Coordinator contacts

Mobility Coordinator: Prof. Paolo Romano
Office hours: Tuesdays, 10:30 am - 11:30 am
Local: DEI Secretariat, 1st floor of the Pavilhão de Informática III
E-mail: romano@inesc-id.pt (coordinator) and/or mobility@dei.tecnico.ulisboa.pt (DEI services)
Phone: (351) 218 419 409 ou 218 417 633

Applications

LEIC and MEIC students wishing to apply for a given semester/year should carefully read the IST Mobility Programs Regulations before submitting their application online.
Students should be aware of the application deadlines available here.

Students should take into account that, at the time of application, the system will consider the credits earned, as well as the grade average obtained up to that point. Thus, before starting the application, students should ensure that the grades of the subjects taken are already posted so that they can be taken into account in the application.

Useful tips for outgoing students are available here and here.

Procedures / Preparation of documents for the host university

After the official results are published, students should proceed as follows:

1.º Wait for NMCI to notify you, via email. In this notification, you are given a deadline for submitting all documents to the NMCI in order to complete your acceptance at the host university;

2.º As the Learning Agreement and the initial study plan to be sent to NMCI must have the prior approval and signature of the coordinator, students must complete this file (taking into account the notes below) and send their proposal by email to the coordinator for analysis. You can see the instructions for completing the excel file here.

Notes to take into account when preparing the proposal to be sent to the coordinator

Obtain information about the possible subjects you want to enroll during mobility. In most cases, this information exists online at the destination university's website.

Based on the curriculum of these disciplines, identify which IST disciplines you wish to receive equivalence to. Bear in mind that there must be enough affinity between the subject matters.

Make sure that you are requesting equivalence to subjects at IST that make up 30 ECTS if the mobility is for one semester, or 60 ECTS if it is for two. This may imply enrolling at more than 30/60 ECTS at the destination university.

Note that it is not always possible to make a direct correspondence between a mobility subject and a subject at IST. In this case, try to make bulk matches, for example:

• Two mobility subjects of 4 ECTS each can correspond to one at IST of 7,5 ECTS;
• A mobility subject of 15 ECTS can correspond to two at IST with 7,5 ECTS each;
• Three mobility courses of 5 ECTS each can correspond to two at IST with 7,5 ECTS each;

In all of these cases there should be some affinity and/or continuity between the topics taught in each block of subjects.

IST's optional subjects can be used as a "wildcard", i.e., within the limits of common sense, they can pair with anything.

The languages and/or history subjects of the destination country may provide portfolio equivalence. In the event that the host university evaluates these subjects with a pass/fail, the corresponding score for Portfolio will be approximate to the student's grade average at the IST program.

Students must ensure, by testing, that the links to the pages of the subjects they include in the Excel file work correctly.

3.º After receiving, by email, the coordinator's agreement regarding the Learning Agreement, students must gather all the documentation requested by NMCI, (in particular the Learning Agreement and the Initial Study Plan completed and signed by the student) and hand in the documents to DEI's secretariat for the mobility coordinator to validate and sign;

Subsequently, the student documentation is sent by the DEI to the NMCI for authentication/confirmation.

What to do after sending documents to NMCI

Students must then wait for the NMCI to validate the documentation, who will then send to the students, via e-mail, a digital copy of the documents to be submitted on the platform of the host university.

Students must then wait for the host university to confirm/validate their acceptance/application to the mobility program.

Covid-19 Procedures

Due to the current COVID-19 situation, the submission procedure has undergone slight changes. Thus, after approval of the study plan by the coordinator, students should contact the DEI services (mobility@dei.tecnico.ulisboa.pt) in order to ensure that the documentation to be sent is correctly filled out.

When emailing the documents to the host university, in addition to the NMCI mobility team, the DEI mobility coordination (mobility@dei.tecnico.ulisboa.pt) must also be in CC.

Situations that may occur after arriving at the host university

When arriving at the destination university, students may realize that some subject will not function, or will take place in a different semester, or will not be taught due to lack of students, etc. In that case, students will have to change their Learning Agreement and, for that, must repeat the process described above.

Notes to be taken into account when preparing the proposal to be sent to the coordinator

Send to the mobility coordinator a new Excel sheet containing the complete set of equivalences and not just the intended changes.

After this proposal is approved, students must complete this template, sign, collect the coordinator's signature of the host university and send the document in PDF format to the DEI administrative services for the coordinator to validate, sign and send to the NMCI.

Withdrawals or extensions of the mobility period must always be communicated to the coordinator.

It is recommended that students follow these steps strictly to avoid delays in deadlines and complications that may arise.

Deadline for requests for changes to the initial Learning Agreement:

• October 31st for the 1st semester
• March 31 for the 2nd semester

What to do after returning from mobility

Students must hand in the original transcript of the courses carried out during Mobility at the DEI secretariat, and complete and sign the Final Study Plan.

After analyzing the student's Final Study Plan and collecting the coordinator's signature, the DEI services send the process to NMCI for approval by the IST's Scientific Council. The student must wait for notification from the Academic Area of IST about the approved equivalences and only after this will the grades be credited.