BIMTECH Policy for Student Exchange (Outgoing)

International Student Exchange Programme is becoming one of the important learning

tools in the management course worldwide. BIMTECH started this 6 years back and has
developed relations with some of the good B-schools of the world, and it is in the process
to develop few more collaborations of high quality around the globe.

It is important that we make the office independent and sustainable on the long term
approach. This policy has been created with understanding and assumption that
International Affairs office should not intervene in the decision and activities of any other
academic or administrative office and also that it should provide benefits to students
without compromising the clarity at any terminal of the institute. Students are expected to
perform their responsibilities with the respective offices.

On selection of students visiting abroad, all information will be shared with the respective
departments and offices and CIA develops a process which expects systems to
automatically remove all ambiguity and motivate smooth functioning of the operations.

Following are the general rules and policy frame for the student exchange programme.

A. General Issues

1. This is open for all students of first year and second year and also across the full
time programmes. Student exchange programme is offered for one trimester only
i.e. 3-4 months period. And the courses are exempted/exchanged for the trimester
defined to be the exchange trimester.
2. No tuition fees is needed to be paid to partner university by the students when
they go under the student exchange programme unless there is some exception
which will be known to students in advance. The normal tuition fee of BIMTECH
is required to be deposited.
3. Exchange students will be financially responsible for:
• Travel to and from the host institution,
• Books, stationery, etc.,
• Travel documentation, visas, etc.,
• Accommodation and living expenses,
• Health coverage relevant to the exchange institution and country,
• Personal travel within the host country
4. Students are required to meet the VISA norms and apply separately to the
embassies. Institute has no special arrangements for such services. However the
official travel agents contacts may be provided. Students will be facilitated for the
required official documents as prescribed by embassy.
5. Students are required to manage their attendance as per the norms that are
followed. There will be an additional 5 % consideration only on the genuine
reasons like collection and attestation of papers at the respective colleges or police
 record verification etc. The final decision stands with the chairperson of the
department.
6. All administrative and academic formalities to be completed at respective levels.
Students may be given night-outs to complete the formalities or prepare
themselves to visit partners university. Students are not expected to get the night-
out signing done from international office as it does not get involve into logistics
and academic issues.
7. All students visiting partner universities are expected to submit a final application
which mentions the movement from campus, travel plan and length of stay etc. to
the international office in the prescribed format which can be collected from the
office. This will be circulated to deputy director, chairperson of department,
registrar, warden, accounts, and library offices.
8. All departments academic as well as administrative in BIMTECH are provided
information about students going under exchange programme. All the students
going under exchange programme need to contact the respective departments for
any query or developments. Academic and administrative queries will not be
handled by the international office.
9. While at partner university, the students are expected to follow partner’s rules and
regulations. Also, they need to settle all the accounts at the partner institution
before returning back to India. UPON notification by the partner institution of any
outstanding balance, BIMTECH will make the payment and student will need to
pay that balance to BIMTECH and a penalty of INR 10,000 in addition to the
outstanding balance, which will be raised through invoice.

B. Academic Issues

1. The trimester of BIMTECH is exchanged against the offered term at Partner

University in the same credit requirement as it is offered in BIMTECH. That
means if you are visiting in 3rd trimester, total credits of 3rd trimester/minimum of
18 credits or at least 1/5th of the total credit of the programme (selected) offered
by the partner university, must be earned by you in the student exchange
programme at the partner university. In the view of different rules at different
universities, BIMTECH will create a compliance with the help of international
office of Partner University, if needed.
2. Course selection at partner university is responsibility of student and they are free
to make portfolio as it is their choice and career. Students are required to submit a
copy of the course selection form to the international office in either BIMTECH
format or partner university format. Any change of course after joining the partner
university is required to be informed in the same format as revised version.
3. Your diploma at BIMTECH will mention the courses studied under the student
exchange programme with the equivalent credit result earned at the partner
university. The translation of the credits earned at partner university is done with
a scale developed by the international office and examination office.
4. The requirement of summer internship/project for the programme is 6-8 weeks
under the BIMTECH norms. If you are able to get project/(s) covering same
duration, this will be treated as summer project. There can be one project or more
than one project meeting the 6-8 weeks norm. Proper records and proofs are
needed to meet the equivalence.
 5. BIMTECH students joining partners university where semester/term is starting
late and finishing in May last or mid of June are expected to complete a work of
6-8 week projects or the time available as per trimester norms of BIMTECH
(before joining the partner university) with one company or few companies in
integrated form to make it to the time line and combine the reports to submit as
summer internship project for evaluation at BIMTECH.
6. However, if there is no way to recover for the summer internship / project out of
above sections B.4 and B.5, BIMTECH considers exempting you from the project
but you lose the opportunity to mention this in your resume. You are allowed to
mention the ‘foreign exchange visit’. In this case, you are required to manage
equivalent credit (summer project) to meet the required credit norm for Diploma.
7. If you are visiting in the final year VI trimester, you are required to take the 6
credit courses to meet the minimum norm of the trimester. The project work can
be replaced with the course selection at partner university. We encourage you to
devote time to build industry profile doing small projects. However meeting the
norms of the visiting university.
8. Any placement or summer internship related issues are having no exemption due
the student exchange procedures. You are sole responsible for your placement if
you take a decision to go abroad. However institute will help you and provide the
leads only when it gets from industry for current batches or alumni.
9. All students going within 2 weeks of start of trimester at BIMTECH (which is
exchanged) are exempted from attending the trimester sessions as they get ready
to visit. Students going after that will have to produce VISA stamped on the
passport for approval to not to attend class and do the industry or academic
project. They are not allowed to be free from classes and also from project.
Students for whom partner term is starting late and if they do not attend classes or
do an internship, they will be considered short on attendance and disciplinary
action will be decided by the department’s chairperson.
10. Students visiting in second year, if happen to have their examinations delayed due
to some or the other reasons, they may be allowed to appear in the supplementary
exams without any financial burden. It is important to integrate the processes in
order to avoid small problematic adjustments.
11. Student not appearing for exams and leaving for exchange program need to
coordinate from the examination department and take approval. In absence of that
student will be responsible for the action from the office.

C. Administrative Issues

1. The host institution does not guarantee accommodation on campus for incoming
students. However, every effort will be made to assist the students to obtain
accommodation either on-campus or within a reasonable distance from the
campus. International Office at BIMTECH will make its efforts to get maximum
help from the partner university.
2. Students are exempted for half of the accommodation charges from BIMTECH
for the duration of stay at partner, with a condition of maximum of 5 months.
Also that the food charges are waived completely. Also that this rule applies only
for Student Exchange Program and not for summer or winter internship in India
or abroad.
 3. The consideration for half charge of accommodation applies for the month they
are traveling abroad (travel date) if the date of travel is before 15th of the month. If
travel date is after the 15th of the month, students are supposed to pay full
accommodation charge for the month and avail the subsidy from next effective
month. The rule for arrival is applicable if travel date of arrival falls before 15 th of
the month, you are expected to pay full month accommodation else half. The food
expense exemption will be calculated as per the above norm.
4. Students are required to pay the full charges for mess and hostel before moving to
partner university (if payment due date falls between the visit schedule) which
will be adjusted as per the section C.2 and C.3 as above. They will be given a
refund upon their return if found in excess.
5. Student under exchange programme will be exempted / not pay the book bank
charges of library for the trimester under exchange.
6. Once the student is selected for the exchange through the process of selection, and
his/her name appears in the final selection list; He/She would not back out from
the selection. To ensure that, student has to sign an undertaking for non-default
operation. In case of any default i.e. not going to the university for which
selection has been done; student will be required to pay a Moral Hazard Penalty
of Rs. 10,000 within a month of cancellation. In absence of this payment, report
will be sent to registrar office to hold diploma.
7. This clause is exempted only in the extraordinary circumstances like long
hospitalization, unfortunate incidence in family etc. This proposal will be moved
by the faculty committee (International Alliances) with support of all proofs and
final decision will taken by the deputy director and director office.
8. You as student of BIMTECH are representative of BIMTECH. Any immoral
practice or academic failure will lead to no exemption from the rules of the host
university and also from BIMTECH. We suggest you to utilize your time and
investment in the best possible manner.
9. Students going on exchange program need to take NoC as per the prescribed format
(international office) and submit to international office after signing with respective
authorities.

The policy document has been seen by the respective authorities and they agree with the
norms. Any addition or modification to the policy will be discussed and implications will
be evaluated before addition and execution.

Undertaking by student:

I have gone through the policy and understand the clauses and aware of the implications.
I abide by the policy and accept the decision of the institute in case of default from my
side.

Name : Signature:
Programme :
Roll No. : Date: