Call for Applications: Outbound Semester Exchange for ITB students

(2021-2022 Academic Year: Batch 1 Application Period)

We are announcing the Outbound Semester Exchange program for ITB students who wish to spend 1 semester or 2 semesters at one of the partner universities of ITB (i.e. host universities) for the 2021-2022 academic year. Over 100 destinations or potential host universities can be chosen for the upcoming academic year.

This program is generally open to undergraduate and graduate (master’s and doctoral) students, but some universities may only accept students from a certain academic level. The Batch 1 Application Period is for those who plan to participate in student exchange for:

1 semester (Semester 1 2021-2022),
2 semesters (Semester 1 and Semester 2 2021-2022).

Batch 2 Application Period will be informed in June 2021 for student exchange applications for Semester 2 of the 2021-2022 Academic Year.

Tuition and Funding

The tuition at the partner university is waived for students participating in the Outbound Semester Exchange (i.e. no tuition is paid to the host university). However, students are generally required to pay the regular tuition at ITB. Please consult your Study Program.
Participating in the program is by default self-funded. This means that students will be responsible for securing their own funding for travel expenses, accommodation, costs of living, and other costs such as visa and books.
Certain universities provide scholarships, but they are not guaranteed.
Some scholarships will be provided by the Bureau of Partnerships of ITB, which can be used to cover travel expenses or living costs.

Physical Mobility and COVID-19 Protocols

The partner universities are generally planning to accept exchange students physically by the beginning of the 2021-2022 Academic Year. Nevertheless, it depends on the situation. To facilitate physical mobility of students, there are two general rules:

The country’s government has opened the international border, which allows access for students to enter the country, and
The university management’s decision to open the campus for learning and teaching activities to take place, with necessary health protocols or safety measures in place (even if the government has opened the border, the university management may still mandate that classes are run virtually).

In any case, you are strongly advised to update yourself with information from the respective government and the university. It is possible that classes are run virtually, but some universities may not be able to hold virtual classes (in such cases, student mobility must be deferred / delayed or cancelled). Please be aware of these possibilities.

How to Apply

The application for Outbound Semester Exchange is divided into two categories:

IRO Application.

This category is applicable for students who wish to apply to a partner university that has a bilateral agreement on student exchange with ITB (MoU or MoA) or a partner university that is a member of one of these associations: ASEAN University Network – ASEAN Credit Transfer System (AUN-ACTS), Asian International Mobility Students (AIMS), and ASEAN-European Academic University Network (ASEA-UNINET). To apply, students will need to be nominated through the International Relations Office (IRO) of ITB. See Application Procedure 1 below.

GE3 Application.

This category is applicable for students who wish to apply to a partner university that is a member of Global Engineering Education Exchange (GE3) Program. Students will apply directly through the GE3 website. See Application Procedure 2 below.

Application Procedure 1: IRO Application

Deadline: February 15, 2021

Please check the following link for the list of university options you can choose, along with other essential information. Overall, the destinations are divided into three regions:

Region 1: Southeast and South Asia
Region 2: East Asia
Region 3: Europe and the Middle East

Notes:

Each university has a certain quota for the number of students that can be exchanged. This quota / number is one of the bases for making selections.
Not all partner universities are open to student exchange opportunities at all levels (bachelor’s, master’s, or doctorate levels)
Not all partner universities may be relevant to all faculties or schools. You should check the available courses or programs offered.
Students are required to discuss with their Academic Advisor and Study Program regarding the selection of the universities.

Please submit your application to one of the following links

Application Form for undergraduate students (Bachelor’s Level)
Application Form for graduate students (Master’s Level)
Application Form for graduate students (Doctoral Level)

Undergraduate students will have to have completed at least 4 regular semesters at ITB by Semester 2 2020-2021. Graduate (Master’s and Doctoral) students will have to have completed 2 regular semesters at ITB by the end of Semester 2 2020-2021. Graduate students (Master’s and Doctoral) who wish to participate in a Research-based exchange program is typically asked to identify a faculty member or a professor at the partner university.

In the application link, you will need to indicate your priorities for the host university (indicate up to 5 universities). You will also need to submit the following documents:

Academic Transcript until Semester 1 2020-2021 (For graduate applicants, also include undergraduate academic transcript);
Recommendation Letter from Academic Advisor & Study Program (Please use this template);
Financial Guarantee Letter, including the request to receive financial assistance from the Bureau of Partnerships (Please use this template);
Health Guarantee Letter, regarding Covid-19 (Please use this template);
Official Certificate of English Language Proficiency, such as TOEFL or IELTS (please refer to the list of university options for the English level required by each university) – if it is not possible to submit this requirement by the deadline, make sure to have it ready by the end of February and send to iro@itb.ac.id);
Recent CV;
Personal Statement Video (max. 5 minutes, explaining your motivation to participate in the exchange program).

After the application deadline, below are the follow-up stages:

Selection Period by IRO ITB (February 16 – February 19, 2021)
Selection is based on student priorities, GPA, and English Score.
Tentative Selection Result announced on website (partnership.itb.ac.id) and emailed to the students (February 19, 2021)
Students will be asked to respond and confirm their participation to IRO ITB by email by February 21, 2021.
Selection Result informed to Faculty/School (February 22-23, 2021)
Approval Letter from Faculty/School to IRO (February 26, 2021)
Official Selection Result informed to students (March 1, 2021)
Nomination of Students sent to Partner Universities (March 1 – March 31, 2021)
Completion of Application by Students to Partner Universities (varies)
Each university has its own list of application procedures and documents to submit. Students are obliged to pay attention to the application guidelines provided by the host university.
Acceptance Letters sent by Partner Universities to Students (varies, expect between April and July 2021)
While very unlikely, it is possible that universities reject a student’s application (potentially due to the number of submissions received by the universities, for universities that do not set a specific number of students to accept).
Final List of Students Accepted to Partner Universities sent to Faculty/School by IRO ITB (end of July 2021)

Contact Information

Feel free to contact IRO ITB (iro@itb.ac.id) for any question or concern you may have.

Application Procedure 2: GE3 Application

Deadline: March 1, 2021 (23:59 EST)

Please prepare all the necessary application documents and submit your application directly through the GE3 website: https://globale3.studioabroad.com. There are over 70 universities that are members of the GE3 Network, located in Asia (China, Hong Kong, Indonesia, Japan, Malaysia, Singapore, South Korea), Australia/Pacific (Australia, New Zealand), Europe (Belgium, Denmark, France, Germany, Italy, Netherlands, Spain, Sweden, United Kingdom), Latin America (Argentina, Colombia, Mexico), Middle East (Egypt, Israel), and North America (United States). There is no limit in terms of the number of students who can apply. The Institute of International Education (IIE) and the host university will determine whether your application is accepted or not.

How To Apply page

Things to submit to IRO ITB (iro@itb.ac.id), by March 1, 2021 (12:00 noon):

Recommendation Letter from Academic Advisor & Study Program (please use this template);
Financial Guarantee Letter, including the request to receive financial assistance, from the Bureau of Partnership (please use this template);
Health Guarantee Letter, regarding Covid-19 (please use this template);

Things to note:

To start your application in the website, you need to create an account.
You are highly encouraged to learn about the program(s) offered by each university member of GE, including requirements. The list and complete description of the GE3 member universities can be found in the GE3 website.
Generally, application documents required are: Required Course Descriptions (if applicable); Essay; Transcript; Passport; English Proficiency Score (if applicable); Bank Letter (if applicable).
Students will be asked by the Institute of International Education (IIE) to provide a recommendation letter.
IRO ITB will check the GE3 application system to see the progress and follow up with the coordinator of GE3 exchange of the universities that ITB students are applying to.
Final List of Students Accepted to GE3 Universities sent to Faculty/School by IRO ITB (end of July 2021).
Accepted students are required to submit the following documents to iro@itb.ac.id

Contact Information

If you wish to ask about the application procedures with the Institute of International Education (IIE) about the GE3 application, please consult ge3@iie.org.
If you wish to ask about certain academic or administrative aspects of the university you are applying to, please consult the coordinator of exchange of the university (which can be found on the university’s page on the GE3 website).
Feel free to contact IRO ITB (iro@itb.ac.id) for any other matters. We will either provide you with the necessary information or direct you to contact a relevant person or unit.

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