International Engineering Program

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Preparing for Your Year Abroad: German IEP

IEP students completing the overseas component of their degree program will work closely with Dr. Tracksdorf (GIEP Coordinator) and Dr.Berka (GIEP Director) in order to obtain admission as an exchange student at a partner institution, secure an internship placement, and otherwise prepare for their time abroad. In addition to the documentation and processes required of IEP, there are materials that all URI students must also complete and submit to the URI Office of International Education (OIE). For information on OIE paperwork, processes and deadlines, visit and review the following webpage: Please be advised that the website also provides dates and times for information sessions the OIE will be hosting for those with questions related to the paperwork that must be submitted. See also for important safety and security information for travelers.

Most students leave for the year abroad in September and return twelve months later. Students studying at TU-Braunschweig or TU-Darmstadt will participate in a one-month immersion program between September and October. After the immersion program ends, the official semester will start at the end of October and run until mid-February.

Preparing for the year abroad in a stress-free way takes approximately nine months of planning starting the October before you depart.


  1. Attend the GIEP info session on 10/05/2017 at 6 pm in the TI House living room.. We will talk about all the important deadlines to keep in mind during the last year before going abroad.
  2. Fill out the Going Abroad Survey
  3. Read the first part of the Survival Guide (Braunschweig | Darmstadt | Hamburg), created collaboratively by Student Ambassadors and the GIEP team to help prepare you for the year abroad.
  4. Here is a blog created by a GIEP student who is currently abroad with useful information!
  5. If your GPA is 3.6+, come see Dr. Berka to get yourself set up for a research institute project in Germany and for the DAAD scholarship application.
  6. If your GPA is 3.3+, and you would like to earn 3 credits of MCE, CHE, ELE etc 491 professional elective credits, talk to Dr. Berka about research institutes in Braunschweig or the International Research Experience Program (IREP) in Darmstadt.
  7. Passport application or renewal.If you do not yet have a valid passport, you need to apply for one. If you already have a passport, you need to ensure that it will not expire within six months of your planned RETURN date. (For example, if you will be abroad until August 2019, your passport should be valid until February 2020).
  8. US citizens do not need to apply for a visa before entering Germany. The International Office at TU Braunschweig will assist incoming URI students in obtaining an “Aufenthaltsgenehmigung” for the year in Germany which also allows for an internship in a German company. Important: Non-US citizens need to check whether they are on the list of countries whose citizens need to apply for a visa. Apply for a visa in October/November!


  1. Don’t miss the information session for the Beatrice S. Demers Foreign Language Fellows Program on Thursday, November 9th at 5pm in the Doody Auditorium in Swan Hall.
  2. Intended Costs/Expenses for Year Abroad. Refer to this handout for expected costs and expenses for your year in Germany. Please note that the total costs are subject to change.
  3. Now that you have received your passport, please bring a copy of your valid American (or other) passport to Washburn Hall 309 on November 30th 2017 at 12:30 pm.


  1. The following scholarships are available only to German IEP students:
    o Sharon Wallace Memorial Scholarship
    o German Section Awards
    o DAAD Scholarship and Awards
    o Apply for other available IEP scholarships
       (deadlines vary; check the Scholarships & Fellowships page for more information).
  2. All students should apply for the Beatrice S. Demers Foreign Language Fellows Program. Be sure to start early so you can give time to people writing letters of recommendation. While the deadline for application submissions is on January 13, 2018, the internal deadline for URI students to submit drafts of the application to Dr. Berka and to request recommendations from faculty members is on December 4th.
  3. Optional: DAAD RISE Germany offers summer research internships in Germany for undergraduate students. In their internships, students are carefully matched with doctoral students- whom they assist and who serve as their mentors. Interns receive a monthly stipend of 750 EUR to cover every day costs. DAAD provides health insurance, accident and personal liability insurance. The deadline to apply for the DAAD RISE is on December 15, 2017
  4. Optional:The Congress-Bundestag Youth Exchange for Young Professionals (CBYX) is a yearlong fellowship to study and work in Germany. The CBYX program annually provides 75 participants with 2 months intensive German language training, 1 semester of study at a German university or university of applied sciences, 5-month internship with a German company in the participant’s career field, Transatlantic airfare, health insurance, and monthly living expense stipends. The deadline to apply for CBYX is December 30, 2017


  1. Financial Aid Questions. If you have questions about financial aid during the year abroad, you should contact a financial advisor in Green Hall.
  2. Michael Forster will come to the TI House on January 25th at 5 pm to introduce you to the Study Abroad platform and helps you start your application.
  3. We recommend taking GER 202 in the Spring semester. In this course, you will learn about possible companies for your internship, write your cover letters, and develop skills needed to be successful during your year abroad.


  1. In case you were planning to apply for the IREP in Darmstadt, please keep in mind that the deadline is on February 1st..
  2. Office of International Education Step 1.Complete the General Information Session on the Office of International Education website.
  3. Complete the Pre-Decision Phase on your URIAbroad Profile (due February 25). The pre-decision phase provides students with the generic information of the program and begins the University’s formal process to determine if the student is eligible to participate in a study abroad program.
    o Go to
    o Click “I have a URI username and Password”
    o If you have used this system before, login in with your E-campus username and your Sakai password. If you have not used the
       system before, click “New User Registration.”
    o Once you have created your account, click search and use the following information to find the German IEP program.
          Show = outgoing
          Program Name = IEP
          Country = Germany
          Term = Fall
    o Click the university you will attend
    o Click “Apply Now”
    o Digitally sign the “Social Standing Release” and the “Student Agreement & Release Form.” The Social Standing Release is the most
        important portion of the pre-decision phase as it has to be approved by multiple departments of the university. Please complete
        this form and release first.
    o Add a photo to your profile
    o Fill out the “Cost of Attendance Form.” This form includes both the “Cost of Attendance Form” and the “Power of Attorney Form.”
        Before filling out the cost of attendance form, obtain a Financial Information Statement from Dr. Sigrid Berka detailing the
        program costs and the program dates. Use this form and consult the budget outlined in the online German Survival Guide. On the
        third page, fill out the power of attorney form. Complete this early, as you will need your chosen person to sign the form,
        and you will need to get the form notarized.
    o Read the information under “Financial Preparation for Off-Campus Study,” begin budgeting for international health insurance
        with the information under “Health and International Travel Insurance,” pay any holds in e-Campus, and familiarize yourself with
        the URI IEP Billing Process.
    o This completes the pre-decision phase. Once you have checked all of the boxes the application will be sent in automatically.
        Once your application has been processed, you will receive an email letting you know how to move forward.


  1. Internship Placement Meeting. Sign up for internship placement meeting with Dr. Berka before Spring break (March 13-19) so that you can work on your application during the break.
  2. Prior Approval Forms: Dr. Berka will send you by email or give you a prior approval sheet with German and Gen Ed courses signed off by her. Take this sheet, along with the course equivalency list, to your engineering advisor to sign off on engineering classes. Then make an appointment with Wendy Gallo to get the form signed off by Dean Abdirkin. Then bring back to Dr. Berka once the exchange student and housing applications are complete (step 3). You will also upload the form to URIAbroad during post-decision phase. Please keep a copy of this form in your records.
  3. Exchange Student and Housing Application– Complete by March 31.
    o Braunschweig
         o After filling it out please print out the generated pdf and bring them together with the following documents to the IEP:
             o Go to the following link, set up an account, and fill out the Application
             o Learning Agreement = prior approval form (will receive form at January meeting)
             o Copy of the Student ID from URI
             o Transcript
         o Consult with Dr. Tracksdorf or Dr. Berka as to whether you wish to stay at TU Braunschweig’s APM dorm (in a single, double,
            suite for 3-5 students), or find a room of your own through If you decide to stay at TUBS then-
            Print out of housing form: Complete Braunschweig Housing Application Form, submit on-line, copy to IEP. Link: 
    o Darmstadt
         o Obtain a housing application from Dr. Berka and complete the form
         o Click HERE to set up an account, fill out the application, and print out a copy
         o After completing both forms, bring them along with the following documents to the IEP
             o Learning Agreement = prior approval form
             o Copy of the Student ID from URI
             o Transcript.


  1. Complete Post-Decision paperwork for URI Abroadfollowing the online instructions. If you have questions please contact Michael Foster (
  2. Meet with your advisors to discuss your academic plan for your 5th year.Think ahead to returning in the fall of your 5th year and that you will be registering for classes while you are still abroad. Make sure to work on a graduation worksheet with your IEP advisor before leaving for study abroad so that you know which classes you will still have to take for graduation. It is highly important to register for 5th year fall courses at URI as EARLY as possible in Spring prior to returning; we won’t be able to accommodate anyone if a course is canceled due to under-enrollment. Also, let us know immediately if there is a conflict between a German course and courses required for engineering. The more heads-up time we have, the easier to adapt.
  3. April 30th Submit final internship application(s) to Dr. Tracksdorf: Bewerbungsbrief + Lebenslauf/Passbild (electronically integrated into the Lebenslauf)
  4. Enroll in German Summer School – GER 215 offered in first session! Scholarships apply through Max Kade Foundation. (Dr. Geithner/Berka)

May – June

  1. May 1st absolute deadline to submit everything in the URIAbroad platform/ all materials must be received for TU Braunschweig/TU Darmstadt as well. Dr. Berka has to send your application package to the partner universities by this date.
  2. Travel arrangements. GIEP students usually go on a group flight at the end of August. Recommended flights will be provided at a later date.
  3. TU-BS Exchange Student Guide. Read through the TU-BS Exchange Student Guide.

In Germany:

  1. When you arrive on Sept.1st, ground transport by shuttle provided by TU-BS. “Paten” (mentors) will receive you and take you to dorms. In Frankfurt, TU Darmstadt mentors pick you up at the airport and guide you to dorms.
  2. Early September: Orientations at partner university (info about Visa, registration formalities, health insurance), with help of TU-BS/TU-DA International Office.
  3. Sept. 4 – Sept. 30:  Sommerkurse in Braunschweig/Darmstadt
    o Course plus one month housing paid by exchange partners (4 credits – Ger 3xx)
    o Check-in date for summer intensive course will be communicated at a later point.
  4. Oct. 16, 2017 – Feb. 16 2018: Wintersemester*
    o Fees for TU-BS/TU_DA Wintersemester 2017-18 approx. 180 Euros for international students;
    o enroll for both winter and summer semesters to be eligible for health insurance and so that your residence and work permit
        (Aufenthaltstitel in passport) is valid throughout the year. o Scholarship Aid/Financial Aid applies as usual
  5. Note Christmas break: approx. December 16 – January 1, 2018
  6. Mid-Late February 2018 – Mid-Late August 2018: Praktikum
    o Location/assignment to be worked out with Dr. Berka by summer/during Fall 2016
    o Working papers required – International Offices in Germany will help you.

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