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Documents, deadlines and timeline

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Your ERASMUS + application was successful? Congratulations! Now you are only a few (organisational) steps away from your adventure abroad. Below, you will find all the necessary information about documents that have to be submitted before, during and after your stay abroad.

Before starting your stay abroad, you can apply for the ERASMUS + scholarship, sign the Grant Agreement and take a leave of absence for the semester/academic year in question. Additionally, in your Learning Agreement, you have to specify the courses that you are taking abroad and indicate which of the credits you want to have transferred later on. The learning agreement has to be revised if you make any changes to your course selection. Arriving abroad, get a confirmation of your arrival by having the local international office sign your Certificate of Arrival. Before departure, your host university has to confirm the exact length of your stay by signing a so-called Letter of Confirmation. After your stay abroad, it is important that you receive a transcript of records from your host university. Finally, write a report and fill out the EU questionnaire.

Below, you will find further explanations regarding the necessary documents and respective deadlines.

Notice

For all required forms and templates, please click here. 
Are you looking for the ERASMUS timeline? Go to the download section below.

Before the ERASMUS+ studies

  • Application for an ERASMUS+ scholarship

    Applications for the Erasmus+ scholarship are submitted online via the MoveOn platform. The International Office will provide you with the link to apply on MoveOn in May or June.

    • The original must be signed and submitted to the International Office.

    Submission Deadline

    • No later than July 15 for study abroad starting in the winter semester
    • No later than October 15 for study abroad starting in the summer semester
  • Online Learning Agreement (OLA)
    • regulates the recognition of course credits received abroad
    • Create your class schedule and discuss your course selection with the ERASMUS + departmental coordinators based on the host university's course catalogue available on the Internet
    • must be signed by the student, the person responsible for recognition of credits and the host university
    • The online Learning Agreement will be activated for you by the International Office after the Erasmus grant application has been submitted and manually reviewed

    Deadline

    • Discuss the online learning agreement with the program coordinator before departure and create it in the Moveon student portal
      Obtain approvals (3 signatures: student, program coordinator, host university)
  • Grant Agreement
    • is a legally binding agreement between the University of Jena and the participating student that sets forth the terms and conditions for financial support under the Erasmus+ program.
    • Submit the signed agreement to the International Office (digital signatures)

    Deadline

    • determined upon receipt of the funding agreement
  • Request for leave of absence
    • To take a leave of absence from your Erasmus program, you must obtain approval from the International Office (IB). You can find the form for this on our website.
    • You must apply for the leave of absence online in Friedolin 2.0. Instructions can be found hereExternal link.

    Deadline: during the respective re-registration period

    Important: Students on leave of absence are not exempt from the re-registration requirement during their leave.

During the ERASMUS+ studies

  • Learning Agreement (part 2; in case of changes in the study programme)
    • regulates any changes to and recognition of academic credits earned abroad
    • must be signed by the student, the academic coordinator responsible for recognition, and the host university (Moveon)
    • Please follow the detailed instructions for filling out the form as outlined in the OLA guide on our forms website


    Deadline

    • Make digital changes to the existing Learning Agreement (“During Mobility”) in the Moveon student portal no later than 4 weeks after your official enrollment at the host university and have them approved by the program coordinator.
  • Certificate of Arrival
    • the international office of the host university confirms your arrival and enrolment
    • Have the document signed and send it to outgoing@uni-jena.de 

    Deadline

    • no later than 4 weeks after your official enrolment at the host university
  • Letter of Confirmation (containing the exact period of your stay abroad)

    Deadline

    Have it issued by the International Office at the host university before departure and send it by email to outgoing@uni-jena.de  immediately upon your return

After the ERASMUS+ studies

  • Transcript of Records

    Deadline

    • latest by 30th April for a stay abroad during the winter semester
    • no later than 30th September for a stay abroad over 2 semesters or during the summer semester
  • Letter of Confirmation (containing the exact period of your stay abroad)
    • Ask the host university to fill in the form
    • Send the scanned document by email to outgoing@uni-jena.de

    Deadline

    • up to 4 weeks after the end of your stay abroad
    • latest by 30th April for a stay abroad during the winter semester
    • no later than 31st July for a stay abroad over two semesters or during the summer semester
  • ERASMUS+ student report
    • Report containing useful tips and advice for future students (housing situation, university and campus life, information about the program)
    • Requirements for the experience report: anonymized, 1–2 pages, created and uploaded via MoveOn
    • For inspiration, see: Experience Reports from Erasmus Students at the University of JenaExternal Link

    Deadline

    • latest by 30th April for a stay abroad during the winter semester
    • no later than 30th September for a stay abroad over two semesters or during the summer semester
  • EU survey
    • You will receive an automatically generated email with a personalised link shortly after completing your ERASMUS + degree (please check your SPAM folder)
    • Complete the questionnaire within 2 weeks of receiving the email
  • Certificate of Recognition for Academic Achievements Completed Abroad
    • A printout from Friedolin or, alternatively, a document from your respective registrar’s office (particularly for law, Medicine, and Pharmacy) serves as proof of credit recognition.
    • Please highlight your recognized course credits from the above-mentioned Erasmus stay in green in the PDF document and submit the document via email to outgoing@uni-jena.de
    • If you do not wish to have your ECTS course credits recognized, please use the PDF form “Certificate of Non-Recognition of ECTS Credits” under the “Forms” section.

Planning your stay abroad: