Guide Programme Erasmus

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Success ul RecognitionStudent GuidebookJustyna Pisera, PRIME Project Coordinator

PRIME Project . Erasmus Student Network


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Copyright 2011 by the Erasmus Student Network. All rights reserved.

Success ul Recognition: Student GuidebookBy Justyna Pisera, PRIME Project CoordinatorPublished by: Erasmus Student Network AISBLDesign: Marco La Rosa ([email protected])Editing: Leo Smith, Damien Lamy PretoWith special thanks to: Tania BermanPhotos: Credit European Union, 2011

This In ormation may be reely used and copied or non-commercial purposes, providedthe source is acknowledged ( Erasmus Student Network).

For ordering additional copies o the publication, please contact [email protected] orwrite to:Erasmus Student Network AISBLRue Hydraulique 151210 Brussels, BelgiumTel: +32 2 256 7427

A ree electronic version o this report is available atprime.esn.org/students-guidebook

www.esn.org

This project has been funded with support from the EuropeanCommission. This publication re ects the views only of the author,and the Commission cannot be held responsible for any use whichmay be made of the information contained therein.

PRIMEProblems of Recognitionin Making Erasmus


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Introduction: Dear Student! .......................................................

Erasmus in a nutshell ...........................................................................

Exchange Student: rights and obligations .............

Erasmus Student Charter ...............................................................

Who is who? .....................................................................................................

Your Erasmus... Step by Step

Preparations be ore departure ............................................................Learning Agreement (LA) .........................................................................Steps to take upon arrival .........................................................................Meeting your local ESN section ..........................................................Be ore going back: Transcript o Records .................................Last step: R-E-C-O-G-N-I-T-I-O-N! .....................................................

LLP: OpportunitiesErasmus Student Mobility or Placement ....................................Erasmus Mundus .................................................................................................Erasmus or Young Entrepreneurs ....................................................

Annex 1: Learning Agreement ..................................................Annex 2: Transcript o Records ..............................................

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Take a look at the CD included:see recognition experience o other students!

T a b le o f c o n t e n t s


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The international exchange is one o the greatest experiences in astudents academic career. I you have among your riends ormerErasmus students, probably you have heard about how great a semesteror two abroad can be. It is an academic exchange and it is rst oall an added value to your curriculum. It complements the academicknowledge gained with opportunities or personal development andhelps students to acquire skills needed or the job market. But not only!Erasmus means also discovering and exploring a new culture, meetingnew people, learning new languages, travelling.

Un ortunately, this indisputable chance or academic developmentis not always valued by students. It is partly because some o themdont have enough in ormation about all the possibilities the Erasmusprogramme brings. The PRIME 2010 survey by ESN revealed that almostone th o the Erasmus students never receive in ormation aboutexchange students rights and obligations. Some students also get lostin the bureaucratic process and as a consequence do not obtain ullacademic recognition or their achievements abroad.

This is why we prepared this short guidebook or you. It is a brie , yetcomprehensive compendium, showing you the recognition processstep-by-step. It will explain you your rights and obligations as anexchange student. Moreover, it will give you guidance on what andwhen you need to prepare to get ull recognition o your studies abroad.With this guide you will take the most rom your academic exchange!

Enjoy reading,

Justyna PiseraPRIME Project CoordinatorErasmus Student Network

Dear Student!


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The Erasmus programme (European Region Action Scheme or theMobility o University Students) was established in 1987. It is a agshipinitiative o European Commission, which enables students to studyand work abroad in one o the 34 participating countries or a certainperiod o time ( rom 3 to 9 months). It orms an important part o theEuropean Unions Li elong Learning Programme (LLP). To participatein the Erasmus student mobility you need to be studying in a LLPparticipating country and to be enrolled in at least the second year inyour home institution.

Apart rom the students, there are mobility possibilities o ered by theErasmus programme also or pro essors and universities' sta . In the

ramework o the programme, several activities supporting mobility aresupported, such as the Erasmus Intensive Language Courses, whereyou can improve your language skills by participating in one o thecourses o ered at the host university.

By mid-2010, over 2.2 million students have participated in the exchangein one o more than 4 000 Higher Education Institutions in Europe.

Annually, around 200 000 students pack their bags and depart abroadto spend part o their studies in a oreign country.

Do you want to know more?Visit the o cial Erasmus website o the European Commission!ec.europa.eu/education/li elong-learning-programme/doc80_en.htm

Erasmus in a nutshell

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Higher Education Institutions that want to participate in Erasmusactivities must possess an Erasmus University Charter. The Charteraims to guarantee the quality o the programme by setting certain

undamental principles. Higher Education Institutions which are holderso the Erasmus University Charter can carry the inter-institutionalagreements, rom which a student can bene t. Moreover, by signingthe Erasmus University Charter, HEI agrees to give ull recognitionto students who satis actorily completed activities speci ed in thecompulsory Learning Agreement.

The right to obtain ull recognition is also written in the Erasmus StudentCharter. The Charter is a document speci ying all rights and obligationso the Erasmus student. It is a public document and should be madeaccessible to you by your university. I you cannot nd a Charter on thewebsite, ask your IRO or Erasmus coordinator to deliver it to you.

Exchange student:rights and obligations


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As an Erasmus student, you are entitled to expect: Your home and host universities to have an inter-institutional

agreement. The sending and receiving institutions to sign with you and be ore you

leave a Learning/Training Agreement setting out the details o yourplanned activities abroad, including the credits to be achieved.

Not to have to pay ees to your host university or tuition, registration,examinations, access to laboratory and library acilities during yourErasmus studies.

Full academic recognition rom your home university or satis actorilycompleted activities during the Erasmus mobility period, in accordancewith the Learning/Training Agreement.

To be given a transcript o records at the end o your activitiesabroad, covering the studies/work carried out and signed by your hostinstitution/enterprise. This will record your results with the credits andgrades achieved. I the placement was not part o the normal curricula,the period will at least be recorded in the Diploma Supplement.

To be treated and served by your host university in the same way astheir home students.

To have access to the Erasmus University Charter and Erasmus PolicyStatement o your home and host universities.

Your student grant or loan rom your home country to be maintainedwhile you are abroad.

As an Erasmus student, you are expected to: Respect the rules and obligations o your Erasmus grant agreement

with your home university or your National Agency. Ensure that any changes to the Learning/Training Agreement are

agreed in writing with both the home and host institutions as soon asthey when they occur.

Spend the ull study/placement period as agreed at the host university/enterprise, including undergoing the relevant examinations or other

orms o assessment, and respect its rules and regulations. Write a report on your Erasmus study/placement period abroad when

you return and provide eedback i requested by your home university,the European Commission or the National Agency.

I you have a problem:

Identi y the problem clearly and check your rights and obligations. Contactyour departmental coordinator or Erasmus and use the ormal appealsprocedure o your home university i necessary.

E r a s m u s S t u d e n t C h a r t e r !

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W h o i s W H O ? ?There are several people and institutionsworking on the Erasmus programme. You will cooperate with them during your application, preparations,

stay abroad and ormalities upon return, so it is important toknow what are the responsibilities o each party.

International Relations Ofce (IRO)Both your home and host institutions have International RelationsOfces. They can have di erent names: e.g. International Bureau,Exchange Ofce etc. Their role is to provide in ormation and counselling

or incoming and outgoing students. The IRO sta take care o yourdocuments and the enrolment process in both institutions. They are also

a provider o in ormation on the application procedure, requirements andpractical arrangements connected to your stay abroad.

Erasmus CoordinatorUsually, each HEI has one institutional Erasmus coordinator and one acultyerasmus coordinator per each aculty. The list o the coordinators shouldbe ound on the university website. The coordinators are responsible oradvising students on their choice o courses and number o ECTS credits. Incase o any problems, you can consult both the coordinators at your homeand host university.

National Agency (NA)Are the link between the European Commission and Higher EducationInstitutions. Regarding the Erasmus Programme, agencies are responsible

or the promotion and implementation at the national level and arethere ore amiliar with the relevant issues and organisation. They arepresent in the 34 European countries. You can consult your National

Agency i you need in ormation about the Erasmus programme.Also, i your institution is ailing to ul l their obligations romthe Erasmus University Charter you can turn to your NationalAgency and report the problem.


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Your Erasmus...

Step by Step!Going on Erasmus exchange means that you will spend a part o your

studies abroad. It is not an additional semester or two, but an integral part o your curriculum. To beneft ully rom the Erasmus exchangeand to obtain ull recognition upon return, you need to prepare your

stay in advance. Remember there are several steps o preparations that you need to complete.

Preparationsbe ore

departure

When to go on exchange?This is the rst decision you need to make. And you canmake it really early, even one or two years in advance! Takea care ul look at the programme o your studies: you willnotice that there are di erent courses: mandatory majorcourses, mandatory minor courses, ree electives, thesis etc.Each study programme has a certain number o mandatory

courses you will need to complete to obtain your degreeand a certain number o ree electives to choose rom.

Most probably you will have some o each o them everysemester. I you want to go on exchange, it is better tochoose a semester or academic year when you will haveless mandatory subjects and more ree electives. You willbe able to choose reely the courses that interest you most

rom the o er o host institution. I you are not sure what

time will be the best or you to depart on Erasmus, getadvice rom your Erasmus coordinator.

You need to prepare your stay abroad well inadvance. The most important steps or success ulacademic recognition need to be done be ore youleave or the exchange.


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A P P LY !

Check the timeline or applications in your home universityand eligibility criteriaEach Higher Education Institution has its own timeline or applications. Youshould start your preparations with checking all the deadlines. This is reallyimportant, because usually there is only one or two applications or theErasmus programme per year.

Choose the institution where you want to go on exchangeThe decision about where you want to go on exchange is one o the mostimportant aspects o the process. Make sure you choose wisely!

What do you need to remember when choosing the institution where youwill be studying abroad?

Check the list o the institutions to which you can go. You can makeyour Erasmus in any o the institutions that your university has abilateral agreement with . This in ormation should be available on thewebsite o the institution or your aculty. I you cannot nd it, consult theInternational Relations Ofce or ask the Erasmus Coordinator o youruniversity.

Check the programme or the semester at your host institution seewhat the obligatory subjects are and how many ree electives you have.

Check the study programme in the host institutions and see i they havematching courses or your obligatory subjects.

Apply at your home institutionEach HEI has its own application procedure. Sometimes you will have tosubmit your CV and motivation letter, in other cases you will have to presentyour motivation in ront o a special commission. In all the cases make sureyou are well prepared!

Prepare the necessary documentsThe Erasmus programme will allow you to trans er your learning outcomes

rom the host institution to your home institution, but to complete thisprocess success ully you will need to prepare and submit several documentsbe ore, during and a ter your exchange.

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Learning AgreementLearning AgreementOnce your application to go on Erasmus is approved, all parties(student, host institution and sending institution) need to sign theLearning Agreement.

The Learning Agreement is a negotiated agreement between you(Erasmus student), your home and host institution. It indicates, priorto the study period, what modules you will be studying during yourexchange and how many ECTS are allocated to those components.It is an in ormal agreement, but according to the Erasmus StudentCharter you have a right to be provided with it be ore you go abroad.The European Commission provides institutions with a template

orm o the Learning Agreement. Most o the institutions use thisrecommended orm o the Learning Agreement, however it may occurin your institution that the LA will look di erently.

A ter the end o the exchange, the hostinstitution will give you and your homeuniversity a Transcript o Records, adocument showing which o the courses

rom the Learning Agreement you attendedand success ully completed. Recognitiono all those modules as an integral o yourcurriculum is an obligation or your homeinstitution.

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Ch e c k t h e

a p p e n d i x a n d s e e

h o w a Le a r n in g Ag re e m e n t lo o k s

lik e !


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How to choose courses in your Learning Agreement?To ll in the Learning Agreement, you need to make a choice o courses. Itis very important that you choose the courses that suit you best, in orderto bene t most rom the exchange and to get them recognised when youcome back. Start with looking at the programme at your home institution

or the semester you want to go abroad. Which courses are the obligatory

ones? How many ECTS do you have in ree electives? Try to suit yourchoice to the programme o your home institution. Do not decide on yourown! A ter having reached the preliminary choice o interesting courses,visit your Erasmus Coordinator and ask or advice. Pay attention to the schedule o the courses at the host university. UsuallyErasmus students are allowed to choose rom a variety o courses romdi erent years, specializations or even aculties. There ore, it mighthappen some o the courses you would like to take will overlap. To avoidthis situation and uture changes in the Learning Agreement, make sureyou check the timetables be ore you make a nal decision o the courses.

eXchange your Li e!

Plan your studies!

Challenge yoursel !

Experience something diferent!


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Check i you have enough ECTS in your Learning AgreementWhat are ECTS?The European Credit Trans er and Accumulation System (ECTS) wasdeveloped by the European Commission to allow the trans er o learningexperiences and outcomes between di erent institutions. Its aim is to

acilitate student mobility and allow more exible ways to gain degrees.ECTS credits are based on the workload students need in order to achieveexpected learning outcomes. Workload indicates the time studentstypically need to complete all learning activities (such as lectures, seminars,projects, practical work, sel -study and examinations) required to achievethe expected learning outcomes.Each course component (lectures, trainings, seminars etc.) have anallocated number o ECTS. 60 ECTS credits are attached to the workloado a ull-time year o ormal learning (academic year) and the associated

learning outcomes. In most cases, student workload ranges rom 1,500 to1,800 hours or an academic year, whereby one credit corresponds to 25 to30 hours o work.Institutions which apply ECTS should publish their course catalogues onthe web, including detailed descriptions o study programmes, units olearning, university regulations and student services.Credits awarded in one programme may be trans erred into anotherprogramme, o ered by the same or another institution. Partner institutionsshould agree in advance on the recognition o periods o study abroad.

Ask your Erasmus coordinator about the minimum and maximum numbero credits your Learning Agreement should contain. Usually, you will haveto gain 30 ECTS to complete the semester.

Check the trans er o creditsMost o the institutions do use the ECTS, which is therecommended credits trans er system. However,

according to the PRIME 2010 study by ESN, in37% o the universities ECTS are used togetherwith a national system o credit calculation. Youneed to check i your university is using ECTS only,or combines it with its own system. In the lattersituation your ECTS credits will be trans erred andre-calculated. Ask the person responsible or thecredit trans er or the conversion table. Try out thisconversion table be ore completing the LearningAgreement to make sure that you will have enoughcredits also a ter the conversion.


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Collect the necessary signaturesor your Learning Agreement

A ter nalising your Learning Agreement, it needs tobe accepted. First you need to sign it, and then alsoyour coordinators rom home and host institution need toapprove it . First give it to your coordinators in your homeinstitution, and then send it to the host university. Rememberthe Learning Agreement needs to be accepted and signedbe ore your departure, so you need to start this procedure asearly as possible.

Ask about the system o grade trans er at yourinstitutionThe grading systems vary a lot at di erent Higher EducationInstitutions in Europe. Most probably your home and hostinstitution also use di erent grading scales. The di erences in

grading in di erent countries are natural; however it is reallyimportant that the trans er o grades is transparent, as sometimesgrants or other bene ts may depend on your level o per ormancealso during the exchange. A lot o students complain that theirgrade trans er was not done properly and the whole procedurewas not transparent.You can avoid this situation: ask your coordinator, who isresponsible or the calculation o your grades upon return. Findout what is the grade system at your host university. Ask theresponsible person how your grades will be converted be oreyour departure. You should also be provided with the conversiontable, which will allow you to check the trans er.

Apply to the host institutionOnce you are accepted as an outgoing student rom yourhome university, you can start to prepare your application tothe host university o your choice.

Check the timeline and eligibility criteria at theuniversity you want to study Prepare all the required documentsSubmit your application

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Only a ewmore steps!


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Steps to takeupon arrival

coordinator. Make sure the university received all thedocuments you sent by post. Check i they signed andaccepted your Learning Agreement. Visit the InternationalRelations Ofce in the rst week a ter your arrival. Takeall o your documents with you (ID, letter o acceptance,health insurance).

Changes to the Learning AgreementSometimes, due to di erent reasons, some o the previouslychosen courses will not be available or two or more courseswill overlap. In this situation you will have to change one ormore courses rom your Learning Agreement.Once signed, the Learning Agreement can be changedduring the study period. To make changes to the LearningAgreement, you need to use the second page o thedocument. You need to write there all o the courses rom

the previous LA you resign rom and all the new courseunits you decided to take instead. Remember that themodi cations need to be accepted again by all three parties:you, your coordinator rom host and home university needto sign it.

Visit to the International Relations Ofceand Erasmus coordinatorA ter your arrival to the host country, go and visit

the International Relations Ofce and Erasmus


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CY

HRGE

16Find out i ESNis present inyour town!

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ESN (Erasmus Student Network) is a non-pro t student organisationsupporting student exchange in Europe. ESN is present in over 370Higher Education Institutions in 36 countries. ESN o ers help inacademic, social and practical integration process. This is mainly donethrough activities such as cultural and social events like trips to various

places within the country, lm nights, buddy group and language projectsand international ood estivals and last, but not least, parties. In additionto that, many sections have introduced a mentor system, which help theinternational students mainly in their academic and practical integration.On www.esn.org you can check the list o ESN sections. I your hostuniversity has an ESN section, you should get in contact with them. Youwill meet enthusiastic local students who are always willing to help youin case o problems!

Meeting your local ESN section!

more than

370 ESN Sectionsin 36 countries!

www.esn.org


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Be oregoing back

C h e c k t h e

a p p e n d i x

a n d s e e h o w a

T r a n s c r i p t o f

R e c o r d s l o

o k s l i k e !

Transcript o Records

Be ore going back to your home country, make surethat you received a Transcript o Records rom yourhost institution.

The Transcript o Records is an important document bothor the student and the institution. It is a ormal document,

providing the proo o your study attainments and allowingrecognition. It ensures that you have an accurate and up-to-date record o the progress. It gathers the educational

components you have taken abroad, the number o ECTScredits you have achieved and the grades you have beenawarded.

The host institution will issue the Transcript o Records oreach incoming student. They should send it to your homeinstitution at the end o your period o study, in order to

ormally certi y the work completed, the credits awarded,and the local grades received during the mobility period.

You should receive your Transcript o Records a tercompleting your semester abroad and be ore leaving yourhost country. However, in some institutions the process oexamination is quite long and the Transcript o Recordswill not be ready be ore you leave to go back home. Insuch situations, make sure that you are in contact with aperson responsible or producing it and delivering it toyour institution. Make sure you know where to contact thisperson i necessary.


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La st Step:R-e-c-o-g-n-i-t-i-o-n

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the study exchange is not the onlypossibility or you to go abroad!The European Commission ofers

you more opportunities to spend aperiod abroad!

Get your recognition a ter returnA ter receiving your Transcript o Records, you need tomeet again with the Erasmus Coordinator o your home

university. They will check i you completed the semesterabroad and gained the required minimum number o ECTS.They will also compare the courses on your Transcript oRecords with those on your Learning Agreement.

All the courses rom your Transcript o Records that weresuccess ully completed and were originally presented inthe Learning Agreement should be ully recognised andincluded as an integral part o your curriculum. Those

courses will be included in your Diploma Supplement adocument which accompanies your graduation diploma. Itis providing a standardised description o the nature, level,context, content and status o the studies you completedduring your academic career.

Li elongLearning


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Erasmus Student Mobility or placementsErasmus Student Mobility or Placements enablesstudents at Higher Education Institutions to spend a

placement (traineeship/internship) period between 3months and 12 months in an enterprise or organisationin another participating country. It will enable you todevelop speci c skills including language skills andto improve understanding o the economic and socialculture o the country concerned in the context oacquiring work experience.

To apply:You can only apply or the programme i you areregistered student at one o the HEIs with ExtendedErasmus University Charter. You will apply and beselected to go by your home institution but you needto nd a company willing to host you on your own.

To know more:ec.europa.eu/education/erasmus/doc894_en.htm

P la c e m e n t M u nd us

E n t re p re ne u rs


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Erasmus or Young Entrepreneurs

Erasmus or Young Entrepreneurs is a project initiated by the EuropeanUnion. It aims at helping new entrepreneurs to acquire relevant skills ormanaging a small or medium-sized enterprise (SME) by spending timewith a business in another EU country. The exchange o experiencetakes place during a stay with the experienced entrepreneur, whichhelps the new entrepreneur acquire the skills needed to run a small

rm. You can participate in the programme, i you are planning to starta new business or you have already started one within the last 3 years.By participating in the programme, you will improve your know-how

and oster cross-border trans ers o knowledge and experience. Theprogramme is operated by 24 EU countries.

To apply:You need to prepare your CV and motivation letter. You will submityour documents directly through the ofcial programme website. Witha help o local contact point, you will nd an experienced entrepreneurwho will host you.

To know more:erasmus-entrepreneurs.eu/index.php

Erasmus MundusErasmus Mundus o ers joint degrees, so called European masters andPhD programs in wide scope o elds. Since 2009, Erasmus Mundushas been expanded and now it does not only o er ull degree mobility,but also an opportunity to spend part o your studies in a di erent

country anywhere in the world. It works similarly to Erasmus, but unlikeit is not limited to Europe and enables a truly international exchangebetween Europeans and non-Europeans, supported by scholarships.

To apply:To apply or an Erasmus Mundus scholarship you should address yourapplication direct to an Erasmus Mundus course or partnership.

To know more:ec.europa.eu/education/external-relation-programmes/doc72_en.htm


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Still many questions?Write them down, check

online or ask to yourErasmus Coordinator and IRO!

____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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t v a l

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26/2826

Ofcial PartnerPrime 2010


27/28


28/28

This project has been funded with support from the EuropeanCommission. This publication re ects the views only of the author,and the Commission cannot be held responsible for any use whichmay be made of the information contained therein.

A project o

With the support o

Erasmus Student Network (ESN) is a non-pro t internationalstudent organisation. Our mission is to represent internationalstudents, thus provide opportunities for cultural understandingand self-development under the principle of Students HelpingStudents.

O cial Partner

Re c o g n it io n :D o y o u w a n t

t o k n o w m o re ?

E 2 0 1 0

Problems of Recognition In Mak ingErasmus

P R IM EPro b lem s of Rec og ni tio nin Mak in g Er as mu s

Eren DicleJulia Fellinger

Lu yed an HuangIgor K alinic

Just yna PiseraJulia Trawisk a

Edo na Vinca

P RIM E 2 0 1 0

R e a d t h e re p o r t P R IME 2 0 10 D o w n lo a d it o n p r im e .e s n .o rg

Guide Programme Erasmus

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