Procedures

NOMINATION

Make yourself familiar with our education offer offered at our university.
Apply through your home institution in the academic year before you wish to study at Ignatianum. Each institution has its own procedures so please check it with your International Office.
Upon a successful application, your Coordinator/ International Office informs us about your nomination by email to incoming@ignatianum.edu.pl.

The nomination deadlines:
autumn semester/whole year:    15th May
spring semester:    10th November

The nomination should include the following minimum data:
•    Student's complete name
•    Date of birth
•    Gender
•    E-mail address
•    Semester of exchange (autumn semester, spring semester or full academic year)
•    Current study field and the cycle of studies at home university

We do not accept applications from students who have not been officially nominated by their home university.
Our IRO acknowledges the receipt of your nomination. The acknowledgment does not guarantee acceptance from our university. You are required to apply according to the following procedure.  

APPLICATION

Apply to us by sending to incoming@ignatianum.edu.pl the SCANS of necessary documents within the following terms (we do not accept any applications send before and after these terms):

autumn semester/whole year:    1 May - 15 June
spring semester:    1 November - 30 November

Please, make sure that the documents are fully and correctly filled in and the scans are in good quality. We do not accept photos of documents.
We kindly ask you to name all files in a standard way: YOURNAME_SEMESTER_DOCUMENT TITLE (eg: Smith_winter_LA) and send all documents in ONE email.

1. Student Application Form - to be submitted ONLY on-line

2. Learning Agreement for studies (LA) - instruction

3. Language Competence Proof (LCP)
•    min. B2 English level, according to the European Language Levels (CEFR)
•    in case you do not have a certificate, a confirmation issued by the home university is also accepted (in order to certify your language competence your University can use this form)
•    if you have a min. level of B1 in the Polish language and wish to study in the Polish language, you ought to send a Polish language certificate or a confirmation issued by the home university (in order to certify your language competence your University can use this form). In case you have Polish origins or nationality a scan of your Polish document (ID, passport, Karta Polaka, etc.) is enough.

4. Scan of insurance valid for your whole mobility period

5. Scan of your valid passport or valid ID card (ONLY EU citizens)

6. Scan of passport size photo - IN GOOD QUALITY

7. Scan of Visa - it might be applicable for non-European Union citizen

After receiving all documents, an official Letter of Acceptance is issued and sent to you and your home university by email as a confirmation that you were accepted as a student at our university.

For non-European students studying at Ignatianum within ICM (Erasmus+ KA 107 exchange mobility with partner countries):  after the completed application process student receive an electronic version of their grant agreement, on the basis they receive their grant disbursed in EURO currency. Students are asked to fill in electronically their data to the agreement along with the bank account number, where the scholarship will be transferred. There are two options depend on the bank account of the student:

1. The student fills in the agreement with bank account data (in national currency or in euro) – bank located in the home country.

Then, the student must print two copies of the completed electronically version of the grant agreement, sign both of them and send both of them by post to IRO to the following address:

Office for International Cooperation
Ignatianum Academy in Krakow
Kopernika 26
31-501 Kraków, Poland 

 As soon as IRO receives the agreement, 70% of the total amount of the scholarship is being transferred to the indicated bank account.

2. Student open a euro account in Poland after arrival (guidelines)

Student signs the agreement at IRO on the first day of their mobility the latest and 70 % of the total amount of the scholarship is being transferred to the indicated EURO account right after.

UPON YOUR ARRIVAL

At the beginning of each semester (check our academic calendar for exact dates), IRO organizes two 'Welcoming days' for all international exchange students.

On the first day of 'Welcoming days' (first day of mobility), an organizational meeting is held at the University, which includes the presentation of important information:

•    concerning studies at Ignatianum,
•    on schedules,
•    on introducing changes to LA
•    on living in Krakow/ Poland (bank account, dormitories payment, registration to a doctor, public transport, sightseeing, traveling, entertainment, etc.).

Students are receiving a welcoming package of gadgets and an 'Information package'. After the presentation, students have a campus tour.
All information provided on the first day’s presentation is highly important. Therefore student’s presence is obligatory.

After the presentation, students fulfill formalities at IRO and receive a Certificate of Arrival. It’s not possible to receive this document earlier.

On the evening of the first day and the second day of 'Welcoming days', international students have a chance to integrate with each other and with their Mentors by taking part in some interesting integration activities organized by IRO and the Mentors.

DURING YOUR STAY

Participation in classes that you have chosen in the Learning Agreement is OBLIGATORY. Absences at a class will not be allowed you to take the exam and you will not receive credits for the course.

Changes to LA

Changes to LA should be done within the first TWO WEEKS of your stay. Exceptional reasons for changing your LA:
1.    The previously selected educational component is not available at the Receiving Institution
2.    Timetable conflict
3.    Other (please specify: i.e. change of ECTS credits, too difficult subject in terms of language level requirements, previously selected course has a changed name, etc.)

How to introduce changes?

• Check the updated courses list in English and their description: https://ignatianum.edu.pl/IRO-education-offer
• Look broadly: check courses of all Institutes (ask for advice your home University coordinator)
• Make a draft list of the subjects you would be interested in
• Check for schedule collisions with the rest of your chosen subjects
• Come to IRO/ send by email to IRO for checking 
• Fill in electronically the During the Mobility part of your LA (USE template provided ONLY by your home University)
• Print the document, sign it and bring it to IRO for signing by our acad. coordinator
• Scan it and send it to your home University acad. coordinator
• Send a copy back to IRO

PROLONGATION OF YOUR STAY

Students who were nominated to study at our University only for the autumn semester have the possibility to prolong their stay for the spring semester. Procedure for prolongation:

1. Ask your home University about the available possibilities.
2. Inform Ignatianum IRO about your willingness to prolong your stay and submit the prolongation form provided by your home University at the Office (room 203) till 14th of January (strict deadline!). At the end of January, you will also be asked to send a draft version of a new During the Mobility part of your Learning Agreement for the spring semester (ask your home University coordinator which form to use).
3. Bring to Ignatianum IRO the final version of the During the Mobility for the new semester accepted by all three parts (student, home and host University) till 1st of February 2019 (strict deadline!).

AT THE END OF YOUR STAY

• One or two weeks before your last exam at Ignatianum, you are asked to complete an EvaluationQuestionnaire to provide IRO with feedback about your studying experience.
• On the last day of your mobility (no later than the last day of the first examination period), you must bring to IRO the International student's completion of stay form completed. Please, check early enough and respect the admission hours of the library!
• On the same day, you will receive a Certificate of study period, mentioning the date of enrollment and the date of completion of exchange studies.
• An electronic version of the Transcript of Records, with the obtained scores at Ignatianum, is sent to your home university and to you by email after all marks are imported to the university system. Depending on the student's departure date, there is a possibility to receive the ToR in the original. Nevertheless, a scanned copy is always sent to your home University.