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Information Letter for Incoming International Exchange and Study Abroad Students for the autumn term of the 2022/2023 academic year

Thursday, 14 April 2022

Dear Student,

 

greetings from Budapest, Hungary! We are pleased to welcome you to the Budapest University of Technology and Economics (BME) for the autumn term of the 2022/2023 academic year.

Please carefully read our detailed information letter about the most important issues related to your studies at BME.

 

Classes will start on September 5th, 2022 in person.

 

Registration

Registration at BME is online and in person in three steps:

  • online term enrollment between July 1st and September 1st
  • online course (subject) registration between July 1st and September 11th
  • in person term registration between August 29th and September 1st.

Online term enrollment to BME is a pre-requisite to do your course registration and to start your studies and immigration procedure by

  • selecting Active (International program) term status in Neptun under Administration/Enrollment/Registration clicking the gray + on the right hand side and Enroll between July 1st and September 1st even from home and
  • submitting your „100 Online registration request between August 1st and September 1st.

 

To arrange your online registration (“100 Online registration”) in Neptun,

please look for the „100 Online registration” request at Administration/Requests/Available request forms/ 100 Online registration, read it carefully, modify your data in Neptun if it is necessary, set Mode of registration: By personal attendance, attach to it your ID or passport copy and the signed copy of the Registration form from also Neptun Information/General forms/Registration form and further documents mentioned in it and click Next and then Submit request at the bottom from August 1st until 23:59:59 (CET) on September 1st even from home.

If you receive the message

Dear Student!

Please be informed that the status of your request of 100_Beiratkozasi_kérelem/… identifier, 100 Online registration name, submitted on     has become (EN) Beérkezett, ellenőrzés alatt (Személyes megjelenés).

then please bring your signed Registration form (already attached to your “100 Online registration”) with you to one of our opening hours to authenticate it (in person term registration, please see it below) but you can start your online course (subject) registration (please see it below, too).

If you receive the message

Dear Student!
Please be informed that your request of 100_Beiratkozasi_kérelem/… identifier received Javításra visszaküldve status.
Please correct it in Neptun under Administration/Requests/Submitted requests.
(It can be corrected by clicking the gray + and clicking the Correction option.)
Reason of correction:

The correction can be done within 5 days. After 5 days without correction your request will be rejected automatically.

then please correct your request within 5 days and submit it again.

If you receive the message

Dear Student!
Please be informed that the status of your request of 100_Beiratkozasi_kérelem/ … identifier, 100 Online registration name, submitted on … has become (EN) Elfogadva.
Decision:
Successful registration according to submitted registration form and documents.

then your registration process has been completed.

 

Online course (subject) registration

is in Neptun (see its details later) electronically from July 1st until 23:59:59 (CET) on September 11th even from home.

 

In person term registration:

when you identify yourself by your ID or passport and submit the signed and already attached Registration form between August 29th and September 1st during opening hours.

Please note that you do not need to postpone or cancel your studies if you cannot arrive to Hungary until September 1st (the end of registration period), since you will be able to start your studies through asynchronous learning mode (please submit your E022 request in Neptun for this purpose) until you arrive at BME but please note that you are allowed to request it until only September 16th. Your BME Faculty Study Committee decides about your case.

 

Confirmation of arrival (or stay) certificates (if your school needs any) can be validated from August 29th by submitting an E027 request in Neptun (under Administration/Requests/Available request forms/E027 Request for a certificate) selecting Confirmation of stay in Type of certificate. If the certificate issued by BME is sufficient for you then please do not attach any document to your request but if you ask us to fill out your university’s version then please attach it to your request (please note that its size can be at most 2 Mb). When the status of your request is either ‘Approved’ or ‘Approved and closed’ then the digitally signed certificate can be downloaded under Administration/Requests/Submitted requests by clicking on the + sign at the end of the given request's line, selecting Download attachments as a zip. The downloaded ZIP file contains the digitally signed PDF file. The certificate can be printed in PDF format from the attachment of the application, too. The digitally signed certificate can also be found and downloaded in the Information/Documents menu. Please note that BME CAO’s digital signature is as valid as the coordinator’s handwritten signature and stamp.

You can also validate your certificate in person in the main hall of building R during opening hours (please see our website for more information on our opening hours).

Please note that the date of your arrival in your certificate will be the date of your in person registration at BME.

Please also note that certificates sent in emails will not be processed!

 

ESN BME

Erasmus Student Network BME (ESN BME) will also contact you soon. ESN students, your mentors will guide you during in person or online Orientation Week (between August 29th and September 2nd). They also help you in flat searching and will contact you about the time and place to meet them. Please follow their requests and instructions.

 

Neptun

It is BME’s database managing students’ personal, academic and financial data and the courses (subjects) which they study at BME.

Your initial login name in Neptun is the Student ID code sent in your letter of acceptance and your initial password includes your birthdate of the following format: NeYYYYMMDD. It is recommended to change your initial password.

Courses also have codes in Neptun like BMEVITMAK47, BMEGEENMWCT or BMEGT658151, where the fourth and fifth characters are specific to the faculties and the eighth one for the level of the course (A or B for BSc level, M or N for MSc level and neither A nor B nor M nor N for general purpose courses). Please refer to these codes in any communication.

 

Short description about how to register for your courses in Neptun

  1. Login Neptun on its website (please save this page for future works in Neptun) after clicking the English flag to switch the language from Hungarian to English. Your Neptun login name is in your Letter of Acceptance on the right hand side of the top of the sheet (Student ID code), your initial password includes your birthdate of the following format: NeYYYYMMDD
  2. At first please change your initial password and check your registered email address in Neptun as we use that registered email address for all communication.
  3. To do your course registration please choose Register for subject option under Subjects menu and do the settings in the following way:

Terms: 2022/23/1
Subject type: Subjects from curriculum
Curriculums: All
Subject group: All
Language: English
Period start: blank
Period end: blank
Click on List subjects.

If you wish to search for the name or code of a certain course please click on the magnifier (search icon) on the right top, choose Subject name or Subject code and type or copy the name or code of the course and click on Search.
After finding the course click Register in its row and the square at the course in the new opening window (you have to take all types of lessons [one and only one from each] like lecture, practice and laboratory if the course has different types of lessons) then click on Save.
Always check the language of the course. It should be English (except for Hungarian language courses).
After choosing all your courses please check your schedule. Under Studies menu choose Class schedule option and do the necessary settings (Classes, Normal, Weekly view, proper time interval) to see your schedule.
You can check the chosen course's schedule info before registering it if you click on the course's line on the gray square with + in it and choose Subject details.
Some of the departments have not uploaded the timetable information to Neptun yet so please check it regularly.

 

It is very important to do your course registration after your online term enrollment from July 1st as soon as possible not to run into full courses. Please do not leave your course registration for the time when you are at BME to do it with us since the capacity of our staff and the ESN students is limited to do it instead of or with you. We can only assist you in solving technical problems and prefer to do it in email (to incoming@bme.hu) as soon as possible.

 

If you wish to deregister from a course:

Choose Subjects menu and click Registered subjects option under it.
Choose the proper term (2022/23/1), click on List button then on the gray square with + in it at the course you want to cancel, choose Deregister subject option and confirm your decision.

 

Please note that the very final deadline to register/deregister for courses is 23:59 on September 11th. It is impossible for you to directly register or deregister courses after this date and time in Neptun.

 

If you miss the registration/deregistration of a subject until the above date then until 23:59 on December 5th you can submit „E018 Request to register for subjects and/or to drop subjects” at Administration/Requests/Available request forms/E018 Request to register for subjects and/or to drop subjects but you have to pay 5.500 HUF/course in Neptun (to see the details of your payment please read). Your requests will be considered and accepted by the staff of the faculties. Please note that you have to submit as many E018 requests as many subjects you would like to register or deregister.

 

About the learning agreements of Erasmus+ exchange students

If your university has already joined the Erasmus Without Paper (EWP) program then after your course registration at BME please use the Erasmus Dashboard (ED) to compose and manage your learning agreement according to this course registration. BME has already joined EWP and is able to manage your learning agreement in ED. Please include the name and email address of your faculty coordinator at BME in your learning agreement in ED.

If you are unable to manage your learning agreement in ED then please submit an E027 request in Neptun after your course registration at BME (under Administration/Requests/Available request forms/E027 Request for a certificate) and at Type of certificate choose Learning agreement, click Attachments and upload your learning agreement (including courses/subjects only from the Course Offer) to be signed by BME (please note that its size can be at most 2 Mb). Please note that if your uploaded learning agreement contains courses/subjects not included in the Course Offer then your request will be rejected. When the status of your request is either ‘Approved’ or ‘Approved and closed’ then the digitally signed learning agreement can be downloaded under Administration/Requests/Submitted requests by clicking on the + sign at the end of the given request's line, selecting Download attachments as a zip. The downloaded ZIP file contains the digitally signed PDF file. The learning agreement can be printed in PDF format from the attachment of the application, too. The digitally signed learning agreement can also be found and downloaded in the Information/Documents menu. Please note that BME CAO’s digital signature is as valid as the coordinator’s handwritten signature and stamp and learning agreements sent in emails will not be processed!

Please also note that without having your fully signed final learning agreement either in Erasmus Dashboard or in an E027 request in Neptun your credit certificate (transcript) will not be issued at the end of the term.

 

Problems you may face with:

  1. The course has been registered but doesn't appear in the timetable >>> this means that the department has not uploaded the timetable in Neptun yet so please check it later again.
  2. You cannot see the language of the course or you can find only Hungarian courses though it has been listed in the Course offers on our website >>> from July 1st please submit „E018 Request to register for subjects and/or to drop subjects” at Administration/Requests/Available request forms/E018 Request to register for subjects and/or to drop subjects.
  3. You cannot find the course you need >>> please check the Course offers on our website if the course has been offered for exchange students, if yes, from July 1st please submit „E018 Request to register for subjects and/or to drop subjects” at Administration/Requests/Available request forms/E018 Request to register for subjects and/or to drop subjects.
  4. The course is full >> from July 1st please submit „E018 Request to register for subjects and/or to drop subjects” at Administration/Requests/Available request forms/E018 Request to register for subjects and/or to drop subjects to ask the department if it is possible to increase the limit (though there is very little chance so it is better to choose another course as soon as possible!).
  5. In case of any other problems please send us (incoming@bme.hu) an email.

 

If you need a temporary student ID certificate (temporary student card)

then please submit an „E066 Request for temporary student certificate” request at Administration/Requests/Available request forms/ E066 Request for temporary student certificate and click Submit request at the bottom.

If the status of your E066 request in Neptun (under Administration/Requests/Submitted requests) is ‘Approved’ or ‘Approved and closed’ then your student ID certificate signed digitally is attached to your request and can be downloaded from there. Please note that BME CAO’s digital signature is as valid as the coordinator’s handwritten signature and stamp. Please also note that the first certificate cannot be issued earlier than September 6th and the issued certificates are valid for 60 days and you have to submit a new request for a new one.

 

Extra fees for special instances

 

Instances

Fees

late (between September 12th and December 5th) registration/dropping of a subject (5500 HUF paid in advance) (E018 request)

5500 HUF/course

late (between September 2nd and 18th) submission of registration form (5500 HUF paid in advance) (100 Online registration request)

5500 HUF

late submission of home assignment

2.500 HUF/assignment

repeated resitting of a test

4.500 HUF/resitting

unverified absence from an examination

5.500 HUF/absence

3rd and further exam in the same subject

4.500 HUF/exam

late payment of an inflicted fee

1.400 HUF/fee

 

If you have to pay any one from the above fees please read.

 

Please note that dates for the academic year and the campus map can be found on our website under Academic calendar and Campus map, respectively.

 

We are looking forward to cooperating with you before and during your studies at BME. Please do not hesitate to contact us via email (incoming@bme.hu) if you have any questions, we do our best to reply as soon as possible.

 

Best regards,

László Kunsági, Nikolett Keres, Dorottya Ruszin

BME Central Academic Office

Staff for Incoming International Exchange and Study Abroad Students

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