Practical Matters
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
Safety Abroad
Travel safety (risk analyses Mobility Online)
To determine whether it is safe to travel abroad for your study or internship, Fontys has created an international mobility flowchart for students and staff. This flowchart is based on the worldwide travel advice and information published by the Dutch Ministry of Foreign Affairs. Please note that this information is in Dutch. If you need assistance, please contact studyabroad@fontys.nl.
This flowchart is part of the mandatory registration process in Mobility Online (risk analysis). Be aware that entry rules for a country can change at any time, as situations can evolve rapidly. Therefore, it is best to check the colour code regularly. The colour code on the day of departure is the final go/no-go for your travels.
- Green = GO: It is deemed safe to travel to this country, region, or city. Please ensure you read all the available information on the webpage of your destination, as published by the Dutch Ministry of Foreign Affairs: https://www.nederlandwereldwijd.nl/.
- Yellow = GO: It is considered safe to travel to this country, region, or city. However, there are specific safety risks to be aware of. To prepare and proceed with the registration process, you must read all the available information on the webpage of your destination and complete the Risk Analysis. This document can be found in Mobility Online.
- Orange/Red = NO-GO: It is not safe to travel to this country, region, or city. Based on the travel advice from the Dutch Ministry of Foreign Affairs, Fontys strongly advises against travel. You will not be able to complete your registration process in Mobility Online. Please contact studyabroad@fontys.nl for further advice.
Exemption
There is one exemption in the case of an orange or red travel code. If you are an international student and have chosen a minor or internship in your home country (e.g., you are a Bulgarian national and will undertake an internship in Bulgaria), you may proceed.
Safety contacts
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.
Knowledge Security
When you go abroad it's important to be aware of certain security considerations. These relate to digital security (see digital safety) or the security of the knowledge you possess and take with you. We refer to this as Knowledge Security. The aim is to prevent sensitive knowledge, technology and data from inadvertently falling into the wrong hands and being misused. Some examples:
Espionage and/or data theft:
People may, for various reasons, attempt to gain access to unique, valuable knowledge or data via your laptop, phone or USB stick.
Undesirable influence:
In some countries, pressure may be exerted on you to alter your research results or to share information that is actually confidential.
Practical tips
- Only take the data you really need with you.
- Always use a secure connection (VPN) when going online.
- Always install the latest security updates.
- Always carry data storage devices in your hand luggage.
- Keep confidential data protected so that others cannot view it.
- Switch off your devices when they are not in use. This makes them harder to hack and track than when they are switched on.
- Always switch off the Bluetooth function on your phone and laptop when travelling. Bluetooth is insecure and spying via this function is extremely easy.
- Do not use USB sticks, SD cards, other data storage devices or third-party gadgets as they may be infected with malware.
- Only insert your own USB stick into your own devices to prevent malware.
- Always use your mobile (data) subscription to prevent malware
- Always lock your laptop and keep your mobile phone with you at all times.
- Do not lend out your laptop or mobile phone.
- Do not install apps on your mobile phone at the request of others.
- Keep data to yourself, both on paper and digitally. so it remains protected.
- Restrict access to applications to yourself only.
Click to download
Report incidents
Please report any incidents or potential threats to knowledge security via kennisveiligheid@fontys.nl, preferably whilst you are abroad and in any case upon your return. If you have any questions regarding this information, please contact the Study Abroad team at studyabroad@fontys.nl.
Other
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.
Register your stay abroad
We strongly advise you to register your stay abroad at BuZa (https://informatieservice. nederlandwereldwijd.nl/) to stay updated. Additionally, download the Reisapp (https://www.nederlandwereldwijd.nl/ reisadvies/download-reisapp) Depending on your nationality, register at the embassy or consulate in the country where you are staying. Dutch students should add the Dutch emergency number +31 247 247 247 to their phone contacts. International students can check with their embassy or consulate in the Netherlands for support. Please ensure you know who to contact within your Fontys study programme in case you need support.
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.
Vaccinations
Make sure you have the required vaccinations.
Multifactor authentication (MFA) abroad
During your internship or minor, you will need access to your Fontys files and learning materials. You want to maintain contact with your tutors and fellow students. Prepare things now, so you can get started right away.
Instruction to set up MFAArranging 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.
- Interrail offers a train ticket with a discount for Erasmus+ students. Check their offer here.
- For more 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