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Please contact us for any technical support at support-mobility-online@imt-bs.eu

Created by Mrs. Ljubov Gavriljuk, on March 2019 All rights reserved

EXCHANGE STUDENTS ONLINE APPLICATION

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General presentation ............................................................................................................................3

Make sure to complete your application before the application deadline! ...............................................4

STEP 1: Online Application ....................................................................................................................5

STEP 2: Mobility-Online account and registration online .......................................................................6

STEP 3: Complete your personal data ...................................................................................................8

STEP 4: Application withdrawal ......................................................................................................... 10

STEP 5. Gather and upload application required documents ............................................................... 10

STEP 6: Choose your courses and complete Learning Agreement ....................................................... 12

STEP 7: Aplication completed .............................................................................................................. 15

STEP 8: Application formal check ........................................................................................................ 16

STEP 9: Confirmation of Admission ...................................................................................................... 18

STEP 10: The Approved Learning Agreement ...................................................................................... 18

STEP 11: Request for accommodation ................................................................................................. 19

STEP 12: Gather and upload all enrollment at IMT-BS required documents ......................................... 19

STEP 13. Registration to International Orientation Days ...................................................................... 20

STEP 14: Email before the arrival to France .......................................................................................... 20

STEP 15. Exchange started .................................................................................................................. 21

STEP 16: Modification to Original Learning Agreement ....................................................................... 21

STEP 17: Certificate of Arrival ............................................................................................................. 22

STEP 18: Email before your departure back home ............................................................................... 22

STEP 19: The Official Transcript of Records ........................................................................................... 23

STEP 20: Feedback .............................................................................................................................. 23

Questions/Remarks? ........................................................................................................................... 24

Mobility-Online Workflow and responsibilities of each party .............................................................. 25

SOMMAIRE

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Mobility-Online is the student mobility management system of Institut Mines-Telecom Business School. It is

used for the application and for the follow-up of exchange student mobility file. The online application is user

friendly and self-explanatory and in the meantime you will be informed by e-mail to guide you through the

procedure step-by-step.

Mobility-Online works with a unique personal login and password. Once you login, your workflow* will

appear. You can only proceed in your workflow by completing certain steps. Some steps are not mandatory

by optional so you can continue application.

The International Office will also complete a few steps for you which will be indicated in your workflow.

Email confirmation will be sent to your attention too.

When logging out, all completed steps in your workflow are saved by the system.

You can apply to Institut Mines-Telecom Business School as an exchange student if there is a valid student

exchange agreement between your home university and IMT-BS, and you have been nominated by your

home institution.

If your home university does not have a student exchange agreement with Institut Mines-Telecom Business

School, but you would like to study at IMT-BS for an academic semester or an academic year, you can apply

for visiting student status at incoming-exchange@imt-bs.eu

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ACADEMIC YEAR 2019/2020

1. Deadlines for 1ST SEMESTER 2. Deadlines for 2ND SEMESTER

Applications: 30 APRIL 2019 Applications: 30 OCTOBER 2019

APRIL 30 IS THE DEADLINE FOR ONLINE APPLICATION

for FAll Semester 2019

ATTENTION !

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ONLINE APPLICATION

Fill in the Application Form with care. All fields marked with an asterisk (*) are obligatory. Please note that you cannot edit the application form later on.

Personal details: Remember to check that you fill in your correct e-mail address! This e-mail address will be used for all communication concerning the application process.

Data concerning the contact person in case of emergency: Fill in the person you want to be contacted in case of emergency (e.g. mother, father)

Select the Study Field Business and Administration in order to access to the entire list of study programs open to Exchange students.

Choose the appropriate Study program and the level of planned studies.

ATTENTION: Please be advised you are applying for the Study Program (Subject) taught in French, be advised CEFR French B2 level is required. Also refer to Academic requisites.

Once you have filled in the form click on the “Send application”- button. If you need to update details in the form after the registration, please contact incoming-exchange@imt-bs.eu

Please note that the online registration is just the registration of your application and there are still further steps that need to be done before your application is complete.

After you have registered your form you will receive an email to the address you gave in the registration form.

STEP 1

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MOBILITY-ONLINE ACCOUNT AND REGISTRATION ONLINE

1. You will receive confirmation of registration by e-mail. Click on link in the email a new window will open

up. Fill in your Date of birth (DD.MM.YYYY) and click “Next step”.

ATTENTION : Put the same date of birth as you entered in your application !

2. Create a username and a password that have minimum 6 and maximum 12 characters, at least one

number, at least one upper case letter and no special characters.

STEP 2

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3. As soon as you enter your login and password information, click on the “Continue”.

4. You will see a message about the successful Registration.

5. Enter or Login to Mobility-Online portal (you are automatically directed to your application account).

You will receive an e-mail about the application procedure after this. All the following steps of the application process will explained in this e-mail.

Once you are directed to your application account, proceed with your application by completing the necessary steps in your application workflow. You are required to do the steps in the given order.

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COMPLETE YOUR PERSONAL DATA

Please find the description of the steps or activities to complete in your account. The steps are called Workflow.

Structure of Workflow

The steps you have already completed in your Workflow are marked in green, those are to complete are in red.

Complete personal data: Click “Complete Personal Data” link to complete your personal details. Save the data by clicking “Create”-button.

“Complete personal data‘’ button is the first unmarked step of your workflow.

This will open your application form. You should first click on the ‘forward to update’ button at the bottom of

the application form so that you can start filling out the form.

You can always turn back to your workflow overview by clicking on the tab “My application data” or “application workflow”.

STEP 3

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Edit Application

You can always change your data by clicking on the button “edit application”.

Logout

If you wish to log off the portal, click in Cross-button.

After your registration online and once logged off, you can access to your account Mobility-Online any time. For entry to Mobility-Online use the link at the bottom of the last e-mail you have received or log in via the following URL: www.service4mobility.com/europe/LoginServlet

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APPLICATION WITHDRAWAL

You can always abandon the application process for any reasons that may occur.

Please note that in your account among the common steps of Workflow, there is an option to WITHDRAW your application.

ATTENTION: You can withdraw your application only BEFORE submitting of all required documents for verification. Once you confirmed that all documents are uploaded into Mobility-Online and submitted your application for formal check to International department, you cannot abandon the application process any more.

GATHER AND UPLOAD ALL APPLICATION REQUIRED DOCUMENTS

ID photo Passport or ID card (for EEU students only) Resume/CV Personal statement/Motivation Letter (in French or English) Academic reference (only for non-European exchange students) Official academic transcript for two last semesters Valid French language proficiency certificate (if applicable) Valid English language proficiency certificate Learning agreement

Uploading documents:

You can download your documents in any format (PDF, DOC, JPG, TIF).

Pay extra attention to the picture size while uploading. The maximum image size accepted is 500 pixels.

Once your upload is successful, the message of confirmation appears.

STEP 5

STEP 4

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In your workflow you may have some steps our actions which do not concern you.

Example: an Academic Reference should be uploaded by an applicant from non-European countries.

No need to upload a French Language Proficiency Certificate if you are not applying for study programs in French.

In this case you can move forward to further steps even if the “done-button“ is still in blue.

N.B. Please be advised that you are welcome to upload the documents marked as Optional into your Mobility-Online account if needed.

Each time you download a document into Mobility-Online, an automated reply is sent to you to confirm the successful upload.

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CHOOSE COURSES AND COMPLETE LEARNING AGREEMENT

You will need to fill in your preliminary Learning Agreement. You must first look for suitable courses.

The Learning Agreement must always be approved by a member of staff (often either academic or administrative) of your home university. Please note that the Learning Agreement is a preliminary plan and must often be made on the basis of the previous year’s course information, so changes are possible.

Select your Study Program

ATTNENTION! Please make sure that you meet all the course requirements as mentioned in the

course description!

See in details each Study Program Courses taught in ENGLISH selection for Spring Semester 20119:

Grande École Integrated Masters of Management (M1)

MSc in International Management (M1)

MSc in Information and Communication Technology Business Management (M1)

MSc in Information and Communication Technology Business Management (M2)

Detailed description of each course content, approaches, teaching and evaluation methods can be found

by clicking on the chosen course. You will be automatically transferred to the web page of the course.

Alternatively, refer to our ONLINE COCURSES CATALOGUE

REMINDER!

CEFR B2 in English is required for the programs taught in English

CEFR B2 / C1 recommended in French is required for the programs taught in French

Step-by-step for Establishing a Learning Agreement

Once you have made your course choices, you would need to establish a Learning Agreement. The Learning Agreement should be to be signed by yourself and the responsible person at your home institution.

You have two options:

1) Find an IMT-BS Learning Agreement in the Mobility-Online application system and print it out from Mobility-Online or

2) Use an Erasmus Learning Agreement provided by your home institution in case you are applying as an Erasmus Exchange Student.

STEP 6

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Click on the “Print Learning Agreement” link and the learning agreement opens as a pdf file. You can save it on your computer and print it, or print it later.

Complete it with the information to be filled in and the selected courses. Sign it by yourself and get it signed by your home institution and upload back to your account by clicking at ”Upload your Learning Agreement”.

An email confirmation of Learning Agreement upload will be sent to your attention afterwards.

ATTENTION: Erasmus Learning Agreements for studies are usually provided by your home institution.

In this case, do not print out IMT-BS Learning Agreement from Mobility-Online. Upload instead the completed and signed by two parties Erasmus Learning Agreement provided by your home institution directly into your account Mobility-Online.

An email confirmation of Learning Agreement upload will be sent to your attention afterwards.

Please find the Guidelines on how to use the Learning Agreement for Studies on the European Commission website www.ec.europa.eu

Additional documents: enrollment at IMT-BS required documents

Health Insurance / European Health Insurance Card (EHIC) (only for EEU students) (usually Repatriation and civil liability are included) Certificate of insurance covering you for repatriation and civil liability

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Original copy of your birth certificate with filiation and a certified legal French translation A Certificate of financial resources

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APPLICATION COMPLETED

Complete your Application Form and submission for verification:

After you have uploaded your signed application form with the required application enclosures to your Mobility-Online account, you would need to send it for formal check to International Office.

Click on the link "Submit your Application for verification to Department of International Relations and Development”.

As soon as transferred to the next page, confirm you want to submit your application for verification by

clicking on

The green sign of successful submission will appear to announce that your application is sent.

You may ask yourself either all submitted documents have been received by International Office! Do not

worry about that. If you have uploaded your documents, be assured we DO have received them.

ATTENTION: Upload your application complete with all the application enclosures in the Mobility-

Online application system by the deadline! (30 October)

Once your application is completed, please follow all Workflow steps and evolution notification emails

as well as further instructions to prepare your mobility.

STEP 7

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APPLICATION FORMAL CHECK

At this step, your application is being formally verified. Please wait for the return email on behalf of one

of our International Office Coordinator.

A Coordinator of Department of International Relations and Development will review your data and the

provided documents. If your application data is incomplete or there is a document to provide, you will

be immediately informed about the steps to be taken by email.

In this case you will need to provide the requested by email information or documentation as soon as

possible and confirm in your Workflow the step taken.

Example: There was some information missing and you have modified your application data. As soon as

modified or completed, click on “Confirm the modification” once the step is completed.

You will be transferred to the page of confirmation.

Please click on and then tick “I confirm having modified the application”

ATTENTION : You should confirm the modification twice.

STEP 8

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Your application along with the sent modification will be reviewed again by the Coordinator of

International Department who will return to you back as soon as you are accepted as an exchange

student.

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CONFIRMATION OF ADMISSION

If your application is accepted and you are admitted as an exchange student at IMT-BS, you

will be sent a notification of admission with further instructions and additional information. In your

workflow you will see the following.

Once you are accepted as an exchange student, you can print out your signed acceptance letter from your

workflow in Mobility Online.

Acceptance information is available about 6 weeks after the application deadline.

International Exchange Coordinator will upload Admission Letter and Certificate of Accommodation

directly into your Mobility-Account. Students needing a visa will receive an Admission Letter and a

certificate for Accommodation by post as well.

Check how long the visa procedure will take and apply in time.

THE APPROVED LEARNING AGREEMENT

After acceptance, your Learning Agreement will be signed by Institut Mines-Telecom Business School and

uploaded again in Mobility-Online. Once it is uploaded by the backoffice, you will receive an email with

your fully signed learing agreement attached. You can also download a copy from your workflow.

In case the department of studies requires changes to the Learning Agreement before you can be accepted:

You will receive an e-mail with remarks on the course selection made You should discuss the proposed changes with your coordinator at Home Institution

As soon as an agreement has been reached between all three parties (yourself, Institut Mines-Telecom

Business School, Home Institution), you have to adjust your Learning Agreement in the ‘Learning

Agreement’ completed step of your workflow, print it again, have it signed, and upload the updated Learning

Agreement in Mobility-Online.

It is important to check your e-mails regularly during this period.

FOR YOUR INFORMATION: If you require a hard copy of Learning Agreement signed by three parties, please contact us at incoming-exchange@imt-bs.eu

STEP 9

STEP 10

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REQUEST FOR ACCOMODATION

There is a possibility to apply for accommodation in MAISEL university residence. You would need to

submit your request for accommodation at Maisel (our school’s student residences) via Maisel portal

online during the permitted period ONLY. Be advised that you cannot submit your request earlier the

DEADLINES outlined in Maisel website or provided to your by your International Coordinator at IMT-BS.

As soon as the Maisel portal is open, you would be able to ask for a room.

You will be provided a direct link on a later stage by email.

Please keep in mind that the admission as exchange student at IMT-BS does not automatically include a

room in the students’ dormitories.

N.B. The students who have found options for accommodation in France (family, relatives, and

friends) do not need to submit request for accommodation

GATHER AND UPLOAD ALL ENROLLMENT REQUIRED DOCUMENTS

Before the departure to France, you will need to prepare the following documents and their scans for

enrollment at IMT-BS. For your convenience, you are welcome to upload the following enclosures within

your Mobility-Online account.

Original copy of your birth certificate with filiation and a certified legal French translation

Health Insurance which would include Repatriation Assistance and Civil Liability for the entire period of stay in France

Or a separate third-party Certificate of Repatriation Assistance and Civil Liability Insurance: it is possible to purchase insurance after your arrival in France

European Health Insurance Card (EHIC) for students from the European Union

STEP 12 or Visa and Enrollment required documents is not mandatory. You can bring it along with you in France if more convenient.

STEP 12

STEP 11

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REGISTRATION TO INTERNATIONAL ORIENTATION DAYS

Institut Mines-Telecom Business School organizes Orientation Days for all exchange students. Please log

into your personal file in Mobility-Online and register for the Orientation Days by completing the

questionnaire.

Attending the Orientation Days is strongly recommended as we provide you with important documents,

information about getting residence permit, visa issues, studying and living in France and this is a perfect

moment to socialize with all other international students. You can check the Program Orientation Week

for Fall Semester 2019 to get some information about the activities and information provided during

these days.

During the Welcome Orientation Days we will distribute all necessary documents for your registration

as well as your student card and your student login.

For those who cannot attend these days can always come by the Admissions Office to collect all necessary

documents or get needful information.

EMAIL BEFORE ARRIVAL TO FRANCE

A few weeks before your arrival in Évry campus, you will receive an automatic e-mail with a reminder of

the formalities at the beginning of your study period in France and all needful information about

International Orientation Days organized for you.

Please log in into your Mobility account and be kind to confirm the email has been received. You tick “Email before the arrival received“ which is in RED in your Workflow. You will receive a confirmation email of the action taken within your Workflow.

You would need to confirm the reception again by clicking on

The step is considered as completed when your action is successsful and you see the button

This step looks like that within your Workflow after the confirmation.

STEP 13

STEP 14

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EXCHANGE PERIOD STARTED We would really appreciate if you could formally confirm the start of your stay in France just after the arrival to our campus at Institut Mines-Telecom Business School if possible. Please log in into your Mobility account and be kind to confirm the Exchange period has started. You tick “Exchange period started“ which is in RED in your Workflow. You will receive a confirmation email of the action taken within your Workflow.

You would need to confirm the reception again by clicking on

The step is considered as completed when your action is successsful and you see the button

MODIFICATION TO ORIGINAL LEARNING AGREEMENT (ONLY if applicable)

During your first week at IMT-BS, you will be able to make some CHANGES on your Learning Agreement (Modification of Learning Agreement). Please note that you should do it within 4 weeks after your arrival to IMT-BS.

In order to add/drop your courses, please fill the Modification of Learning Agreement in and get approval from your departmental coordinator at IMT-BS and at your home university.

Get the Modification of Learning Agreement signed by you, your home institution and upload to Mobility-Online. Otherwise, you can always come directly and will sign and upload to Mobility-Online for you.

STEP 15

STEP 16

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CERTIFICATE OF ARRIVAL

If you need us to sign a Certificate of Arrival, please upload the document to Mobility-Online account

and our International Coordinator will sign it for you and upload back to Mobility-Online directly to your

account. If needed, the document can be sent to your institutional coordinator at your home university

by email by our International Office Coordinator.

EMAIL BEFORE YOUR DEPARTURE BACK HOME

One or two weeks before your departure off Évry campus back home, you will receive an automatic e-

mail with a reminder of the formalities of the end of your study period in France.

If you are registered for a residence permit in the begining of your stay, you have to deregister yourself as a resident of Évry several days before your leave. Please log in into your Mobility account and be kind to confirm the notification email received. You tick “Email before the departure out of IMT-BS received’ which is in RED in your Workflow.

You would need to confirm the reception again by clicking on

The step is considered as completed when your action is successsful and you see the button

STEP 17

STEP 18

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THE OFFICIAL TRANSCRIPT OF RECORDS Please pay extra attention to the following step within your Mobility-Online account.

The Official Transcript of Records will be issued by Department of International Relations and Development and directly uploaded into your Mobility-Account.

This step can be completed by our International Coordinator much earlier, before your departure back home if needed by you or your home institution.

In any case you will be notified about the Official Transcript of Records upload by email. You can easily check if the document is uploaded and ready for use as soon as it is marked as done in GREEN.

FOR YOUR INFORMATION: If you require a hard copy of Official Transcript of Records If you need the hard copy of your official transcript of records, please contact us at incoming-exchange@imt-bs.eu

FEEDBACK Before you leave Institut Mines-Telecom Business School, we would kindly ask you to complete the evaluation questionnaire. You will receive an e-mail of notification from Department of International Relations and Development asking you to proceed to evaluation. We would really appreciate if you could fill in Feedback in your Mobility-Online account in order to share your exchange experience and personal impressions. After you have filled the questionnaire, your exchange student file will be closed and the exchange is considered as completed. Please confirm the Exchange is finished by clicking on the “Confirm the end of the mobility”

STEP 19

STEP 20

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QUESTIONS / REMARKS?

For all questions and issues related to your Application Process within Mobility-Online system,

you are welcome to contact us at incoming-exchange@imt-bs.eu

International Development and Relations Department

Phone: +33 (1) 60 76 40 40 (Switchboard)

incoming-exchange@imt-bs.eu

9 rue Charles Fourrier 91011 Évry Cedex France

www.imt-bs.fr

www.facebook.com/imtbs

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Mobility-Online Workflow and responsibilities of each party

Deadlines 1st Semester

Deadlines 2nd Semester

Step Responsibility

15 April 15 October

Nomination of a student Mobility coordinator of home

institution

30 April 30 October

Online application

Student

30 April 30 October

Online registration

Mobility-Online (auto-response)

30 April 30 October

Completion of personal data

Student

30 April 30 October

Application required documents

Student

30 April 30 October Select courses and upload

Learning Agreement

Student

20 May

20 November

Formal verification of application

Mobility coordinator at IMT-BS

25 May

25 November

Issue of Admission Letter

Mobility coordinator at IMT-BS

31 May 30 November

Issue of Accommodation Certificate

Mobility coordinator at IMT-BS

31 May 30 November

Approval of Learning Agreement

Mobility coordinator at IMT-BS

31 May 30 November

Request for accommodation at Maisel

Student

30 June

31 December

Prepare enrollment documents

Student

30 June

31 December

Email before the arrival to IMT-BS

Mobility coordinator at IMT-BS

Prior to arrival Prior to arrival Registration to Orientation Days

Student

Before the departure

Before the departure

Email before the departure out of IMT-BS Mobility coordinator at IMT-BS

Before the departure

Before the departure

Official Transcript of Records

Mobility coordinator at IMT-BS

Before the departure

Before the departure

Feedback

Student