc the Hoa Sen University Coordinator; Note: Ask for help finding housing; Register for a subject/Select a subject; Study plan during the exchange semester; Health check, vaccination and insurance. The school can refuse to resolve cases where students do not comply with the regulations of the partner school; If the partner refuses to accept the student, the Student Exchange Programme cancellation procedure applies. |
Step 6 – Visa application documents
| PROCESS | INSTRUCTIONS |
| Students carry out procedures for applying for a student visa according to the instructions and regulations of the consulate; Students receive visas and send scanned copies to the Coordinator for records. | Some countries have visa processes that take quite a long time. Students need to pay attention to prepare documents and apply for visas in time for admission; The coordinator will review and provide relevant documents as requested by the consulate to support students in completing their visa application; When students need a certificate of being a Hoa Sen University student (in English/Vietnamese) to apply for a visa, students register and receive the paper according to the instructions here. If the consulate refuses to issue a visa to the student, the Student Exchange Programme cancellation procedure applies. |
Step 7 – Pack up your bags and go
| PROCESS | INSTRUCTIONS |
| Students need to comply with the partner school’s rules and keep in touch with Hoa Sen University while participating in the Student Exchange Programme. | The coordinator sends emails and feedback surveys to students about 4-6 weeks before the end of the Student Exchange Programme; 15 days before the end of the Student Exchange Programme study period as shown in the admission letter, the student sends an email to the Coordinator to confirm the time of returning to Vietnam to enroll at Hoa Sen University. |
Step 8 – Programme completion
| PROCESS | INSTRUCTIONS |
| Students enroll at Hoa Sen University again after returning home; The administrator stores the copy of the student’s academic performance; Students carry out the EXEMPTION-GRADE TRANSFER/REPLACEMENT-EQUIVALENT procedures, cumulatively counting toward the study programme at Hoa Sen University; Students receive the Decision on subject recognition. | The coordinator guides students to fill out the subject recognition form (download in step 2), submit it to the Coordinator, attach: Copy of transcript issued by the partner school; Information about the subject: description, number of credits, number of hours, learning method; The school carries out procedures for exempting students from subjects and notifies students of the decision. The student does not contact the Coordinator and does not return to Vietnam: After 3 weeks from the end of the exchange semester, if the student has not returned or has not contacted the Coordinator, the Coordinator will notify the parent. parents, remind students in writing; After 4 weeks from the end of the exchange semester, if the student has not returned or contacted the Coordinator, the school will issue the first written warning to the student and send it to the student and parents; After 6 weeks from the end of the exchange semester, if the student has not returned or contacted the Coordinator; The coordinator proposed that the Student Support Department issue a “Disciplinary Decision” from the Principal of Hoa Sen University and notify departments to apply disciplinary measures and notify students and parents. |
