Step-By-Step Guidelines On How to Apply for SEP

7/30/2019 Step-By-Step Guidelines On How to Apply for SEP

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Student ExchangeProgramme

How to apply for SEP

InternationalPharmaceuticalStudentsFederation

STEPbystepguideline


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Student Exchange

Programme

Step-by-Step GuidelineHow to apply for SEP

IPSF 2012

InternationalPharmaceuticalStudentsFederation


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Dear Student:

Welcome to the Student Exchange Program!The procedure you have to ollow in order to apply or SEP will be explained to youin this document. Read it careully and in order to clariy some o your doubts pleasecheck the FAQ Section on SEP Website: www.sep.ips.org. Do not orget that theStudent Exchange Ocer (SEO) or the Local Student Exchange Ocer (LEO) o yourhome country will be available and glad to answer your questions! Dont hesitate andcontact them or urther inormation.

SEP is an activity o the International Pharmaceutical Students Federation IPSF.Responsible or the organization o SEP is the Chairperson o Student Exchange. TheStudent Exchange Committee, consisting o 10 members, supports the Chairperson inher or his work. How SEP has to be run, is written in the SEP Domestic Rules. However,to these rules may be added national regulations o your home association. So makesure you ask your home SEO or LEO about those regulations.

But now, how does SEP work exactly? Firstly, it is organized in two levels: The nationaland the international one.

Introduction


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2012-13 Edition

5

The national level

Each country gets a certain amount o application orms (AF) which can be used bytheir students. The amount depends on the number o students that were hosted theyear beore. So its possible, that there are more students applying in your country thanthere are AFs available. In this case, the SEO has established a pre-selection processwhich regulates which students may apply in the international level. How this worksexactly is dierent rom country to country. Contact your SEO or LEO about how theprocedure works,how many AFs are available this year and so on.

The international level:

Ater you have passed through the pre-selection process, you need to create an accounton the SEP database (www.sep.ips.org) and ll out an application orm (see below howthis works exactly). Here you can state three countries where you would like to go to.


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AFstatusHow the application works in the international level can be seen by looking at the status

o your Application Form. There are the ollowing possibilities, ordered chronologically:

Status o AF What it means...

None Nobody but you can see your AF. You can keep doing changes in it.You can submit the AF (status -> Submitted).

Submitted The SEO o your home country can see your AF too. He cant changeanything in it. The SEO can unsubmit the AF (status -> None) or canapprove it (status -> Approved). For approval you need to pay theSEP ee (see below).

Approved The three SEOs o the countries you are applying or (host SEOs)can see your AF too. They can give your AF to potential hostpharmacists in their country. They cant make changes in it. Anyone

o the three host SEOs can reserve your AF (status -> Reserved).Reserved When one o the host SEOs is willing to host you and is organizing

details o the exchange as or example accommodation, theother two hosts cant see you AF anymore. You should discussand eventually agree with the host SEO on the conditions o theexchange. He can place you (status -> Placed) or unreserve2 yourAF (status -> Approved).

Placed The host SEO who reserved you now guarantees you to hostyou. You and the host SEO have agreed on the conditions o

the exchange. Ater the exchange, the host SEO can dene theexchange as successul (status -> Successul) or unsuccessul(status -> Unsuccessul).


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Thedata-

baseRegistration, Filling Outof the AF and SubmissionHere is detailed inormation about howregister on the database and how to llout your AF:

First Step: Registration

Go to www.sep.ips.org. Click on Applyor Student Exchange Programmeand ll in your username, password,ull name, email address and urthercontact data. Make sure you select yourright home association. I you are notsure, ask you home SEO or LEO. Pleasedont select IPSF Student ExchangeCommittee (SEC) as your associationsince SEC is not available or generalstudents use. At the end, click on createmy account.

Your home SEO will be inormed aboutyour registration and has to conrmthe creation o the account. Once this

is done, you can login to your accountwith your username and password.

Second Step: Filling out o the AF

Login to your SEP account. Select Newapplication under the tab Applications.The application orm will pop up. It isstructured as ollows:

Personal Information: Type in yourdate o birth, contact data etc.

Miscellaneous: State an emergencycontact, some medical inormation,the university you are at and whichlanguages you speak

Documents: Upload your CV, ML andoptional a photo. Upload documents in.pd, .odt, .docx or .doc ormat!

Application: Select you two preerredelds o work, indicate the periodin which you would like to do yourexchange, state a deadline by which youwould like to be placed and choose yourthree preerred host associations.

Ater saving your AF the rst time, youcan see your application under the tabApplications. Then you can view and

edit your AF.


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Third Step: Submission

I everything is all right, submit your AF

so that you home SEO can see it. Notethat you cant cannot edit your AF assoon as you have submitted it, unlessyour home SEO unsubmits it.

Remember that all the inormation yougive in your AF has to be true and thatby submitting you agree to the waiver oliability o SEP, which you have to readcareully! You can nd it in the appendix

o this document.

Forth Step: Evaluation Form

Ater you come back home and your

AF is marked as successul, you needto complete Evaluation Form (EF). Toaccess the Evaluation Form,you willneed to go the SEP website (sep.ips.org) and click Applications. EF should beassociated with the application that youhave submitted or SEP. There should bean icon that says Evaluate

ApplyingforvisaTake in consideration that i the country or which you are applying requests visa, theresponsibility o applying or visa and all the costs are on your own. However in orderto make the process easier and smoother you can ask an Invitation Letter rom yourhost SEO.

This letter must state all the detailed inormation regarding your SEP placement:Address o the accommodation, type and address where the internship takes placeand any other inormation requested by the embassy.

The Invitation Letter will be sent to you by email once you will be reserved or placed

and already in contact with the host SEO.


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TipsIt is very important that your CV and Motivation Letter are o brilliant quality! Hostschose the students by only reading those documents, so you want to convince themright here that you are a very nice and capable employee which the host absolutelyneeds in his company. Write with a healthy portion o sel-condence!

The CVThe Curriculum Vitae, shortly called CV,gives your potential host pharmacist abrie overview o you and what you did

so ar. It should not be longer than twopages. Here are some points that shouldbe covered:

Personal Inormation: Name, gender,nationality, address, contact inormationwith email-address and phone number,

date o birth, civil status

Education: List the schools and universitiesyou have been attending when andwhere with the principle subjects andthe degrees you have achieved. Startwith the most recent ones. Try to avoidempty periods o times as or examplegap years. I you did a gap year, tell whatyou did during this year in a way thatmight be interesting or the host.

Working Experience: I you have beenworking already, state when and where.

Also, explain shortly what you did andwhat your responsibilities were. Startwith the most recent ones.

Language Skills: List which languages youlearned. State what kind o course itwas, how long it took and when it tookplace. Also list possible stays abroad orlearning a certain language. Start withyour best language.

Social Skills: Teamwork, communicationand leading skills etc. Explain why andwhere you achieved those skills.

Computer Skills: List what you are ableto use properly on the computer andpossible courses you took. Start withyour best skills.

Artistic Skills: You also might indicate skillslike dancing or playing instruments.

Other Skills: List any other skills you have,especially those who are important oryour exchange.

Hobbies: You might as well tell aboutyour hobbies. The most interesting


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ones are those where you take someresponsibility or you get involved withsocial or political eld. Good examplesare leading scouts or working in youhome association o pharmaceuticalstudents.

Reerences: Some hosts are happy ithey could ask someone who knowsyou about his or her opinion aboutyou. Examples are ormer teachersor employers. Remember to chosepersons o which you know or sure

that they think o you in a very goodway, however are not too close to youor example your relatives. Also, theyshould be able to communicate inEnglish.

City, date and signature

Remember that you write a certainCV for a certain feld o work. Ina community pharmacy, hosts askfor other skills than in research, sohighlight the especially your skillsthat are suitable for certain hosts.

The motivation letterIn this letter, you explain the host why youchose to do SEP in the rst place, why youchose his eld o work and maybe alsowhy you chose his country (but rememberthat hosts o three dierent countries anddierent elds o work could see yourmotivation letter). The hosts are looking

or students who are highly motivatedand the motivation starts by having areally good personal reason or yourapplication. Dont write more than onepage.

Open the letter or example withDear Sir or Madame.

Write in several paragraphs Try to write in a clear and fuent

language

Avoid spelling and grammar errors,even i English is not your rstlanguage

Be creative: There might be muchmore reasons or motivation than youthink in the rst moment

End the letter or example with yourssincerely and your name

As or the CV, remember that youwrite your letter to a specic group ohosts with certain interests.

Your photoIt is optional to upload a photo on thedatabase. However, i you upload a photo,

chose one that you really like. Best is aportrait with a smooth background.


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If you follow those guidelines, thereis nothing in your way for a perect

application to SEP. It might look

like a lot of work, however this is

only the formal part of SEP. The realSEP experience is waiting or

you out there all over the world

once you have achieved with your

application. So dont avoid the work,

its a more than worthy investment!

Closing

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Appendix 1: Waiver of Liability

This is a binding waiver of liability agreement, which should be read carefully andin its entirety.

I. Participation

1. I have voluntarily agreed to participate in the Student Exchange Programme(SEP) provided by the International Pharmaceutical Students Federation (IPSF)and my home association.

2. I understand that I have to pay the SEP ee o 42 euros or another amount thatthe home association has determined.

3. I am aware that I may not have a guaranteed SEP place despite paying the SEP

ee. In this case, only 18 Euros rom the 42 Euros will be returned to me.

4. I ully understand that IPSF is not responsible or determining the aspects o theexchange.

5. I agree to ully comply with the conditions outlined by the host association andthe host pharmacist/pharmacy/organization.

6. I am aware that i I do not comply with the conditions o the exchange,my application will be deemed unsuccessul and I may be banned romparticipating in SEP the ollowing year.

7. I am ully responsible or organizing my own travel visa to the host country.

II. Own risk

1. I am participating in the IPSF Student Exchange Programme at my own risk.

2. IPSF will not be held responsible or any kind o real or spiritual damages.

3. I understand that IPSF cannot be held responsible or damage to, loss or thet omy personal belongings during my stay abroad or the exchange.

III. Health

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1. I am personally responsible or any costs o any (para)medical services I mayneed during my stay abroad or the exchange.

2. I am ully responsible or any damages, accidents or injury I may cause duringthe length o my exchange.

3. IPSF will not be held responsible or any kind o damages, accidents or injury Imay cause.

VI. Applicable law and competent court

I agree to the act that the agreement between IPSF and mysel regarding the exchangeprogramme, including this waiver o liability, shall be governed by Dutch law and thatthe Dutch courts shall be exclusively competent regarding legal issues o any kind

concerning the aore mentioned agreement.By submitting my Application Form in the SEP Database, I hereby agree to comply toall the above conditions as stated in this Waiver o Liability.


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P.O BOX 842002508 AE Den Haag

The Netherlands

Tel: +31 70 302 1992Fax: +31 70 302 1999

Email: [email protected]: www.ipsf.org

IPSF 2012

International

PharmaceuticalStudentsFederation