In the message we send you after accepting you as an exchange student, we inform you about the date of our Welcome Meeting. Attendance at this event is compulsory, as the Assistant Director of International Relations will explain some questions about our School and clarify doubts about your academic agreement and your stay in Bilbao. In addition, you will receive important documentation for you: the enrolment form with the subjects you are going to study, and the passwords to access the computer application where you will be able to see your grades, among others. In case you cannot attend for a justified reason, your university must contact us at ingenieria.internacional@ehu.eus explaining the reasons.

Usually, one day after the welcome meeting, we organise a walking tour of the historic centre of Bilbao so that our incoming exchange students can have a first contact with the city and with other exchange students. Attendance is voluntary, but confirmation of attendance is requested by means of a form, as the reservation is made with the Bilbao Tourist Office with the exact number of participants.

Together with the information about the Welcome Meeting, you will receive a link to the form where you can register to participate in the walking tour of Bilbao.

At the Welcome Meeting we will give you the card that will identify you as a student of our School and the credentials that will give you access to the different computer programmes that you will need to access to consult your timetables and everything related to your classes and grades.

These credentials will also give you access to an Outlook email account and to different functions of Microsoft 365.

In the enrolment form that we give you at the Welcome Meeting you can see the courses that you are going to study during the period of your exchange, which are the ones that appear in your academic agreement. In this document you will also find information about the group you have been assigned to. This information is necessary to consult the timetable of each course and the classroom you must attend.

At the beginning of your stay we will ask you to fill in a brief online survey within the period indicated in the message you will receive, as this survey will help us to work on the improvement  of all the issues and problems that may have been detected before your arrival in Bilbao.

When you start your stay here it may happen that you need to change your academic agreement, because the timetables of the courses overlap and you have to change one of them, or because the content of the course does not match what you are studying at your home university. In this case it is necessary to change your enrolment, and to do so you need to modify your academic agreement. The procedure is as follows:

•     you propose the changes to your home university
•     your home university accepts your proposal and sends you a new signed agreement
•     you sign the new academic agreement, hand it in to our International Relations Office and we modify your enrolment
•     our coordinator signs it and we send it to you

VERY IMPORTANT: Once the semester has started, you have a maximum of two (2) weeks to delete courses from your academic agreement and add new ones. But remember:

•     your enrolment and academic agreement will not be modified without the prior approval of your home university.
•     your enrolment can be modified as long as you have not taken an exam.
•     if you take an exam in a course, it can no longer be removed from your enrolment

There are two examination dates; the ordinary and the extraordinary exams. The calendar of exams is published on our School's website.

If you need to be back at your home university on the date of an exam at our School, there is the option of taking the exam remotely under the following conditions:

•     The professor of our School has to agree (taking the exam remotely is not a right of the students)
•     There must be a responsible person at your home university to take the exam
•     The exam will be held on the same day and at the same time as the official exam
•     A maximum of two distance examinations can be taken

If you are thinking of applying for this option, please write to incoming.eib@ehu.eus indicating which exam you want to take distance examination, the professor who taught the course and the date and time of the official exam.

Students will have access to their marks through the GAUR application before they are posted on their transcript; if they are not satisfied with the mark, they can request a review of the exam, the date of which will be published at the same time as the mark.