How to prepare yourself before going abroad
It is important to be well prepared before you travel for your stay abroad. Read here what to remember before you travel.
Go for it! It is an incredible opportunity to meet new people and new cultures which is difficult when just travelling. Adapting to a new setting and overcoming situations that you might not be comfortable with at first is a way to a great internal growth and new ways of thinking. You can learn and take away so much from study abroad whether it is for your further studies, social life or future work.
Mie Nymann Jensen, exchange student Spring 2019 ICLA, Japan
Practical information and personal preparation
You must apply for an advance credit transfer before you leave to study abroad.
- Choose the study program and/or courses that you want to follow at the foreign university in cooperation with your academic adviser.
- Apply for advance credit transfer at your study board. This is to ensure that you will get a credit transfer for your foreign stay when you return to AAU.
- You must choose courses that add up to a semester: 30 ECTS or equivalent. However, it is a good idea to choose more courses that you need as it happens that a course falls through.
- Examine if your study board has a special form that you need to fill in. If not, make your application. In both cases remember to enclose a detailed description of the courses you are going to follow.
- Also examine if there are deadlines for applying for advance credit transfer.
What to pay special attention to
- Note that credit transfer of your study activities abroad is a requirement for obtaining financial support from the various support schemes related to student exchange.
- Be aware that the approval from the study board is preliminary approval, which must be finally confirmed when you return to AAU after your stay abroad.
- During the stay: Therefore, any intended changes in your foreign study program must be discussed with your academic adviser as well as your study board beforehand. This is to make sure that you will not be faced with any problems when the final approval will take place upon your return to AAU.
- After the stay: After your return, you must send or hand in documentation to the study board to prove that you have followed your foreign study program and activities as planned and that you have fulfilled the requirements on which you have received the preliminary approval. This documentation will be issued by your host university and can vary a lot from university to university as to design and content.
Contact your study secretary regarding the pre-approved credit transfer application process.
In most cases, the partner university does require a language test. However, if a language test is required by a foreign university you will need to meet this demand. It is your responsibility to sign up for the test at the appropriate time. The most common tests are TOEFL and IELTS.
If you are not supposed to take a language test this Reference Form can be used as proof of your English abilities. Must be signed by your supervisor.
Please note: There are special requirements for Erasmus+ students: Erasmus+ Online Language Assessment and Courses
Be sure to check early on with the embassy or consulate of your destination country for any requirements you may need to meet to enter your destination and to reside there for the duration of your study stay or internship. Make sure to resolve all affairs related to this matter before your stay abroad.
Visa or residence permit (or work permit)? Start well in advance
It is a good idea to generally start well in advance by obtaining information from the relevant embassy about how far in advance they need your visa application or application for a residence permit.
In general, you must contact the embassy/consulate of the country in question in Copenhagen for information on whether a visa or residence permit is required for your stay abroad.
On the Ministry of Foreign Affairs website, you will find an overview of other countries' visa rules.
How to re-enter Denmark
Furthermore, you need to check with the responsible registration authorities where you are registered, to find out what you need to, do to be allowed to re-enter Denmark after your stay abroad has ended.
It is your responsibility to be covered by proper insurance during your stay abroad. Aalborg University (AAU) has no insurance, which covers students going abroad.
You must be covered in terms of the following insurances:
- Sickness/health (both physical and mental diseases)
- Liability
- Accident
- Baggage
When you go abroad to study with the Erasmus+ program it is a requirement that you are covered by at least health insurance.
Awareness about the blue EU Health Insurance Card
If you are an EU citizen you may already have the blue EU Health Insurance Card, but please note the following:
- The blue card gives you access to medically necessary, state-provided healthcare during a temporary stay in any of the 28 EU countries, Iceland, Lichtenstein, Norway, and Switzerland, under the same conditions and at the same cost (free in some countries) as people insured in that country.
- The card is issued by your national health insurance provider.
- The blue EU-health insurance card is not to be considered a travel insurance
It is important to pay attention to the fact, that the EU-health insurance card is not an alternative to travel insurance.
- It does not cover any private healthcare or costs such as a return flight to your home country or lost/stolen property,
- It does not cover your costs if you are traveling for the express purpose of obtaining medical treatment,
- it does not guarantee free services. As each country’s healthcare system is different; services that cost nothing at home might not be free in another country.
We recommend you contact your private insurance company (or the examples listed below) to ensure that you are covered according to the requirements of the European Commission.
Studying abroad outside the EU/EEA
In most countries outside Europe, foreigners can't have any public health insurance at all. You should take out private insurance (health, liability, and accident).
We recommend you contact your private insurance company to ensure that you are covered appropriately or take out the insurance with the company or another insurance company.
Examples of insurance companies
www.dr-walter.com
http://global.ihi.com
www.aonstudentinsurance.com
www.caremed-travelinsurance.com
If you are in doubt about whether you need vaccinations before going abroad, please contact your doctor or Statens Serum Institut.
Please also pay attention to the rules for importing medicines. Further information can be found on the webpage of The Danish Ministry of Foreign Affairs.
If you are going to a university with which AAU has a cooperation agreement, the host institution is usually responsible for providing accommodation. Often, you will have to apply for accommodation at the same time as you apply for admission to the university. In some cases, you will not receive the accommodation papers before you have been accepted as a student.
If you are going to a university with which AAU has no cooperation agreement, you should find out whether the university has any student accommodation. If it does, the university will have an accommodation office, which can help you find a place to live. If the university does not have any student accommodation, you should ask your contact person at the foreign university as early as possible to help you find accommodation.
You do not have to pay tax on grants that you have received for study or a traineeship period abroad, provided that you use your grant for the intended purpose and can provide proof of this.
Note that your Danish residence permit will automatically lapse if you no longer have a residence in Denmark - that is if you are no longer registered at a Danish address in the Central Office of Civil Registration (CPR office).
The Danish Agency for International Recruitment and Integration provides more information on how and when to apply for a dispensation to prevent your residency permit from lapsing.
Living and studying in another culture is both exciting and challenging. It is important to realize that as a foreigner, you are the one who has the most adjusting to do, and the more you can do now to prepare yourself, the better.
Even if you travel in your host country, it is important to realize that the study and learning culture (study abroad) or professional culture - including etiquette, language, and ideas of punctuality (internship abroad) may be quite a bit different than what you encountered as a tourist or as an international student in Denmark!
Be sure to set aside time and do some thorough research so you are well prepared. However, note that it is important to realize that no matter how much you prepare, there will be misunderstandings, communication issues, and challenges along the way. While they may be frustrating at the time, they are also the best lessons in culture!
Advice for succeeding in a new culture:
- Keep an open mind
- Be observant
- Ask questions
And you will learn more than you thought possible.
We strongly recommend that you keep yourself updated on the situation of the country you are visiting by checking your home country’s travel advice. Should such information not be accessible, please visit e.g www.fco.gov.uk/travel carrying up-to-date travel advice for over 200 countries.
- Keep away from all kinds of demonstrations, also peaceful ones, and heated situations.
- Follow the advice of the authorities in your host country.
- Cyber security when traveling; Please check https://www.fcc.gov/consumers/guides/cybersecurity-tips-international-travelers or similar pages.
- Be aware of suspicious behavior/activities you encounter. University students can be a target for recruiting by foreign intelligence services and attempt industrial espionage. Always trust your instincts.
- Be aware of the rules for taking medicines containing controlled drugs to another country.
At Aalborg University, we are committed to sustainability, and you can play your part by choosing environmentally friendly travel options during your exchange semester.
Whether you’re traveling from AAU to your host university or exploring your new host country, there are many ways to reduce your environmental impact while traveling.
Travel green by bus
One of the most eco-friendly ways to travel is by bus.
FlixBus, Europe’s largest bus network, connects over 35 countries, making it an ideal choice for green travel. It’s not only an affordable option bus also offers a more relaxed and scenic journey compared to air travel.
By booking your tickets in advance, you can save money while enjoying the calm of the bus ride, avoiding the stress of airports. For example, you can travel from Aalborg to Bologna in 31 hours for only 100 euros, or from Aalborg to Brussels in 18 hours for only 67 euros.
Erasmus students are eligible to buy the "Interrail Pass for Erasmus+".
Travel by train
Another efficient and eco-friendly travel option is the train.
Trains are often faster than buses and have a lower environmental impact, making them a great choice for sustainable travel. For example, you can travel from Aalborg to Vienna in 21 hours for 80 euros, or from Aalborg to Munich in 13 hours for 50 euros. If you prefer a bit more flexibility and want to explore several cities on the way, consider purchasing an Interrail pass. This pass allows you to take multiple train journeys across Europe, breaking up long trips and providing the opportunity to discover new places.
Erasmus students are eligible to buy the "Interrail Pass for Erasmus+".
Flying? Travel light and smart
If flying is the only option, consider packing light. The less luggage you carry, the fewer carbon emissions your flight will produce. You can further reduce your environmental impact by opting for direct flights, which minimize additional transfers and their associated emissions.
How to compare?
A great way to compare various travel options is through the website Omio.com.
It allows you to easily compare different modes of transportation between two destinations. The site provides detailed information on travel times, prices, and routes for each option, helping you choose the best way to get from point A to point B.
Weekend getaways and short trips
When you’re at your host university and want to explore your new country, there are many opportunities for weekend getaways and short trips while keeping your carbon footprint low. Instead of flying long distances, you can take advantage of trains and buses to visit nearby cities and enjoy a more sustainable journey.
Weekend trips to less touristy cities can offer just as much enjoyment as the major capitals, and the journey will have a much smaller environmental impact.
Explore your new country at your own pace
Trains and buses are among the best ways to travel sustainably while enjoying the journey.
On the train, you can relax, enjoy the beautiful landscapes, and travel quickly from one city to another. Compared to flying, trains typically emit far less CO2, making them a more eco-friendly choice.
Buses, like Flixbus are also both budget-friendly and eco-conscious way to travel and allows you to visit popular destinations affordably while reducing your carbon footprint. Bus travel also lets you enjoy a slower pace, allowing you to take in Europe’s landscapes along the way.
We encourage you to make greener choices during your exchange. By doing so, you will contribute to a healthier planet while creating lasting memories.
Talk to a supervisor from International Office
As an AAU student, you can receive guidance on staying abroad during your studies.
You may be in doubt about what makes sense regarding your studies when you can travel, and how to go about it? Maybe you are also in doubt about whether it is something for you?
Book a time for guidance, write or call us and we will help you.
Contact International Office
If you want to talk to a supervisor from International Office, you need to book an appointment in advance. For a quick question you can calso just give us a call or send us an email.
Find the emails and phone numbers here
The office is basically staffed Monday, Tuesday, Thursday 9-15, and Friday 9-14.
To ensure you get the best guidance, we recommend that you book a guidance. If you prefer to write us an email please state if possible, if you wish to go abroad outside or within the EU/EEA and if your question is about studying abroad or about a Project-oriented course (internship).
Shared email: outgoing-student@adm.aau.dk.
Trine Østergaard Vaagholt (study abroad)
Tlf.: 9940 9656
Mail: outgoing-student@adm.aau.dk / trn@adm.aau.dk
Gitte Nørgaard Jensen (projectoriented course abroad)
Tlf.: 9940 7501
Mail: outgoing-student@adm.aau.dk / gij@adm.aau.dk
Kenneth Kiel Jensen (study abroad)
Tlf.: 9940 9650
Mail: outgoing-student@adm.aau.dk /kkjen@adm.aau.dk
Gitte Nørgaard Jensen (projectoriented course abroad)
Tlf.: 9940 7501
Mail: outgoing-student@adm.aau.dk / gij@adm.aau.dk
Lotte Sølvkær (Erasmus outside EU/EEA)
Tlf.: 9940 9295
Mail: incoming-student@aau.dk / lso@adm.aau.dk
Rikke R. Sørensen (Erasmus outside EU/EEA)
Tlf.: 9940 7576
Mail: incoming-student@aau.dk / rhs@adm.aau.dk
We have collected important information for our partner universities at International Office at Aalborg University
Contact International Office
Outbound team
Trine Østergaard Vaagholt (outgoing students, Erasmus)
Phone: +45 9940 9656 / Email: outgoing-student@adm.aau.dk
Kenneth Kiel Jensen (outgoing students, outside EA/EEA)
Phone: +45 9940 9650 / Email: outgoing-student@adm.aau.dk
Sara Engstrøm (outgoing students)
Phone: +45 9940 2928 / Email: outgoing-student@adm.aau.dk
Inbound team
Lotte Sølvkær (incoming students, Erasmus)
Phone: +45 9940 9295 / Email: incoming-student@aau.dk / internationaloffice@aau.dk
Mette S. Thorvaldsen (incoming students, outside EU/EEA)
Phone: +45 9940 7512 / Email: incoming-student@aau.dk / internationaloffice@aau.dk
Rikke R. Sørensen (Erasmus outside EU/EEA)
Phone: +45 9940 7576 /Email: incoming-student@aau.dk / internationaloffice@aau.dk
Exchange Agreements
Gitte Nørgaard Jensen (Erasmus, within EU/EEA)
Phone: +45 9940 7501 / Email: exchange-agreements@aau.dk
Kenneth Kiel Jensen (Outside EU/EEA)
Phone: +45 9940 9650 / Email: exchange-agreements@aau.dk
Head of team
Birgitta S. Madsen
Phone: +45 9940 7504 / Email: internationaloffice@aau.dk / bsm@adm.aau.dk