Apply for Bachelor/Master Exchange


Guidelines for Ba/Ma Exchange

Step 1: Make sure you meet the eligibility criteria – otherwise you cannot apply

Nationality: You need to be an Indian National to be able to apply for a Svaagata.eu scholarship.

12-month rule: To be eligible, you may not have resided nor have carried out your main activity (studies, work, etc.) for more than a total of 12 months over the last five years in a European country at the time of submitting your application. This rule does not apply to candidates in a vulnerable situation (see further).

Other Scholarships: You must not have already benefited from a scholarship from the same type of mobility under another Erasmus Mundus Action 2 project. You can also not benefit from more than one mobility activity within the same project. 

Target Groups: There are different categories of possible candidates. If your current situation is in accordance with the scenario's below, then you are eligible to apply for an exchange scholarship:

  • Possibility 1: you are registered at one of the Indian Higher Education Institutions within the partnership (main partners) at the time of submitting your application. In the Erasmus Mundus Programme this is called Target Group 1. In that case you can apply for Bachelor or Master exchange scholarship, provided you have the support of your institution.

    In Karnataka:

    • Indian Institute of Science (Bangalore)
    • MS Ramaiah Medical College (Bangalore)
    • National Law School of India University (Bangalore)
    • Karnataka Veterinary, Animal and Fisheries Sciences University (Bidar)
    • Gulbarga University

    In Tamil Nadu:

    • Anna University (Chennai)
    • Indian Institute of Technology (Chennai)

    In Kerala:

    • Amrita Institute of Medical Sciences (Cochin)

    In Maharastra:

    • MGM Aurangabad
    • Possibility 2: (Not possible for bachelor exchange!) You are registered in a Higher Education Institution India not included in the partnership. In the Erasmus MUndus programme this is called Target Group 2. If you are registered in an institution which is only 'affiliated' to one of the institution above, then you also belong to target group 2. 

To apply for a bachelor exchange program, you must have successfully finished a least one year of study at your home university.
 
Step 2: Make sure you are an BA/MA exchange student

You are an exchange student if you are officially registered in a university or other institution for higher education in India at the time of application. You will remain registered in that university during your stay in Europe.

If you get the scholarship, you will temporarily live in a foreign country and attend courses or be involved in other academic activities. The exchange period lasts minimum 1 semester (6 months, minimum 30 ECTS) and maximum 1 academic year (12 months, minimum 60 ECTS). As an exchange student you do NOT get a diploma from the host university. However, all academic results will be sent to your home university. You will pay tuition fee at your home university, not at the host university. Exchange students need the approval of their home and host university:  at the time of the mobility you need to present a learning agreement signed by both universities, which is a guarantee for academic recognition of those courses afterwards.

  • Bachelor scholarships are only offered for a limited period (one or 2 semesters), and therefore bachelor applicants will always be exchange students.
  • Master scholarships can be offered for exchange students (1 semester or 1 year) or for degree students (1 or 2 years, see the guidelines for Master degree)

Step 3: Determine your type of mobility

Take into account when the mobility starts: this is usually a few months after the deadline. It is published on the website for every call. It is important that you know which level you will have at that time. If you are in your last year Bachelor or Master this can be a tricky issue if you apply for the next level, because the scholarship can only be awarded after the successful completion of your degree. So think carefully about the period during which you will be abroad and at what level of study you will then be.

For example:

  • You have started you undergraduation and you are not graduating before June 2015: You can apply for a bachelor exchange scholarship (provided your institution agrees to it). Your mobility will have to start in the first semester of the academic year 2014-2015.
  • You are graduating as a bachelor student in June 2014: you cannot any more apply for a bachelor exchange scholarship. You can only apply for a master degree scholarship.
  • You are in your first year of master studies: you can apply for an exchange master scholarship. Your mobility will have to start in the first semester of the academic year 2014-2015.
  • You are graduating as a master student in June 2014: You cannot apply for a master exchange scholarship any more. You can apply for a degree master scholarship. If you want to apply for a PhD scholarship you will have to look for another programme, because in this call we can only provide PhD-scholarships for students who already have started their PhD in India.

Step 4: Determine your Field of Study

All fields of study that are open for Indians (according to the rules of the Erasmus Mundus programmes), are also open for applicants in Svaagata.eu, but during the selection we will prioritize some fields (see button 'Fields of Study').

Check the database with the offer of fields of study in the different universities within the Svaagata consortium.

You will have to choose your field of study from a drop-down list in the application form. When planning your mobility to a certain host university, make sure they offer your field of study!

If you have any question regarding the availability of a certain field of study, please contact the relevant university. You find the contact information here.

Step 5: Inform yourself about the host university and the academic offer

Once you have chosen your course and your university, please check the website of these universities for more information. You will need this information to write a clear study plan (see below). Without such a study plan, signed by your home university, your application will not be considered for evaluation.

Each European University can also define specific criteria according to their internal rules, such as language requirements. Therefore applicants should carefully check all the information available.

  • Bear in mind that certain universities might be more popular than other universities and so the competition for some universities will be fiercer.
  • Fill in a second choice university to increase your chances of getting a scholarship.

If you don't find a suitable solution in our partnership, you can try one of the other Erasmus Mundus partnerships in India (see here for other partnerships).

Step 6: Make sure you have the necessary support at home and abroad

Exchange applicants should be aware that they have to be fully supported by their home institution to carry out their mobility period abroad, as recognition of credits is an integral part of this project. 

An exchange student is 'send' by the home institution.  There is no way you can be an exchange student, if you do not have the full support of your home institution.  Apart from that, your home institution will have to provide you with signed documents:  

  • Your study plan
  • A signed recommendation letter (preferably in PDF), written in English by an academic staff member directly involved with the programme you are currently attending at your home institution.

What are the fields of study for Ba/Ma Exchange?

Fields of Study

You can apply for a great variety of studies. The Erasmus Mundus Programme for India contains 10 Fields of study. In Svaagata.eu, we have prioritized 7 of them. Good applications in these 7 Fields of Study will have greater chances to be granted a scholarship.

For bachelors and master exchange students the offer is more limited. So carefully look at the database for more information. 

Priority Fields of Study

  • Agriculture Sciences
  • Architecture, Urban and Regional Planning
  • Education, Teacher training
  • Engineering, Technology
  • Law
  • Medical Sciences
  • Social Sciences
Other Possible Fields of Study
  • Business Studies, Management Science
  • Geography, Geology
  • Natural Sciences

Database

  • Please use Filters to narrow your search. Available filters: University, Type of Mobility, Duration of Mobility, Field of Study and Subfield of Study.
  • Click the Search button in upper left hand corner of the database module if you want to execute a search with keywords.
  • Click View Record at the beginning of every line to see detailed information of a certain Field of Study.
  • IMPORTANT! If your search has too many results you might have to navigate through the result pages with the arrows in the upper right hand corner of the database module.

What documents do I need for Ba/Ma Exchange?

When applying online for a Ba/Ma Exchange scholarship, you will be asked for the documents mentioned here below. Make sure, if applicable, there is an English translation provided so your file can be assessed.

These documents should be scanned and then uploaded, preferably as a PDF file. Please note that if you want to upload multiple documents in 1 field, you will need to make a zip-file. Important! RAR-files are not supported, so please use ZIP-files.

Keep the originals of the scans/copies at the ready, so you can produce these whenever they are required later on in the administrative procedure.

Be aware that the documents mentioned, are those needed for the application to the Svaagata.eu consortium, but that further documents may be required for registration at the specific partner institution where you will be spending your mobility period, once you have been selected for a scholarship by the consortium.

Required documents:

  • If you apply for an exchange scholarship of only 6 months, then you will have to provide a language certificate from your own institution.  We expect you of course to be proficient in English. After selection a language certificate may still be required because every host university has its own language and admission criteria
  • If you apply for any other scholarship, an internationally recognised English language certificate (TOEFL, IELTS, ....) is needed, otherwise your file will not make it through the validation phase. In that case, a language certificate of your institution will not do!
  • Optional:  Other language certificates (French, any other European language...) if applicable
  • A Curriculum Vitae
  • A copy of an official document that proves that you are an Indian national (e.g. a passport)
  • A photo of yourself
  • A proof of registration at your home university for the current year
  • A study plan with all the courses you want to follow at the host institution, and the corresponding credits. You must use the template that is provided to fill in your study plan.  Template Ba/Ma Exchange: study plan
    This study plan has to be signed by yourself and by an academic from your home university. The study plan should list the courses you would like to take at the host university during your mobility period. For a 6 month scholarship you need at least 30 credits, for a 12 month scholarship you need at least 60 credits. If you are selected, then this study plan will be the basis to fill in another document: the learning agreement
  • A transcript of records in English with all the courses (and corresponding credits) you already finished at your home university. This document has to be signed by your home university. Undergraduate students must proof that they have successfully completed at least one year of studies at higher education level
  • At least one signed recommendation letter (preferably in PDF), written in English by an academic staff member directly involved with the course or research programme you are currently attending at your home institution.  We prefer you have at least a recommendation letter from the person who has signed the study plan 
  • A good motivation letter written by you with more information about why you want to study abroad, which study program you are planning to enroll in, why you chose certain host universities, how your home and host university will benefit from your mobility,…  You will need to justify how this study period abroad will benefit you and your direct socio-economic environment
  • If you belong to a vulnerable group you should elaborate this in the motivation letter as well as in the application form, so it can be included in the selection procedure. Applicants should document their situation with relevant proof
Please note that no additional documents are accepted after the deadline, except for official language certificates (TOEFL, IELTS etc.) of which you can prove that you were registered before the application deadline. Results of the language test are accepted until 10 days after the deadline, after that it cannot be guaranteed that it will be taken into account in the selection procedure which starts then.

What if I belong to a vulnerable group?

The scholarships of Svaagata.eu will be attributed according to academic merit and motivation in the first place. We also aim to give a large number of scholarships to female candidates whenever there is a choice between equally valuable candidates.

But as well as all other scholarships within this EMA2 project of the European Commission, we would like to award as much as possible the scholarships to applicants who need it most.  Two such categories are formulated:


1.   Vulnerable candidates: people who are in a social or political vulnerable situation, and therefore need extra support to apply and to go abroad. In order to qualify as vulnerable, you need to be able to produce a document that proves your vulnerability. In some cases your home university should be able to help you to provide the document you need, they can even certify this through an affidavit (e.g. the proof that you are a first generation student). In some cases you may have this document from the local authorities (e.g. a caste certificate, which is recognized as a proof of vulnerability by the Indian government).

Within this project we have identified the following possibilities in this category

  • " First generation higher education student" in a family that has had no other graduate
  • Orphans
  • Internally Displaced Persons IDPs (as recognized by the Indian government)
  • Members of schedule castes / schedule tribes /Other Backward Castes / Members of Gypsy communities (as recognized by the Indian government)
  • Politically migrated (but the condition of holding the Indian nationality remains)
  • Single parent families / families where primary earner dies or is severely injured

In the application form (section personal information) you will find a drop down list with these categories under the topic ‘vulnerable situation’.

The European Commission wants to reserve a number of scholarships for these applicants, under the label of Target Group 3 (TG3).  The project management will decide on the basis of your documents whether you indeed belong to TG3


2.   Disadvantaged candidates
: any candidate who can testify and proof with a document that he or she is in a situation of disadvantage which is not mentioned under the category ‘vulnerable’. When proof is not possible (which might be the case in many situations), try to find trustworthy people or organizations (NGO…) who can testify for you. Give their reference, so we can check on that.  Possibilities in this category are for instance:

  • Physically disabled
  • Victim of natural disasters - Earthquake / Tsunami / Landslides
  • Woman in vulnerable social situation (coming from backward or tribal areas / widow / divorced / … )

The project management will analyze your documents to see whether you qualify as TG3.  In case you do not, you might still get a preferential status during the selection procedure, provided your application is of equally good quality as that of another candidate.

All information submitted under this label will be treated very discretely.

Selection Procedure

We are looking for the most motivated applicants, with good educational records, with a drive to excel in academics and eager to learn from the experience of working together with colleagues in a different cultural and intellectual environment. 

A multidisciplinary team will assess your dossier and select the best candidates.

The selection procedure is established according to the minimum requirements set out by the European Commission. The selection procedure as described guarantees the transparency of the selection process and an equitable treatment of individual applications. 

The project coordinator has access to all the electronic files in the project database whereas the partner universities have limited security rights and can only access files of applicants from or for their own university.

Validation

The files of the applicants are first screened on a technical basis. Applications from partner universities are validated by the home universities The other files are validated by the joint coordinator.
 
The validation criteria are eligibility and completeness of the file:

  • Eligibility:  nationality, previous scholarships within EMA2 (see guidelines)
  • Completeness: are all the required documents present and valid, the questions are answered

If an application is not valid, it is not considered for evaluation.  The applicant will be notified of this situation when the validation period is over (4 weeks after the deadline for submission of the application).

Evaluation

After validation the coordinating team assigns lists of the validated students to the chosen host university's (first and second choice). A selection committee at the local university does the evaluation on a standardized evaluation form. The host university is not obliged to consider the second choice grant applicants, if they have a great number of first choice applicants. The host universities evaluate and rank their applicants. The criteria used are academic merit (40 points), language skills (30 points) and motivation (30 points).

The host university has the right to reject the file of an applicant because of various reasons such as

  • the student is not eligible for the program requested (e.g. because of inadequate preparation...)
  • poor motivation
  • language is insufficient
  • documents are missing
  • full capacity of the program has already been reached. 

The reason for the rejection will be communicated to the applicant when notified about the selection decisions.

Selection

The selection committee is composed of representatives of the coordinator, the joint coordinator, 2 more Indian and 2 European members, academic staff members from different fields of expertise.

The selection committee will make ranked lists per type of mobility. Starting base for awarding the scholarships is the evaluation made by the host universities, but also the following criteria will be used:

  • Distribution among partners in Europe and in India
  • Gender balance
  • Priority for good applications from TG3 (priority formulated by the European Commission) and other disadvantaged groups 
  • Disadvantaged groups in TG1 and TG2
  • Spread in study fields (priority to those fields prioritized in the application of the project)

The selection committee will make ranked lists per type of mobility. 
This process will result in 3 lists 

  • selected candidates for each level
  • reserve lists, with indication of the order in which they will be invited in case some selected candidates do not take up the scholarship or do not confirm before the deadline
  • lists with refused candidates


Information to applicants

All applicants are informed by email of the selection decision. This mailings are done automatically via the project database. 

The non-selected candidates are informed of the reason of rejection or non-selection. They have the right to contact the coordinator in case of appeal. If applicable, the coordinator will contact the relevant partner if further information is needed. Applicants who wish to file an appeal can send a letter via registered mail to the  This email address is being protected from spambots. You need JavaScript enabled to view it. . The letter should state the reason of their appeal, including proof or supporting documents if applicable. The appeal has to be sent within 10 working days. The secretariat will react within 15 following working days.
 
The selected applicants receive instruction on how to proceed (online via the grant holder pages) and should also contact their host university. They have to confirm their acceptance of the scholarship within a deadline that will be communicated with the information of their selection.

I want to apply


Go to the application form for Bachelor/Master Exchange


Activating your application form

The applications are done online. You have to carefully follow the steps above to determine your exact status and choose the right application form. The application forms are renewed every call so applicants who have applied before have to create a new account.

On the project website, you will first have to answer five questions. After you have done that, you will automatically be directed to the right application form. After clicking on the dedicated link, you will proceed to the appropriate account set-up page. Once you have created an account you will receive an email with a link to your application form. There's no need to complete all fields, nor to upload all documents in one go: you will be able to save your data and continue later on. After completion of all required fields, a button will appear allowing you to formally submit the application. If the button does not appear it means that you forgot a required field. Please check carefully.  Only when you have pushed the submit button, your application is submitted. You can find information whether you filled out all required fields on the top of the form. Once the file is submitted, you cannot change it anymore.

If you have submitted your application, you will receive an automatic email to the address indicated in your file. This email will have your application as PDF attached, and it will mention your registration number. Please save this email.

Application forms have to be written in English and have to be submitted online before the deadline announced on the website. Incomplete applications, unreadable, blank or unsigned documents shall not be considered eligible. Applications sent by email, post or fax will not be accepted.

Supporting documents

When applying online for a Svaagata.eu scholarship, you will be asked for the documents mentioned under the tab What documents do I need for Ba/Ma Exchange?. In case a document is in a local language, make sure there is an English translation provided (so your file can be assessed).

All your documents should be scanned and then uploaded, preferably as a PDF file. Please note that if you want to upload multiple documents in 1 field, you will need to make a zip-file. Important! RAR-files cannot always be opened, so please use zip-files.

Keep the originals of the scans/copies at the ready, so you can produce these whenever they are required later on in the administrative procedure.

Be aware that the documents mentioned, are those needed for the application to the Svaagata.eu consortium, but that further documents may be required for registration at the specific partner institution you will be spending your mobility period at, once you have been selected for a scholarship by the consortium.

Please note that no additional documents are accepted after the deadline, except for official language certificates (TOEFL, IELTS etc.) of which you can prove that you were registered before the application deadline. Language documents are accepted until 10 days after the deadline, after that it cannot be guaranteed that it will be taken into account in the selection procedure which starts then.

Mobility for successful applicants of this second call will have to start in 2014.