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Guidelines for outgoing students

The guidelines below are formulated by the Office of the International Affairs (hereafter “the OIA”) and apply exclusively to the students of the National Taiwan University of Science and Technology (hereafter “Taiwan Tech”) enrolled in exchange programs offered by Taiwan Tech’s partner institutions.
 
I. General Instructions
  1. Upon receiving an official admission letter issued by one of Taiwan Tech’s partner institutions, you are formally admitted to that institution on exchange and shall comply with its regulations. Once admitted, you are not allowed to apply to change your host institution and exchange period. Failure to report to your host institution, before the deadline as specified in your application form, will result in disqualification.
  2. After having received your admission letter and confirmed your acceptance of admission, you shall work closely with the Exchange Coordinator of your host institution to apply for accommodation, visa, course registration, and credit transfer, book an air ticket, and make an airport pick-up appointment. Male exchange students (those holding R.O.C. citizenship and having reached the age of compulsory military service) should ask the Office of Student Affairs at Taiwan Tech to apply for an exit permit on their behalf.
  3. Only by obtaining official approval from the Exchange Coordinators of both home and host institutions are you allowed to return before your exchange period expires. Failure to obtain such approval will result in disqualification from your chosen exchange program, and the student will be required to make full reimbursement of any scholarship awarded.
  4. Approved at the 194th University Academic Council Meeting, the transcript students have got from the host university including the course titles, credits and grades will completely list in NTUST transcript.
  5. Familiarize yourself with all the instructions provided in this document and go through the administrative procedures set forth for starting your exchange coursework. You are solely responsible for any delay in the procedures arising from any failure on your part to carefully read and follow the instructions.
II. Admission Letter
  1. The original admission letter will be sent by the host institution to the OIA. Afterwards, the OIA will hand the document over to the student named in it.
  2. Confirm your English name and the exchange period written in your admission letter. Report any error in the document to the OIA immediately; and the OIA will then request your host institution to re-issue the admission letter.  Confirm that all the information in your admission letter is correct, because any inaccuracy may cause you inconvenience in your visa application and immigration clearance.
  3. You have only ONE original admission letter. You should take care not to lose the document and shall be held responsible for all the consequences of such a loss.
  4. Have your original admission letter and any other official documents issued by your host institution ready to hand for arrival and departure inspection procedures.
III. Expenses
  1. Generally, you do not have to pay any tuition fee needed to attend your host institution, unless you are required to do so under the institution’s agreement on student exchange with Taiwan Tech.
  2. Throughout your exchange period, you will be responsible for covering the costs of living, insurance, round-trip airfare, and accommodation, as well as other personal expenses.
  3. You must pay full tuition for your home department at Taiwan Tech, providing that you are to be on exchange for one semester or more and have accordingly completed and submitted a Study Abroad Procedure Form as required by the Office of Academic Affairs (OAA). Contact the OAA to request a Study Abroad Procedure Form and relevant official instructions.
IV. Visa
For International students:
  1. Once students are accepted by partner universities, they will need to apply for a visa to the host country by themselves and find information about the details of visa application for students from their home country (which may be different from that for applications from Taiwan citizens). Students may apply for a visa at an embassy or representative office of the host country in their home country or in Taiwan.
  2. If the host country does not have an embassy or representative office in Taiwan, or if the office in Taiwan accepts visa applications only from Taiwan citizens, the student may need to travel to a nearby country that has an embassy or representative office or return to their home country in order to apply for a visa.
V. Accommodation
  1. You will apply for accommodation on your own, and without the assistance of the OIA. The application form for accommodation is usually attached to the application form for exchange programs. Note that under agreements on student exchange between Taiwan Tech and its partner institutions, your host institution will help you to look for accommodation but is not obligated to provide accommodation.
  1. Should you not be assigned an on-campus dormitory bed at your host institution, contact the Accommodation Coordinator for an alternative. If you have any relative living or working in the local area, you may also ask him/her for help in arranging accommodation. The OIA is not able to provide information on accommodation in or near your host institution.
  1. Whether or not you shall pay an application fee for accommodation depends on the housing policy of your host institution. Also note that paying an application fee for accommodation does not guarantee a dormitory vacancy.
  1. Be sure to arrive on the date when you are scheduled by your host institution to complete enrollment and accommodation procedures. Confirm your report-in date in advance with the Coordinator responsible for the administrative work of your chosen program.
VI. Course Registration
  1. Once you have enrolled, you are officially a student of your host institution and shall therefore abide by its regulations. Have your questions about course registration, if any, dealt with as early as possible before your departure from Taiwan.
  1. You shall abide by your host institution’s regulations and take and pass at least three professional courses for each semester of your exchange period. You shall also meet the minimum/maximum requirement of credit hours (if any) set out by your host university and attend and complete your courses without any unauthorized absences. If you are absent without leave or engage in any misconduct during your exchange period resulting in damage to Taiwan Tech’s reputation, Taiwan Tech has the right to demand the full reimbursement of your scholarship.
VII. Credit Transfer
  1. Your home department is solely responsible for determining which exchange courses you have completed can be accepted for credit on your Taiwan Tech academic record. The OIA has neither authority nor responsibility for such determination. Note that your credit transfer result will be determined at the sole discretion of your home department and that no request for a second review will be accepted.
  1. Apply at the OAA to have the transfer credit(s) accepted by your department added to your Taiwan Tech transcript.
  1. Whether or not your transfer credits are accepted, you will receive no refund of credit or tuition fees.
VII. Exit Permit for Deferred Draft-Age Male Exchange Students
  1. Male exchange students who hold R.O.C. citizenship and have reached the age of compulsory military service should request the Office of Student Affairs to apply for an exit permit on their behalf. Use your admission letter to apply at the OSA three weeks before departure.
  2. Deferred draft-age males shall not stay overseas for longer than one year or apply for graduation or suspension/termination of studies throughout the period overseas. Otherwise, you shall be responsible for all the consequences resulting from failure to obey your conscription obligations.
IX. Financial Aid / Scholarships during Overseas Studies
For International students:

Name of Scholarship

Regulation

Taiwan Scholarship

X   Not applicable.

Applicants who receive a Taiwan Scholarship must give up the scholarship and be approved by MOFA and MOE.

NTUST scholarship for International Graduate Students

O  Applicable

Applicants who have the approval of their faculty adviser might be able to receive their NTUST scholarship during his/her exchange stay at the host university.

NTUST Scholarship for Fourth and Fifth Year International Ph.D. students

O  Applicable

Applicants who have the approval of their faculty adviser might be able to receive their NTUST scholarship during his/her exchange stay at the host university.

X. Submission of Required Documents Before Departure
  1. A copy of Letter of Acceptance.
  2. A copy of academic schedule from partner university.
  3. Study Abroad Procedure form. (Note: The form must be signed by all the administrative units sequentially from left to right (as indicated on their assigned signature boxes at the bottom of the document) before being submitted to the OIA.)
XI. Submission of Required Documents Upon Return to Taiwan Tech
  1. Within ONE month of completing your exchange studies and returning to Taiwan, submit (1) the Reporting Form in duplicate, (2) an evaluation of your exchange experience in English of three pages or more (in print and electronic forms), (3) 20 photos of your exchange experience (in electronic form), (4) a host institution academic transcript, and (5) a photocopy of both sides of your exchange student ID card.
  1. Submit the Reporting Form, in duplicate, to the OIA and the OAA. (Both forms are originals.)
  1. When submitting the evaluation of your exchange experience in English of three pages or more (in print and electronic forms) and 20 photos of your exchange experience (in electronic form), upload all the digital files through a USB drive onto a computer at the OIA.
  1. Submit your host institution academic transcript and the photocopy of both sides of your exchange student ID card to the OIA.
XII. Guidelines for Writing the Evaluation of Your Exchange Experience
  1. This evaluation must focus on your exchange experience, describing—for example—how you prepared before departure and what you learned on and off campus. Use this template as a guide for writing your evaluation. Make your evaluation as informative as possible. Evaluations which the OIA judges to be inadequate must be rewritten.
  1. In submitting your evaluation and photos to the OIA, you thereby grant Taiwan Tech the right to publish them on any part of its website and utilize them in exchange program introduction and promotion materials without having to offer compensation.