Documentation for outgoing Erasmus+ students

Here you will find an overview of how to fill out the necessary documents to have your stay approved and receive the Erasmus+ grant.

Published 20. Nov. 2020. Updated on 31. Jul. 2024

(Online) Learning Agreement for Studies

Completed and signed by the student, UiS, and host institution

How to create an Online Learning Agreement (OLA)

Start by creating an Online Learning Agreement through the platform.

To log in, you can either use eduGain/Feide or Google. Please note that you must register the first time you log in.

Be careful when filling out the agreement, as there are limited opportunities to make changes after it has been signed by UiS.

Visual guide: Online Learning Agreement for studies - Semester Mobility (PDF)

Please see the boxes below for details on how to fill in the different sections of the Online Learning Agreement.

Learning Agreement Information

Academic year: Select the academic year you will go on exchange
Planned period: Write the estimated start and end date for your exchange. You can refer to the host institution's academic calender.

1. Student Personal Data

Your personalia
Field of Education (ISCED): Look up your field of study in the ISCED database, e.g., Business Administration. Select the four-digit code, e.g., 0410. The database is somewhat limited, so you may need to choose something more general/what fits best.
Study Cycle
- Bachelor: First cycle - EQF 6
- Master: Second cycle - EQF 7

2. Sending Institution

Country: Search Norway.
Name: Search University of Stavanger.
Faculty/Department: Write your faculty or department, e.g., UiS Business School.
Erasmus Code: N STAVANG01. This should be filled in automatically.
Sending Responsible Person: Fill in the contact information of your student advisor. They will approve and sign the agreement on behalf of UiS.
Sending Administrative Contact Person: You can leave these fields blank.

3. Receiving Institution

Country: Search your host country.
Name: Search your host institution.
Faculty/Department: Fill in the fauculty/department you will attend if you have this information. Otherwise, please leave it blank..
Erasmus Code: This should be filled in automatically.
Receiving Responsible Person: Fill in the contact information of the person who will sign your Online Learning Agreement on behalf of the host institution. This is usually a representative of the host institution’s International Office, or equivalent. You must reach out to the host institution to get this information if you have not already received the relevant contact details during the application process.
Receiving Administrative Contact Person: You can leave these fields blank.

4. Proposed Mobility Programme

Table A: Study Programme at Receiving Institution

In Table A, you must add the courses you will attend during your exchange at the host institution. Each component represents one course.

The learning agreement should show a total of 30 ECTS in Table A. All courses listed in Table A must be pre-approved by your faculty/department.

Component title at the Receiving Institution: Course title as written in the host institution's course catalog.
Component Code: Course code as written in the host institution's course catalog. If a course doesn't have a code, please enter 1234 to proceed.
Number of ECTS credits: Number of credits per course, as stated by the host institution.
Semester: First (Winter/Autumn) or Second (Spring/Summer).
Main language of instruction: The instruction language of your selected courses, usually English.
Language level: A grade of 4 in English from a Norwegian Upper Secondary School corresponds to level B2 under the Common European Framework of Reference for Languages (CEFR). If you've taken an Erasmus+ language test, you can use the result as an indicator.

Table B: Recognition at Sending Institution

In Table B, you must add the courses you would have attended at UiS if you had not gone on exchange this semester. The courses are added in the same way as for Table A.

If you were supposed to take elective courses, please write Electives. Electives don't have a Component Code, so enter 1234 to proceed.

5. Virtual Component

This section is not relevant for regular semester mobility.

Please click «Next».

6. Commitment

For å fullføre læringsavtalen må du både signere og klikke på knappen nederst for å sende avtalen videre til studiekonsulent for neste signatur. Det er viktig at du fullfører begge disse stegene.

Vi anbefaler at du sender din studiekonsulent en epost og informerer dem når du selv har signert læringsavtalen.

Dersom alt er i orden, signerer din studiekonsulent avtalen. Da sendes avtalen automatisk videre til vertsinstitusjonen for den siste signaturen. Når alle tre parter har signert, er avtalen komplett.

Du får varsel per e-post når avtalen signeres og kan sjekke status under My Learning Agreements.

To complete the learning agreement, you must first sign in the signature field and then click the button at the bottom of the page to send the agreement to your student advisor for the next signature. You must complete both of these steps.

We recommend that you inform your student advisor once you have signed the agreement in case they miss the notification.

If everything is in order, your student advisor will sign the agreement. The agreement is then automatically forwarded to the host institution for the final signature. When all three parties have signed, the agreement is complete.

You will receive an email notification when the agreement is signed, and you can check the status under My Learning Agreements.

Changing the Online Learning Agreement (OLA)

If you need to change your courses during your exchange period, you must update the OLA even if this has been signed by all three parties.

Please remember that if you're changing to courses that haven not already been pre-approved by UiS, you must submit a new application for pre-approval for the new courses.

Select Apply Changes in the menu on the right-hand side of the signed agreement under My Learning Agreements.
Find the section where you need to make changes.
If you're adding or removing courses from Table A, you must indicate this in Table A2.
After making any changes, all three parties must sign the agreement again.

Please note that if you need to change to courses that have not already been pre-approved by UiS, you must submit a new application for pre-approval to your faculty/department.

What if you can't use the Online Learning Agreement (OLA)?

If your host institution doesn't use the online version of the Learning Agreement, you must submit a PDF version. You can refer to the guide for the OLA for how to fill in the different sections and fields.

Remember to either sign the PDF digitally or print the document to sign physically and scan the signed version before you send it to your student advisor for the second signature. After your student advisor signs, you must send it to the host institution for the final signature.

Once the agreement is complete, you must upload the PDF version in the Exchange Guide and notify your contact person.

Download the Learning Agreement template for studies (MS Word).

Learning Agreement for Traineeships

Completed and signed by the student, UiS, and host institution

The Learning Agreement for Traineeships is not available digitally, and you must use the document template linked below.

The first part of the Learning Agreement for traineeships is similar to the Learning Agreement for studies, and you can refer to the guide above to see how to fill in the overlapping fields.

Once the agreement is complete, you must upload the PDF version in the Exchange Guide and notify your contact person.

Download the template for the Learning Agreement for Traineeships (MS Word)

The section "Before the Mobility"

You should contact the responsible person at your department/faculty for guidance when filling in this section of the agreement.

Detailed programme of the traineeship
Knowledge, skills and competences to be acquired by the end of the traineeship
Monitoring plan
Evaluation plan

The section "After the Mobility"

After your traineeship is finished, you must ask the host institution to complete and sign this section.

You should make sure the host institution provides exact start and end dates for your exchange so that you don't have to submit the Confirmation of Erasmus+ Exchange as well.

Grant Agreement

Completed and signed by the student and UiS

You will receive the Grant Agreement through the Exchange Guide in the Digital Student Service Desk as the semester start approaches. Make sure to fill in the agreement carefully and note that all the fields are mandatory.

After you have completed and signed the agreement, you must upload it to the Exchange Guide and notify your contact person so that UiS can sign as well.

Below, you will find more information on how to fill in the different parts of the agreement. Please contact the International Office through the Exchange Guide if you have any questions.

Preamble

Personal information

Write your full first and last name(s) as written in your passport. You must also fill in your official residential address, including the house/building number, street name, postal code, and city.

Payment information

Fill in your account and bank details. You must write the account number where you wish to receive the grant, the account owner's name, and the full official name of your bank. You must also fill in the BIC/SWIFT and the IBAN. BIC/SWIFT codes are tied to the bank and are usually found on the bank's website. The IBAN is for the individual account, and must be found in your online bank or equivalent.

Remember to be careful when filling in these fields and double-check all the information, as it is used to pay the grant.

Total amount includes

In this section, you can tick the boxes for additional grants that are relevant to you. The base grant and the travel grant are ticked by default.

Additional grant for traineeships

If you are going on exchange to do a traineeship, you must tick the box for "top-up amount for traineeships."

Additional grant for underrepresented groups

Students with children or other caring responsibilities: Students who have children under 18 years old, regardless of whether the child accompanies them on the exchange. Students who are the primary caregiver of younger siblings, elderly family members and/or family members with serious mental and/or physical illness or addiction
Students with long-term disabilities and chronic illnesses
Students with refugee status
First-generation students: Students who are the first in their family to complete higher education, and who do not have parents or siblings who have previously completed higher education
Students who belong to or have a connection to the indigenous population (Sámi) or one of the national minorities (Jews, Kven/Norwegian Finns, Romani/Taters, Forest Finns and Roma)

If you belong to any of these categories, you may tick the box for "top-up amount for students with fewer opportunities." You will then be contacted by the International Office and asked to sign a Declaration of Honour to confirm that you are a student belonging to an underrepresented group.

Inclusion support for special accommodation

If you are applying for additional financial support to accommodate special needs, you must tick the box for "inclusion support." The International Office will contact you to follow up the next steps.

Article 2: Duration of Mobility

2.1: Enter the estimated start and end dates of your stay. You can refer to the academic calendar, but we recommend entering the start of the exam period as the end date to reduce the risk of having to repay parts of the grant if you have an earlier exam.
2.2: Fill in the same start and end dates as in 2.1. You must also write the number of days you will be on exchange.

Article 3: Financial Support

3.2: Fill in the same number of days as in 2.2.

Article 7: Insurance

7.1: Check which insurance types apply to your exchange. This depends on whether you are attending studies or a traineeship, but note that health insurance in mandatory for everyone. You must then carefully read the information on the website about insurance during your exchange.
7.2: Tick the box indicating that you have read the information about insurance for your exchange. You must also tick the box indicating that you will obtain the required insurance before you start your exchange.

Signatures

Write your full name, as well as the place and date for the signing. You can either sign the agreement digitally, or print the document and sign physically.

After you have signed the agreement, you must upload it to the Exchange Guide and notify your contact person.

Confirmation of Erasmus+ Exchange Period

Completed and signed by the host institution

The final Erasmus+ grant is calculated based on the number of days you have actually been physically present at the host institution to participate in studies or a traineeship during your exchange. After your exchange period is completed, you must submit a confirmation of the duration of your stay.

Download the document: Confirmation of Erasmus+ Exchange Period (pdf).

You must get this document completed and signed by the host institution at the end of your exchange period, and then upload it to the Exchange Guide.

What is the confirmation used for?

The main grant is calculated based on the dates you provide in the grant agreement. This is the first payment you receive.

The host institution fills in the actual start date (first lecture date/orientation week) and end date (final physical exam or equivalent), and then signs the document. The total grant amount is adjusted at the end of the stay based on the dates specified by the host institution.

After this adjustment, you may receive any remaining grant or be asked to repay parts of the grant.

For traineeship students

You must fill out the After the Mobility section in the learning agreement for traineeships after the placement is over. If the host institution provides exact dates for your stay in this section, you do not need to submit the form Confirmation of Erasmus+ Exchange Period.

Please note that traineeship students who are on exchange for only 2 months will receive the full grant at the beginning of their stay.