OUTBOUND APPLICATION PROCEDURE GUIDELINE
15/04/2024
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The application procedure enables Hoa Sen University students to participate in the Student Exchange Program at international universities worldwide.
The admission and visa applications typically require at least 3-6 months in advance. Therefore, if students need any support, we encourage them to contact the Office of Global Engagement as soon as possible when they receive the Student Exchange Program information.
Step 1 – Find out about the Student Exchange Programs (SEP)
| Process | Instruction |
|---|---|
| 1) Students get the information about SEP through communication channels; 2) Students contact to Global Engagement Office for further information; 3) Students read carefully the regulation for SEP. | Students register for a direct consultation schedule regarding the student program via email at phonghoptacquocte@hoasen.edu.vn. |
Step 2 – SEP Registration
| Process | Instruction |
|---|---|
| 1) Students must ensure that they meet the necessary and sufficient requirements to participate in the Student Program; 2) Students need to complete the Online Application Form for the program within the specified deadline; 3) Upon meeting the requirements for participation in the Student Program, students will receive a confirmation email along with information about the application form submission process; 4) Students are required to complete the application forms according to the specific deadlines provided by the Global Engagement Office. | 1) Students register to participate in the Student Program by submitting the Application Form sent by the Global Engagement Office within the specified timeframe; 2) Students complete the required forms and documents. They should send the original copies directly to the Global Engagement Office at room 705B, Hoa Sen University headquarters, and use their Hoa Sen students’ email to send scanned copies to the Global Engagement Office email address: phonghoptacquocte@hoasen.edu.vn. |
Step 3 – Receive The Confirmation Notice From Partner Universities
| Process | Instruction |
|---|---|
| After the Global Engagement Office has sent email to Hoa Sen students who meet the all the requirements to participate in the Student Program to international partner schools, the partner units will email to confirm the Application Form and request students to complete the next steps. Note: Profiles of newly nominated students are not accepted as exchange students. | 1) HSU Students will receive emails from partner university and complete the required procedures. 2) HSU Students need to review their study plan at Hoa Sen University (HSU) and find the list of courses offered by the partner university to create two lists: – Courses that have not been completed in the study plan at HSU; – Courses offered by the partner university expected to be available in the semester the student will participate in the exchange. 3) Students must complete the procedures for considering equivalent subjects (if any) between Hoa Sen University and the partner University (Follow the requirements of the form). Note: If a student changes the subject to be considered equivalent while abroad for objective reasons, the student needs to submit the Subject Recognition Form and send it to the Program Director to obtain his/her confirmation. Otherwise, the subject won’t be recognized as equivalent subjects in the HSU curriculum. |
Step 4 – Complete The Application Procedure with Hoa Sen University
| Process | Instruction |
|---|---|
| 1) After completing the documents and forms according to the requirements and deadlines of the partner schools, students will receive a Letter of Acceptance from the partner schools; 2) The Global Engagement Office will submit the necessary documents to the HSU BOD for issuing the Decision of the approval and issuance for students participating in the Student Program at partner university; 3) The Global Engagement Office sends the list and Decisions of students participating in the Student Program to the Office of Academic Affair and Office of Finance and Accounting; 4) The Global Engagement Office will coordinate with the Office of Academic Affair and Office of Finance and Accounting based on the Decision of students participating in the Student Program at partner university; 5) The Office of Academic Affair will review the academic requirements to approve students’ participation in the Student Program and notify the Finance and Accounting Office to create the Student Program code on the student management information system; 6) After completing the necessary steps, students will receive an email about Student exchange program tuition payment from the Finance and Accounting Office; 7) After getting HSU students’ tuition receipts, the Global Engagement Office will send final confirmation of List of HSU Students participating in the Student Exchange program to partner schools. Note: Failure to provide a tuition receipt within the specified timeframe will result in the cancellation of your acceptance to participate in the student program with partner university. | 1) Students are required to email the Letter of Acceptance from the Partner School to the Department of Global Engagement within 3 days of receiving the email; 2) Students must fulfill their tuition obligations within 7-10 days from the date of receiving the email from the Finance and Accounting Office; 3) After receiving the tuition payment receipt from the Finance and Accounting Office, students are required to send the scanned copies to the Office of Global Engagement, then the office is able to send a final confirmation of List of HSU Students participating in the Student Exchange program to partner schools. |
Step 5 – Parents Meetings
| Process | Instruction |
|---|---|
| 1) The Global Engagement Office will send the Final confirmation of the List of HSU students participating in the Student Program to the students; 2) The Global Engagement Office sends the invitation letters to HSU students’ parents and students to attend the official Meeting before students prepare to go abroad. | 1) HSU Students’ Parents and students are invited to compulsorily participate in meetings to receive information about the rights and obligations of students as participating in the student program abroad; 2) When attending the meeting, parents need to provide a photocopy of their ID card (no notarization required); 3) HSU Students’ Parents can participate in face-to-face meetings, or if they live far away and traveling is not convenient, they can join online meeting; 4) Students will receive the program information and will be required to sign a Parent Consent Form to agree their children to participate in the Student Program. Note: If HSU students’ parents do not attend the meeting, it is understood as agreement for students to participate in the Student Program, and a commitment will be added accordingly. |
Step 6 – Visa Application Documents
| Process | Instruction |
|---|---|
| 1) Students need to complete procedures to apply for a student visa according to the instructions and regulations of the consulate. It’s important for students to prepare documents and submit visa applications in a timely manner for admission; 2) The Global Engagement Office will review and provide relevant documents as requested by the consulate to support students in completing their visa applications. Note: If the Consulate refuses to issue a Visa to the student, the Global Engagement Office will notify Partner Universities to cancel the student’s SEP Application Confirmation according to regulations. | Students must proactively complete documents and forms as soon as they have all the necessary documents, as some countries have visa issuance processes that require a significant amount of time. Note: – If the student’s visa application is successful, they should send a scanned copy of the visa to the Global Engagement Office for record-keeping; – If the student’s visa application is unsuccessful, the student should register for HSU courses in accordance with Hoa Sen University’s regulations. |
Step 7 – Follow The Regulation of SEP
| Process | Instruction |
|---|---|
| 1) Students become part of the community of students participating in the Student Program, organized by the Department of International Cooperation; 2) Students consent to sharing information and images on media channels for Hoa Sen University regarding their participation in the Student Program. | 1) Students will conduct a survey about the Student Program before completing the program; 2) The Global Engagement Office will send emails to students, requesting survey feedback 4-6 week before the course end date; 3) The Admission letter sent to the student will specify the exact start and end dates of the study period at the partner school. |
Step 8 – Finishing SEP
| Process | Instruction |
|---|---|
| Students will receive “Course Transcript” from partner universities. Note: If a student has been approved for an equivalent course, they must submit an original approved forms to Academic Affair Office and they will check and issue a decision regarding exemption from the subject for the student. The Forms should include: a) Copy of Decision to participate in SEP; b) Original academic results/ Course Transcript from partner universities; c) Original signed Course Equivalent Form. | According to the regulations, to facilitate the school’s arrangement and preparation for getting back to HSU, students are required to send an email to the Global Engagement Office 15 days before the end of the study period, confirming their planned return date to Viet Nam in preparation for studying at Hoa Sen University. Note: – If a student fails to contact the Global Engagement Office and does not return to Vietnam within 3 weeks after the end of the study time in the SEP, the Global Engagement Office will notify the Parents and send them a letter to remind the students; – If the student still does not return or contact the Global Engagement Office after 4 weeks from the end of the SEP, HSU will issue the first written warning to the Parents and student; – After 6 weeks from the end of the SEP, if the student still does not return or contact the Global Engagement Office, the Office will propose to the Student Information Center to issue a “Disciplinary Decision” signed be President of Hoa Sen University. Global Engagement Office will be notified to apply disciplinary measures, and students and teachers will also be notified. |
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The Office of Global Engagement at HSU is dedicated to fostering and expanding collaborative partnerships with global institutions. Our efforts aim to attract students and faculty members from diverse backgrounds to engage in academic exchanges and research initiatives. We organize a range of global activities, including international workshops, internship opportunities, study exchanges, and collaborative programs.
For more information about our activities and events, please visit our website and Facebook Fanpage [click Here]. If you require further details about our activities, feel free to contact the Office of Global Engagement at room 705B, located at Hoa Sen University Headquarter in Ho Chi Minh City, Viet Nam. You can also reach us via email at phonghoptacquocte@hoasen.edu.vn.
