Application process for students wishing to study abroad in 2017/18
The Study Abroad Application deadline is 20th December
2016, regardless of whether
the exchange is in Tri 1 or Tri 2,
and whether within Europe or overseas.
By this date students must have completed an application form including possible
module choices for the period abroad, and it must have been formally approved
by their Programme Leader or designated Academic Study Abroad Adviser (PL/ASAA).
Relevant staff are sent instructions on this process, which is completed
online. Once complete, the application is forwarded automatically to the Global
Mobility team for consideration.
Students will be informed of the outcome in January-March.
Programme Leader’s support to students – pre-application
Before applying, students must
discuss their wish to go on exchange with their Programme Leaders, to ascertain
that you support the request in principle, including the proposed timing within their degree programme. Please
consider the following before encouraging
students to go ahead with an application – as not all students may be ready
compatibility at the chosen destination. Students are
asked to research possible modules at an early stage when considering potential
destination; it is essential that the PL/ASAA is happy with the academic match
as the the credit achieved while studying overseas will count as an integral
part of the student’s Edinburgh Napier University degree.
Academic performance - a student who is struggling at
home may find their difficulties exacerbated while abroad. Students are
not normally permitted to go on exchange if they have not passed all of the
modules in the period leading up to their exchange. If you wish to give
approval subject to improved academic performance, please email the Global
Mobility team at firstname.lastname@example.org to let us know.
Attendance record and suitability as an ambassador for
Edinburgh Napier - we should be confident that the student will
enhance the reputation of the university while at our partner institution.
The reasons for going on exchange. What is the
student’s motivation? Have they thought through the implications, e.g. academic,
financial (refer them to Costs document), semester dates (which may be very different to ours)?
The Global Mobility team can direct students to the
relevant course catalogue and advise on the number of credits needed, but we
are not permitted to advise on the appropriateness of modules i.e. content and learning outcomes – advice on this must come from
If you are happy
for your student to study abroad during the next academic year then the next
step is to encourage them to complete the Study Abroad Online application form.
**New for 2017/18 Study Abroad Online application form**
should be encouraged to visit the relevant Application page on myNapier where they
will find information on the new online application process as well as a link
to the online form.
For your interest, we have created a brief video to talk you
through the student interface so that you are familiar with the various parts
of the form.
Student’s responsibilities prior to completing the online
A student needs to have:
- Decided on their preferred semester(s)
- Selected up to three exchange
destinations in order of preference. **Please be aware that if a student wishes
to study at a different destination in each semester, they may list up to six
destinations in total (three per semester)**,
their Programme Leader/ Academic Study Abroad Adviser with a proposed list of
equivalent modules abroad bearing in mind the required number of credits for
an estimated budget in £ sterling for the duration of their exchange.
After a student clicks ‘submit’ on the Online Application Form, their application will automatically
go to their Programme Leader as per the information currently stored on SITS.
Students will then receive an email with their Programme Leader’s contact
details (name and email address), confirming successful submission. At this
point they will no longer be able to make any changes to the form.
Programme Leader’s responsibility when supporting a student
who is submitting a Study Abroad application form
- When one of your students submits
their application, you will receive an email asking you to log in to the system
(adminstudyabroad.napier.ac.uk) with your regular University login details and review the
- If you are happy with a student’s
application, notably the modules they are proposing to take when overseas and
that the student has a sound academic record to date* then click the ‘Approve’
button. The student will then receive a notification that the form has been
forwarded to the Global Mobility Team for consideration. (NB Your approval indicates
that you are happy with the academic side of the student’s proposed study
abroad destination(s); we, in the Global Mobility Team, will then look at all
approved applications collectively and allocate students to study destination).
*Students are aware that their academic
results achieved to date will be considered as part of the selection
criteria. Please note that 1st year applicants or direct
entrants will not have any marks recorded on SITS at that point. We therefore
suggest that the approval of their forms is subject to the successful pass of
the trimester 1 modules.
- If you do not approve the
application then click ‘Reject’ button. The system will allow you to write a
message to individual students asking them to make any changes and re-submit
the form (if appropriate). If following the resubmission you are happy with the
changes made you will be able to approve the form as described above.
Further guidance for Programme
Leaders on advising students on module choices abroad
What do I need to check?
key things you need to ascertain before approving students’ choices are:
- Are the modules
your student plans to take while on exchange broadly equivalent to what they will be missing at Edinburgh Napier
(level, content, learning outcomes etc)?
- In particular, do
they correlate to any compulsory modules
the student would be required to take if they stayed at home?
- Do the chosen
modules avoid duplication with any
your student has already done/will be taking later?
- Will the selected
modules offer sufficient total credits (see
Where can I find module information for the
come to you with a prepared list of possible module choices, and online links. They should refer to the Exchange
Portfolio on myNapier for links for different institutions.
Course information for the relevant semester(s) is not
available. Please advise.
If the course
catalogue at the host institution is not yet online for the relevant period,
students should choose from the nearest available equivalent, i.e. if they are
going abroad in spring semester 2018, the nearest equivalent may be for modules
in spring semester 2016 or 2017.
How many modules will students need to take while
This depends on the
country/institution, but students will in many cases need to take more than 3 modules per semester. In some European institutions, there are set
courses for exchange students. The most important thing is that the total
number of credits meets the required minimum per semester.
How many credits do students need to achieve while
Students must take
a full-time workload while abroad, equivalent to 60 Edinburgh Napier credits
per semester. For those going to European destinations, this means
modules totalling 30 ECTS (European credits). For overseas destinations, this varies according to institution - please
refer to the home page of the Exchange
Students taking the
Edinburgh Napier Living and Studying
Abroad module the trimester before going on exchange may require fewer
credits while abroad. You should advise
them if this applies in their case.
Please note the exception to this is students going
overseas who must complete a full-time workload while abroad in order to comply
with Tier 4 visa requirements.
My student has identified modules equivalent to the
compulsory modules he/she would normally take at Edinburgh Napier, but still
lacks sufficient total credits. What
should they do?
In this case the
student may make up the balance of credits with other modules connected to
their subject area or future interests, including language classes - you should
advise the student on what is appropriate / acceptable.
Do I need to check all modules if my student is going
away for a full year?
Yes, if your
student is going on exchange for a full year, they should complete module
choices for both autumn and spring semesters if possible.
NEED FURTHER HELP?
If you or your
students have difficulties identifying appropriate links for course information
or you would like further support with this process, please contact us for
advice at email@example.com.