GUIDANCE/INFORMATION FOR EXCHANGE STUDENTS APPLYING TO IMPERIAL COLLEGE LONDON (Erasmus and other official student exchange programmes)

This information has been compiled by the Registry and applies to 2012-2013.

This information is relevant to you should Imperial College have a relevant bi-lateral student exchange agreement with your university/college, in your subject area, for the period 2012-13. Please contact the exchange programme co-ordinator in your faculty/department or your institutions Student Exchange Office/co-ordinator for further advice. Only students who are nominated to apply to Imperial College by your university/college as an exchange student can be considered by Imperial College as exchange students. Students applying within the framework of the European Commission Erasmus scheme should note that ERASMUS institutional code for Imperial College is UK LONDON015.

How to consider the study options available at Imperial College London: First of all you should ensure that you have READ carefully: o this guidance/information note, especially the section below entitled planning a programme of study & o the following webpage (which is the portal to the on-line application site for visiting students (nondegree), and from which you would normally have obtained this guidance/information note): www.imperial.ac.uk/registry/proceduresandregulations/qualityassurance/collaborative/students

Planning a programme of study at Imperial College What should you do first? o Obtain advice from your own exchange programme co-ordinator at your home university/college on what normally constitutes a programme of study for an exchange student - in a given subject area at Imperial College. o If required, your exchange programme co-ordinator can contact his/her counterpart at Imperial College to discuss (see table below). o If you are in any doubt about whom the exchange programme co-ordinator is at Imperial College please see the table below or email exchangestudents@imperial.ac.uk. o If you are seeking to undertake a placement which will be a research-based project then we would normally expect you to find a suitable project supervisor before applying on-line. o Credit Transfer: it is the responsibility of your home university/institution to consider if to give you academic recognition, and how, for any study undertaken at Imperial College. If this is relevant to you: consult your own university/institution. Special Note concerning ECTS for Erasmus students: If your home university/college requires you to use the European Credit Transfer System (ECTS) to plan your programme of study please note that while Imperial College uses ECTS it does not yet quote ECTS credits in departmental syllabuses. If you are required to use ECTS then you should seek advice from the departmental exchange coordinator. We will still process ECTS Learning Agreements. Syllabuses and departmental contacts: As an exchange student you must apply to only one academic department. See also guidance below in section entitled how to submit a formal application to study at Imperial.

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Visiting Student (non-degree) Application Guidance Note for Exchange Students for 2012-13: Registry - Version 3 (issued December 2012)

Undergraduate Study o Undergraduate Syllabuses provide detailed information on courses at bachelor and masters level (BEng/BSc curricula & MEng/MSci curricula). A syllabus is provided for each academic department and is held on the departmental website. A syllabus will also refer to minor courses (Humanities, Management) which are available to undergraduate students studying in a particular engineering or science dept. You are advised to contact the departmental exchange programme co-ordinator at Imperial College for current undergraduate syllabuses. Departmental co-ordinators for the Faculty of Engineering and Faculty of Natural Sciences are listed below:
Faculty Department Campus Student Exchange Co-ordinator Dr Eric Kerrigan (Year Abroad) Engineering Aeronautics South Kensington Dr Errikos Levis (Projects) Engineering Engineering Bioengineering Chemical Engineering Civil and Environmental Engineering Computing Earth Science and Engineering Electrical and Electronic Engineering Materials Mechanical Engineering Chemistry South Kensington South Kensington Dr Etienne Burdet Dr Andreas Kogelbauer errikos.levis03@imperial.ac.uk e.burdet@imperial.ac.uk a.kogelbauer@imperial.ac.uk Email

e.kerrigan@imperial.ac.uk

Engineering

South Kensington

Dr Christian Onof

c.onof@imperial.ac.uk

Engineering

South Kensington

Dr Herbert Wiklicky

herbert@doc.ic.ac.uk

Engineering

South Kensington

Dr Lorraine Craig

l.craig@imperial.ac.uk

Engineering

South Kensington

Prof Alessandro Astolfi

a.astolfi@imperial.ac.uk

Engineering

South Kensington

Dr Andrew Horsfield

a.horsfield@imperial.ac.uk

Engineering Natural Sciences

South Kensington

Dr Frederic Cegla Ms Sunitha Sadanandan Dr David Hartley (Biology) Dr David Hartley (Biochemistry) Dr Robert Nurnberg

f.cegla@imperial.ac.uk

South Kensington South Kensington & Silwood Park

s.sadanandan@imperial.ac.uk

d.hartley@imperial.ac.uk

Natural Sciences

Life Sciences South Kensington d.hartley@imperial.ac.uk

Natural Sciences Natural Sciences

Mathematics

South Kensington

robert.nurnberg@imperial.ac.uk

Physics

South Kensington

Dr Marina Galand

m.galand@imperial.ac.uk

Please note: most bachelor & masters level exchange students will be instructed by either the exchange programme co-ordinator at their home university or the exchange programme coordinator at Imperial College to select from an Undergraduate Syllabus.

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Visiting Student (non-degree) Application Guidance Note for Exchange Students for 2012-13: Registry - Version 3 (issued December 2012)

o Important: If you happen to be a nominated exchange student seeking admission to any other department within the College you are advised to contact exchangestudents@imperial.ac.uk for relevant contact details. o Links to the colleges departments and centres can be found at: www3.imperial.ac.uk/a_to_z syllabuses for 2009-10 at:

o Important: Please do not refer to the undergraduate www.imperial.ac.uk/courses/undergraduatesyllabuses

Postgraduate Study o Postgraduate Syllabuses: If you are a masters level student and have been directed by your home university and by the relevant departmental co-ordinator at Imperial College to plan a study programme based on attendance on a postgraduate MSc course (MSc curriculum) then you can find the relevant information via the Postgraduate Prospectus at: www3.imperial.ac.uk/pgprospectus o Please note: most bachelor & masters level exchange students will be instructed by either the exchange programme co-ordinator at their home university or the exchange programme coordinator at Imperial College to select from an Undergraduate Syllabus. If you are a doctoral level (PhD) student then your placement will normally be research-focused. Access to postgraduate courses is not normally allowed, unless agreed to by the relevant academic staff (and then it is normally restricted to attendance at lectures). Speak to your proposed supervisor at Imperial College if this is of concern. Links to the colleges departments and centres can be found at: www3.imperial.ac.uk/a_to_z

How to submit a formal application to study at Imperial College: ALL exchange visiting students who are nominated to study at Imperial College London should apply using the on-line application site. The on-line application website can be accessed via: www.imperial.ac.uk/registry/proceduresandregulations/qualityassurance/collaborative/students Except if you are a nominated exchange student to our School of Medicine then please follow the application instructions provided by the School of Medicine. Application Deadline: Applications from students wishing to commence their programme of study on 29 September, 2012 should be submitted on-line by 15 May 2012. This is very important if you are requesting admission for a full academic or full calendar year (from 29 Sept 2012). If you have not submitted your on-line application by 15 May it may affect your eligibility for accommodation (see Page 7). Please note that the College will still process on-line study applications submitted after 15 May 2012. However, the accommodation guarantee will not apply if you are seeking admission for a full academic or full calendar year. See Page 7. There is no fixed application deadline for students wishing to commence a study period at other times, although they are encouraged to apply 6 months in advance of a proposed start date.

Advice on completing the On-Line Application: The On-line Application: Get organized: Be ready to complete the On-Line Application! The following guidance (notes) will be of use when completing the on-line application. Note 1: Selecting a Host Department You may only select one host department. This influences what courses you can select (see previous section on syllabuses).

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Visiting Student (non-degree) Application Guidance Note for Exchange Students for 2012-13: Registry - Version 3 (issued December 2012)

Selecting a Placement Type When completing the on-line application you will be required to select one of the following Placement Types. Select the one which best describes the study programme you propose to undertake: o Option 1 : Bachelor Level: Study plan (with or without a project) [composed from the Imperial College Undergraduate Syllabus] o Option 2 : Masters Level: Study plan (with or without a project) [composed from the Imperial College Undergraduate Syllabus] o Option 3 : Masters Level: Study plan [composed wholly from the Imperial College Postgraduate MSc/MRes courses] o Option 4 : Bachelor Level: Individual project only o Option 5 : Masters Level: Individual project only o Option 6 : Doctoral Level Placement Prospective exchange students considering applying under Option 1, 2 or 3 should also note that: o Imperial College DOES NOT normally allow study placements which require contributions of formal teaching from more than one academic department and/or from both the undergraduate syllabus (BEng/MEng/BSc/MSci) and postgraduate syllabus (MSc/MRes) unless: that formal teaching is normally available to full-degree students of the admitting academic department, or you are an Erasmus or other exchange student and you have been advised by the exchange programme co-ordinator at your home university and the relevant departmental exchange programme co-ordinator at Imperial College that such access can be arranged. o Imperial College does not operate a semester system. Admission is normally for a full academic year unless you are advised otherwise by the exchange programme co-ordinator at your home university and the departmental exchange programme co-ordinator at Imperial College. o Timetables (for classes) are approved during September; therefore it is not normally possible to confirm any programme of study until you have arrived/registered with the College. o Regarding Option 3: Prior permission from a relevant MSc Course Organiser at Imperial is required if admission is sought for admission under Option 3 above. Please note that most MSc Course Organizers do not allow this, although there are some notable exceptions such as the Dept of Civil Engineering. The relevant departmental exchange programme co-ordinator at Imperial College will be able to provide advice. Note 2 Documents you will need to attach: Please note that you will be asked to attach five documents to your on-line application: o Document 1 (page 4 of the on-line application): A letter/statement from your home university confirming your nomination to study as an exchange student (Compulsory) o Document 2 (page 5 of the on-line application): Your learning agreement or similar document (detailing the proposed programme of study projects, courses etc - you wish to be considered for) (Compulsory) o Document 3 (page 6 of the on-line application): A Transcript of your current studies (this is not compulsory, but those wishing to take courses are best advised to obtain this document and attach it). A transcript is an official document produced by your home university/college listing the courses attended, examinations/assessments taken and results/grades achieved. Please attach a version in English if at all possible. o Document 4 (page 7 of the on-line application): a.) a self-prepared list of courses/projects you are currently undertaking and b.) (if relevant) a self-prepared list of courses and/or projects you plan to take when you return to your home university/college (Compulsory) (see also Note 4 below). o Document 5 (again page 7 of the on-line application): a copy of a document showing your level of achievement in English, for example your English grade in your school leaving certificate plus any English tests taken at your university. o You can, if you wish, also add an open (i.e. non-confidential) academic reference/testimony to page 7 of the on-line application. o The document you attach to page 7 of the on-line application must be one single pdf document

Note 3 Academic Reference: The on-line application will request that you provide us with the name and (university/college) email address of a professor/academic tutor (a referee) who is able to comment confidentially on your academic performance to date (i.e. provide an academic reference/testimony). Your referee will be contacted by the academic department considering your study application only if required.
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Note 4 Language requirements It is very important that your English language skills (reading, listening, speaking and writing) are sufficient for you to study successfully at Imperial College. Therefore, the College requires all students to produce acceptable evidence of their English language proficiency, for example your English grade in your school leaving certificate plus any English tests taken at your university. However, if your home university (the partner university) is in a country which has English as an official language (in 2012-13 the relevant countries with exchange partners are : Australia, Canada, United States of America) the College will consider you to have met the College English Language requirements based on your current study. If the College has concerns about your English proficiency this will be discussed with your home university. As part of any offer of admission you may be required to achieve a particular grade in an approved English test. Please note: The College is committed to supporting the English language needs of its students once they are with us. Please note that Imperial Colleges English Language Support Programme is available free of charge (subject to assessment and certain conditions) to all registered/enrolled nonnative English speaking students: www.imperial.ac.uk/humanities/englishlanguagesupport . Who will consider my application and when/how shall I hear the outcome? o The College will confirm, by email, receipt of your on-line study application. This email will quote an 8 digit CID Number (College Identifier Number). At the same time you will also be advised by email how to access the Colleges Student e-Service, where you will be able to track your on-line study application and view any decision made by the College; Your study application will be considered by the academic department in which you wish to study. The academic department is responsible for making a decision as to whether you are academically prepared to undertake the type of programme of study which you are proposing in Document 2 of the online application; Failure to complete the on-line study application fully or to provide supporting documentation may delay consideration of your application; Should the College have all the information required to make a decision the College expects to communicate a decision within 8 weeks of receipt of your on-line study application; The decision of the academic department will be communicated to you on e-Service. Please note that the College does not send letters confirming admission unless you formally request such a document by email (see later section on Visas); If the College sets you a condition of entry (e.g. a language condition) then you must have satisfied this condition of entry before your admission can be confirmed. See also later section on Accommodation. You should quote your CID number in all phone/email correspondence with the College.

o o o o o

Students who require a Visa to enter the UK (also known as Entry Clearance) The type of visa will normally depend on the length of your placement. TIER 4 Student Visa: If you are offered admission (on Student e-Service) for more than 6 months and once you have met any conditions of entry (i.e. you have an unconditional offer of admission) the College will send you an email notification that your CAS number and details are available on eservice. You will need to quote a CAS number in a TIER 4 Student Visa Application. Student Visitor Visa: If you are offered admission (on Student e-Service) for 6 months or less and once you have met any conditions of entry (i.e. you have an unconditional offer of admission) you should contact Admissions and request a letter for inclusion in your student visitor visa application. You must have obtained your visa prior to travelling to the UK to undertake your placement. For full advice on immigration matters please consult the following website: www.ukvisas.gov.uk/ Specific questions concerning visas can be addressed to the Colleges International Office (international@imperial.ac.uk).

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Visiting Student (non-degree) Application Guidance Note for Exchange Students for 2012-13: Registry - Version 3 (issued December 2012)

Orientation Information (for students whose admission to Imperial College is confirmed): You should consult the orientation information prior to arrival at Imperial College Please also see Page 7 of this document concerning accommodation. (A) Visiting students (non-degree) admitted to start their studies at Imperial College on 29 September 2012. (B) Visiting students admitted to start their studies at Imperial College at other times during 2012-13 (A) Visiting students (non-degree) admitted to start their studies at Imperial College on 29 September 2012. All new exchange students will receive up to date orientation information regarding the 2012-13 academic year during September 2012. The College provides specific orientation information for new exchange students. The orientation information aims to help the new exchange student to better understand the Colleges web-based information for New Students (available via www.imperial.ac.uk/registry : to be updated in summer 2012). Our orientation information will explain how exchange students can: o Formally register/enroll with the College; o how to find Imperial; welcome receptions; initial meetings in your host academic department; o access health care; o obtain discounts on London Transport; o open a bank account; o how to get your Erasmus/Exchange certificates of attendance/arrival and learning agreements signed and stamped; o access College services, such as IT accounts, student learning resources, library facilities and sports facilities; o Join the Colleges Erasmus Club; o and much much more! You will normally be able to register/enroll with the College in advance of arrival (should the College have fully approved your admission on Student e-Service), so no queuing when you arrive!!! Exchange students are invited to a specific welcome event for new international students on Sunday 30 September, and are encouraged to take part in normal orientation events for new students during the first week of the academic year. (B) Visiting students admitted to start their studies at Imperial College at other times during 2012-13 (i.e. start dates other than 29 September 2012) Such students can obtain orientation information from the Student Placement Section website (after 29 September 2012:
www.imperial.ac.uk/registry/proceduresandregulations/qualityassurance/collaborative/students/orientation

Any queries by email to: exchangestudents@imperial.ac.uk ACCOMMODATION INFORMATION FOR EXCHANGE STUDENTS Information is correct at the time of writing (January 2012) 1. An Exchange student who is requesting admission for at least a full academic year (29 September 2012 28 June 2013) or a full calendar year (29 September 2012 30 September 2013) will be guaranteed accommodation in an Imperial College hall of residence for at least the three terms between 29/09/2012 and 28/06/2013 IF they have: submitted their on-line study applications by 15 May 2012 deadline; been offered admission for the said period (either a full academic year or full calendar year) on Student e-Service by 15 July 2012 subsequently submitted their on-line accommodation application form by Friday 27 July 2012 and have met in full any conditions of entry (e.g. English language) and had that confirmed on Student e-Service by Friday 24 August 2012.
Visiting Student (non-degree) Application Guidance Note for Exchange Students for 2012-13: Registry - Version 3 (issued December 2012)

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Please note that applicants will not be invited to apply on-line for accommodation (i.e. receive an email from our Student Accommodation Centre) until the College has offered admission (with or without conditions of entry) on Student e-Service. Please be aware that (for those students who applied by 15 May) we may not offer you admission until as late as 15 July. However, if this affects you then please be reassured that the Institutional Student Exchange Co-ordinator (Adrian Hawksworth) will ensure that all who wish to apply for accommodation are able to do so by the 27 July deadline. When you receive the email from our Student Accommodation Centre inviting you to apply on-line for accommodation please ensure that you complete the application form as soon as possible and no later than 27 July. 2. An Exchange student who is requesting admission: o for at least a full academic year (but missed the 15 May on-line study application deadline) or o for less than a full academic year and plan to commence their study period on 29 September 2012 cannot be guaranteed accommodation. Please note that study applicants will not be invited to apply on-line for accommodation (i.e. receive an email from our Student Accommodation Centre) until the College has offered admission on Student eService. o All students are advised to complete the on-line accommodation application form and (if at all possible) by the 29 July deadline just in case the College can assist. Students will also need to remember to meet any conditions of entry in full by Friday 24 August. o The Colleges Student Accommodation Centre will only allocate accommodation if it is available. o Therefore, students are advised now to consider how to secure alternative accommodation in London prior to arrival or to arrive in advance of their study period in order to have sufficient time to look for suitable accommodation. For assistance please first review the information about Private Housing at http://www3.imperial.ac.uk/accommodation/livinginprivateaccommodation & http://www3.imperial.ac.uk/accommodation/livinginprivateaccommodation/privateaccommodations earch . 3. An Exchange student who requests admission for less than a full academic year but will commence on a date during the academic year (i.e. a date other than 29 September 2012) cannot be guaranteed accommodation. o o o You should contact the Student Accommodation Centre (typically no earlier than a month before your proposed start date). Vacancies (if there are any) are listed at: http://www3.imperial.ac.uk/accommodation/currentstudents/livinginhalls/currenthallsvacancies The Colleges Student Accommodation Centre will only allocate accommodation if it is available. To be considered you the College needs to have confirmed your admission (having met any conditions of entry) on Student e-Service. Therefore, you are advised now to consider how to secure alternative accommodation in London prior to arrival or to arrive in advance of your study period in order to have sufficient time to look for suitable accommodation. For assistance please first review the information about Private Housing at http://www3.imperial.ac.uk/accommodation/livinginprivateaccommodation & http://www3.imperial.ac.uk/accommodation/livinginprivateaccommodation/privateaccommodations earch. Please note that if your proposed placement includes any part of the following period (29 June 2013 20 Sept 2013) that the Student Accommodation Centre can advise you as to how and when to apply for summer vacation student accommodation.

Please note the following: o Imperial College halls of residence are self-catering with the majority of the accommodation located within a reasonable walking distance of the South Kensington Campus. However, some halls of residence are located further afield. Imperial College halls of residence offer a variety of accommodation, and prices vary between halls. Usually you can save money by sharing with other students; however, this solution has to be considered carefully since unless you share with another exchange student, your co-occupant may be a fresher (i.e. 18 years of age). For further information about College accommodation click on www.imperial.ac.uk/accommodation .
Visiting Student (non-degree) Application Guidance Note for Exchange Students for 2012-13: Registry - Version 3 (issued December 2012)

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If the College can not provide accommodation in a hall of residence your option would be to look for a room in the private sector. In general, unlike in some European countries, to rent a flat in London can be an expensive option. Again, you may need to share to keep costs down. For assistance you are strongly advised to first review the information about Private Housing at: http://www3.imperial.ac.uk/accommodation/livinginprivateaccommodation & http://www3.imperial.ac.uk/accommodation/livinginprivateaccommodation/privateaccommodations earch and be prepared to arrive before the beginning of term in order to find a place to live. The College is able to provide expert assistance with housing contracts (if you need advice).

VERY IMPORTANT It is in the interest of all students to reply swiftly to any correspondence received from the Student Accommodation Centre. However, the College handles a large amount of correspondence from applicants and you must be patient in waiting for a response. The Student Accommodation Centre aims to respond to emails as soon as possible, but please do not expect to receive a response the same day. Further information for on accommodation can be found at: www.imperial.ac.uk/accommodation Other Useful Information Term Dates: 2012-2013 Autumn term Saturday 29 September 2012 Friday 14 December 2012 Spring term Saturday 5 January 2013 Friday 22 March 2013 Summer term Saturday 27 April 2013 Friday 28 June 2013 Important: (1) Study periods for students who are admitted to undertake projects tend not to conform to term-dates. (2) Study periods which follow the whole MSc programme continue until 30 September 2013. Financial issues Tuition fees: Exchange students do not pay tuition fees to Imperial College. However, such students can expect to continue paying any tuition fees required of them by their home institution. Cost of Living: It is important to note that living in London can be expensive and you should consider seriously how you will fund your time in London. You can find information and advice on living costs at http://www3.imperial.ac.uk/registry/studentfinancialsupport/livingcosts and for an independent viewpoint at the web site of Study London http://www.studylondon.ac.uk/apply/cost (Please note that the Study London website is for all types of students applying to London universities and covers all sorts of issues/topics, so please do not get distracted by the application pages etc!!!). It is the responsibility of your own university/college to inform you as to your eligibility for any scholarships (e.g. Erasmus study grants). It is your responsibility to ensure you have sufficient financial resources for your whole study period. Please note that Imperial College does not provide any specific grants/scholarships for exchange students. The ERASMUS Club Imperial College has an ERASMUS Club - one of the Imperial College Students Unions many clubs and societies. The ERASMUS Club is run by Imperial College students and was established in 1998 to help exchange and other visiting students at Imperial College get the most out of their placement at the College and assist Imperial College students planning to go abroad. The ERASMUS Club is open to everybody and has a range of activities such as club nights, excursions to other areas of the UK, pub evenings, parties, untraditional sightseeing events and much more. Exchange students starting on 29 September 2012 will receive information from the Club during September 2012. The Colleges Orientation information for Visiting Students makes reference to the Erasmus Club and provides their contact details.
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Imperial College Unions website, containing links to its many societies and clubs is found at: www.imperialcollegeunion.org Have you a disability? At any point during the study and accommodation application processes (and whilst registered/enrolled as a student of the College) students who have a disability should be aware that the Colleges Disabilities Advisory Service is available to discuss any matter concerning access and accommodation, as well as any general concerns an individual may have. The Disabilities Advisory Service has a comprehensive website at: www.imperial.ac.uk/disabilityadvisoryservice

Orientation Information To repeat some earlier information: o All students admitted to start their studies at Imperial College on 29 September 2012 will receive up to date orientation information regarding the 2012-2013 academic year during September 2012. The orientation information aims to help the new exchange student to better understand the Colleges web-based information for New Students (available via www.imperial.ac.uk/registry : to be updated in summer 2012). Our orientation information will explain how exchange students should register with the College; about what welcome receptions and initial meetings there are; how to access health care; how to open a bank account; how to access College services, such as IT accounts, student learning resources, library facilities and sports facilities and much much more! Indeed you will normally be able to register with the College on-line within the two weeks prior to the start of the academic year, so no queuing when you arrive!!! Exchange students are invited to a specific orientation event for new international students on Sunday 30 September 2012, and are encouraged to take part in normal orientation events for new and continuing students during the first week of the academic year. If you have any questions please feel free to email exchangestudents@imperial.ac.uk o All students admitted to start their studies at Imperial College at other times can obtain orientation information from the Registry Website (see previous section of this document).

General Questions about the content of this document can be addressed to:
Adrian Hawksworth, Imperial College Student Exchange Co-ordinator email: exchangestudents@imperial.ac.uk Telephone: +44 (0)20 7594 8044 or Fax : +44 (0) 20 7594 8003 Registry (at the Student Hub), Level 3, Sherfield Building, South Kensington Campus Imperial College London, London SW7 2AZ www.imperial.ac.uk/registry/proceduresandregulations/qualityassurance/collaborative

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Visiting Student (non-degree) Application Guidance Note for Exchange Students for 2012-13: Registry - Version 3 (issued December 2012)