Exchange Conditions of IFMSA-NL

Working Conditions
Languages
English
(Excellent)
Required
Dutch
(Good)
Not Required
Languages Remarks

As stated the required language in our hospitals is English or Dutch. However keep in mind that the spoken language in our hospitals is Dutch.

Regarding non-Dutch speaking students, we can only accept students who speak fluent English (CEFR level B1 or higher). If English is the language of the institution at the students home university a letter from the university stating the students proficiency in English will be sufficient. However if not, we expect to receive an official language certificate stating that the student manages at least this level. This also means that we do not accept IFMSA certificates for this purpose.

AFs with an unofficial English certificate or AFs with motivational letters that are written in English that do not reflect at least level B1, will be rejected by the NEO-In unless otherwise communicated by him/her. If any doubt about the English level of the students, the NEO-In and/or LEOs could request a Skype conversation with the students to check their level.

Clerkship Type
- Clinical Clerkship
A clinical clerkship is defined as the rotation of a student in a clinical department of a hospital or clinic, such as Dermatology and Pediatrics.
Required level of studies
We accept students in their third year and above.
Graduated students allowed
No

Even if accepted by the hosting country, students must be still enrolled in university by the time the Application Form is sent.
Clerkship Duration
4 weeks, 9 hours a day, 5 days per week
Dress code
Casual
What to Bring
- Stethoscope
Academic Quality
The student must bring the SCOPE student handbook from his/her own National Member Organization and prepare his/her expectations and learning objectives prior to the exchange. They are to be discussed further with the responsible tutor in the Netherlands upon arrival and with the LEOs during the Upon Arrival Training (UAT).
Nightshifts
No
Special Remarks
  • Since it is a clinical clerkship we only accept students who have finished their third year of medical school by the time of the exchange. 
  • The duration of the clerkship is 4 weeks, unless otherwise communicated by the NEO-In. This means that we do not accept AFs for a period other than 4 weeks. These applications will be rejected by the NEO-In.
  • Working hours will depend on the department you are in. However keep in mind that working days here last from about 08.00 a.m. until 05.00 p.m. If you would like to arrive a couple of hours later, leave earlier or have a sick and/or free day, you will need to consult your tutor and LEOs beforehand to get permission.
  • Regarding the dress code, please dress smart casual. Regarding shoes we expect formal shoes (preferably leather shoes and no sneakers), well kept and clean. Safe footwear (closed) is required in many clinical sites. For questions about the expected appearance, please contact your hosting LEOs since this might differ between departments.
  • When you are placed in Amsterdam (UvA) be aware of the fact that this is an observational exchange. So you are NOT allowed to perform any invasive clinical procedures and you will have to sign an agreement about this upon arrival. When placed in any of the other Local Committees, this will depend on the specific department where your exchange will take place. In that case we expect you to comply to their rules as communicated to you by your hosting Local Exchange Officers (LEOs). Most clerkships will be observatory.
Towns
Calendar

Click here to see the calendar

Cities Remarks
  • You can choose 3 prefered cities for your AF. However please don’t apply for the same LC multiple times in your top 3 preferences. AFs that don’t contain three different prefered LCs, will be rejected by the NEO-In.
  • If you apply for Rotterdam in your top 3, you will need to be able to arrive one week prior to the start date of the exchange in order to have an extra health check. This is required by the hospital and thereby it’s mandatory for you if you are placed in Rotterdam in the end, thus please keep it in mind while choosing your preferences. Accomodation will be provided by the LC for this extra week.
Calendar Remarks
  • Please note that we have exchange contracts for three time periods: July, August and non-summer months (all months except July, August and December). We can only accept incoming students applying for one of these time periods, once we signed a contract with the concerning NMO for that specific time period.
  • In December, we will not arrange clerkships due to the Christmas Holidays. Besides that, for the UvA (Amsterdam) we also don’t accept incoming students for January and June. AF’s for any of these time periods will be rejected by the NEO-In.
Disciplines
Disciplines

Click here to see all Disciplines

Disciplines Remarks
  • This list shows the departments we have available for exchange for all LCs combined during the whole exchange season. For up-to-date information about what departments are available in which city during what time period, please look at the Explore Pages of the specific LC or contact the NEO-In.
  • Please keep in mind that you can list four preferences from this list of departments. However this doesn’t guarantee that you will actually be placed in one of these four departments in the end.
  • Also please keep in mind to not apply for Cardiothoracic and Thoracic Surgery in one application, since these departments are very similar and we would like to get a broader impression of your interests to maximize our placement options.
  • N.B: besides the departments mentioned above, we also offer Orthopedics and Revalidation in Nijmegen. Please specify in the special remarks of your AF if you would like to be placed there.
General
Pocket money
85 EUR
Boarding
- Hospital
- Student hostel
- Student flat
Lodging
- Student hostel
- Student flat
Social Program
  • A National Social Program (NSP) will be organised for both SCOPE and SCORE incomings attending a clerkship July or August. If possible, there will be an International Social Program (ISP) in the summer as well. For more information please contact our NSP coordinators at nsp@ifmsa.nl.
  • Besides this all LCs organize a Social Program for the incoming students in their own city. Details about this social program can be provided by the LEOs upon arrival or during the exchange itself.
Student with disabilities
No
Couples
No
Link to ExPlore Page
Special Remarks
  • The specific amount of pocket money and the way you receive it could vary between LCs. The pocket money is at least meant for providing boarding for the student, as in one meal per day. It could also contain an extra amount for social program and/or include a deposit for the students stay here. Please contact the LEOs of the specific LC upon arrival to ask for more information about this.
  • Be prepared to live in a student flat or hostel like an independent Dutch student. We will help you and provide a social program for you, but we do expect you to take initiative as well. When you would like to have accommodation for a longer period than your clerkship lasts, please contact your LEOs in advance.
  • We prefer not to host couples here for exchange. We have a relatively small exchange program and we want to maximize the learning experience for all our students. When placing the students this will be the last preference we consider, thus if you apply with someone else there is no guarantee that you will actually be placed in the same LC as that person.
Application Form
Deadline
4Months
Unilateral fee
300 EUR
Payment details for unilateral fee
Not applicable.
Visa requirements

Important: Due to the Dutch immigration policy we can only host students who do not need a specific work permit for our exchanges. Therefore we can only accept students with a passport from a country that is a member of the European Union, including Norway, Iceland, Liechtenstein and Switzerland and excluding Kroatia. The immigration policy is subject to change by the Dutch goverment. For up-to-date information or questions on this policy please contact the National Exchange Officer for Incoming Students (NEO-In) of IFMSA-NL.

This means there are no extra Visa requirements for these students. However for more information on Visas for the Netherlands in general, please visit the following website: https://www.government.nl/topics/visa-for-the-netherlands-and-the-caribbean-parts-of-the-kingdom/question-and-answer/which-visa-do-i-need-to-travel-to-the-netherlands

Link to Ministry of Foreign Affairs’ website (or any other website that provides official information on visa)
Special Remarks
  • Please note that you apply for the time period specified in the exchange contract between our NMOs. As mentioned before, we have contracts for three time periods: July, August and non-summer months. The non-summer period means you can choose any month except July, August and December.
  • All AFs for July, August and September must be sent before March Meeting 2019. AFs for any of these months sent after this March Meeting could be rejected by the NEO-In, so make sure to send them on time! AFs for all other months must be sent at least 16 weeks prior to the exchange. AFs that are sent after this deadline will immediately be returned, unless agreed upon differently by both NEOs.
  • N.B.: If you apply for VUmc, your AF must be sent 20 weeks in a advance.
  • Our clerkships always start on the first Monday of the month. Please register this specific date as the starting date of your clerkship while filling out the AF. If you want to start on a different Monday, please contact the NEO-In to discuss the options before sending the AF. Also the exchanges always end on the last Friday of the fourth and final exchange week. Please register this specific date as the end date of your clerkship. AFs with different starting and ending dates will be sent back.
  • Since you need to arrive one week earlier when placed in Rotterdam (due to the extra health check), please select a period of 5 weeks in your AF if Rotterdam is your first prefered LC. This means that for the start date you should enter the date 7 seven days before the first Monday of the month, which is the day your actual exchange will start.
  • When placing the students, we give priority to placement at one of the prefered departments, as we want students attending a clerkship to be motivated for their exchange. Placement at the top 3 of LCs is secondary, since all our LCs are located near each other. Placement with another student is our last considered criteria, unless otherwise agreed upon with the NEO-In. If you want to deviate from this, please feel free to specify your reasoning in the special remarks of your AF.
Card Of Documents
Standard documents
- Health Insurance(*) These documents are required to be sent with Application Form
Format
- Card of Document
- Motivation Letter for Department 1(*) These documents are required to be sent with Application Form
Format
- Card of Document
- Passport copy(*) These documents are required to be sent with Application Form
Format
- Card of Document
- Photo(*) These documents are required to be sent with Application Form
Format
- Card of Document
- Proof of Enrollment(*) These documents are required to be sent with Application Form
Format
- Card of Document
- Curriculum Vitae(*) These documents are required to be sent with Application Form
Format
- Card of Document
- Language certificate(*) These documents are required to be sent with Application Form
Format
- Card of Document
- Motivation Letter for Department 2(*) These documents are required to be sent with Application Form
Format
- Card of Document
- Motivation Letter for Department 3(*) These documents are required to be sent with Application Form
Format
- Card of Document
- Motivation Letter for Department 4(*) These documents are required to be sent with Application Form
Format
- Card of Document
- SCOPE Terms and Conditions(*) These documents are required to be sent with Application Form
Format
- Card of Document
Special documents
None
Upon Arrival documents
- Health Insurance
Format
- Paper
- HepB Antibodies count
Format
- Card of Document
- Liability Insurance
Format
- Card of Document
- MRSA Test
Format
- Card of Document
- Tuberculosis test
Format
- Card of Document
- Vaccination Card
Format
- Card of Document
- Other
Format
- Card of Document
The standard documents are the basic documents that the students are asking for and the special documents are less important, as only some Local Committees ask for them. So it's mandatory to upload the standard documents, but not the special ones. (Students do it when asked for by the LEO/NEO.)
The upon arrival documents are hard copies documents that the students are requested to take with them in the host country.”
Immunization requirements
These vaccinations are required in Dutch hospitals:
- Hepatitis B
- Diphteria, Tetanus, Polio, Pertussis (DTPP)
Please bring a hard copy of your immunization proof with you.

Insurance

Students need to have 3 insurances: health insurance, liability insurance and travel insurance (=other document in database).

The health insurance will cover expenses linked to health issues (if you have to see a doctor and buy drugs on prescription). The liability insurance will cover expenses related to damage you can cause to objects or people outside from your professional duties. The travel insurance will cover you if problems appear during your stay abroad such as medical emergency, trip interruption or cancellation, lost or stolen baggage or travel documents, and default protection. The students could arrange an insurance package at the following websites:

Such an insurance will cost you around 40 euros and will cover all three insurances for 4 weeks. Tip: The insurance will be cheaper, when the student has a European health card.

As NMO we do not ask for malpractice insurance, since all our incoming students will be registered at their specific hospital upon arrival and will thereby go with the malpractice unsurance of the hospital.

Deadline
16 Weeks

Special remarks

Regarding all documents:

  • Please make sure all your documents are in English. Otherwise we won’t be able to check them and we won’t be able to send them to our tutors. In that case your AF will be sent back.

Regarding the Standard Documents:

  • Please make sure your passport/identification card is still valid during the actual exchange. If your document expires before that, please specify in the special remarks of your AF when you will provide the hosting NMO with a photocopy of the renewed document.
  • Please include an in depth motivation about why you would like to come to the Netherlands for exchange and why you would like to go to a specific department in all your 4 motivational letters. Please do not mention if the department is your 1st, 2nd, etc. preference in the content of the letter itself. Also make sure to not mention the 1st prefered LC in your motivational letters, since you might as well be placed in any of the other LCs. The LEOs or the NEO-In could always ask you to adjust your letters if they don’t think it reflects a sufficient level.
  • For the Proof of Enrollment (PoE) we need evidence that have finished your third year of medical school and that you will still be enrolled during the actual exchange. This means we do not accept graduates for exchange. For the PoE you could upload for example your course enrollment, an official university statement and/or your official student card (if it mentions the academic year). If your exchange will take place in the next academic season, please specify in the special remarks of the AF when you will provide the hosting NMO with a renewed PoE.


Regarding the Upon Arrival Documents:

  • The results or your Tuberculosis test stating that you don’t have TBC cannot be older than 6 months, taking the date of the clerkship as the starting point. A mantoux-test is sufficient proof. However in case of TB-vaccination (BCG), a Quantiferontest (IGRA) and/or chest X-Ray is required. In any case the results need to be uploaded in the card of documents as well as e-mailed to the LEO.
  • The MRSA test needs to be done 2 weeks in advance (a maximum of 2 weeks in advance) of the exchange start date and the result needs to be uploaded in the card of documents as well as e-mailed to the contact person. This includes MRSA nose and throat swap. However, in general we advise the student to do an additional MRSA test at least 1 month prior to the exchange. This is to make sure that if tested positive the student could still be treated (takes about one week) and undergo 3 MRSA tests with a negative result with at least 5 days in between those tests (takes about three weeks) in their home country before coming to the Netherlands. Thereby the student would probably have enough time to become MRSA negative again, before starting their exchange here. In any case make sure that you take a good quality MRSA test at home to guarantuee that the results are valid. If tested negative upon both these tests, the student could off course still get MRSA infected in the remaining weeks before the start of the exchange and thus the student will always be tested in the Netherlands upon arrival as well. If you are tested MRSA positive in the Netherlands, you won’t be allowed to enter any Dutch hospital and your clerkship will be cancelled. 
  • N.B.: When accepted in Rotterdam the initial MRSA test needs to be done 4 weeks in advance of the exchange in any case. As already mentioned, for this LC the student will have to arrive one week prior to the start date of the exchange in order to undergo the MRSA test at the hospital.

Card of Acceptance
Deadline
8 Weeks
Special remarks

In case that you will get additional buddies next to your hosting LEOs, it might happen that the CA will not contain the contact information of your specific extra buddies yet. You will then receive their contact information through the LEOs during the 8 weeks before the start of the exchange or upon arrival.

Card of Confirmation
Deadline
4 Weeks
Special remarks
In order to access your evaluation form (EF) near the end of the exchange, you will need to fill out the Card of Confirmation (CC) in the database. This means that it is not sufficient to email your CC to the LEOs and/or NEO-In.
Cancellations
Deadline
8 Weeks
Special remarks
We cannot agree to postpone a contract if the sending NMO cancels the exchange after receiving the CA, unless otherwise communicated with the NEO-In.

In case of a cancellation by the incoming student we expect the student and/or the NEO to write an official letter of apology explaining why they had to cancel the clerkship. Hereby his/her cancellation hopefully won’t harm our exchange relationship with our tutors.
Substitutions
Deadline
6 Weeks
Special remarks

The substitute must accept the same LC, department and time period as the initial student unless otherwise communicated by the NEO-In. If the AF of a substitute is sent on time, we would still need to discuss the replacement of the initial student by the substitute with the tutor. Thereby we can not guarantee placement.

N.B.: We prefer receiving the AF of a substitute before the CA of the initial student is sent, because the administration regarding such a chance might take a long time.
Additional Information
Update Date
07/16/2018 22:46
Validation Date
01/01/2013 00:00
Special remarks

Students arriving in our NMO with friends, family or pets or hosting them at their lodging adress without informing the LEOs and NEO-In first and getting approval for this, will be sent back immediately.

Foreign exchange students work under the same conditions as regular Dutch students. They must obey all regulations by the hospital, are expected to be on time and to participate actively in the daily routine at their department.

During your clerkship you are the face of IFMSA at the department. When you do not show effort, you will negatively influence the relationship that IFMSA-NL has with the department and the tutor. This could cause serious damage to our exchange program, so please attend your clerkship and behave as is expected of you.

An exchange student who is absent or disobeys the exchange rules, will face expulsion and will not receive a certificate. Your exchange is not a holiday. Your tutor and volunteers from IFMSA invested a lot of time in arranging your exchange. Students not showing up at the arranged time or place, students who do not take their exchange seriously or cause trouble in any other way will lose accommodation and/or position at the hospital after three days at the latest.