Exchange Application Policy University-wide Route 2021/22

 
Exchange Application Policy University-wide Route 2021/22
Exchange Application
        Policy
University-wide Route

      2021/22
Exchange Application Policy – University-wide Route 2021/22

Contents

About Our Exchange Programmes ................................................................................................. 3
Am I eligible to apply for an exchange? ......................................................................................... 4
   Programme-specific exceptions ................................................................................................. 4
   Direct Entry Students .................................................................................................................. 5
   Joint Honours Students ............................................................................................................... 5
How an Exchange Works ................................................................................................................ 5
   Timeline ....................................................................................................................................... 6
   Does an exchange count towards my degree?.......................................................................... 7
   What are the costs involved in an exchange? ........................................................................... 7
       Tuition Fees.............................................................................................................................. 7
       Other expenses ........................................................................................................................ 7
       Is there funding available to support me on my exchange? ................................................. 8
   What courses will I take during my exchange? ......................................................................... 9
   Where can I go on exchange? .................................................................................................... 9
   Who will support me in applying for an exchange? ................................................................ 12
       You! ........................................................................................................................................ 12
       Exchange Coordinator ........................................................................................................... 12
       Student Support Officer(s) .................................................................................................... 12
       Personal Tutor ....................................................................................................................... 12
How to apply ................................................................................................................................. 13
   Application Procedure Part One – Complete your online application through Mobility
   Online ......................................................................................................................................... 13
   Application Procedure Part Two – Upload your personal statement to PebblePad ............. 16
   Application Procedure Part Three – Complete your Peer Marking ........................................ 16
   Peer Marking Moderation ........................................................................................................ 17
   Late applications........................................................................................................................ 17
   Application Ranking ................................................................................................................... 18
   Academic record ....................................................................................................................... 18
   Linguistic suitability ................................................................................................................... 19
   Allocation of Places ................................................................................................................... 20
   Reallocation of Places ............................................................................................................... 22
What Happens Next? .................................................................................................................... 23
   Application to the Host Institution ........................................................................................... 23
   Acceptance from the Host Institution ...................................................................................... 23

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Exchange Application Policy – University-wide Route 2021/22

   Making practical arrangements ................................................................................................ 24
   Passing your Second Year Courses ........................................................................................... 24
   Pre-Departure Sessions ............................................................................................................. 25
   Documents for your Exchange ................................................................................................. 25
Summary of key exchange application dates .............................................................................. 26

                         ***************************************************

About Our Exchange Programmes
Since 1976, the University of Edinburgh has been offering students the opportunity to spend a
year of their degree abroad at one of our many exchange partners.

The University now has hundreds of exchange agreements with leading institutions across the
world, from Australia to Singapore, Sweden to the USA: there really is a whole world of
opportunity available to you.

There are two application routes available to students wishing to apply for an exchange:

     •    The university-wide route: university-wide exchanges are available to students from the
          majority of Schools and subject-areas, and places are managed centrally by the Study
          and Work Away Service (SWAY).
     •    The subject-specific route: subject-specific exchanges are restricted to students from
          just one School or subject area, and places are managed at School level.

Both the University-wide and subject-specific routes include destinations for European
exchange and International exchange (outside of Europe).

The purpose of this application policy is to guide you through the university-wide application
route, from your first thoughts of where you might like to go, right through to the application
process. Note you will first apply for a place through the University of Edinburgh and, should
you be successfully allocated, you will subsequently apply to your host institution.

You can simultaneously apply through both the university-wide and subject-specific routes, but
you can only accept one place!

For further details about applying through the subject-specific route, please view the
‘Exchange Application Policy, Subject-Specific Route’ or talk to your School directly.

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Exchange Application Policy – University-wide Route 2021/22

Am I eligible to apply for an exchange?
University-wide exchanges are open to most students in the College of Arts, Humanities and
Social Sciences (CAHSS), the College of Science and Engineering (CSE), and some programmes
in the Deanery of Biomedical Sciences.

Unfortunately, with the exception of students on some programmes in the Deanery of
Biomedical Sciences (see below), students in the College of Medicine and Veterinary Medicine
(CMVM) are not eligible to apply for exchange.

  Please note that the application process through the university-wide route can be
           very competitive and that NO STUDENT is guaranteed a place.

Programme-specific exceptions
Biomedical Sciences
Biomedical Sciences students studying on one of the below named programmes are eligible to
apply for university-wide exchanges:
   • Anatomy and Development
   • Biomedical Sciences
   • Neuroscience
   • Pharmacology
   • Physiology
   • Reproductive Biology
   • Infectious Diseases

For more information, please see the following website: www.ed.ac.uk/biomedical-
sciences/bmto/student-exchanges

Business, Law, Social Work and Primary Teaching
Students taking degrees in Business, Law, Social Work and Primary Teaching are not allowed
to participate in university-wide exchange and can only apply through the subject-specific
route.

Edinburgh College of Art (ECA)
Students studying Art, Design or in the Edinburgh School of Architecture and Landscape
Architecture (ESALA) are unfortunately not eligible to apply for university-wide exchange.
However, the subject-specific route is open to them.

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Exchange Application Policy – University-wide Route 2021/22

Languages
Students studying a language as a formal part of their degree in languages are able to
participate in exchange, but they must ensure that they study in a country relevant to their
degree programme. Please check with your School for details.

Direct Entry Students
If you entered directly into second year at the University, it may still be possible for you to
apply through the university-wide exchange route. However, how the academic side of your
application is assessed will vary depending on which College you study in. Please ensure that
you read the information below carefully and provide any additional documents that are
required.

College of Arts, Humanities and Social Sciences (CAHSS)
The College of Arts, Humanities and Social Sciences will consider applications from students
who transferred to the University of Edinburgh having completed a full academic year at
another UK university and who can provide a transcript to indicate their marks from that first
year.

Unfortunately, students who have entered directly into second year from secondary school
cannot be considered for university-wide exchanges.

If you have transferred to the University of Edinburgh from a Further Education College, or
from an international higher education institution, please speak with your School and CAHSS
College Office to check whether it will be possible for you to apply for exchange.

College of Science and Engineering (CSE)
The College of Science and Engineering will consider applications from direct entry students.
Applicants will be required to provide a full transcript from their previous educational
establishment, and any offer will be conditional on successful passes in the December exam
diet.

Deanery of Biomedical Sciences
Direct entry students in the Deanery of Biomedical Sciences wishing to apply for exchange
should speak directly with their School and the CMVM College Office to check whether this will
be possible.

Joint Honours Students
Students taking joint honours can apply through the university-wide route; for clarification of
any academic requirements or caveats, please double check directly with your School(s).

How an Exchange Works
For most students, the exchange process works as follows:

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Exchange Application Policy – University-wide Route 2021/22

   •    Apply during your second year
   •    Study abroad during your third year
   •    Return to the University of Edinburgh for your fourth year, to complete your degree
   •    An exchange won’t mean adding an additional year on to your degree programme

Note that some students on five-year degree programmes may be permitted to go on
exchange in their fourth year. Please check with your School for details.

  Please note the vast majority of exchanges offered through the university-wide
  route are for a FULL ACADEMIC YEAR only. For most students, single-semester
  exchange is not permitted.*

  *The only exceptions to this are joint-honours language students studying either Spanish or
  Portuguese plus one other language, who need to split their year abroad between two countries.
  This is to allow them to spend the Spanish/Portuguese portion of their year abroad in a relevant
  Latin American country. Please note, students wishing to apply to do this must first contact the SWAY
  team to check this is possible at their selected destination(s).

Timeline
The following timeline shows the normal process for applying for exchange:

  October / Early November                Promotional events held, including Pre-Application
                                          Information Sessions and Regional Sessions
  Early November                          Applications open
  Late November                           Applications close
  Late November / Early                   Peer Marking
  December
  Late December / Early January           Offers of exchange places are issued
  Late January                            Deadline for students to accept or decline an offer
                                          (except those allocated to University of California, who
                                          must accept or decline by early January)
  Late January to June                    Students complete applications to partner institutions
                                          Apply for visa (if applicable)
                                          Apply for host accommodation (if applicable)
                                          Book flights
                                          Attend compulsory pre-departure session
                                          Complete learning agreement and other pre-
                                          departure documentation
  June to October                         Depart for your year abroad

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Exchange Application Policy – University-wide Route 2021/22

Does an exchange count towards my degree?
Yes, providing that you successfully complete your time abroad you will earn credit towards
your degree. You will have to pass the year abroad in order to progress to your final year at the
University of Edinburgh.

This means that if you successfully complete your approved studies overseas, the work that
you have undertaken at your host institution will be credited towards your Edinburgh degree.
However, for most students on an optional exchange, the grades you achieve will not be
converted into Edinburgh equivalent marks, and your degree will normally be classified only
based on the work you complete in your final year at Edinburgh.

Therefore, if you go on exchange for a full academic year, your degree classification will
normally be based only on the fourth year grades you achieve at the University of Edinburgh
(unless you are undertaking a five year programme of study in which case it will be based on
your fourth and fifth years).

  If you are undertaking a study abroad period which is a compulsory part of your
  Edinburgh degree programme, or are on a five-year degree programme, other
  arrangements may apply and you should check these with your School.

What are the costs involved in an exchange?

Tuition Fees
During your exchange, you will continue to pay tuition fees to the University of Edinburgh and
will not be expected to pay any tuition fees to your host institution.

For more information about tuition fees and exchanges, please see the ‘Study Away Fees’
section under the relevant year on the following website:

www.ed.ac.uk/schools-departments/student-funding/tuition-fees/undergraduate/year-
abroad-continuing

Other expenses
As part of your exchange, you will also need to cover other associated costs such as:

   •   Travel
   •   Visa fees (this may include travel to an embassy/consulate in another city)
   •   Accommodation
   •   Insurance (you will be covered by University of Edinburgh travel insurance during your
       time away, but may need additional cover for personal holidays, or activities such as
       snowsports)

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Exchange Application Policy – University-wide Route 2021/22

   •   Vaccinations (if applicable)
   •   Personal expenses
   •   Administrative fees at the partner institution (if applicable)

It’s also worth noting that some countries such as Australia, Canada or the USA require you to
prove that you have sufficient funds for your year abroad in advance. The amount you need to
show varies between institutions, but can be as high as $25,000. Please ensure you research
the required amount for your chosen destination before applying. Evidence of funds can
include things like copies of either your own or your parents’/guardians’ bank account; a
notification letter of a scholarship/grant; and/or proof of accessible savings/investments. It
often excludes things like your parents’ salary - it has to be funds you have readily available.

Is there funding available to support me on my exchange?

International Exchange
Unfortunately, there is very little - if any - funding available for international exchanges (i.e.
exchanges outside of Europe). However, there may be other funding available to you based on
your personal circumstances, as per the information given below.

European Exchange (Erasmus+)
The UK will continue participating in the Erasmus+ programme, which includes a grant scheme
funded by the European Commission, until the end of the current programme. Whilst the UK’s
participation in the new version of the Erasmus programme is yet to be announced, the
University of Edinburgh secured sufficient funding under the current programme to support
all eligible, outbound students in the academic year 2021/22. The grant is intended as a
contribution to assist with the extra costs of studying abroad. There is no ‘application’ as such
- to qualify for an Erasmus+ grant, you must first have a place on the European Exchange
programme and complete all required paperwork by the specified deadlines. For further
information about the Erasmus+ grants please check the information at the following page,
keeping in mind that grant amounts, timelines, and requirements are subject to change:
www.ed.ac.uk/global/exchanges/finances/erasmus-grant

Other sources of funding
There are two main places you can check for other sources of funding:
• University of Edinburgh's Scholarships and Funding website: this allows you to search for
   funding based on your specific circumstances:
   www.ed.ac.uk/schools-departments/student-funding/search-scholarships
• Other publications listing funding opportunities: there are also many more grants,
   scholarships and bursaries available than are displayed on the Scholarships and Student
   Funding Services website. Some of the publications which list these opportunities are
   shown on this website:
   www.ed.ac.uk/schools-departments/student-funding/about/publications

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Exchange Application Policy – University-wide Route 2021/22

The Study and Work Away Service also keeps an eye out for new funding opportunities and will
notify relevant students should any become available.

What courses will I take during my exchange?
While you are abroad, you are expected to take equivalent courses to those you would have
taken had you remained in Edinburgh, which will allow you to meet the outcomes of your
degree programme. Not all of our partners offer courses in all subject areas, so it is very
important that you research the different options available to you through the information
pages on our website before you apply.

  It is your responsibility to ensure that you select institutions where appropriate
  courses are available.

All our partners’ information pages clearly state in bold if a subject is unavailable at that
institution. However, just because courses are available does not mean that there are many
options available, that they are appropriate for your degree, or that they are available in
English. It is therefore vital that you research your choices carefully before applying – your
School Exchange Coordinator can help you with this.
It is vital to be aware that our university-wide exchange agreements (both European and
International) DO NOT guarantee you entry to any particular course, so it is important that you
select a partner that can provide you with a number of different alternatives. This is especially
important for students studying on degrees with very specific requirements for progression
into final year.

Where can I go on exchange?
There really is a whole world of opportunity available to you. The following table shows some
of our partner institutions and the typical number of places we have available each year.
Please note: the institutions and number of places are subject to change without notice. The
numbers of places are indicative only!

                                     IMPORTANT
  Studying abroad at an institution with which the University of Edinburgh does not
  have a formal exchange agreement is strictly prohibited. New exchange
  agreements cannot be created for individual students, and students are not
  permitted to create exchange agreements themselves.

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Exchange Application Policy – University-wide Route 2021/22

Europe

 University                                      Location                        No. of places
                                                                                  (approx.)
 University of Helsinki                          Finland                               2
 University College Dublin                       Ireland                               3
 University of Amsterdam                         The Netherlands                      15
 Lund University                                 Sweden                                4
 Uppsala University                              Sweden                                2
 Humanities and Social Sciences Only:
 Sciences Po                                     France                               4
 Humanities Only:
 University of Copenhagen                        Denmark                              4

USA

 University                                       Location                       No. of places
                                                                                  (approx.)
 American University                              Washington DC                        3
 Barnard University (women only)                  New York                             1
 University of California                         Various, California                 45
 University of Connecticut                        New England                          4
 Georgetown University                            Washington DC                        6
 The George Washington University                 Washington DC                        6
 Haverford College                                Philadelphia                         2
 University of Maryland                           Maryland                             6
 University of Mississippi                        Oxford                               4
 University of North Carolina                     Chapel Hill                          8
 University of Pennsylvania                       Philadelphia                         6
 University of Richmond                           Virginia                             6
 The University of Texas at Austin                Austin                              10
 University of Virginia                           Virginia                             5
 University of Washington                         Seattle                              8
 Washington University St Louis                   Missouri                             4
 Science and Engineering only:
 California Institute of Technology (Caltech)     Pasadena                            3

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Exchange Application Policy – University-wide Route 2021/22

Canada

 University                                        Location                      No. of places
                                                                                  (approx.)
 University of British Columbia                    Vancouver                          16
 Carleton University                               Ottawa                              5
 McGill University                                 Montreal                           18
 Queen’s University                                Kingston                           17
 University of Toronto – St George Campus          Toronto                             9
 University of Toronto – Mississauga Campus        Mississauga
                                                                                      6
 University of Toronto – Scarborough Campus        Scarborough

Latin America
(you must have Spanish/Portuguese language skills to be considered)

 University                                        Location                      No. of places
                                                                                  (approx.)
 Pontificia Universidad Católica de Chile (PUC)    Chile                              10
 Universidad de San Andrés                         Argentina                           3
 Universidad de São Paulo                          Brazil                              2
 Universidad de las Américas Puebla (UDLAP)        Mexico                              4
 Universidad Nacional Autónoma de Mexico           Mexico                              2
 (UNAM)

Asia

 University                                        Location                      No. of places
                                                                                  (approx.)
 Fudan University                                  Shanghai                            2
 University of Hong Kong                           Hong Kong                          10
 National University of Singapore                  Singapore                          10
 Nanyang Technical University                      Singapore                           4
 Singapore Management University                   Singapore                           2
 Korea University                                  South Korea                         3
 Seoul National University                         South Korea                         2
 Yonsei University                                 South Korea                         2

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Exchange Application Policy – University-wide Route 2021/22

Australia / New Zealand

 University                                         Location                      No. of places
                                                                                   (approx.)
 University of Adelaide                             Adelaide                            5
 Massey University                                  Various, New                        2
                                                    Zealand
 University of Auckland                             Auckland                             7
 University of Melbourne                            Melbourne                            12
 University of New South Wales                      Sydney                               10
 University of Otago                                Dunedin                              4
 University of Queensland                           Brisbane                             10
 University of Sydney                               Sydney                               40

              For full details on all these different options please view our website:
                    www.ed.ac.uk/global/exchanges/where/partner-guidance

Who will support me in applying for an exchange?
You!
Exchanges are amazing experiences, but they can be challenging and require a large amount
of self-guided research and organisation. To participate, you must be prepared to take a
proactive role and fully engage in the process.

Exchange Coordinator
Every School has a dedicated Exchange Coordinator. This is a member of staff who will be a
key contact for academic and pastoral support throughout your exchange.
Among other things, your Exchange Coordinator will be responsible for approving your
course choices at the partner institution and for signing your learning agreement (a list of the
courses you plan to take on exchange).

A full list of all Exchange Coordinators can be viewed on the following website:
www.ed.ac.uk/global/exchanges/contacts-support/exchange-coordinators

Student Support Officer(s)
The Student Support Officer(s) within your School will remain a key source of pastoral
support for you throughout your exchange.

Personal Tutor
You should also remain in contact with your Personal Tutor throughout your exchange and
keep them updated on your progress.

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Exchange Application Policy – University-wide Route 2021/22

How to apply
There are three distinct stages to the university-wide application:
   1) Apply online through our Mobility Online system
   2) Upload your anonymised personal statement to our peer-marking course on
       PebblePad
   3) Peer-mark five of your peers’ personal statements

More information on all of the above stages is outlined further on in this document.
Please note that your application will only be considered if you complete all three stages by
the stated deadlines.

Application Procedure Part One – Complete your online application through Mobility
Online
All applications should be made through our online application system, Mobility Online.

                    2021/22 exchange applications can be submitted from:
                         Monday 02 November 2020, 12:00 (noon)

                                    Using the following link:
  https://www.service4mobility.com/europe/BewerbungServlet?identifier=EDINBUR01NEW&sprache=
                       en&kz_bew_art=OUT&kz_bew_pers=S&aust_prog=GE
                       Deadline for applications to be submitted online:
                       Wednesday 25 November 2020, 12:00 (noon)

Please give yourself plenty of time to apply in case you experience technical difficulties – we
strongly recommend not waiting until just before the deadline to submit your application.
Late applications will not be accepted (please see the ‘Late applications’ section below for
potential exceptions to this rule.)

The Mobility Online application form is straightforward and contains the following sections:

Data Concerning the Application
This section should be automatically populated for you, although it is worth double-checking
that the academic year displayed is 2021/2022.

Personal Data
This is the basic personal information required for your application

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Exchange Application Policy – University-wide Route 2021/22

It is very important that you provide up-to-date contact details so that we can contact you
quickly if necessary

‘Can we share your details with other exchange students?’: if you select ‘yes’ to this question
you will be included in an email providing the name and email addresses for all exchange
students going to the same country as you, to help you connect prior and during your
exchange

Study Details
Please provide details of your current degree programme

If you are a joint honours student, please select the College, School and study field which
appears first in your degree title

You must also ensure to record the full title of your degree programme in the ‘Degree which
you are currently studying for’ field

Requested host university/ies (in order of preference)
You can list up to five partner institutions by order of preference

You MUST check that the institutions you select offer a full range of courses in your subject
area(s), using the guidance notes on our website and the partner institution website

Please also discuss your options with your Exchange Coordinator

Please only list institutions you would actually like to attend. If you are offered a place at any
of your five choices and decline that offer, you will not be offered an alternative destination
and your application will be withdrawn

University of California
If you are thinking of applying to University of California, you should only select this ‘as ONE
choice (it is not possible to select specific and/or multiple Univeristy of California campuses

If offered a place at University of California, you will be allocated to a campus by the host
themselves after you have been accepted. They do not allow campus changes. Therefore,
please only select University of California if you are genuinely happy to be allocated to any of
their available campuses

The various campuses/subject areas of the University of California system also have very
specific prerequisites, which you must be able to meet. For instance, Engineering students
may be required to have some background in Chemistry. You can check out these
prerequisites on their website:

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Exchange Application Policy – University-wide Route 2021/22

https://reciprocity.uceap.universityofcalifornia.edu/plan-your-studies/uc-courses/major-
preparation

Alternatives to your selected destinations
The ‘If your five choices are not available would you wish to be considered for an exchange
place in…?’ section allows you to specify which regions you would be interested in if your first
five choices are already full

If your first five choices are full, you will only be offered alternative institutions from the
regions you select in this section

If you do not select any regions in this section, you will only be considered for your first five
choices without any subsequent alternative options.

Personal statement
Please write a personal statement of no more than 5000 characters, addressing the following
three points:
1) Focusing on your first choice of institution, please explain your academic motivations for
    applying for an exchange
2) Please elaborate on the qualities you have which would make you a good representative
    for the University of Edinburgh, citing examples from your extracurricular activities
3) Please explain how this opportunity would benefit you from a personal perspective

You should give equal weighting to each point.

This statement is your opportunity to explain why you believe should be allocated a place on
exchange.

When writing your personal statement, please focus on your first-choice destination - your
statement will only be used by the University of Edinburgh, and your host institution will
never see it.

Keep in mind that an exchange is an academic programme and your statement should reflect
this.

As your personal statement will be marked anonymously by your peers, you should avoid the
use of names, or any information that could potentially identify you

Once you have submitted your exchange application on Mobility Online, you will then be
required to submit the personal statement element of the application to PebblePad, where
peer-marking will take place. Detailed information on how to do this will be provided upon
confirmation of application

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Exchange Application Policy – University-wide Route 2021/22

The personal statement you upload to PebblePad should be identical to the one you
submitted on Mobility Online, so it should be relatively quick for you to copy this over

If for whatever reason you feel that you cannot participate in the peer-marking process, or
you feel that you must include information in your application that may identify you, please
get in touch with us at international.outgoing@ed.ac.uk and/or Europe.outgoing@ed.ac.uk
(depending on your choice of destination(s)) to explain your situation. Decisions on
exemptions from the peer-marking process will be made on a case-by-case basis.

Submit your application
Once you have read and agreed to the terms and conditions, you can submit your application

Application Procedure Part Two – Upload your personal statement to PebblePad

                      Deadline: Friday 27 November 2020, 12:00 (noon)

Once your Mobility Online application has been successfully completed and submitted, you
will receive an email inviting you to upload a copy of your personal statement to PebblePad.
Full instructions on how to do this will be included in the message.

Application Procedure Part Three – Complete your Peer Marking

               Peer-marking opens: Tuesday 1 December 2020 at 12:00 (noon)
        Deadline for completing peer-marking: Tuesday 8 December 2020 12:00 (noon)

You will be allocated five anonymous, randomly-assigned personal statements via PebblePad,
which you will be able to access from Tuesday 1 December 2020
You will then have until Tuesday 8 December 2020, 12:00 (noon) to read and mark these
statements
You will be asked to rate each of your five allocated personal statements on a scale of 1-10 in
response to the following three questions (with 1 being the statement fails to answer the
question and 10 being excellent):
1) How well do you feel the applicant has articulated the overall academic value of the
    proposed exchange?
2) How would you rate the possible personal benefit of the proposed exchange to the
    applicant?
3) How would you rate the applicant’s ability to represent the University of Edinburgh
    abroad?

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Exchange Application Policy – University-wide Route 2021/22

There is no formal marking scheme for this; we want to capture your instinctive response.
However, we will provide examples of a high-scoring and low-scoring statement, along with
further instructions about how PebblePad works, in advance of allocating your statements to
be marked.

If you fail to mark all five of your allocated statements by 12:00 (noon) on Tuesday 9
December 2020, your own exchange application will be considered incomplete and will be
withdrawn.

Peer Marking Moderation
The peer marking results will be heavily moderated by the Study and Work Away (SWAY)
Service, to ensure fairness and consistency. Moderation will take the following forms:
• Staff from SWAY will score a randomly-selected set of personal statements, and check
    that the scores being allocated by SWAY broadly match those being allocated by students
• All scores given to each personal statement will be compared for consistency, with any
    anomalous marks being investigated. Where marks are found to be anomalous, they will
    be excluded from the overall total for that personal statement
• Anyone who has one or more of the marks they awarded disallowed will have all of the
    marks they awarded investigated. If it is felt that they may not have engaged fully with
    the peer marking process, for instance giving all statements very low marks, they will be
    asked to provide written justification of their marks. If suitable justification is not
    provided, their application will be withdrawn.

Late applications
Applications have a set deadline, visible on the ‘Application’ page, on Mobility Online and in
the relevant application policy (including this one). We strongly encourage you to submit
your application early in case you experience technical difficulties. If you miss the official
application deadline, the Mobility Online application link will no longer work, and you will not
be able to apply.

Exceptions can only be made for late applications if you can provide evidence of either of the
following:
• That you tried to apply before the official application deadline and were not able to do so
    for technical reasons, OR;
• That you were unable to apply due to exceptional unforeseen circumstances (for
    example, illness).

In such cases, please inform the Study and Work Away Service
(international.outgoing@ed.ac.uk and/or Europe.outgoing@ed.ac.uk - depending on your

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Exchange Application Policy – University-wide Route 2021/22

choice of destination(s)) immediately. We will only be able to grant you an extension if you
meet ALL of the following criteria:
1) You have contacted the Study and Work Away Service (SWAY) no later than 12 hours
   after the application deadline has passed. After this time, your application can no longer
   be considered.
2) You have provided us with details about the unforeseen circumstances which prevented
   you from applying by the advertised deadline and are able to back up your claim with
   third party evidence (this could include, for example: a medical certificate; or a
   screenshot showing the issue at the point of failed submission, including the exact date
   and time)
3) You have sent a copy of your personal statement by email to the Study and Work Away
   Service within 12 hours of the application deadline.

If you are granted an extension, we will get in touch with you to instruct you on the next
steps. You will need to make sure you submit your application during the allocated time slot.
Failure to submit your application during the allocated time slot will result in your application
not being accepted.

Application Ranking
Exchange applications are ranked using two key criteria: the average of your first year grades
and the score you receive from your peers for your personal statement.

The following weightings for these components are used:
50% Average of first year grades
50% Peer mark score

Academic record
Your academic score will be provided by your College Office. They will apply the following
criteria when considering your academic results:
• The marks for your best 60 credits will be used to determine a weighted average which
    will be used to rank your application. This average will then be ranked.
• Only numerical marks will be used to calculate your average.
• If you have been allocated pass/fail marks, they will not be included, but your average will
    be weighted so that it is comparable to other students. For example, if you have achieved
    numerical marks in only 40 credits and have otherwise been granted pass/fail marks, your
    average will be derived from the numerical marks available and will then be weighted so
    your average is equivalent to a student whose average was derived from 60 credits.
• If you have only been allocated pass/fail marks (e.g. you do not have any numerical marks
    on which an average can be based) then your place in the ranking will be considered on a
    case-by-case basis, and we will seek further contextual detail about your result from your
    School.

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Exchange Application Policy – University-wide Route 2021/22

•     Weighted averages will be based on your first attempt at the course, unless you have
      been granted a null sit due to special circumstances, in which case your second attempt
      will be counted.
•     Your academic weighted average will count for 50% of the ranking, the other 50% being
      derived from the score you achieve for your personal statement through peer marking

Examples

                         Student A – where 60 credits of numerical marks available
    Course title                    Credit value              Result
    Course A                        40                        71
    Course B                        20                        65
    Course C                        10                        68
    Course D                        10                        69
    Course E                        20                        45
    Course F                        20                        Pass
    Weighted Average                70.16
    Courses taken into account:     A, C, D - best credits up to the value of 60 credits used to work out
                                    the average. 60 credits are used to calculate the weighted average.

                     Student B – where less than 60 credits of numerical marks available
    Course title                   Credit value              Result
    Course A                       40                        Pass
    Course B                       20                        64
    Course C                       10                        Pass
    Course D                       10                        Pass
    Course E                       20                        59
    Course F                       20                        Pass
    Weighted Average               61.5
    Courses taken into account:    B and E - best credits up to the value of 60 credits used to work out
                                   the average. 40 credits are used to calculate the weighted average.

As stated above, academic scores are provided by the Colleges, and the Study and Work
Away Service (SWAY) can only accept the scores provided by them. It is your responsibility to
inform your Personal Tutor or Student Support Officer of any issues that may have affected
your studies, and to follow the University’s Special Circumstances procedure. The Study and
Work Away Service is unable to consider any appeals to grades outwith this procedure.

Linguistic suitability
For study at a host university where the language of instruction will not be English,
participants must provide evidence that they have reached B2 level on the Council of

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Exchange Application Policy – University-wide Route 2021/22

Europe’s Common European Framework of Reference for Languages (CEFR) in the language
of instruction.

In the absence of evidence, participants will be required to take a free language test at the
Centre for Open Learning (COL) in March or April. This will be arranged by SWAY, who will
contact affected students directly.

Students undertaking a language test must achieve at least B2 level to be able to take up
their exchange place. Those not achieving B2 level at the time of testing will not be able to
proceed with their exchange.

Please ensure you check the language level and your chosen institutions, and only apply for
those for which you have the required language skills.

Students on Modern European Languages programmes applying for exchange will NOT be
required to undertake the language test.

Allocation of Places
Following the marking process, any applications that were declined at College level are
withdrawn and the affected students notified.Applications approved at College level will be
collated and ranked by SWAY, and put into the ‘applicant pool’ from which we will begin
allocating places.

Places are allocated based on the following principals and procedures:

   •   Exchange places are allocated to the applicant pool in order, based on the overall
       score they received (made up of both the academic and personal statement score).

   •   Places are assigned to each College using a ratio based on the number of applicants
       from each. This usually means that three places are allocated to the College of Arts,
       Humanities and Social Sciences (CAHSS) for every two places allocated to the College
       of Science and Engineering (CSE) and Deanery of Biomedical Sciences.

   •   With the seven European institutions available under the university-wide route,
       preference will be given in the first instance to students from Schools which have
       either:
            no or limited subject-specific European agreements, or
            no or limited subject-specific European agreements with partners who teach
               in English.

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Exchange Application Policy – University-wide Route 2021/22

•   If you are offered an institution other than your first choice, you will notice your first
    choice change in Mobility Online. This is a quirk of the system, which only allows us to
    issue an offer for the institution listed as an applicant’s first choice. Don’t panic – we
    keep a clear record of all students’ initial requests.

•   If all of your choices are full and you confirmed that you would consider other
    options, you will be offered another institution, should any be available, based on the
    regions you indicated. Please note that while we do our best to ensure that institutions
    allocated in this way are appropriate for your subject area, this is not guaranteed and
    you do need to double check course availability before accepting.

•   We try to ensure that no more than a quarter of the places available at any partner
    institution will be allocated to students from any one subject area. The Study and
    Work Away Service reserves the right to limit the number of places available to
    students from a particular subject area if there are known issues with access to
    courses in that area. Before applying please make sure to consult the partner notes of
    guidance where many known subject compatibility issues have been highlighted.

•   Once you have been made an offer for one of your destination choices, you will not
    be considered for any other places, even if a place subsequently becomes available at
    one of your preferred choices (for example, if you are offered your second choice, you
    will not be considered for your first choice if a place there becomes available).

•   As stated previously, if you are offered a place at one of your destination choices and
    choose to reject it, your application will be withdrawn and you will not be offered the
    chance to go back into the applicant pool

•   If you are offered a place at a destination that was not one of your choices, you may
    reject the offer and go back into the applicant pool. You will be able to do this twice; if
    you choose to reject a third offer from an institution that wasn’t one of your choices,
    your application will be withdrawn

•   All students have until Monday 25 January 2021 at 12:00 (noon) to accept or decline
    their offer with the exception of students offered a place at the University of
    California, who must accept by 12:00 (noon) on Thursday 7 January 2021.

•   SWAY will contact students whose applications were approved but who were not
    initially allocated a place, informing the that they will remain in the applicant pool.
    These students will considered for a place as part of the reallocation process (as
    outlined in the section below)

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Exchange Application Policy – University-wide Route 2021/22

   •   You can receive an offer for exchange from both the University-wide and subject-
       specific routes, however YOU CAN ONLY ACCEPT ONE OFFER. Once you accept one
       offer, you should decline the other offer and choose to end that application. The only
       exception to this rule are students studying two languages who must undertake two
       separate exchange periods to meet their degree requirements

   •   If you accept an offer for both a University-wide Exchange and a Subject-Specific
       Exchange, both applications will be cancelled.

Reallocation of Places
Once the deadline to accept or decline offers has passed, any places which have not been
accepted or have been declined will be reallocated to students in the applicant pool. As well
as the policies outlined above, the following additional procedures apply to reallocation:
    • If you have not accepted your offer by the stated deadline, your place is automatically
        forfeited and you will be removed from the applicant pool.

   •   As outlined above, if you decline a place at one of your five choices, you will have your
       application cancelled and you will be removed from the applicant pool.

   •   If you decline a place which was NOT one of your five choices you can opt to remain
       in the applicant pool for another allocation.

   •   Any one applicant will be offered a maximum of three institutions not listed within
       their five choices.

   •   Students in the applicant pool cannot change their requested partner institutions or
       request to wait for a specific institution to become available.

   •   Timescales for reallocating places can be very tight. It is essential that you keep a
       close eye on your emails during the period of late-January to late-March as we often
       require a decision on whether you want to accept an offer within 48 hours

   •   The Study and Work Away Service reserves the right to reallocate places on a first
       come first served basis to the 20 highest ranking appropriate candidates in the
       applicant pool if there is less than two weeks until the partner institution’s
       nomination or application deadline

   •   If you do not respond to an offer by the stated deadline, the place will be reallocated
       and your application withdrawn

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Exchange Application Policy – University-wide Route 2021/22

   •   Reallocations will close by late April at the very latest; all candidates still remaining in
       the applicant pool will be notified of this

What Happens Next?

Application to the Host Institution
Once you have been allocated an exchange place and accepted your allocation, the SWAY
team will nominate you to your host institution. The next step is for you to apply directly to
your host institution:
   • Students who have been allocated to the University of California will be invited to an
       information session about how to apply in early January (the deadline for applications
       is in late January).
   • Students allocated a place at an international (i.e. non-European) exchange
       destination will be sent full information about how to apply to their host institution by
       the SWAY team. This will happen from February onwards
   • Students allocated a place at a European exchange destination, will normally receive
       information about the host application process directly from the host themselves.
       They should also check the host university website for information about applying. It
       is your responsibility to research the host application process and complete your
       application by any stated deadline. The Study and Work Away Service will forward any
       applicable information to you, or the host institution will contact you directly.
   • Some institutions have later deadlines than others, so don’t panic if your friends
       receive information before you!
   • If you are allocated a place at an international exchange destination, the Study and
       Work Away Service will order a copy of your academic transcript from Student
       Administration for use in your host application
   • If you are allocated a place at a European exchange destination and your host
       institution requires a transcript as part of your application, then you will be able to
       download your Higher Education Achievement Report (HEAR). This provides a single
       comprehensive record of your achievements to date at the University of Edinburgh.
       You can view/download your HEAR from MyEd portal via the Electronic Document
       Service.

Acceptance from the Host Institution
Between April and June, you should expect to receive confirmation from your host institution
that your application has been accepted

Whilst it would be unusual for an exchange application to be declined by the host, our
partner institutions do reserve the right to turn down any applications they deem unsuitable.

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Exchange Application Policy – University-wide Route 2021/22

This may be because they don’t meet the entry requirements, or (in the case of Art and
Design students) due to a lack of studio space.

It is therefore important that you do not incur any costs related to your exchange (e.g. by
booking flights, accommodation, etc.) until you have received this confirmation from your
host institution.

Making practical arrangements
Once you have received your acceptance from your host institution, you will need to begin
making practical arrangements for your exchange. These will include (but are not limited to):
   • Booking flights
   • Arranging a study visa (if applicable)
   • Organising insurance (you will be covered by University insurance, but will need
      additional personal cover for anything not covered by this policy, e.g. personal
      holidays, snow sports, etc.)
   • Arranging accommodation
   • Planning your courses – by the time you leave Edinburgh you should have completed a
      learning agreement and had it signed by your Exchange Coordinator. This learning
      agreement should show a full year’s worth of courses even if they are still provisional.

    Because of the need to apply to your host institution and then make the necessary
  arrangements for your year abroad, we strongly advise against leaving the country until
          your year abroad is fully arranged. This could be as late as July 2021.

Passing your Second Year Courses
To proceed with your exchange, you must pass all your courses in second year at first sitting.
Students who have not passed a full 240 credits of courses by June will not be permitted to
proceed with their exchange.

 We strongly advise against making travel and accommodation arrangements for your
 exchange until you have received confirmation of the following:
        • That your host institution has accepted your application
        • That your Risk Assessment has been approved by the Study and Work Away
           Service
        • That you have passed all your second year courses and are in possession of a full
           240 credit load

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Exchange Application Policy – University-wide Route 2021/22

Pre-Departure Sessions
   •   All students who go on an exchange MUST attend one of the compulsory pre-
       departure sessions, designed to fully prepare you for your period abroad
   •   The pre-departure sessions usually take place in March/April each year
   •   After the pre-departure sessions, you will receive access to ‘My Journey’, an online
       resource designed to support you before, during, and after your exchange.
   •   You will be able to access My Journey through MyEd.

Documents for your Exchange
To remain fully matriculated, students studying abroad are required to submit a number of
documents throughout the exchange process.

Full details of what you need to do, along with the deadlines, will be provided through ‘My
Journey’ tool after the compulsory pre-departure session to which you’ll be invited if
successfully allocated a place. You will be able to access ‘My Journey’ through MyEd.

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Exchange Application Policy – University-wide Route 2021/22

Summary of key exchange application dates
The table below outlines key deadlines and indicative dates in the process of applying for and
securing a place at one of our University-wide partner institutions.

                                                                   Date                                       Event
                                                                   Monday 2 November (noon)                   Exchange applications open
                                                                   Wednesday 25 November (noon)               Exchange applications close
 University of Edinburgh’s internal exchange application process

                                                                   Friday 27 November (noon)                  Deadline to upload your personal
                                                                                                              statement to PebblePad
                                                                   Tuesday 1 December (noon)                  Start your peer marking in PebblePad
                                                                   Tuesday 8 December (noon)                  Deadline to complete your peer marking
                                                                                                              in PebblePad
                                                                   Late December 2020 / Early January 2021    SWAY to issue offers of university-wide
                     (university-wide route)

                                                                                                              places via email
                                                                   Thursday 7 January 2021 (noon)             Deadline for students allocated a place at
                                                                                                              the University of California to
                                                                                                              accept/reject their offer

                                                                                                              Earlier deadline due to UC’s very early application
                                                                                                              deadline. Students who accept an offer to UC by
                                                                                                              that deadline do not have until 25 January like
                                                                                                              other students to consider other places potentially
                                                                                                              offered through the subject-specific route.

                                                                   Monday 25 January 2021 (noon)              Deadline for students to accept/reject
                                                                                                              their offer (except UC, as above)
                                                                   Various – SWAY to advise via email         Reallocations of released places and
                                                                                                              liaison with students in the applicant pool
                                                                   Various – SWAY to coordinate and advise    Nominations (if applicable - done by
                                                                                                              SWAY) and subsequent applications (done
 Your Host Institution’s exchange

                                                                                                              by you) to your host institution.
       application process

                                                                                                              You can read about your allocated host
                                                                                                              institution’s nomination/application deadlines
                                                                                                              on their website or in our partner guidance
                                                                                                              notes. Please note though that SWAY will
                                                                                                              contact you directly to advise on the next
                                                                                                              steps and thus you should not submit your
                                                                                                              application to your allocated university until
                                                                                                              you’ve been instructed to do so.

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