Frequently asked questions for Warwick students wishing to go on a year abroad.
If you are studying abroad, you will be covered by the University of Warwick Overseas Business Travel Insurance PolicyLink opens in a new window however, this is not private health insurance hence it's strongly recommended that you secure additional travel insurance to provide non-emergency health cover. Some host universities may also require additional health insurance which can vary in cost and might be compulsory so please check this before you travel as students are responsible for covering all health insurance costs.
If you are undertaking a work placement abroad, you will also be covered by the University of Warwick Overseas Business Travel Insurance PolicyLink opens in a new window however, you won't be covered for personal liability on the placement (so your ‘employer’ should insure you for the local equivalent of employer’s and public liability insurance).
Please note that under University of Warwick Overseas Business Travel Insurance PolicyLink opens in a new window, the emergency medical cover aspect is not available to students who are spending the year abroad in their home country.
All students travelling out in 2021/22 and 2022/23 are required to complete a risk assessment before travelling.
The University cannot legally give students advice on the purchase of a policy, however you should particularly check the following when purchasing insurance but note this is not an exhaustive list:-
1. The policy is in your correct name.
2. It covers all of the countries you intend to travel to.
3. It covers the period of travel of when you leave the UK (or your home country if that is the starting point) until you return to the UK (or home country).
4. Pre-existing medical conditions have been declared to the insurer and accepted by them.
5. The limit of cover for medical expenses is sufficient for the country visited bearing in mind the cost of treatment in that country.
6. Repatriation is covered for all medical conditions.
7. There are no onerous conditions or exclusions. Covid-19 related curtailment or cancellation is likely to be a standard exclusion.
8. The policy covers personal liability.
9. You have read carefully and can accept the conditions contained within the declaration.
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You are advised to visit The National Travel Health Centre NetworkLink opens in a new windowLink opens in a new window or the Fit for Travel websiteLink opens in a new windowLink opens in a new window at least three months before you travel to find country-by-country health guides with detailed information on necessary vaccinations and disease-prevention drugs, such as anti-malarials. Some immunisations or tablets need to be taken months before going, so please make sure to visit your GP well in advance of leaving. You can also ask your GP for medication for any long term medical conditions.
If you wear contact lenses and/or glasses, you should make sure to have enough back-up lenses/glasses, as it may not be as easy to find replacements in your host country.
In the Autumn Term of Year 2, you will be invited to information briefing sessions about studying and working abroad. These are run by both the Student Mobility Team and academic departments. At these briefings you will learn about the online application process on eVision which takes place in the Autumn Term.
Please click hereLink opens in a new windowLink opens in a new window to view the short introductory slides prepared by the Student Mobility Team for students considering applying for a year abroad in 2021/22. For optimum viewing of videos and hyperlink access please view in Slide Show.
We have long-standing exchange programmes with prestigious universities in more than 40 countries around the world, located in Europe, North America, South America, Australasia and East Asia. Most agreements are with specific departments, but there are also university-wide opportunities. Please click hereLink opens in a new window for information regarding specific host universities.
All opportunities are subject to annual confirmation and availability. The availability of places will vary on an annual basis and each year your department will be provided with an updated list of universities where you are able to study.
Students who take part in a year abroad (study or work) are eligible for a reduced tuition fee, you will only pay the reduced tuition fee to Warwick and you will not pay any tuition fee to your host university (as you are part of a reciprocal exchange programme) though some host universities may require you to pay a fee to cover certain things like entry to the Students Union (this is usually approximately €200 but will be confirmed by your host university). The tuition fee for your year abroad in 22/23 is charged at 15% of the fee for a standard year (details of the standard fees can be found on the following webpageLink opens in a new window).
If your circumstances change and you revert back to a degree with no year abroad, then the standard tuition fee will apply.
Unfortunately, we do not find work placements for your year abroad or placement year as students are responsible for finding their own placement, however, we would recommend discussing this with your academic department who may be able to provide help or refer you. We would also recommend looking into the support available from the Careers TeamLink opens in a new window.
Once you have been nominated, you will start to receive information directly from your host university however, in the meantime, please see the fact sheets on the following webpageLink opens in a new window.
You will usually require a visa to study or work in your host country for your placement. It is your responsibility to ensure you obtain the correct immigration permission for your placement in good time to start.
You should also seek guidance from your host university or employer, who will be able to issue any documentation you require and guide you through the process of obtaining appropriate visa documentation for your purpose of travel. Your host university will have advice and guidance on applying for visas.
The Foreign, Commonwealth & Development Office provide guidance on the requirements to enter a country (please click hereLink opens in a new window) and you can use also use the list of foreign embassies in the UK to find the website for the UK-based embassy of the country where you will be studying. The embassy's website will tell you whether people of your nationality need to apply for a visa in order to study there. The UK Government publishes a list of all foreign Embassies and High Commissions in the UK.Link opens in a new window The London Diplomatic List contains the addresses and contact details of all Embassies and High Commissions in London. They also have a list of Consular Offices outside London in cities such as Edinburgh, Cardiff, Manchester and Birmingham.
If travelling to Europe, it's recommended to apply for a free of charge Global Health Insurance Card (GHIC) which will allow you to access medically necessary state-provided healthcare, however, it may not cover all health costs and is not a substitute for travel insurance. Please visit the following webpage for further information: https://www.nhs.uk/using-the-nhs/healthcare-abroad/apply-for-a-free-uk-global-health-insurance-card-ghic/
You may need a Confirmation of Placement Letter to apply for the GHIC so please click on the following link to request this: Confirmation of Placement LetterLink opens in a new window
A separate form needs to be completed for each placement if you are undertaking more than one placement. Please include your host university address on the form where you have to provide your in country address if you have not yet arranged accommodation.
Please apply for your student loans (tuition fee and any maintenance loan) as you usually would, but make sure to let SFE know that you will be going on a year abroad. It's advised to apply for your standard tuition fee loan amount (eg £9,250) as the amount will be adjusted by SFE when you go on your year abroad.
On your SFE application, it may ask whether your placement is eligible for Erasmus+ or Turing funding, so please do select yes as appropriate.
If the term at your host university starts more than one month before the Warwick academic year, SFE will aim to pay your funds (tuition fee & any maintenance loan) at an earlier date, but please do not rely on this, as the payments may not be made until the start of Warwick’s term so there may be a gap between when you start your term and receive the maintenance loan funding so please plan for this in advance.
We are unable to give out student names/emails due to GDPR however, there are a couple of options for connecting with other Warwick students who are attending your host country/university:
1) You can join the Warwick Study Abroad Facebook groupLink opens in a new window
2) You can join the relevant MS Teams group below for the country/countries that you will be undertaking placements in:
AustraliaLink opens in a new window, AustriaLink opens in a new window, BelgiumLink opens in a new window, BrazilLink opens in a new window, CanadaLink opens in a new window, ChileLink opens in a new window, ChinaLink opens in a new window, ColombiaLink opens in a new window, Czech RepublicLink opens in a new window, DenmarkLink opens in a new window, EstoniaLink opens in a new window, FinlandLink opens in a new window, FranceLink opens in a new window, GermanyLink opens in a new window, GreeceLink opens in a new window, Hong KongLink opens in a new window, HungaryLink opens in a new window, IcelandLink opens in a new window, IrelandLink opens in a new window, ItalyLink opens in a new window, JapanLink opens in a new window, LuxembourgLink opens in a new window, MalaysiaLink opens in a new window, MaltaLink opens in a new window, MartiniqueLink opens in a new window, MexicoLink opens in a new window, NetherlandsLink opens in a new window, NorwayLink opens in a new window, PolandLink opens in a new window, PortugalLink opens in a new window, Puerto RicoLink opens in a new window, RussiaLink opens in a new window, SingaporeLink opens in a new window, Slovenia,Link opens in a new window South KoreaLink opens in a new window, SpainLink opens in a new window, SwedenLink opens in a new window, SwitzerlandLink opens in a new window, TurkeyLink opens in a new window, USALink opens in a new window
You may be eligible for either the Erasmus grant or Turing grant (as well as a travel grant), please see the above FAQs section 2. Fees & Funding for the Year Abroad for more information.
- Ensure that the details of where you are going are accurately reflected on eVision. If your plans have changed this is particular important. If this information is not correct, contact the Student Mobility Team immediately so that this can be updated.
- Upload your completed risk assessmentLink opens in a new window before you travel. Please note this is not a bespoke form for study abroad so some of the terminology is not entirely relevant. Where directed to enter 'Name of line manager or supervisor' please insert the name of your Departmental Study Abroad Coordinator.
- Upload a copy of your personal travel insurance policy
- Whilst you are overseas, make sure your address details and contact details are up to date. Our team may need to contact you if there is an emergency so your updated details are essential.
- Have a look at the formsLink opens in a new window that are required and complete and upload them at the relevant points.
- If you leave your placement for more than 5 days, update your Evision record with where you are staying.
- After three attempts to contact you by email or phone in the case of an emergency, our team will contact your named next of kin/named contact. Our only reason for doing this is to ensure you are OK – it is much better if you contact us directly.
Your academic department’s guidelines will offer advice on what level of proficiency in the language of your destination is recommended and why. We strongly advise you to reach the minimum competency level in the language of your destination & meet the required level before you leave for your placement.
Please do not assume that everyone will speak English. Your study abroad placement is much more than studying as you will be immersing yourself in a different environment and culture, which will enhance your experience abroad.
If this didn't answer your question please contact us
Students undertaking a work placement in France will probably be asked for a 'Convention de Stage'. Similarly, students undertaking a work placement in Spain may require a 'Convenio de Colaboración'. Please visit the following webpageLink opens in a new window for further information on this.
Each year the Student Mobility Team will provide your academic department with a list of available places. Your department will usually have an internal selection process for the different universities and once you have been allocated a place, the Student Mobility Team will send a nomination to the host university with your details. Usually the host will then communicate with you directly and will request a full application to be completed as part of the process. This can include examination results, language competency, an academic reference (for example). The final decision on your placement is with the host institution and usually you will have confirmation around the start of the summer term onwards. It is advisable to check your email regularly as sometimes there are tight timeframes to return documents. Once you have been accepted you will then be able to finalise your arrangements and ensure you have your travel documents, insurance and accommodation arranged.
If your application to your host university is not successful then please contact the Student Mobility Team as soon as you are notified. This is unusual but it can happen.
If this didn't answer your question please contact us
You will continue to have access to the Warwick Wellbeing Support ServicesLink opens in a new window during your year abroad.
Maintenance Loan (apply as usual via Student Finance England)
You might be eligible to receive a travel grant when you apply to Student Finance England. Please visit the following webpageLink opens in a new window for further details.
Students studying a placement for 3+ months or undertaking a work placement for 2+ months (must be an in person placement, not virtual) in Europe (excluding Switzerland, Monaco and other small principalities) may be eligible for the Erasmus+ grant. Due to the UK withdrawal from the Erasmus+ scheme, grants will only be payable up to May 2023. The Erasmus+ grant is paid in two parts: 70% of the grant is paid upon receipt of your arrival form (around November) and the final 30% of the grant is paid upon your return, on completion of all your forms, however, please note that due to the scheme withdrawal, the grant will only cover the period up to 31st May 2023. The Erasmus+ programme will require you to complete several forms at the appropriate time to receive your grant. Please visit the following webpageLink opens in a new window for information on the process & the forms required.
Students undertaking an in person study or work abroad placement outside of Europe as part of a year abroad are eligible to apply for a Turing Scheme grant, please visit the following webpageLink opens in a new window for further information.
- For details on the amount of Erasmus+ grant you may receive, please select the 'How much Erasmus+ Grant will I receive?' on the following webpageLink opens in a new window
- Please Click hereLink opens in a new window to see the usual timeline for grant payments
- Can you sign my Arrival Placement Plan?
This must be signed by you, your host university and the Academic Study Abroad Coordinator in your Warwick department. Please check with your Warwick Coordinator whether they are happy for you to upload this before they have signed and they shall add their signature directly on eVision (this varies by department, so for ease perhaps arrange for all 3 signatures and upload yourself as then you know it is complete). Your grant cannot be processed until all 3 signatures have been completed on the Arrival Placement Plan. The Student Mobility team are not able to sign your Arrival Placement Plan.
- Do I need my grades before I upload my Completion Placement Plan?
Please do not wait to receive your grades before uploading your Completion Placement Plan. We understand that transcripts will follow at a later date, and they should be uploaded to the Transcript section of your eVision record. Please upload your Completion Placement Plan as soon as possible, signed no more than 5 days before the end of your placement.
- What happens if my placement provider will not sign my placement plans?
Currently, only Tokyo does not sign placement forms. We are aware of this and we will endeavour to obtain details from other sources. If you receive a standard request for information please do not worry as we will manually update your record.
For other institutions if you have any difficulty getting your forms signed please get in touch with usLink opens in a new window.
- Please can you sign my Grant Agreement? And what do I tick under 'Student with'?
Please upload your Grant Agreement to eVision with your own signature and date, and we will then sign it. If you plan to claim an Erasmus+ grant, you should tick ‘a financial support from Erasmus+ funds’. Please note that once you have uploaded your grant agreement on eVision, as long as you can see the document, then it has uploaded correctly. The red cross means that it has not been signed off yet, not that it has been rejected.
- I haven’t received the second instalment of my Erasmus+ grant, what do I do?
The final instalment of your Erasmus+ grant is payable upon completion of your placement and submission of your correctly completed and signed Completion Placement Plan. You must also have uploaded a correct grant receipt for the first 70% instalment. (Please note the dates on grant receipts do not match those on the Arrival Placement Plan)
- Where do I upload my bank details?
Please do not upload your bank details to your Student Mobility eVision record. Instead, please follow the instructions here:
If you have emailed your Euro bank details to our Accounts Payable team, your details will be set up on our finance system but you will not receive an acknowledgement.
- I still have a question, how can I get in touch with you?
We have regular drop-in sessions that you can join (please see the following webpageLink opens in a new window for the details) and you can also submit a query to us via the Contact Us FormLink opens in a new window.
You may be eligible for funding from either the:
Autumn 2022 Nominations
We are currently working through the outbound nominations for autumn, 2022, in order of priority, based on the nomination deadlines. As a result, the host universities with the earliest deadlines are being managed first.
Here are the destinations along with general dates as to when you can expect to hear from the partner regarding *full year* or *semester 1* placements:-
Japan/Australia: Semester 1/autumn term nominations are underway and you will have heard from Student Mobility and/or the host university by this stage
Canada, USA, Hong Kong, Singapore, Chile, Indonesia: End of March
China, South Korea, Colombia, Argentina, Peru: End of April
Europe, Brazil: Easter
Please wait to hear more from us before contacting either Student Mobility or the host university. It is therefore important that you check your emails on a regular basis.
Please ensure you follow the instructions set out by the host university and provide them with the relevant details. If you are unsure about a request from the host university, please seek assistance from your academic department or from the Student Mobility Team.
Please Note: Semester 2 placements will be picked up later in the year
When you apply to the host university, it is likely that they will request your latest transcript.
Undergraduate students need to log in to GradIntel and download their own transcript through the following link: University of Warwick Higher Education Achievement Report
For module selection/credit loading queries, please contact your Departmental Study Abroad Coordinator as decisions about what you have to study whilst at your host university are decided by your academic department. Before emailing your coordinator please check whether you can find the information you require in your Departmental Study Abroad handbookLink opens in a new windowLink opens in a new window.
Learning Agreements: You may have been asked to complete a learning agreements for your host application. This needs to be signed off by you and your academic co-ordinator. Remember this list is what you are planning now and will probably change when you arrive and you return your arrival plan, again this is about modules and must be signed off by you, your academic co-ordinator and your host.
Please check with your academic department as this may not be allowed. If there is competition for places they will likely prioritise other nationalities because one of the aims of student mobility is to provide students with a new international experience.
In addition, some host universities have a policy of not accepting students with home nationality on exchange.
Please note that if you spend your year abroad in your home country, you will not be covered for emergency medical cover through the university business travel insuranceLink opens in a new window.
If this didn't answer your question please contact us