Ready-made request · Higher education
Document checklist: Incoming exchange student registration
Who asks whom: The host school to the incoming student
Useful for: School
7 documents1 to signFree
Free. You can change everything before sending.
The 7 documents to request
- Passport or ID cardThe page with your photo, readable.Document or photo (PDF, JPG, PNG, HEIC, WebP)
- Signed learning agreementSigned by you and by your home university.Document or photo (PDF, JPG, PNG, HEIC, WebP) · To sign
- Nomination letter from your home universityDocument or photo (PDF, JPG, PNG, HEIC, WebP)
- Health insurance certificateEuropean Health Insurance Card, or private insurance covering your whole stay.Document or photo (PDF, JPG, PNG, HEIC, WebP)
- Liability insurance certificateValid for the whole exchange period.Document or photo (PDF, JPG, PNG, HEIC, WebP)
- ID photoLight background, facing the camera: it will be used for your student card.Image (JPG, PNG, HEIC, WebP)
- Residence permit or visaOnly if you come from outside the European Union.Document or photo (PDF, JPG, PNG, HEIC, WebP) · Optional
Documents to sign
- Signed learning agreement: To sign by hand, then send as a photo or PDF.
How it works
- List the documents you need, and their format. With this ready-made request, the list is already done.
- Add the people. Everyone sends the same thing, or each their own.
- Set the deadline and how often to remind them. Done.
Everyone gets a personal link by email or text message. No account to create, no app to install: they snap their document with their phone. Invitations and reminders go out between 9 am and 7 pm (Paris time), never on Sundays or public holidays, and stop as soon as the person has sent everything.
Frequently asked questions
Which documents should you request (incoming exchange student registration)?
This ready-made request lists 7 documents: passport or ID card, signed learning agreement, nomination letter from your home university, health insurance certificate, liability insurance certificate, ID photo, residence permit or visa. One of them must be signed.
Do the people need to create an account?
No. Everyone gets a personal upload link by email or text message, with no account to create and no app to install.
Can I change the list?
Yes. Before sending, you can add, remove or rename a document, and change its format or its instructions.
Is this ready-made request free?
Yes. The ready-made request is free, and so is the Free plan: one campaign at a time, 5 contributors, email reminders.
What happens to sensitive documents?
Some documents in this list are recognised as sensitive (passport or ID card, residence permit or visa). They are flagged to you and to the contributor, and deleted 30 days after they arrive, unless you choose to keep them longer (until the end of the campaign, or 5 years when your profession requires it); you are warned 3 days before each deletion.
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Ready to send it?
Free. You can change everything before sending.
Updated on October 3, 2026