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Rules for Organisation of Academic Mobility

Rules of outgoing academic mobility


KIMEP University
International Office
Student’ Outgoing Mobility Policy (proposed)

  1. Student outgoing mobility program rules

1.1. Regular Exchange program
● Call for applications with requirements and deadlines is announced a
minimum 4 months prior to a commencement of the mobility period.
● The exchange program information session is compulsory.
● Students may participate in the exchange program not more than twice
within the degree (excluding online exchange program).
● Students have to study the “Course approval procedure” and “Course
transfer policy” in L-drive: International Mobility: Before application:
Academic mobility policy.
● Participants may take any course, including professional and research
internship, thesis I and II, dissertation (except state exams and
thesis/dissertation defense) at a partner institution upon approval by
their college.
● Participants should follow the admission and registration policies of the
partner university.
● Participants have to remain registered as full time degree students at
KIMEP University, and shall not be enrolled as degree students in the host
institution.
● Participants have to register for the KIMEP “Exchange Program” before
leaving to a host university and pay tuition to KIMEP U (unless otherwise
articulated in the partnership agreement).
● Participants are exempt from paying tuition fees to the host university
(unless otherwise articulated in the partnership agreement). Payment
conditions, including student fees are stipulated in the partnership
agreement. Other fees (medical fee, books, etc) are subject to the partner’
rules.
● Scholarship and tuition waiver requirements at KIMEP are applied to
participants while studying abroad if not otherwise stipulated in the
agreement.
● Participants are responsible for travel, visa, and living arrangements
and expenses, medical insurance, textbooks and supplies, deposits, meals
and personal expenses, while neither of the institutions are responsible
for such expenses.
● Participants are encouraged to promote KIMEP and Kazakhstan through
participation in social and cultural events of a partner institution.
● Upon return, the participant must submit feedback on his/her academic
mobility experience to the International office and is encouraged to become
a mentor to prospective participants.
● Participant agrees that his/her personal data may be disclosed to a third
party.
● Academic related issues should be referred to the Vice President for
Academic Affairs.
● Any finance related appeals, requests, etc. should be referred to the
Vice-President for Finance and Financial Aid Office.
● All complaints related to student’ nonacademic misconduct filed by the
KIMEP U and/or the host institutions are referred to the KIMEP U Student
Affairs Disciplinary Committee.
● KIMEP and the partner institution have a right to withdraw the
participant from the exchange program in case of a violation of the
institutions ‘policies by the participant.
● Students are subject to rules of the host and home institutions and
countries. In case of violation of the countries’ rules, the participants
shall bear responsibility in accordance with the legislations of the host
or home countries.
1.2. Force majeure
A party shall not be liable for any failure of or delay in the performance
of the agreement when certain circumstances beyond their control arise
including, but not limited to: earthquake, flood, fire or any natural
disaster, military action or coup, decision of any state body prohibiting
or influencing thereto and other circumstances beyond the control of the
participants in the country of the host and home institutions which
occurred right before or after the commencement of the exchange program.
If the fulfillment of the obligations becomes impossible for the
participant, he/she is obliged to inform the host and home institutions
within 5 (five) calendar days from the moment the circumstances have
occurred. If the participant fails to inform the institutions in time,
he/she may not refer to any of the above mentioned circumstances to be
released from his/her responsibility for non-fulfillment of the
obligations. Any events caused by negligence and/or intentional actions of
the participant are not considered as force majeure.
2. Eligibility criteria:
Participants should have:
● a solid command of English language (average GPA in English language
courses min. B (3.0)/ IELTS 6/ TOEFL IBT 72/ TOEFL PBT 523);
● be at least 18 years old;
● have GPA of 3.00 or higher;
● be full-time degree student;
● Earn:
○ 30 to 100 credits for undergraduate students;
○ 9 credits for graduate students;
○ 9 credits for post-graduate students;
○ GPA 3.0 for Fast Track students at the application stage.
● Have no more than one semester of studying on exchange program
● Have no disciplinary records
● Have no debts

3. Application process and documents:
Call for applications with requirements and deadlines is announced minimum
4 months prior to a commencement of the mobility period. The access to the
online application is open on the Student Portal during the designated
period of time. Applicants are expected to apply online, indicate up to
three partner universities in a priority order, and upload required and
optional documents.
Required:
● Online Application form
● Copy of international passport
● Attendance of at least one mobility program information session
Optional:
● Winner certificates of intellectual challenges, Olympiads, competitions
● Winner certificates of athletic challenges
● Community service certificates
● Reference letters
● Confirmation of vulnerability status
Submission of an online application form does not guarantee participation
in the program.
Submission of falsified documents leads to immediate dismissal from the
exchange program and filing a complaint to the Student Affairs Disciplinary
committee.

4. Selection Criteria
Maximum score: 48.33
The following criteria will be assessed:

  1. GPA – up to 4,33 points;
  2. Absence of previous exchange experiences – 1 point;
  3. Presence of previous exchange experiences – 0 point;

4. Winner’ certificate of intellectual challenges, Olympiads, competitions;
o International level – 4 points,
o Republican level – 3 points,
o City level – 2 points,
o University level – 1 point.
Not more than one from each category
Total: 10 points
5. Winner’ certificate of athletic achievements:
o International level – 4 points;
o Republican level – 3points;
o City level – 2 points;
o University level – 1 point.
Not more than one from each category
Total: 10 points
6. Proof of community service:
o Membership in KSA organization (President, Vice President, Deputy) – 3
points;
o Membership in student organization – 2 points;
o Community service beyond the University community – 2 points.
Not more than one from each category
Total: 7 points
7. Reference letter:
o From faculty member – 3 points;
o From staff member – 2 points;
o From KSA government or student organization – 1 point.
Not more than one from each category.
Total: 6 points
8. Vulnerability:
o Special needs according to the data from Medical Office – 10 points;
o Orphan student (upper age limit is 23 years) – 10 points;
o Students from multi-children families (upper age limit is 23 years)
living all together according to a residential registration certificate – 5
points.
Not more than one category
Total: 10 points
5. Selection procedures
● Applicants are evaluated in accordance with the above mentioned criteria
by the software program.
● The program selects the applicants with the highest scores and ranks them
accordingly.
● The program sends a message to a chosen candidate with a request to
confirm his/her participation in the exchange program within a week period.
● If a student does not respond or declines the offer, the place is passed
to the next candidate from the list.
● Once all selected students confirm their participation, they are
officially nominated for the exchange program, which is reflected in the Exchange Program Selection Result protocol signed by the Vice
President for Academic Affairs.
● The Coordinator prepares the Exchange Program Selection Result Order that indicates
the names of participants, host institutions, program names, mobility
periods, etc. and names of reserved candidates. The order is signed by the
Vice President for Academic Affairs or Provost and General Deputy to the
President. If a partner university gives additional places for the academic
mobility program after the order is signed, nomination of additional
candidates will be done from the reserved list according to the ranking of
the students. The relevant amendment is produced and signed by the Vice
President for Academic Affairs or Provost and General Deputy to the
President.
● If a student cannot participate in the exchange program, he/she has to
inform the Coordinator and he/she will be replaced by the next candidate
from the reserved list and the amendment to the order should be produced
and signed by the Vice President for Academic Affairs or Provost and
General Deputy to the President.
● If the selection is conducted by a partner university, the Partner Selection Result Order should be produced and
signed by the Vice President for Academic Affairs or Provost and General
Deputy to the President.
● A partner institution accepts the nominated exchange students but
reserves the right to deny admission.

Rules of incoming academic mobility