Your minor abroad in 9 steps

Studying abroad is an exhilarating adventure that can transform your life in remarkable ways. If you’re contemplating this exciting journey but feel a bit lost, don’t fear! Here are the nine captivating study abroad steps to set sail on your adventure.

1. Orientation

Questions to ask yourself

When can I go abroad and for how long?
Where do I want to go and why do I want to go there?
Does a minor abroad fit into my study program?
What are the advantages and disadvantages of a minor abroad compared to a minor at Fontys?
What are my learning objectives? What are the competences I would like to develop?
What do I expect from my experience abroad?
Do I have the finances for a minor abroad in the country I would like to go to?
Do I believe I have sufficient determination and motivation to handle the extra preparations the minor abroad requires?
Registering to go abroad with friends may sound very attractive at this point however, the chances of you both been selected for the same university are quite slim. This is your adventure, so make your own plan.

Setting up a Plan B

The safety net! Imagine you’re a tightrope walker with a backup trampoline. If travel plans wobble, consider these alternatives:

Alternative Minor: explore an alternative minor at Fontys or another Dutch university.
Semester Shuffle: swap your semester for an internship

Connect with your coordinator Internationalisation to discuss your options for your plan B.

2. Fontys Registration

Deadlines

You always have to register for a Minor Study Abroad one semester beforehand. For example, when going abroad for the Fall semester you have to register in February. When going abroad for the Spring semester you have to register in September.

Registration deadline Spring 2025

	System opens	Deadline
Study Abroad	09/09/2024 09:00 a.m	16/09/2024 13:00 hr.
Internship Abroad	09/09/2024 09:00 a.m	06/01/2025
Freemover	09/09/2024 09:00 a.m	06/01/2025
Erasmus scholarship study	09/09/2024 09:00 a.m	26/11/2024
Erasmus scholarship internship	09/09/2024 09:00 a.m	09/01/2025

Registration deadline Fall 2025

	System opens	Deadline
Study Abroad	03/02/2025 09:00 a.m	10/02/2025 13:00 p.m
Internship Abroad	03/02/2025 09:00 a.m	01/09/2025
Freemover	03/02/2025 09:00 a.m	01/09/2025
Erasmus scholarship study	03/02/2025 09:00 a.m	24/06/2025
Erasmus scholarship internship	03/02/2025 09:00 a.m	22/07/2025

List of Coordinators Internationalisation

Registration in MO

In order to register in Mobility Online (MO), please find the registration page here. In your form, you will need to complete the following details:

Registration details
Personal data
Data concerning the Study
Data concerning the Stay: Partner Choices: (max. 3 choices), if you select 3 choices we expect you do want to go to one of the three choices, please only select choices you actually want to go to. All students who register for an exchange will have a choice of their own cluster partners as well as all Fontys Wide partners.
Emergency contact details
Language Competence
Financial Information
Budget Planner: In the planner, you will need to consider your expenses both in your host country as well as back at home. There are also several sources of income you can investigate to help offset your costs.
Other information

Budget Planner

The planner is designed to give you a realistic view of the expenses and income in your journey to study abroad.

Go to Budget Planner

P-check

For every registration, we first check to see if you meet the conditions to go on an exchange known as the “P-Check”. The P-check is done by each institute to see if you have the credits required to achieve your Propaedeutics before you go abroad (some institutes do have exceptions to this rule). You are allowed to move on to the Draw only if you meet the required entry criteria from your institute.If you have questions about this process, please contact your International Coordinator.

Draw

If you complete and submit a study abroad student registration in Mobility Online and pass the P-check, you are entered into the Draw. A draw is a process for selecting and allocating a student to a partner university by means of random selection.

Round 1

The draw starts with partner Choice 1. Students are randomly selected for their first-choice partner until the number of spaces at that partner are filled.
If you are not placed with your Choice 1 partner, the same process will take place for Choice 2 and Choice 3 partners.
If you are selected for an exchange at a partner university, you will receive an automated confirmation email through Mobility Online.
If you are not selected in this round, you will receive a message through Mobility Online informing you of your option to participate in Round 2.

Round 2

In this round, you may register to a partner university that still has open spots. You can see this in your own registration in the drop-down menu for partners.
The exact dates and the open spaces for the round will be communicated directly to the non-selected students from Round 1.
Round 2 is only for students who have registered in Round 1 and did not get selected for any of their choices, this is not an opportunity for new registrations.

Round 2 Draw

If you are not placed at a partner university in Round 1, you will have the option to participate in Round 2.
To participate in Round 2, you must go to your Mobility Online workflow and checkmark the "Participate in second application round confirm/decline" box.
For Round 2, a draw will take place in the same manner as Round 1.

If you are not selected in Round 1 or Round 2, you may still have other options for going abroad, such as a freemover or going on an internship. Please check with your International Coordinator.

Exception for students from the Academy of the Arts

If you are an Arts student, you may be excluded from the draw as you are not selected by Fontys, but rather by the partner after you send in your audition/portfolio, depending on partner requirements.
It is your responsibility to research the audition / portfolio procedure and deadlines of your selected partner universities.
If you select Fonty-wide partners for all 3 choices or as a 1st choice, you WILL be included in the draw.
We recommend that you follow the registration procedure for your other cluster partner choices in case you are not placed with a Fontys-wide partner.

Selection / Draw

The draw generally takes place within a few days after the deadline for registration has passed as soon as the draw has been finalized you will receive automated communication via Mobility Online regarding your registration.

The chances of being selected for one of your 3 choices depend on the popularity for these three spots. If you choose spots that are popular your chances will be lower than less popular spots. Generally all students can go abroad whether this is to their top 3 spots or if they have been selected to participate in round 2.

You will be able to track your status in Mobility Online (MO).

3. Nomination

How does this work?

Once you have been selected for a particular university, you will still need to be nominated. If you are going to a Cluster partner you will be nominated by your Coordinator Internationalisation or Cluster Officer, if you are going to a Fontys Wide partner you will be nominated by Study Abroad. You are not nominated immediately after you have been selected. As we need to adhere to the nomination period of our partner universities. It can be the case that you are not nominated until approx. 3 months after you have been selected. Once you have been nominated, you will receive an update and your workflow in Mobility Online will also be updated. Following your nomination you will need to apply to the university, you will be updated regarding the application procedure after you have been nominated.

What do I need to do?

In order to be nominated we may contact you for additional information, please make sure to reply to our information request promptly when this is the case.

4. Partner University Application

Application at partner university

Even though you have applied for an exchange through Fontys, you still need to submit a different application in a separate process to your host university. Once your nomination is confirmed by the partner, you will receive more information about the partner application process directly from them or through your International Coordinator (please keep in mind this can be an extensive process). Please note that all partner universities operate with strict deadlines for their applications. You are responsible for sending the required documentation within these deadlines, so please check your (Fontys) mail regularly. After you submit your application to the partner, the partner, your International Coordinator or Team Study Abroad will notify you of approval and provide further instructions.

Documentation which may be requested by your partner university

GPA: you can contact your Coordinator Internationalisation regarding this.
Proof/confirmation of enrolment: you can request this from the ‘bedrijfsbureau’ at your Fontys School.
Language Proficiency certificate/statement (requirements depend on the host univeristy): this can be a TOEFL/IELTS or similar test, the grade list from your secondary school or a letter from your teacher or your Coordinator Internationalisation. Team Study Abroad can send you an example letter.
Medical proof of health cert: this can be requested from your GP.
Recommendation letter: this can be written by a teacher or your coordinator Internationalisation. Team Study Abroad can send you an example letter.
Transcript of records: you can get this from the ‘bedrijfsbureau’ at your Fontys School.

5. Learning Agreement (LA)

A Learning Agreement is a program of the studies for you to follow abroad. The purpose of the Learning Agreement is to provide a transparent and efficient preparation of the exchange to make sure that you receive recognition for the activities you successfully completed abroad. Before you go abroad, you must create and submit a list of all courses you plan to include in the Learning Agreement in Mobility Online.

How to select courses for your Learning Agreement

Usually, you will receive an updated course list from the partner university. If this information isn't available yet, use the course list of the previous year. Visit the website of the host university and look for suitable courses. Some universities offer a special program for international students. Other universities offer the same courses to exchange students as to their bachelor students. Choose courses you are planning to take. Your Learning Agreement can be changed later, if needed. Courses should be "deepening and broadening", adding knowledge to your study program at Fontys BUT be careful not to overlap partner courses with courses you had or will have at Fontys. Adding similar partner courses to Fontys courses is sometimes a tricky decision and lecturers are often consulted first before such a course is accepted. The course description is very important in reaching a decision.

Approval of your Learning Agreement (course selection)

In order for your Learning Agreement to go to the exam committee for official approval, fill in the Learning Agreement with the courses you want to take that equal at least 30 ECTS. ECTS are a standard that all European institutions use (1 Credit is 28 hours). In case you go to a non-European institution, you may have to convert the local credits to ECTs. As a first step, all courses in your Learning Agreement must be approved by your the examination board of your institute (some institutes have exceptions to this procedure). Your Coordinator Internationalisation can assist with your Learning agreement.

Requirements for your Learning Agreement

Only Learning Agreements with a minimum of 30 ECTS and no course overlap with your Fontys study program will be approved.
All courses in your Learning Agreement must be approved by your the examination board of your institute (some institutes have exceptions to this procedure).
You will then need to get a signature from your Institute Coordinator and the sign it yourself.
Send your signed Learning Agreement to your host university for a signature.
The complete Learning Agreement signed by all three parties (your Institute, the partner university and you) must be uploaded in Mobility Online. Note: All of this takes place digitally with a .pdf that must have physical signatures.
If the Learning Agreement is not accepted, you must change and resubmit the Learning Agreement with all 3 signatures in Mobility Online (through the same process).

Changes to Learning Agreement in Mobility Online (before departure)

Once you have submitted your Learning Agreement for approval and you want to change one or more of your courses, you must do this in Mobility Online.

Ask your International Coordinator to re-open your Learning Agreement
Your changes must be once again approved by all parties and uploaded in MO
Delete a course: click the trash can icon next to the course name inside the step“Changes to courses in Learning Agreement”
Add a course: click on “enter further courses…”. If you add a course, please do not forget to add the correct amount of credits (ECTS vs local credit)

6. Finance

Applying for Scholarships

Studying abroad can be an expensive experience, therefore Fontys offers various scholarship opportunities depending on where you are going to, and what you are going to do. On this button, you will find the scholarship opportunities that Fontys offers to its outgoing students.

Scholarships

OV-compensation

When going abroad for your minor, you can apply for OV-compensation. You can read more about the OV- compensation on the pages of DUO on the button below. You can apply for OV-compensation by filling in part 1,2 and 3.5 of the ‘Verklaring onderwijsinstelling’ and returning the form to your Institute Coordinator. When filling in the form, please make sure that the dates on the form match the actual dates of your semester abroad and your dates in Mobility Online. Please note that in order to apply for the OV-compensation you need to be registered in Studielink forthe academic year and your tuition fees need to be paid. If you are not registered in Studielink for the academic year, your Institute Coordinator cannot sign your form.

OV-compensation on DUO

Green travel compensation

When travelling abroad you can make a big difference in carefully choosing your means of travel in order to minimize your footprint. If you travel abroad with the Erasmus+ scholarship you can get an extra amount on top of your scholarship. Also Erasmus+ allows you to count up to 4 extra days for your green travel experience and the additional time it might take compared to using a flight.

Budget planner

Go to Budget Planner

7. Practical Matters

Register study abroad in Progress

You have to register your Minor Study Abroad in the ProgressPortal. Go to the ProgressPortal and log in with your PCN number. Then follow the steps:

Enrollments
Fontysminors
Start February 20XX / September 20XX
Buitenlandminor

Go to the ProgressPortal

Safety (risk analyses) to be completed via Mobility Online

In order to determine whether you are allowed to travel, Fontys uses the travel code from the website of the Dutch Ministry of Foreign Affairs. The colour codes represent as well the safety and health risks in a country or area.

Green / yellow = GO: Students are allowed to travel to this country, region or city but are required to fill out a risk analysis form (see your workflow in Mobility Online)
Orange / red = NO-GO: Students will not get permission from Fontys to travel to this country, region or city. Fontys strongly advises you not to travel to this country, region or city.
The colour code on the day of departure is the final go/no go for your travels. Please be aware changes to entry rules for a country can be put in place at any time since situations can change very rapidly. This means it is best to check the colour code regularly.
An orange or red travel advice: what does it mean for my travels? If the travel advice for your country of destination is orange or red on the day of departure Fontys strongly advises you not to travel. Fontys will give a so called NO-GO for your travels.

Exception

There is one exception for the orange or red travel advice. If you fall into the below category you may be allowed to travel abroad for your studies when the travel code is orange or red: you are an international student and will do a minor or internship in your home country (e.g. you are a Bulgarian national and will do an internship in Bulgaria).

Keeping your Mobility Online account up-to-date

Details such as foreign address and phone number always should be correct. If these details change during your stay abroad, please update your Mobility Online details accordingly. The same counts for the dates of your stay abroad. If you need to change information in Mobility Online, but are not able to do this yourself, please inform your Institute Coordinator.

Accommodation

This is your own responsibility, make sure to start as soon as you have been accepted by your host university. They will generally also be able to assist with this search, but it will remain your responsibility.

Passport / ID Card

Make sure you have a valid passport or ID card. Please check the country of destination embassy website as some countries may require a passport with a validity of a certain amount of time after your arrival/ departure date.

Insurance

When studying abroad, it is essential to have the right insurance. You have to make sure you have at least valid insurance that covers healthcare, repatriation and third-party liability. You should also familiarize yourself with the specifics of insurance in the country of your destination.

Vaccinations

Make sure you have the required vaccinations.

Driver’s license

If you are planning to drive abroad, make sure you have a valid driver’s licence for that particular country and the required insurance.

Registration at local embassy

We strongly advise you to register your stay at the Embassy as well as download the Reisapp as in this case you will be updated in any danger situation.

For most European countries travelling to and residing does not require a visa. However this also depends on your nationality. Outside of the EU you will most likely need a visa. Visa applications take time and cost money. Make sure you check all the regulations for the country you are travelling to and start the process in time. Also, make sure you are informed about special documents and health requirements you might need for entering the country of your destination.

Arranging travel

You are responsible for organising your travel yourself.

Green travel options: when travelling abroad you can make a big difference in carefully choosing your means of travel in order to minimize your footprint. Advantages of Green Travelling:

Sustainability: less CO consumption, less noise, a more energy efficient way of travelling. 
Discover Europe: plan extra stops and see more of Europe than just your destination and the sky. Turn your journey into a vacation and meet different people from diverse cultural backgrounds on the way. Let the adventure start at your doorstep! 
The experience: enjoy slow travelling or take a night train. You can easily use the time on board to read, sleep, watch a movie and engage with fellow travellers. 
Budgetwise: travelling by train or bus can be cheaper than by air, for example to cities in Germany, Poland or France.  You can also apply for an Erasmus+ grant.
Luggage flexibility: less luggage restrictions apply to a bus or train; you could even take your bike on the train too. 
For tips about Green Travel read this blog and find Laura’s example here.

Pre-departure checklist

Don’t forget that in the pre-departure phase you are responsible for your own (online) application, visa, (medical insurances) and housing arrangements.

Please check the following prior to your departure:

Attended pre-departure session
Completed application partner university
Accepted by partner university
Applied for scholarship
Connected with fellow students
Created and submitted Learning Agreement
Received approval Learning Agreement
Registered Minor Abroad in ProgressWWW
Arranged housing
Arranged passport
Booked your travel
Applied for VISA (if applicable)
Arranged the necessary insurances
Got vaccinated (if applicable)
Applied for OV-compensation (if applicable)
Completed ALL steps in the section “Before study at partner university” in Mobility Online
Erasmus students: completed ALL steps in the section “Application Erasmus scholarship for study” in Mobility Online

SAFE TRAVELLING!

8. During your stay

Safety abroad

Stay up-to-date with the (safety) situation in your host country and city. In order to stay up-to-date on the travel advice of your destination you can check the pages of the Nederland Wereldwijd. We also recommended that you download their Reisapp.

Changes to Learning Agreement (LA)

It may be the case you will need to make some last minute changes to your LA, in this case, please contact your Coordinator Internationalisation regarding this as soon as possible.

9. Returning from abroad

Complete workflow steps in MO

When returning from abroad you will need to compete the final steps in MO.

Transcript of Records

You will receive your transcript of records from your host university after you return from abroad. Please make sure to upload this in Mobility Online and share it with your Coordinator Internationalisation.

Share your experience with others

As you will notice experiences from other students are very valuable, if you are willing to share your experience with others this will be very helpful, the Teams Network environment would be a great place to connect with future students going abroad.

Study Abroad Survey

The Study Abroad Survey is our way to evaluate the partnership with the universities, we would very much appreciate if you could fill this out.