As your study exchange program ends and you prepare to depart from UCT Prague, several necessary steps must be considered to wrap up your experience on a positive note.
Once the exam period starts, the Department of International Relations will email you and provide information about the check-out process and any specific requirements. You will be asked to inform us about your departure date, so please know when you want to leave. It is very important to check your e-mails during this period - especially your school e-mail, where you will receive many e-mails from your professors and the Department of International Relations.
Prolongation of stay
Extending your exchange stay at UCT Prague involves a series of steps and careful planning to ensure you can continue your study exchange programme.
Start considering the possibility of extending your exchange well in advance. Check the regulations and policies of your home university and UCT Prague to understand if extensions are possible and the requirements. For an extension of your stay, contact the Department of International Relations: email@example.com, as your academic performance, attendance, and any prerequisites must be checked and aligned with UCT Prague's requirements for continuation.
- Prolongation for a summer semester = Learning Agreement for Study that obtains the study plan for the summer semester needs to be signed.
- Prolongation for an internship = Learning Agreement for Traineeship needs to be signed; for more information, visit the Traineeship website.
Follow the procedures for checking out of the dormitory or apartment. Inform the dormitory or landlord of your intention to leave and learn any specific check-out procedures they provide, which may include submitting a notice in advance: for example, you are asked to announce your departure date to our dormitories and Department of International Relations one month in advance.
It is very important to make sure you clean and organise your living space and ensure you have returned any keys or access cards. Please check that you paid your rent or other housing-related bills as well. Also, If you paid a security deposit, inquire about the process for receiving it back. Ensure you follow the steps to ensure a timely return of your deposit.
If you are leaving before the end of your lease agreement, inform your landlord or dormitory as early as possible. They might have specific procedures for early termination. If you want to prolong your stay at dormitories, this must be discussed in advance with the Department of International Relations and the Residence Hall.
Transcript of Records
Once you finish all exams and collect all grades, inform the Department of International Relations and request an official Transcript of Records (TOR). This TOR will outline the courses you have taken and your grades earned during your study exchange. This document is essential for transferring credits back to your home institution.
Note: Each student's responsible for ensuring all the grades are filled in the Study Information System (SIS). Remember that the exam period is limited, and you have a specific deadline that you need to follow. All the exams should be finished before the end of the semester.
Certificate of Attendance
The Certificate of Attendance is essential for exchange students participating in the study mobility program. It officially confirms your participation in the program and confirms the exact day of your study stay at UCT Prague.
At most, three days before your departure, you can send us the Certificate of Attendance (i.e. Departure Confirmation), which you must present at your home university. If your university has its own form, please take the prefilled form when you visit the Department of International Relations / send it via e-mail to firstname.lastname@example.org .
You can also use our form: Download Certificate of Attendance
It is important to inform the Department of International Relations about the EXACT date of your departure:
- The start date of the study period is the first day the student needs to be present at the host institution and not the date of arrival (the first day can also be the student accesses activities, for example, enrollment, welcoming events, language and intercultural courses organised by the host institution).
- The end date of the study period is the last day the student has been present at the host institution and not the date of departure ( the previous day can also be the student accessing activities, for example, the end of the exam period, courses or mandatory attendance period).
If you worked on a Project A, B or C within your study exchange stay, please first ask your UCT Prague supervisor to fill out your Project Evaluation form and send the signed original via e-mail to email@example.com
Note: You can receive the grade in SIS only after the Department of International Relations receive the Project Evaluation.
Remember to check the balance on your UCT Card, and if you still have funds available, remember to collect them at the respective office. The card can be returned to the Copy centre at UCT Prague.
Close your Bank Account
Close your bank account before leaving the Czech Republic sufficiently in advance before your departure. Contact your bank in person, over the phone, or through their online banking portal. Inform them of your intention to close your student bank account. Ask if any specific requirements or documents are needed for the closure process. Also, make sure that all outstanding transactions, such as pending deposits or withdrawals, are completed before initiating the account closure.
Make sure that you have returned all library books, materials, and items that you've borrowed. Check your account to ensure that there are no pending checkouts. If you have any overdue items, return them as soon as possible. Libraries often charge fines for late returns, so it's best to clear them before closing your account.