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SEP Guide

We present a guide that will guide you through all the formalities and help you have the best possible exchange experience.

1. Local stage

  • Before applying for an exchange, please review the current version of the SEP recruitment regulations, as adopted by the PTSF general meeting of delegates. If you have any questions, contact your Local Exchange Officer (LEO).
  • Join the application process organized by the PTSF branches. Gather all documents that can earn you points. These include language certificates, a copy of your student record book or a printout from the electronic system, proof of activity within the PTSF, student research groups, or proof of supervision of students coming to Poland for SEP.
  • Select three countries where you would like to do an internship. We recommend seeking advice from those who have participated in an exchange program in previous years or using our database of reviews. Individual countries have varying requirements for applicants or very limited places.
  • Some countries can be difficult to get into, so consider whether it's worth simultaneously selecting the following countries: Croatia, Finland, Spain, Portugal, Canada, the USA, and the UK. Consider whether it's worth listing these countries second and third in your application – if there are too many applicants for the number of positions available, SEO may only consider those who listed a given country first.
  • If you're going to Germany, you'll need at least conversational German, French for France, and Spanish for a community pharmacy in Spain with FEEF. Without language skills, don't include these countries in your application—your application will be rejected by the foreign SEO.
  • Find out if you need a visa. Try to determine the cost of travel and living in the country. Additional information on housing costs and internship opportunities can be found at: http://sep.ipsf.org/associations
Complete the Candidate Questionnaire.
Submit them along with the remaining documents to the Local Branch and wait for the qualification results.
After passing them successfully, proceed to the next tab.

2. Registration in the IPSF system

  • By participating in the SEP program, you are obligated to pay manipulation fee. The LEO will provide the transfer information. Please also provide proof of payment to your local LEO. The manipulation fee amount is determined by resolution at the General Meeting of Delegates.
  • Visit the address official website of the program and create your account (Apply for Student Exchange Programme) no later than December 10th of the current year. This operation must be confirmed by SEO. You will receive an account activation link at the email address provided. Account creation is independent of the manipulation fee payment and is valid indefinitely (in the case of repeat applications). The English name of the Polish Pharmaceutical Students' Association is Polish Pharmaceutical Students' Association (select "Association" from the list). ACCOUNTS ARE VALID INDEFINITELY. If you are applying for the second time, you do not need to create a new account.
  • Log in to the program website and select the "Applications" > "New application" tab on the left. Then, complete the application form (AV) by attaching your CV (in EuroPass format) and cover letter. The accuracy and reliability of your documents are crucial, as they will be available to foreign SEOs and LEOs, as well as the person directly responsible for the internship (university professor, pharmacy owner). Please note: After completing the application, you must approve it by clicking the SUBMIT button. Without confirming the regulations and selecting the SUMBMIT option, your application is invalid! All AFs must be entered into the database by December 31st (status = 'SUBMITTED'). Missing the deadline will result in exclusion from the SEP program for the current year. Additional instructions for using the IPSF system are available in the last tab.

3. Application monitoring

  • For the first week, your application will only be visible to the SEOs of your first-preference country, who can either accept it immediately or reserve it (change the status to RESERVED). Only once you have achieved RESERVED status can you contact the SEOs of that country.
  • The reservation lasts for no longer than 30 days, after which the SEO can either accept your application (changing the status to PLACED) or reject it (changing the status back to APPROVED). They can also re-reserve your application for 30 days.
  • If the SEO of the first country does not claim your app, or claims it and then later cancels, your app will be visible to him/her AND to the SEO of the second country for another week.
  • If an SEO from one of the three countries claims an app, it becomes invisible to the other SEOs.
  • If none of the three SEOs from your selected countries grants you Placed status and the Confirmation Deadline has passed, you can cancel and receive a refund of €18. This is the only situation in which you can receive a refund.

1. When your status changes from APPROVED to RESERVED, you will receive an email notification.

  • Once you have booked your application, the SEO of your chosen country will contact you to discuss the details of your SEP exchange.
  • If you need a visa, please request one Invitation Letter, which you will include in your documentation for the embassy.
  • Email notifications regarding status changes are automatic, even though they are sent from the Chairperson address. There is no need to respond.

2. What does RESERVED status mean?

This depends on the placement process in the country where you are booked.
 
IF ONLY SEO OR SEO + LEO DECIDES ABOUT ACCEPTING A STUDENT FOR INTERNSHIP:
  • A sensible SEO only books when they know they can secure an internship for the student.
  • During booking, the SEOs of the other two countries do not see the student's application.
  • SEO spends this time on determining the details, e.g. the exact date of arrival and departure, completing the formalities related to Invitation Letter and providing a place to live. Typically, there is a change from RESERVED status to PLACED.
  • The SEO may cancel and reserve the application in an unforeseen situation if the host changes their mind or a place to stay cannot be found, but this rarely happens.
 
IF THE HOST DECIDES ABOUT ACCEPTING A STUDENT FOR INTERNSHIP:
  • SEO reserves the application so that it is not visible to SEOs of other countries.
  • This SEO time is spent delivering several or a dozen applications from different countries to the host. The host then selects among these applications.
  • The SEO assigns PLACED status to the candidates he selects. It's important to note that the student must adhere to the internship dates imposed by the host. Those who aren't selected (unfortunately, the majority) revert to APPROVED status. The entire process typically takes longer.

3. What does the “PLACED” status mean?

  • This is a guarantee of departure.
  • This status cannot be reversed to APPROVED, so you cannot change your mind about the trip. You can only withdraw from participating in SEP.

4. What are the consequences of withdrawing when my application status is:

 
UNSUBMITTED / SUBMITTED
  • you must absolutely notify SEO Poland about your withdrawal from participation in the SEP
  • If the FEE has been paid, it will be refunded in full; if not paid, there is no need to make a payment
APPROVED
  • you must absolutely notify SEO Poland about your withdrawal from participation in the SEP
  • refund of only part of the FEE (in accordance with applicable regulations)
 
RESERVED
  • you must absolutely notify SEO Poland about your withdrawal from participation in the SEP
  • refund of only part of the FEE (in accordance with applicable regulations)
PLACED
  • you must absolutely notify SEO Poland about your withdrawal from participation in the SEP
  • FEE will not be refunded, regardless of the reason for withdrawal.

In case you receive a message:

Dear Student,
Your application was automatically unreserved after one month.
Please contact your SEO to check up on the status of your application.
Thank you.

Don't panic 😉

Each application can be reserved for 30 days. This is the time allowed for the exchange details to be finalized between the student and the foreign SEO/LEO. Within these 30 days, the status should change from "reserved" to "placed" if both parties reach an agreement. If either party is dissatisfied with the exchange terms, the foreign SEO can reserve the application, which will return to "approved" status.

If the foreign SEO doesn't change the application's status to "placed" within 30 days, the application database automatically changes the status to "approved" and sends the student an email. The foreign SEO also receives an email informing them that the reservation has expired, but they don't know which student it was.

Possible reasons for “automatically unreserved”:

  • SEO is holding your application due to ongoing exchange arrangements – the most common reason
  • SEO is holding your application because you did not provide accurate arrival and departure dates.
  • you are applying for an entry visa and you don't know whether the Embassy will be able to issue it, etc.

When you find yourself in such a situation: please write to the FOREIGN SEO and remind them to book you and possibly change your status to “placed” – if you have already agreed on the details.

SEO Poland also has one way to help: write to the foreign SEO asking for a re-booking. If you do this on your own behalf, it will simply be faster.

Sometimes it happens that a student's application is rejected in all the countries he or she has chosen.

This doesn't mean your application is "bad." The reason your application was rejected could be the departure date/type of internship you selected – it's not available in the selected country, or it could be that there are too many applicants for the available spots. In such cases, your SEO will inform you that the internship cannot be completed.

AF Reallocation Project

The Polish Academy of Sciences (AF RP) is the most helpful solution to this situation – countries that still have places announce a "second intake" for incoming students. The list of available countries usually appears at the end of March, and the Polish SEO has access to it. The SEO will suggest several other countries that can accept your application, including information about which internships are still available there. You can choose one of the listed countries. The Polish SEO will discuss the internship details with the foreign SEO and then contact the Chairperson of Student Exchange to request an amendment to your application. Depending on the Chairperson's decision, the application may be amended by the CHP or "returned" to the student.

And case:

  • The student's role is limited to selecting the "fourth" country for application and specifying the date and type of internship.
  • You don't have to make any changes yourself.
  • Chairperson only enters one country in the app! It will then be impossible to change it.
  • If something unexpected happens, the only option you can take is to cancel your trip to SEP.
  • The refund of part of the FEE depends on whether the application has achieved PLACED status in the fourth selected country.

Case II

  • The application status is “UNSUBMITTED” again, you make all changes yourself and submit the application again.
  • You can even change all countries and departure dates.

Changing the application does not involve any additional costs.

  • In case of cancellation, if your application has not been placed, you will be entitled to a refund of €18.
  • Resigning after obtaining placed status prevents you from recovering part of your Fee and results in an unsuccessful status.

4. Before leaving

  • Before leaving for an internship, it is worth purchasing health insurance or a European Health Insurance Card – EHIC (valid in EU countries).
  • If you require a visa, please contact the SEO/LEO of your chosen contact to obtain the Invitation Letter necessary to submit to the embassy.
  • Consider whether you should get vaccinated against certain diseases, especially when traveling to tropical countries.