Selection rules for exchange programmes

Selection rules for exchange programmes Last update: 10 December 2018 I. INTRODUCTION AND GENERAL RULES OF QUALIFICATION 1. The Regulations define selection rules for SGH students of: a. full-time and part-time undergraduate and graduate studies; b. full-time and part-time doctoral studies, applying for Erasmus+ and other exchange and educational programmes offered and coordinated by the International Centre (CPM) at SGH Warsaw School of Economics (SGH) which are not described in separate rules of selection (e.g. CEMS MIM or double diploma programmes). 2. The rules specified in these Regulations may be supplemented with additional requirements as a result of: a. specific nature of a given exchange programme, or b. specific requirements of a given host institution or company 3. Students qualified for studying abroad through educational programmes with separate selection processes, will be able to obtain a scholarship from Erasmus+ KA103 (mobilities with Programme Countries) without needing to participate in the selection process for the exchange programmes. 4. It is possible to carry out a joint recruitment procedure for two or more academic exchange programmes or internships, provided the same selection criteria apply to both. 5. Selection for study abroad programmes in the exchange programme framework for the subsequent academic year is held twice each year: 1. Primary selection in January (in the period between Fall and Spring semesters), during which students may apply to study abroad for one semester (spring semester or winter semester), or for both; 2. Additional selection in May during which students can only apply to study abroad in the spring semester. Additional selection is organised when there is a substantial number of places available in partner universities. Additional selection for Erasmus+ depends on the availability of the funds. 6. The selection process is conducted by a Selection Committee (Committee) nominated by the Head of CPM for the given academic year which consists from 1 to 3 staff members of CPM responsible for preparation and orderly conduct of the selection process. 7. Students eligible for participation in the selection process must be enrolled in: a) 1 st or 2 nd year of full-time and part-time undergraduate studies b) 1 st year of full-time and part-time graduate studies c) full-time or part-time PhD studies (except for the students of the 4 th year) 8. Students may choose their host institutions from the offer available to their study level. 9. Students may participate in an exchange programme only once in the course of their studies. In case of mobilities and studies co-financed by Erasmus+ KA103, rules are described in art I.12. Students cannot participate in exchange programmes and international internships simultaneously. 10. In case of students studying at SGH on more than one level or more than one major of studies simultaneously, student when logging into International Programmes On-line Application System has to declare the level of studies or major on which he/she applies for exchange. Students may submit one application. 11. In SGH-coordinated exchange programmes, students may only be funded from a single source (e.g. Erasmus+ scholarship with Programme Countries [KA103] or with Partner Countries [KA107], etc.). 12. In the case of scholarships financed by the European Union programme Erasmus+, students are entitled to financial benefits on each level of studies providing the total period of mobilities does not exceed 12 months (exchange programmes plus internships) at each study level. Detailed regulations are specified in the rules for granting a given scholarship. However, priority will be given to students who have not yet benefited from the Erasmus+ on the same level of studies. Page 1

II. 13. In the given academic year, a student cannot be selected for more than one exchange programme (except for CEMS MIM students, who are completing their program of studies as multi-country track or tri-national track). 14. Student qualified in a given academic year to the double diploma programme or CEMS MIM is not allowed to participate in the selection for other exchange programmes. 15. Due to requirements of the education process at SGH, students of full-time and part-time undergraduate and graduate studies may participate in exchange programmes for no more than two semesters in one accademic. 16. Students of the 3rd year of undergraduate studies participating in an exchange during their last semester of studies should be aware of possible delay in the date of bachelor thesis defence, which is connected with the necessity to of previous settlement of study abroad period; the delay in defence can also affect the eligibility for applying for graduate studies. BASIC ELEMENTS AND CRITERIA FOR EVALUATING CANDIDATES TAKING PART IN THE RECRUITMENT PROCESS 1. Students of uniform master degree studies and full-time and part-time undergraduate and graduate studies a. Grades The basis for calculating the GPA (Grade Point Average) are (depending on the level and semester of studies and the method of recruitment to the study programme): average or the result of the recruitment process, and if none of these elements is available the arithmetic mean of points awarded for this criterion by other students of a given level of studies, taking part in the selection who meet its formal criteria. The eligible candidates should obtain GPA of at least 3.4 or the result of the recruitment process not lower than: 308 points in the recruitment process for the 1 st level of studies 50% of the maximum possible score in the recruitment process for 2 nd level of studies. b. Knowledge of the language of instruction of host university Candidates are required to pass a test of language competence, which is organised once a year by the SGH s Centre of Foreign Languages (CNJO). The number of points scored in the competence test for the declared language (that is, the working language at a selected partner university) must not be lower than 75, which corresponds to level B2 in the ESOP/CEF scale. Since 2017 tests are mandatory for students of 3rd semester of bachelor studies and 1st semester of master studies. Students studying on other semesters can enroll to the tests at the CNJO s Library. Test results must be obtained within the last 2 calendar years preceding the year in which the qualification is carried out. The validity of language competence tests is 2 years which means that the results considered in the selection process must be obtained no later than in March of the academic calendar that is calculated as follows: (x-3), where x = calendar year in which the selection is done. There is no time limit on validity of language certificates. Alternately, students may receive credits for foreign language skills based on a commercial test or for a certificate of completion of the language course in SGH providing it contains final grade and assessment of the level of proficiency expressed in the ESOP/CEF scale listed in the table in Annex no. 1 to the rules of selection. The Committee may also award points for certificates other than those listed, if because of their verification they will be included into Annex no 1. In the above cases the required minimum level of proficiency is B2 in the ESOP/CEF scale. If the host university requires a specific commercial test, students are required to submit it in CNJO within a month since the day the results are published. c. Organisational activity Applicants receive points for organisational activities as assessed by the Student Council on the basis of Regulations for Evaluation of Science Club and Organizational Project, which is available online at http://samorzadsgh.pl. Page 2

2. PhD students Last update: 10 December 2018 a. Full-time and part-time PhD students declare their willingness to participate in an exchange at partner universities (i.e. those that had signed appropriate agreements with SGH), directly at CPM, in the course of the application process period for PhD students. b. Full-time and part-time PhD students are required to submit: - resume in English - motivation letter addressed to the Vice Rector for International Relations that should include an explanation for choosing the given host university, an academic plan for the mobility period, information about the topic of candidate s PhD dissertation, already approved by the head of PhD studies - document proving their proficiency of the host university s language of instruction (either through SGH s competence test, recognized commercial certificates, completion of studies in a foreign language or certificate of completion of the language course at SGH). III. METHOD OF CALCULATING CREDIT FOR DIFFERENT CRITERIA OF EVALUATION CRITERIA OF EVALUATION Points 1 Grades 0 40 2 Foreign language proficiency 0 40 3 Organisational activity 0 20 Min Max Total: 0 100 1. Grades For this element, the candidate may receive up to 40 recruitment points, which are calculated as follows: a) SGH admission process results for the 1 st year of full-time and part-time undergraduate studies based on the secondary school leaving exams are calculated as follows: (no. of points 308) x 0.32; b) In case of GPA of at least 3.40 the score is calculated as follows: (obtained GPA 3.40) x 25; c) For 1 st semester students of full-time and part-time graduate studies (excluding alumni of the full-time bachelor studies at SGH, who have been admitted for full-time graduate studies based on the GPA from the first 5 semesters of undergraduate studies at SGH), the outcome of the SGH recruitment process (not lower than 50% of the maximum possible score) is converted into GPA as follows: (obtained score minus 50%) x 0.8; d) For 1 st year students of full-time and part-time graduate studies (participating in primary selection), SGH admission process results are converted into recruitment credit points according to rules described in point b), and the basis for calculation is the GPA from the first 5 semesters of undergraduate studies at SGH; e) In other cases, students will receive the number of points equal to the arithmetic mean of points received for this criterion by other students of a given study level participating in the selection process who fulfil formal criteria; f) During main selection, the GPA considered is that from the spring semester of the previous academic year, whereas in the case of additional selection the GPA taken into account is taken from all semesters up to the fall semester of the given academic year. 2. Points for declared languages accepted in the selection process a. For this element, candidates may receive up to 40 selection points calculated as follows: Number of points = (competence test result, commercial exam or certificate of completion of the language course in SGH calculated into points from competence test according to Annex no 1 or according to Committee s decision 75) x 1.6. Page 3

b. The best result from competence tests or recognized language certificates serves as basis for counting selection points. It applied to the languages accepted in the selection process. The list of the accepted languages and certificates can be found in the Attachment to these Rules. c. Students exempt from the test are those that graduated from a foreign language high school or institution of higher education. The waiver applies solely to the language in question and results in the student s obtaining: i. 80 points in case of graduating from secondary school in Poland with foreign language of instruction and obtaining relevant confirmation about language waiver when applying for studies in each country (including International Baccalaureate IB and European Baccalaureate EB); ii. iii. 90 points in case of graduating from secondary school abroad; 90 points in case of graduating from higher education institution in foreign language (both in Poland and abroad), including: diploma of graduating from higher education studies in philology or applied linguistics; diploma of graduating from higher education studies in foreign language (based on diploma and diploma supplement). To be exempt from the test, a student must provide a document certifying that he/she fulfils the above-mentioned criteria. The fact that a student is a citizen of the country, the language of which is accepted in the selection process does not equal exemption from the requirement to certify the language skills. In such a case, student is required to provide a document certifying graduation from secondary school or university in which the classes were run in the language accepted in the selection process. 3. Organizational activity assessed by the Student Council For this element the candidate may receive up to 15 selection points calculated as follows: a. Number of points = Number of points for the activities granted by the Student Council. b. If a candidate has more than 15 points in Student Council s database for this activity, the result is reduced to a maximum number of selection points that can be obtained for this element (i.e. 15). IV. STUDENT APPLICATION PROCEDURE IN THE ON-LINE "REKRUTACJA" SYSTEM 1. Submission of the application a. Student submit the online application through the International Programmes On-line Application System (online application) available at http://rejestrator.sgh.waw.pl/icrecruitment/student_index/login. b. The application form may be modified by the student until the deadline specified in the selection schedule. The system stores and considers the most recent version of the application. c. Students are required to indicate in the system any previous exchange programs they participated in and provide the study level, dates of the exchange, as well as the host and home university (if other than SGH). d. Candidates may not indicate in their preferences universities in the country in which they have previously graduated or have citizenship. e. Following data will be imported into the system: i. From Dean s offices information necessary to calculate points for GPA; ii. iii. From the CNJO database competence test results; From Student Council s database points for organisational activity. f. Points awarded for factors entered into the system by the candidate (such as language certificates or diplomas of high school / studies in a foreign language) will be considered only if the candidate both selects the relevant option in the online application and uploads scans of appropriate documents to the International Programmes On-line Application System (as PDF or JPG files). Lack of one of these two elements will result in non-recognition of these qualifications and thus lack of awarded points. This will not be subject of appeal. Page 4

2. Application assessment Last update: 10 December 2018 a. After the deadline, in the period of assignment of available slots, the system checks whether the student had already participated in an exchange programme in previous years or if he/she has been already qualified in the current year for international exchange or educational programmes (CEMS MIM, double diploma programme) which can result in excluding the candidate from the qualification process based on Chapter I, paragraphs 7, 9, 11-14. However, participation in scholarship programmes that are not coordinated by SGH does not affect the score nor eliminate the student. In justified cases, the Committee may introduce an amendment to the system and/or exclude a student from the selection process. b. The on-line system applies automatic scoring according to the criteria as specified in the rules. 3. Assignment of school a. In the application, students declare a maximum of 16 universities (from those listed for their study level when the language requirements are fulfilled) in order of preference. b. In the course of assigning available slots, the system verifies if the student is eligible to study at the given university according to the accepted criteria. c. Students ID numbers are sorted according to the number of points received. The system then checks for available slots, corresponding to the specified order of preference. If the student s preferred school is available, he/she is assigned to it, and no further steps of checking the availability at other universities are implemented. When two or more students have the same number of points and the same preferences of universities, the system will assign places to them based on following criteria: point for grades points for language accepted in the selection process points for student s organisational activity d. If there are no slots available, the student remains on the list with the description without allocation. 4. Acceptance for programs and to universities and additional selection for vacancies a. Confirmation or cancellation of program participation at the assigned university must be done online by the student in the period specified in the selection schedule. Lack of confirmation of program participation at the assigned university means that student resigns from the program with no consequences. Students who gives up the place at the assigned university after the deadline defined in the selection s schedule for reasons other than force majeure will not be able to apply for any selections organised by International Centre in the course of the next academic year. Force majeure includes: illness that makes going abroad impossible, death or sickness of an immediate family member or a sudden deterioration of the student s financial situation, all documented accordingly. b. Slots still available will be offered in the additional selection process, provided it is possible to study at a given university in the spring semester (excluding the cases described in paragraph f). c. Once the list of selected students had been approved by the Committee, a designated CPM employee will nominate the student for going abroad. d. It is the host university that makes the final decision whether or not to admit the candidate to the university. The host university also decides in which semester student may become enrolled (and may therefore reject the student's semester preference). e. Due to the necessity of equal distribution of slots at partner universities between both semesters, priority of choice as to the semester for mobility is given to students for whom the fall semester will be the last semester of study; then to those who obtained the highest scores in the qualification process. f. If all students accepted by the host university declared preference for the same semester, priority of choice is given to graduate students whose study programme begins in the Spring semester and then to those with highest scores in the selection process (applicable in situations when the host institution refuses to accept all students for the same semester) Page 5

g. Acceptance by the host university ends the selection process. Final lists of students qualified for participation in the exchange program will be sent to relevant Dean s Offices; in the case of PhD students, the list of participants will be sent to the head of relevant doctoral study program. V. SELECTION APPEALS COMMISSION 1. Selection Appeals Commission consists of at least three persons: a. representative of the faculty, b. employee of CPM c. representative of SGH s Students Union appointed by the Vice-Rector for International Relations on request of the Head of CPM provided none of them had participated in the work of the Selection Committee. 2. Appeals will be accepted and considered by the Selection Appeals Commission after the 1 st stage of the selection procedure, that is, once scores for evaluation components of the candidate have been assigned. VI. THE MODE FOR CONSIDERING APPEALS BY THE SELECTION APPEALS COMMISSION 1. After the 1 st stage of the selection process, the candidate may appeal the decision of the Selection Committee. The appeal must be submitted in written form in the period specified by the schedule. 2. The appeal must include reasons for its submission along with an explanation and any necessary attachments confirming its legitimacy. 3. The Selection Appeals Commission does not reconsider applications. 4. Decisions of the Selection Appeals Commission are announced within 2 days after its session and in justified cases within 4 working days after its meeting. 5. Appeals of Selection Appeals Commission decision may be made at office of the Vice-Rector for International Relations no later than 3 working days after the announcement of Appeals Committee s protocol. The appeal should be submitted to CPM. 6. Decisions of Vice-Rector for Research and International Relations are final. 7. All decisions of the Commission are published on the CPM s website and sent by email to all candidates. VII. FINAL REGULATIONS AND REMARKS 1. Student assigned to an international university and who takes part in mobility is obliged to popularize the results of the exchange program. Popularisation equals writing a obligatory descriptive report (published on CPM s website) through participation in meetings and events promoting exchange programmes organized by CPM after the duration of their mobility, provided that the student during mobility is a student at SGH. 2. If the selection process is conducted simultaneously for two (or more) programmes (such as Erasmus+, PIM and exchanges in the framework of bilateral agreements), the assignment of universities will be held according to the order of preference declared by the candidate rather than according to the particular programs. 3. When determining preference of universities, in the case of simultaneous selections for two (or more) programmes, the candidate should take into account the fact that there may be differences in terms of offered scholarships and other benefits. Hence, the choice of school should be not only contentrelated, but also the student should take into account his/her financial standing. 4. If a student has been rejected by host institution, CPM may, at his/her request, assign him/her a university other than those from the student s preference list, provided that there are available slots. CPM can also assign any available slot to students who have not been assigned to a particular university due to unrecoverable error in the International Programmes On-line Application System system. In both cases, candidates must meet the requirements of formal admission to the university assigned. 5. If SGH obtains funds from Erasmus+ program for the student mobility with Partner Countries (Erasmus+ KA 107), after the selection is completed, students selected to universities participating in the project will be able to receive scholarship, depending on the amount of funds received. In cases Page 6

when the number of qualified students is larger than the number of scholarships received, funds will be awarded to students who obtained the highest scores in the selection process. 6. These Regulations and the detailed rules for assessment of applications for programmes with additional criteria of evaluation will be published on CPM s website and in the International Programmes On-line Application System : http://rejestrator.sgh.waw.pl/icrecruitment/student_index/login. 7. Issues concerning the selection of students for international exchange and issues that cannot be determined by the rules described in this document are resolved by Vice-Rector for International Relations 8. These regulations is approved by the Vice-Rector for International Relations after receiving the opinion of the Deans of undergraduate and graduate studies. 9. Changes in the regulations (in accordance with the requirements of paragraph 8) may be introduced only before the start of the basic selection process in the given academic year. 10. The procedure for directing students and PhD students abroad to complete a part of the studies is specified in the Student and Doctoral Regulations in Appendix No. 1 to the Rector's Order No. 51 dated 11 October 2017. Students are required to read Rules for exchange programs and follow the regulation. 11. Failure to meet the deadlines connected with the organization of the study abroad set out by CPM will be considered as resignation, and the student will not be able to apply for CPM s selections in the next academic year. 12. These rules shall come into force upon signature. Page 7