How to nominate students?

Nominating Students 

We would request that you nominate only as many students as specified in our bilateral agreement and, unless there is a prior, mutually agreed alternative arrangement, please bear in mind that where the bilateral agreement mentions a stay of one full academic year, this should not be interpreted as two students for a semester each.

Students must indicate from the beginning whether they wish to study here for a full year or just one semester.  Please note that in general it is not possible at a later stage to extend a single-semester study visit to full-year.

You may find it useful to have a look at the NUI Galway fact sheet.

 Application Documentation

We now use an online application system for incoming Erasmus students.  Firstly we will invite you to send us the names and details of your nominated students, using  a template that we will send to the International Offices of our partner universities.  Then we will send a link to the online application form to the e-mail addresses of your nominated students.  No paper form will be required.  We will not need copies of passports, national identity cards, motivation letters, etc.  The only document you may need to sign will be your students' learning agreements.

It may sound obvious, but please impress on your students the importance of completing the online form carefully, and of double-checking all their details before submitting the form – for instance, students sometimes give us an incorrect e-mail address, or an incomplete postal address.  It is time-consuming for us to investigate and rectify these errors and omissions. 

On the application form, a link is provided to a list of NUI Galway academic coordinators; students should consult this list and not simply give the name of an International Office staff member as academic coordinator, unless they are coming to us on general, faculty-wide agreements with the Universities of Malta, Uppsala or Utrecht, in which case the International Affairs Officer acts as coordinator.

Please emphasise to your students the importance of respecting our application deadlines.  We will close our online system at midnight on 31st May, so all applications for semester 1 or full year study must be submitted by then.  With such huge volumes of incoming students, late applications always caused substantial problems for us at a very busy time of year, since they had to be dealt with on an individual basis after all the other student data had been exported collectively to our central records system.  With our new system, there is no facility for late applications.  We expect that students will be able to submit their applications within the three-month time frame from the end of February until the deadline.  The deadline for semester 2 applications will be 31st October, and semester 2 nominees will be contacted separately later in the year to invite them to apply.

Accompanying Documentation 

We do not need CVs or examination transcripts from students of Humanities/Languages/Business/Law – the application form will suffice, as we will take the coordinator’s nomination as proof of eligibility.

In the Sciences, Engineering, Information Technology and Medicine, however, we do require, as usual, full details of the students’ academic careers, as it will be necessary for the relevant faculty here at NUI Galway to review these in order to ensure that the students have the appropriate experience and background to follow the courses they are selecting.  These students (and/or their home university coordinators) should liaise with the appropriate NUI Galway Erasmus academic coordinators before 31st May in order to provide transcripts and discuss the modules the students wish to take here.

Visas for non-EU nationals

If some of your students will need a visa to enter Ireland, please bear in mind that the process may take six to eight weeks, and encourage them to start making their application in good time. They will find useful information on the INIS website (click on "visas").

English Language Proficiency

NUI Galway does not require its incoming Erasmus students to present a formal certificate as proof of competency in English.  Nevertheless, it is vital that they have a good command of the language, both written and spoken, so that they will be able to follow lectures, participate in small-group coursework, and write their assignments and exams.  We ask you to nominate only students who have attained the appropriate level of English-language proficiency so as to allow them to follow a course of study here without undue difficulty.  We have seen some visiting students really struggling to keep up with their course work due to poor English skills, and doing very badly in exams as a result.  We recommend a minimum of Level B2 on the Common European Framework of Reference, and if you suspect that your students might fall short of this, then we would suggest that you strongly encourage them to take some intensive language classes prior to coming to Galway so as to bring them up to the required level.

Subject choice, modules, Learning Agreements, ECTS

Until the 2019/20 Visiting Student Handbook is published, a signature of an NUI Galway staff member on a Learning Agreement represents an approval in principle only, and does not constitute any guarantee that certain courses will be available or that a student will be admitted to a particular course.  We expect the new handbook to be available in late Summer.  (See Courses Available - it is important to note that only certain courses are available to visiting students, so students should base their course selections only on modules listed in the Visiting Student Handbook.) 

Visiting Student Modules in the Discipline of English 

In the case of students of Languages/Philology, please be aware that Linguistics is not one of the predominant research areas in our English Dept, and so the range of courses offered at NUI Galway in LINGUISTICS is extremely limited. Prospective students and their coordinators should study carefully the course offerings in the Dept of English so that any potential difficulties in meeting home university credit requirements are identified in advance. 
Please note also that while the Discipline of English at NUI Galway offers a wide selection of modules to visiting students, with a sufficient number of seminar- and lecture-based modules available to accommodate all visiting students, seminar-based modules are delivered to small groups of students, so that numbers are limited, and demand sometimes exceeds supply. For this reason we wish to remind coordinators and visiting students that entry to seminar-based modules can never be guaranteed, and that in any case visiting students may only register for one seminar course per semester. Such restrictions will not apply in the case of lecture-based modules.

Erasmus & NUI Galway calendar

EXAMINATION PROCEDURES - Important Information 

The scheduling of examinations at NUI Galway differs from that of some of our partner universities.  At NUI Galway, semester 1 examinations take place in December and results are usually issued in late January/early February.  Semester 2 examinations normally take place from late April into May, and results are usually issued in late June/early July.  If students fail a module in either Semester 1 or Semester 2 and wish to take a repeat examination, they should bear in mind that ALL repeat examinations take place in August, and transcripts for these results are issued in September. This means that if one of your students fails a module in either the first or second semester, they will not be able to repeat the module until August.  It is important to keep this in mind for cases where students' progress on their home university programme of studies, or even their graduation, may depend on their securing a pass mark in time for a summer deadline.

It should also be noted that there is a repeat examination fee of €295.

Arrival dates, late arrivals, home university examinations 

Please note also that students will be required to be in attendance right from the beginning of the academic year.  Teaching will begin on Monday, 9th September 2019, and our Orientation Programme (compulsory) for new international students will start on the preceding Thursday, 5th September. Please bear this in mind when making your nominations. Students who arrive late will miss the all-important first weeks of the semester and thus they will be at a significant disadvantage.  If you anticipate your students being unable to travel to Galway in time, then perhaps they might be best considered for an alternative host university with a later start date.

In particular, when scheduling stays of one single semester, coordinators should compare the academic calendars of both institutions (see our academic term dates) in order to ensure that the time-frames are compatible.

We regret that it is not usually possible for NUI Galway to arrange for visiting students to sit the examinations of their home university at this institution.  Unfortunately we simply do not have the space or the resources to accommodate requests of this nature, and would kindly ask for your understanding in this matter.

When your students commence their studies in Galway… 

… they may require your assistance in making their final course selection, or may need your advice on credits, suitability of courses, etc.  You should ensure that they are able to contact you (or a colleague) at that time by phone or e-mail.

You may find it useful to consult our Frequently Asked Questions page.  Please feel free to contact us with any other queries. 

Many thanks for your valued cooperation!

Downloads

  • Undergraduate Prospectus 2019

    Undergraduate Prospectus 2019 PDF (16 MB)

  • Postgraduate Prospectus 2019

    Postgraduate Prospectus 2019 PDF (12.6 MB)

  • Pre-Arrival Information

    Pre-Arrival Information PDF (16 MB)