Step 4. Apply to foreign partner institution

After nominating you to the partner institution, the International Office will send you an e-mail with a request to make an appointment. You will have this appointment together with the other students who've been selected for that same destination. During this meeting a staff member of the International Office will go through the application procedure of the partner institution with you. When exactly you will receive this request for a meeting depends on the deadline for handing in the application file to the partner institution. So, don't worry if you receive the e-mail a bit later: the International Office keeps track of the deadlines.

Information you receive

With the e-mail you will also receive more information on the partner institution. Such as:

  • a fact sheet with detailed information on the partner institution;
  • the application form;
  • the application form for (on-campus) housing;
  • if applicable, a form for the visa application;
  • possible other documents that have to be attached to the application.

Of course you find a lot of information on the partner institution, such as semester dates, accommodation and their course offer on our website with all the Study Abroad destinations.

Sending documents to the partner institution

  • Sometimes registration with the partner institution must be done entirely on-line. In that case, keep a close eye on the deadline yourself.
  • Sometimes a digital version of the documents must be sent to the partner institution by the HZ International Office. You then provide the required documents before the deadline to the IO staff member who assists you with the application.
  • One of the documents that is always a part of the application file is your transcript. This is your grade list. The International Office will send this to you once you need it.

Important information visa application

To enter some countries, you have to apply for a visa. This is mostly for countries outside Europe (so also for Türkiye). One of the documents you need for this, is a Letter of Acceptance. The partner institution will send this to you (directly or through the HZ International Office) after they've processed your application file and have officially accepted you. That's why it is important that you hand in your application file to the HZ International Office or send it to the partner institution in time.

Proof of sufficient financial resources
When you apply, you may be required to submit proof of sufficient financial resources to cover your semester abroad. The partner institution sends this, together with other documents, to their immigration office for the application of a certain immigration document (e.g. Certificate of Eligibility for Japan). You have to submit this document, as well as other documents, to the consulate to get your visa.

Proof of sufficient financial resources can be:

  • An bank statement in English from yourself or your sponsor (e.g. parents) and/or;
  • An declaration in English that you receive a scholarship/grant (e.g. through HZ) and/or;
  • A declaration in English from DUO that you receive study finance. To get this declaration, please contact DUO by telephone: 050-599 7755. Apply for this declaration in time as it can take a few weeks before you receive it. If you receive study finance from DUO, you can also apply for the OV-allowance during your stay abroad. You read about this in step 6.

What amount do you have to prove?
Attention: these can be high amounts!
You can find that information on the website with the destinations for the Study Abroad minor. Per partner institution you will find an indication of the amount (may be subject to change). If it is not there, you probably don't have to prove it during your application to the partner institute. In that case, consult the website of the relevant consulate to see what amount you need to prove during your visa application so that you can prepare for that.

Legalisation of documents
On the website 'Nederlandwereldwijd' you find information on how to legalize documents.

Proof of registration at HZ
When you apply for a visa at the consulate, you must usually enclose an proof of registration at HZ, this must be in English. You request this from the Student Administration Office. Include the following information in your request: Mention in your application to the Student Office that an extra sentence needs to be added to the standard statement: that you will study from -month- to month- and that you are doing this study abroad as part of your education at HZ. So you must clearly indicate yourself to the Student Office from when to when you are studying at that partner institution.

Health Certificate

It is sometimes the case that, when applying, you need to submit a Health Certificate or a similar document that must be completed and signed by a GP. This applies to applications for travel to Japan and a number of other countries in Asia. It is not uncommon for GPs to refuse to cooperate with this. In that case, you can have the necessary (lab) tests carried out by a commercial organisation, after which they can sign the relevant form.
One such organisation in the Netherlands is Labplusarts.

Here's an example of a Health Certicate. Good to know: these forms vary per institution. The institutions may request other tests.

Please note: this is a process that takes some time. So make sure you start this early, as soon as you have received information about it from the HZ International Office.

Lucas Teune van Toorenenbergen, an Engineering student about his experience in Mexico:

‘I decided to go to Mexico because it is a beautiful country to visit and the possibility to experience this culture from the inside has been wonderful and really enjoyable so far.
One of the highlights until was a trip that one of the exchange students organised to the natural thermal baths. The place is called Talantongo and it is a beautiful place to go, we visited a waterfall, the river and the pools.

As you can read, this is a unique experience and I'm having the time of my life here! So if you get the chance to go abroad, take it!’

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