Outgoing Programs

Outgoing Mobility Programs

The Office of International Affairs of Universitas Gadjah Mada provides an opportunity for UGM students to gain an International Exposure experience through various programs, whether self-funded or scholarships. The programs include:

  1. Student Exchange Program with Scholarships (special offers from Partners of Foreign Universities)
  2. UGM Student Exchange Program based on Agreement with Partners of Foreign Universities (Tuition Waived)
  3. Winter – Summer Program and other Short Programs

We regularly update information on websites and social media of the Office of International Affairs.

Outgoing Mobility Procedures for UGM Students

 

Standard Operational Procedures for General Scholarship Services, Collaboration for Mobility Programs, and Student Exchange in University-to-University (U to U) Level

  1. Partner universities (foreign host universities) offer their scholarship programs for students or lecturers in the form of student exchange or other programs (summer school, seminar, short course, training, etc.) to the UGM Rector.
  2. The Rector forwarded the scholarship information to the Office of International Affairs (OIA).
  3. OIA receives the offer, then processes it through these steps: 1) uploading them on the website oia.ugm.ac.id, 2) sending and informing the targeted faculties through other communication/information media.
  4. The faculty receives the scholarship offer to be processed and informed to staff and students according to the scholarship targets stated in the information.
  5. Applicants (staff or students) request a nomination letter (or recommendation letter) from the Dean or Vice Dean and attach the required documents, which will be forwarded to the OIA.
  6. If the required documents sent by the faculty are not completed yet, the applicant will be asked to complete it first or OIA will return the documents to the applicant to be completed. If the documents have been completed, the applicant can send the application themselves or via the faculty to OIA.
  7. After the application documents have arrived at OIA, OIA reviews the documents, then continues the selection process to an interview or leaderless group discussion (if necessary).
  8. The results of the internal selection will be followed by a nomination process, accompanied by a letter to be forwarded to the scholarship provider or host universities.
  9. The host university will review the documents for the selection process. After completing the selection process, the host university or scholarship provider submits the selection results and forwards it to OIA.
  10. UGM or OIA receives the selection result and forwards it to the applicant.
  11. Applicants receive the announcement of the scholarship selection result, then arrange the departure preparation.
  12. Applicants take care of the administrative matters of the departure process and program implementation directly with the host university or scholarship provider. OIA will assist if there are problems during the process.
  13. Applicants do the program at the host university. OIA assists if there are problems during the process.
  14. After completing the program, the student must submit reports back to OIA, then process activation at the Faculty.
  15. Students who have completed an exchange program are required to process transfer credit in their Faculty to be reported to the host university. Download report format: Form Student Report Outgoing Mobility-UGM

Requirements for Exchange Program with Credit Transfer

  1. All UGM students who are at least in semester 3 to 6, in undergraduate or postgraduate program when doing the exchange program
  2. Still registered as an active student at the time of application and during program implementation (currently not taking leave or cuti)
  3. Minimum average GPA of 3.0 (or according to the program requirements)
  4. Minimum TOEFL score of 530, iBT 80 and/or IELTS 6 (or according to the program requirements)
  5. Have a health statement letter, signed by a doctor (for certain programs)
  6. Comply with other requirements

Required Documents

  1. Letter of nomination/recommendation from the Dean/Deputy Dean of Academic/Student Affairs addressed to the Head of Office of International Affairs UGM
  2. Completed registration form (if any)
  3. For student exchange program: certificate of enrollment (letter stating that the student is still enrolled and still actively studying at UGM), in English
  4. Colored official photo with a white background, size 4 x 6 cm (if available)
  5. Latest CV/Curriculum Vitae
  6. Latest diploma (for degree programs)
  7. Latest academic transcript
  8. Recommendation letter from faculty/lecturer
  9. Acceptance letter (LoA – Letter of Acceptance) from the host university (for degree program)
  10. Health statement letter from a doctor
  11. English language proficiency certificate (TOEFL iBT/IELTS), or other languages according to the destination country
  12. Confirmation Letter of Participation (download)
  13. Learning Agreement for those who will apply for the Exchange Program with Scholarship (required to process credit transfer, download here)
  14. Other requirements according to the scholarship information

Procedures for Withdrawal from the Exchange Program (after the nomination or acceptance process by the host and during the program)

  1. Students make a statement letter for the withdrawal with clear reasons (academic/financial/other) and submit the letter to the Department/Faculty that nominated them to the university, cc-ed to OIA UGM. Example of the letter can be downloaded here.
  2. The nominating department/faculty submits a letter requesting the student’s withdrawal to the university to be sent officially to the host university or scholarship provider. Example of the letter can be downloaded here.

Student Exchange Program by Agreement

Nomination of students to partners under University-based Agreement must go through the Office of International Affairs at the University level with the following requirements:

  1. Enrolled as an active student of UGM during application and program exchange
  2. Students shall pay the prevalent tuition fee to the home institution or according to the MoU between UGM and the partner university, while the tuition fee at the partner university is waived.
  3. 3 – 6th semester student (2nd – 3rd year student)
  4. Minimum obtained credits: 60 credits
  5. Have a minimum TOEFL Score of 550, iBT 80 or IELTS Score 6.5 or according to the required score by the partner university
  6. Have minimum cumulative Grade Point Average (GPA) of 3.00 or according to required score by the partner university
  7. Recommendation letter from academic supervisor
  8. Recommendation/Nomination letter from the Faculty (Dean/Vice Dean of Academic Affairs)
  9. Follow all the regulations which have been set by UGM and the partner university
  10. Follow the selection process and nominated officially by the Office of the International Affairs UGM
  11. Quotas of students nominated/accepted per semester/academic year differs for each partner, according to agreement and/or mutual consent.
  12. Students are prohibited to apply for more than 1 exchange program at once and are advise to wait until the selection process is final to proceed application for another exchange program (if not accepted/selected)

List of Student Exchange Agreements between UGM and Partner Universities, please find here.

Procedures:

  1. Complete the requirements of the partner university Student Exchange Program. Please check the website of the Student Exchange Program of the host university you are interested to apply for their procedures and requirements.
  2. Submit to the Office of International Affairs along with additional requirements from UGM:
    • Letter of Nomination from Faculty (addressed to the Head of Office of International Affairs UGM)
    • Letter of Enrollment from Faculty
    • Curriculum Vitae
    • Motivation Letter
    • Official Academic Transcript (legalized)
    • Colored Copy of Passport
    • English language proficiency certificate (type of certificate accepted depends on the host university requirements)
    • Confirmation Letter of Participation (download)
  3. Deadline of submission at OIA for Exchange Program under Agreements are usually within 2-3 weeks before the deadline of the host university.
  4. Submit the application documents through OIA online submission link: http://ugm.id/IntExposureApplication
  5. OIA will evaluate your application and process the selection.
  6. Once you are selected as a Nominated Student, OIA will send an official nomination to the host university.
  7. The FINAL decision from the host university.