Information for Outgoing International Students – Pannonia Scholarship Excellence
Pannónia Excellence Study Mobility
Important Information for Outgoing Students
Checking Pannónia Scholarship Eligibility Before Starting the Mobility
- The student must hold an active enrolment status in a BSc, MSc, or doctoral programme for the entire duration of the mobility.
- The student must have completed the required number of semesters appropriate to the type of mobility (at least one completed semester) https://ipc.sze.hu/i-wish-to-apply-pannonia
- Mobility under this program can be realized within specific fields of study at universities ranked among the top 250 in international higher education rankings (such as THE or QS). The current list of available host institutions and further details can be found in the official call for applications.
- The selected host institution must be suitable for the student’s programme, as courses completed abroad must be recognised in the home studies. The Programme Supervisor and the departmental coordinator can provide assistance. Contact details:
https://ipc.sze.hu/contacts - A valid cooperation agreement between Széchenyi István University and the host institution must be in place for the entire duration of the mobility. The list of partner universities can be found here: https://ipc.sze.hu/international-relations-sze
A presentation detailing the required steps is available at the following link: View Presentation
For Home Studies:
- Enrol in the current semester.
- Deferral or suspension is not permitted.
- Arrange a Sepcial Study Plan (if necessary) with the Registrar’s Office in time.
For information on application procedures and deadlines: TO/Neptun.
On the Host Institution’s Website:
- Check all relevant deadlines.
- Review the current course list (or request it from the host institution).
1. Notification of Pannónia Scholarship Recipients
Successful applicants will be notified via email, and the official results of the application can be found on the website.
2. Student Nomination to the Partner Institution
Successful students will be nominated to the partner institution indicated as their first choice, and they will receive notification of this by email.
3. Host Institution Acceptance of Student Nomination
Following a successful application and nomination, the host institution will notify you by email regarding the necessary next steps.
If you do not receive a response within two weeks of the nomination, please inform us immediately at: exchange@sze.hu, outgoing@sze.hu
3.1 Nomination to Another Partner Institution
If the partner institution does not accept the student, or if the student cannot find courses suitable for their programme, it is recommended to select another partner institution.
4. Application Submission to the Partner Institution
Complete the online application process according to the provided instructions or the guidance received from the partner institution, ensuring all deadlines are met.
4.1 Questions for the Host Institution
Please obtain any necessary information from the host institution, for example: the exact start and end dates of the academic year, accommodation options, course registration procedures, and, if applicable, visa requirements. For these matters, feel free to contact the international office of the host institution.
5. Reduced Study Plan
If necessary, please request the approval of a Reduced Study Plan through the Neptun system via the Registrar’s Office.
https://neptun.sze.hu/kerelmek-nyomtatvanyok-hallgatok-szamara
6. Credit Recognition / Transfer
Carefully review and select potential courses. Consult with your lecturers or Programme Supervisor on how courses completed abroad can be recognised at Széchenyi István University (e.g., submitting alternative assignments, earning extra points on exams, or full course recognition with the foreign grade entered in Neptun).
If you encounter any issues regarding recognition of courses completed abroad, please consult your Programme Supervisor.
If the course on which the application is based is not listed in the equivalence table, the Curriculum Committee (KRB) will decide based on submitted documents and the opinion of the department or Programme Supervisor. Once approved, the table is updated and published; details can be found in the current Study and Examination Regulations (TVSZ).
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A summary of course recognition procedures is available here.
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The list of departmental coordinators, who can also provide contact details for Programme Supervisors, is available here.
7. Obtaining Documents Required for the Scholarship Agreement
The following documents must be completed and signed. It is recommended to complete this as early as possible, ideally 1–2 months before departure.
The required documents are available at: https://ipc.sze.hu/essential-documents
7.1 Approval by Programme Supervisor and Departmental Coordinator
The Approval document must be signed by the Programme Supervisor and the SZE Faculty Coordinator.
(The template is available under the Essential documents section.)
7.2 Completion and Signing of the Learning Agreement (LA)
The form and the completion guide are available under the Essential documents menu.
7.3 Personal, Banking, and Insurance Information
The online form for the respective academic year of the mobility is available on the following website: https://ipc.sze.hu/essential-documents
8. Preparation of the Scholarship Agreement
Conclusion of the scholarship agreement for the awarded grant, which requires the submission of the following documents and data:
- Submission of the Learning Agreement signed by both institutions
- Submission of the signed Programme Supervisor and Departmental Coordinator Authorization
- Please fill in the form below with your personal and academic details: https://ipc.sze.hu/essential-documents
Following the timely submission of the aforementioned documents, they will be reviewed. If everything is found correct, the grant agreement will be prepared and sent to the student in PDF format via email.
8.1 Before Departure (approximately 1 month prior)
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Apply for a European Health Insurance Card and/or arrange health, accident, and luggage insurance
9. Supplementary Support
Supplementary support, such as tuition fees, accommodation, and travel costs, is part of the scholarship and is reimbursed retroactively to the student’s personal bank account. These costs must first be pre-financed by the student and will be reimbursed upon submission of the relevant invoices and proof of payment.
Under the Excellence Scholarship scheme, successful students may apply for tuition fee support, accommodation support, and travel support.
The settlement of tuition fee, accommodation, and travel support provided within the Excellence Scholarship programme is based on the actual expenses incurred, as its purpose is to cover all costs arising during the scholarship period. Consequently, recipients must provide a detailed accounting of the scholarship funds received.
For the use of these funds, the following supporting documents must be retained:
• For travel support:
o Original invoices, receipts, or other official documents evidencing the actual travel costs incurred.
o Travel documents (e.g. ticket, boarding pass) indicating the travel date(s) and enabling identification of the passenger.
o The scholarship agreement concluded with the student, forming the basis for the payment of the support.
o Proof of payment documentation related to the scholarship disbursement.
• For accommodation support:
o A copy of the contract concluded with the accommodation provider, specifying the cost and the period of accommodation.
o Proof of payment documentation for the accommodation expenses.
o The scholarship agreement concluded with the student, forming the basis for the payment of the support.
o Proof of payment documentation related to the scholarship disbursement.
• For tuition fee support:
o The contract concluded with the host institution specifying the tuition fee amount.
o Proof of payment documentation for the tuition fee.
o The scholarship agreement concluded with the student, forming the basis for the payment of the support.
o Proof of payment documentation related to the scholarship disbursement.
10. Scholarship Payment
At the International Office (ÚT 107), the scholarship agreement is signed for the awarded support, which requires submission of the following documents:
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Learning Agreement signed by both institutions
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Signed Approval from Programme Supervisor/Departmental Coordinator
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Personal and study-related data submitted via the online form
Once all the above documents are submitted within the deadlines, the scholarship agreement will be prepared.
The student must sign the scholarship agreement, after which institutional signatures are added.
In case of EEA students, payment of the first instalment (equivalent to one month) will be made once all parties have signed the agreement.
For non EEA student the scholarship is paid in multiple instalments:
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The scholarship is disbursed in instalments against the submitted confirmation. Upon presentation of a minimum 30-day certificate (Letter of Participation), the scholarship is paid retroactively.
Please note that supplementary support payments will be paid retrospectively.
10.1 Scholarship Payment Procedure
In case of EEA students, for long-term mobility, the scholarship is disbursed in three instalments:
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First month’s amount: upon signing the agreement
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Up to 90%: upon arrival, with submission of the Letter of Arrival (sample form: Letter of Arrival)
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Remaining 10% and supplementary support payment upon completion of the mobility
For non EEA student the scholarship is paid in multiple instalments:
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The scholarship is disbursed in instalments against the submitted confirmation. Upon presentation of a minimum 30-day certificate (Letter of Participation), the scholarship is paid retroactively.
11. Departure to the Host Institution
After the mobility begins, the student must submit the Letter of Arrival, which confirms their arrival at the host institution.
12. Scholarship Payment
In case of EEA students, the remaining portion of the scholarship — up to 90% — will be disbursed following the submission of the Letter of Arrival.
For non EEA student the scholarship is paid in multiple instalments:
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The scholarship is disbursed in instalments against the submitted confirmation. Upon presentation of a minimum 30-day certificate (Letter of Participation), the scholarship is paid retroactively.
13. Changes During the Mobility
If any questions, uncertainties, or unforeseen circumstances arise during the mobility, please inform us as soon as possible at exchange@sze.hu, outgoing@sze.hu so that we are aware of the situation and can take appropriate action if necessary.
Any changes (e.g., course substitutions, extensions) must be discussed with the departmental coordinator, and the Exceptional Changes section of the Learning Agreement must be completed and signed by both the host and sending institutions.
Changes must be recorded on the Exceptional Changes to the Learning Agreement form, and the signed LA must be submitted to the International Directorate. (The template is available under the Essential documents section.) Additional rows can be added to the table if necessary.
If the minimum of 15 credits is not completed during the mobility, (“After the mobiilty” section, at the bottom of the page). In addition, report the issue as soon as possible to your departmental coordinator. Coordinator contact details can be found here: Departmental Coordinators.
13.1 In Case of Force majeure
If a force majeure event occurs during the project (unavoidable external circumstances, e.g., natural disaster, health emergency, political conflict), the student must immediately notify Széchenyi István University in an official letter, describing the nature of the event, expected duration, and anticipated impact. (Email: exchange@sze.hu, outgoing@sze.hu)
Force majeure requests will be subject to individual assessment and decision-making.
If a participant interrupts their mobility due to a force maior event and returns home earlier than planned, thereby failing to meet the required minimum mobility period, a detailed request must be submitted to the institutional coordinator. This request must include supporting documentation and proof of the completed duration.
The University seeks to resolve any issues arising from such situations; further information can be found in the After the mobility section.
14. Closing the Mobility
To close the mobility, the following documents must be submitted:
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Letter of Participation signed by the host institution (this document confirms the study period)
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Certificate/Transcript of Records (this document lists completed courses with results and credits)
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Credit Recognition Document (confirmation of domestic credit recognition)
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Online Report (the link will be sent by email at the end of the mobility)
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Individual Experience Report (submitted as a text document via separate email, optional)
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Closure of Supplementary Support
14.1 Transcript of Records
The document is generally issued by the host institution using its own template. If no template is available, the After the Mobility section of the Learning Agreement can serve as the Transcript.
14.2 Credit Recognition / Transfer
All periods of study abroad must form part of the student’s programme aimed at obtaining a degree within any study cycle. Activities undertaken during the mobility must be recognised by the sending institution and fully mapped to the curriculum, proportionate to the mobility period.
The Credit Recognition Form can assist with potential issues, for example if an 8-credit foreign course needs to be recognised. The form must be completed and signed by the responsible lecturer, Programme Supervisor, or exchange departmental coordinator.
Evaluation of Credit Transfer Requests
If the credit transfer is based on a course not yet included in the programme’s equivalence table, the Curriculum Committee (KRB) will decide based on attached documents and the opinion of the relevant department or Programme Supervisor for courses completed abroad. Upon approval, the KRB Secretary will update and publish the equivalence table.
The form is available for download here:
Credit Recognition – Student Mobility
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A summary of course recognition procedures is available here.
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The list of departmental coordinators, who can also provide contact details for Programme Supervisors, is available here.
If the minimum of 15 credits is not achieved, please follow these steps:
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Immediately report the issue to the International Directorate at exchange@sze.hu, outgoing@sze.hu
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Immediately report the issue to your departmental coordinator. Coordinator contact details are available here: Departmental Coordinators.
The departmental coordinator may impose the following sanctions, depending on the situation and at their discretion:
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Request proof of active class attendance
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Submission of summary studies for the relevant course content
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Submission of a summary of the international mobility
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Active voluntary student work promoting mobility and assisting the integration of international students
14.3 Individual or Visual Report for Website or Publication
Reports may be submitted in any format, with or without images. Submissions can be in Word, PowerPoint, blog, or video format.
Reports may cover any topics that participants wish to share with future outgoing students. The goal is to provide inspiration and useful information for interested parties.
14.4 Mandatory Online Report
Participants in the Pannónia Scholarship Programme must complete the online student report upon returning.
If a student participated in multiple mobility periods, a separate report must be completed for each mobility.
15 Closure of Supplementary Support
The payment of living allowance and additional support is made retrospectively, upon submission of invoices and receipts issued in the student’s name. All invoices and receipts related to additional support must be submitted to the International Office. The settlement of the funds received will be carried out by the International Directorate.
16. Disbursement of the Remaining Scholarship Amount
If the documentation is found to be complete and satisfactory by the International Directorate, the remaining amount of the scholarship will be transferred.
Please note that failure to complete the mobility closure process constitutes a breach of the scholarship agreement and may result in sanctions (e.g. reclaiming the full amount of the support, withholding of the degree).