Semester or year at a university

Forms

Forms

The Global Opportunities team provides details of forms to complete (including Travel Risk Assessment, pre-departure checklist, travel log, Learning Agreement for Studies, Certificate of Arrival, Certificate of Attendance, Feedback form etc) at their pre-departure workshops. Many of the forms need to be completed by you and then signed by your Year Abroad Coordinator at York and the host organisation, so it’s important to submit forms for signature by other people well before the specified deadlines.

Please also follow your host university’s information for the most up to date versions of forms you may need to complete as part of your application and ensure you meet their deadlines for submission.

Checklist

Checklist for the year abroad

Global Opportunities uses a system called Mobility Online and as you progress through your year abroad you will see what documents you need to complete before, during and after your placement. You’ll have a record in Mobility Online for each placement and exact dates may vary slightly depending on when your placement starts and finishes, but this will give you an idea of what’s due and when. 

Late August / early September (before you go)

• For University placements, make sure you are registered with the university and that you know who your key contacts are (i.e., International/Exchange Office or Department contact)
• For work placements, contact your line manager/supervisor (by email or call): tell them your date of arrival, give them details of your next of kin, etc. Remember to communicate with them by using the formal form of address.
• Accommodation: check where and when to go and pick up your keys remembering that you may not be able to get them at the weekend or after certain hours.
• Health insurance: check whether or not you can apply for a Global Health Insurance Card for your placement.
• Insurance: make sure your University travel log details are up to date, as well as with any other insurance providers 
• Documents: check that you have all the relevant documents given to you in York (e.g. birth and exam certificate translations (France) ; Learning Agreement) as you may need these to register at the university.
• Passport: make sure that your passport is up to date. To facilitate administrative procedures, it is also a good idea to take some photocopies of it with you, together with about 15 passport photos.

Early September

• Contact the International Office at your university (Crous / Résidences / Relations Internationales / Akademisches Ausandsamt / Internationales Büro) as appropriate informing them of your arrival dates and times. Some universities require you to make an appointment to register (check the information they've sent you). You should do this as soon as you know your date of arrival. French universities are completely closed in August, Swiss ones may be too, German universities are open but staff are usually only available by appointment or in office hours.

On arrival

• Phone the local tutor/school mentor and arrange a meeting or contact the school to find out when and where to report for your first day of work.
• Send an email to the year abroad administrator with your contact details.
• Find the International Office at your university and attend their orientation session / your introductory course.
• Meet your departmental Supervisor/tutor.

Start of the first semester

• Register/enrol at the University (remember to re-enrol at York too).
• Amend and send your learning agreement: Once your courses have been finalised you must amend your learning agreement and upload it to Mobility OnlineIf your host university insists that we sign off any changes you have made, then let your Year Abroad Coordinator know that you want a countersigned copy sent back.

By end of October

• Send your first email to the Year Abroad Coordinator to let them know how you’re settling in.

November / December

• Visit your local tutor: discuss your progress, inform them of your absence from the university over the Christmas Holidays if you need to.

Mid-November

• Send first Open Letter to us (by email) for second year students preparing for their year abroad.

By 1 February

• Submit your first year abroad essay, remembering to keep a copy for yourself.
• Start thinking about your second essay.

End of first semester

• Sit exams and arrange for marks to be sent to York.

Jan-March, before you go to the new university / country

• Contact your local tutor/mentor by email or call: tell them your date of arrival, give them details of your next of kin, etc.
• Accommodation: check where and when to go and pick up your keys, remembering that you may not be able to get them at the weekend or after certain hours.

April, at the new university/school

• Phone the local tutor / school mentor and arrange a meeting.
• Send an email to the year abroad administrator with your contact details.
• Find the International Office at your university and attend their orientation session / your introductory course.
• Meet your departmental Supervisor/Tutor.

Start of the second semester at a new university / school

• Register at the University.
• Amend and send your learning agreement: Once your courses have been finalised you must amend your learning agreement and upload it to Mobility Online. If your host university insists that we sign off any changes you have made, then let your Year Abroad Coordinator know that you want a countersigned copy sent back.
• You should have chosen a topic for your second essay and begun work on it by now.
• Visit your local tutor so that they can check on your progress.

Beginning of May

• Send your second email to the Year Abroad Coordinator.

By end of May

• For those who have moved to a new country, send your 2nd Open Letter.

July

• Send in your second year abroad essay, remembering to keep a copy.

End of 2nd Semester or end of assistantship

• Sit exams and arrange for marks to be sent to York.
• Get your 'certificate of attendance' signed and upload it to Mobility Online. Send a copy to the year abroad administrator in the Department.