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Welcome and Information Letter for New Incoming International Exchange and Study Abroad Students for the AUTUMN Term of the 2023/2024 Academic Year

Wednesday, 5 April 2023

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 2023/2024 academic year.

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

 

Classes will start on 4 September 2023 in person.

 

Registration

Registration at BME is online and in person in four steps in the following logical order:

  • online term registration (between 1 June and 23:59:59 (CET) on 31 August 2023),
  • online course (subject) registration (between 23 August and 23:59:59 (CET) on 10 September 2023),
  • online enrolment (between 1 August and 23:59:59 (CET) on 31 August 2023) and
  • in person enrolment (between 28 and 31 August, 2023 during opening hours).

Online term registration 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 1 June and 31 August 2023 even from home.

Online course (subject) registration is in Neptun (see its details later) electronically from 23 August until 23:59:59 (CET) on 10 September even from home.

Online enrolment (between 1 August and 23:59:59 (CET) on 31 August 2023) means submission of “100 Online enrolment” request in Neptun.

Please look for the „100 Online enrolment” request at Administration/Requests/Available request forms/ 100 Online enrolment, read it carefully, modify your data in Neptun if it is necessary, set Mode of enrolment: By personal attendance, attach your ID or passport copy to it and the signed copy of the Enrolment form from also Neptun Information/General forms/Enrolment form and further documents mentioned in it and click Next and then Submit request at the bottom.

If you receive the message

Dear Student!

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

then please do your in person enrolment (between 28 and 31 August 2023 during opening hours) by bringing your ID or passport with you to identify yourself and submitting your signed Enrolment form (already attached to your “100 Online enrolment” request) to authenticate it.

Please note that you do not need to postpone or cancel your studies if you cannot arrive to Hungary until 31 August (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 10 October. Your BME Faculty Study Committee decides about your case.

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 enrolment name, submitted on … has become Elfogadva.
Decision:
Successful registration according to submitted enrolment form and documents.

then your enrolment process has been completed.

 

Confirmation of arrival (or stay) certificates (if your school needs any) can be validated from 28 August by submitting an E027 request in Neptun (under Administration/Requests/Available request forms/E027 Request for a certificate) selecting Certificate of Arrival/Attendance/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). Please note that the date of arrival in the certificate is the day of your in person enrolment at BME and the date of your certified departure is the one of your last exam + 3 working days. 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, ground floor during 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 at BME will guide you during in person Orientation Week (between 28th of August and 1st of September). 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 (between 23 August and 23:59:59 (CET) on 10 September 2023)

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 since we use that registered email address for all communication between us.

3. To do your course registration please choose Register for subject option under Subjects menu and do the settings in the following way:
Terms: 2023/24/1
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 registration from 23 August 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 (2023/24/1), 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 10 September. It is impossible for you to directly register or deregister courses after this time and date in Neptun.

 

If you miss the registration/deregistration of a subject until the above date then until 23:59 on 3 December you can submit „018 Request to register for subjects and/or to drop subjects” at Administration/Requests/Available request forms/018 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 018 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 please use the Erasmus Dashboard (ED) to compose and manage your learning agreement. 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 into contact and responsible persons’ data of your learning agreement in ED otherwise your learning agreement will be rejected and returned.

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 for Erasmus+ Students, 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!

After 8 December please submit the final version of your fully signed learning agreement into a 040 Presentation of document request in Neptun (under Administration/Requests/Available request forms/040 Presentation of document) selecting the type of Document in it as Learning agreement of incoming Erasmus+ mobility students.

Please also note that without having your fully signed final learning agreement either in Erasmus Dashboard or in a 040 Presentation of document 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 23 August please submit „018 Request to register for subjects and/or to drop subjects” at Administration/Requests/Available request forms/018 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 23 August please submit „018 Request to register for subjects and/or to drop subjects” at Administration/Requests/Available request forms/018 Request to register for subjects and/or to drop subjects.

4. The course is full >> from 23 August please submit „018 Request to register for subjects and/or to drop subjects” at Administration/Requests/Available request forms/018 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 a „066 Request for student ID certificate” request at Administration/Requests/Available request forms/ 066 Request for student ID certificate and click Submit request at the bottom.

If the status of your 066 request in Neptun (under Administration/Requests/Submitted requests) is ‘Approved’ or ‘Approved and closed’ then your stamped and signed student ID certificate can be picked up in person during opening hours not earlier than 4 September 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 11 September and 3 December) registration/dropping of a subject (5500 HUF paid in advance) (018 request)

5500 HUF/course

late (between 1 September and 10 October) submission of enrolment form (5500 HUF paid in advance) (100 Online enrolment 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, Borbála Ruszin, Zsanett Sztraka

BME Central Academic Office

Staff for Incoming International Exchange and Study Abroad Students

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