Frequently Asked Questions (FAQs)
Download a quick guide to navigating through the Application form in the SEP database here.
A tutorial video about how to create an account in the SEP database can be watched .
1. How can I submit an application to go on SEP?
First, you have to create an account. Click on ‘Apply for Student Exchange Programme’ tab to begin creating your account. Complete the necessary details. Ensure that you select the correct association that you belong to! Once your account is created, an e-mail will be sent to your home SEO who will then activate your account. You will be notified via email once this is done. Now you can log into your account on the SEP database. To begin your application, click on ‘Applications’ and then ‘New application’. When completing the application, make sure you have done your homework about the country you want to go to, field of work and requirements of going on exchange. Also, make sure that you have attached your Curriculum Vitae (CV) and Motivation Letter (ML) to your application before submitting the application. In the end, check if you have entered the correct SEP year. Please note that once submitted, you CANNOT change anything on your AF unless you contact your home SEO.
2. Can I apply for SEP even if my association is not a member of IPSF?
Yes, you can! If your association is not a member of IPSF, you can apply as an Individual Member (IM). To be eligible to apply as an Individual Member, you must be a current pharmacy student in your first degree of pharmacy or a recent graduate(up to four years after your graduation). Please contact the Chairperson of Internal Relations at firstname.lastname@example.org for further information about Individual Membership. Once you have been granted IM status, you can then follow the steps listed above to participate in SEP. Please note that your association should be marked as ‘IPSF Individual Members’.
3. How can I find out more about the countries participating in SEP?
Click on ‘Associations’ tab on the main homepage of the SEP database. Here is a list of all the associations participating in SEP this year according to the IPSF regions.
4. Do I need to pay a fee to participate in SEP?
Yes, you do need to pay a minimum of €42 to your home association. Contact your home SEO to determine how much you need to pay. Out of the €42, €24 will be paid to IPSF as administration fee while €18 will be paid to your host association.
5. What happens after I submit my application form (AF) on the system?
Your home SEO will be notified via email about your application. He/she will decide whether you are a suitable candidate for SEP. Before your AF is approved, you will be required to pay the SEP fee to your home association. Contact your home SEO for more instructions or if you have any questions.
6. What happens after my AF is approved on the system?
The host SEO of the associations you have indicated on your AF will be contacted in the following order: the SEO of the country indicated as your first preference will be contacted immediately once your AF has been approved. The SEO of the country indicated as your second preference will be contacted a week later than the 1st SEO and the SEO of the third country will be contacted a week later than the 2nd SEO.
Once one SEO of the countries you selected reserves you, the status of your AF will change to 'Reserved' and it will remain like this for 30 days. If the host SEO does not place you in this period, your status will automatically go back to being 'Approved'.
7. What happens is the status of my AF becomes approved? Does this mean I would not have SEP in the country which reserved me in the first place?
The host SEO is notified via mail when one of the incoming students' AF is changed to approved. If he/she would like to keep your application, he/she will reserve you until all the data of your placement is available, in which case, your AF will get 'Placed'.
8. Am I able to contact the host SEO?
We strongly discourage students to contact the host SEO directly before your AF has been approved. Your home SEO should be acting as your mediator between yourself and the host SEO until your AF is marked as placed.
9. I may not be able to afford to go on SEP. What financial assistance does IPSF provide to students?
There is the IPSF SEP Grant available for students to apply. Click on the ‘SEP Grant’ tab on the right hand side of the homepage for more information. The grant is available to all students and recent graduates to apply.
10. Do I receive a certificate of my exchange?
Yes, after successfully completing the exchange the host association will provide you with an IPSF certificate which validates your practice. However, if your exchange is unsuccesful or cancelled due to not respecting the placement' conditions, you will not be issued such a certificate.