Outgoing Erasmus 2021/22

DOCUMENTATION AND INFORMATION RESOURCES

Handbook for Outgoing Erasmus Students 2021/22‌  - Please make sure to read this handbook very carefully.

QUICK LINKS:
NUI Galway Learning Agreement for Studies - for use only where it's not possible to use the OLA; see note 3 below
Certificate of Arrival
Grant Acknowledgement Form
Certificate of Attendance - please read note 8 below
Narrative Report

Autumn information session for FY or S1 outgoing Erasmus - slides from presentation given on Monday, 27th September, 7pm.

Information for Outgoing Erasmus Students 2021/22 (Semester 1 and full year)  This is a pdf version of the slides shown in the YouTube video that was circulated early in the summer to all students nominated for a semester 1 or full-year Erasmus study visit.  You should make sure to watch the video, as the commentary will provide you with some additional information.  The pdf/slide version will allow you to access the hyperlinks which cannot be accessed in the video version.

‌‌MY ERASMUS STUDY VISIT - WHAT DO I NEED TO DO, AND WHEN?

Below is an outline of the main steps involved in the Erasmus process, but it is not a substitute for reading attentively the above-mentioned Handbook.

1) Erasmus Grant Application

Students must apply for the Erasmus grant by means of an online form; the link to this form will be sent by the International Office to those students who have been formally nominated by their academic coordinators.  The 2021 deadlines were midnight on Monday, 10th May for students going on Erasmus in the autumn, and midnight on 29th November for students going on semester 2 study visits.  Students interested in Erasmus traineeships (i.e. working instead of studying abroad as a recognised part of your course) will have to complete a separate online form; you should look at the Erasmus Traineeships page.  If you apply for a study visit but subsequently opt for a traineeship instead (for instance, you take up an offer of a teaching assistantship), you MUST submit a new application form for a traineeship and notify the International Office that you are no longer taking part in the study visit. 

When your grant application has been approved, you will receive a formal nomination letter from NUI Galway The nomination letter is an important document that you might have to produce as part of your application to your host university, on arrival there for registration purposes, or to complete administrative procedures in your host country.  It may also be required as part of an application for SUSI.

 2) Facebook

There is a Facebook group for NUI Galway's 2021/22 outgoing students.  A link will be sent to all the relevant students by e-mail, inviting them to join.  You should request to join the group, as it will be an important source of information and support before and during your study visit.

3) Learning Agreement

This‌  is a very important document in relation to your Erasmus visit and it should be completed before you begin your studies abroad. It may even be requested by your host university as part of your application. You should complete this in consultation with your academic coordinator, and the International Office is not normally involved, except perhaps for BA non-language students. Please note that from 2021/22, we are encouraging the use of the Online Learning Agreement (OLA) .  Academic coordinators will be able to provide their students with the necessary information: step-by-step instructions for creating your OLA account, and a guide to completing an OLA. 
If your host university is unable to accept the Online Learning Agreement, then you may use either an alternative version that they will provide, or the old NUI Galway Learning Agreement for Studies

If you make changes to your originally approved course choices after you start your studies at the host university, then you will need to note them as amendments to your original learning agreeement, and have the changes approved by academic coordinators at both home and host universities.

Please note that the Learning Agreement is effectively completed by the Transcript(s) of Records that you will get from your host university after your studies there . Your transcript(s) will show whether you successfully completed the courses you chose.  In this regard, the transcript is the final essential element for the recognition by NUI Galway of your studies abroad.

4) Online Linguistic Support (OLS)

If you will be studying through French, German, Italian or Spanish, you will be required to take an online language assessment before you go on Erasmus.  An invitation will be sent to you by e-mail from @erasmusplusols.eu so please make sure you don’t overlook it or allow it to get lost in your spam folder. Please check the deadline for taking the test and make sure you adhere to it.  You will receive a grade according to the Common European Framework of Reference for Languages.  The result cannot be used to prevent you taking part in Erasmus, but if you do not do well, it might be an indication that you need to work on your language skills to bring them up to the required level.  Having completed the assessment, you may be given access to a free online language course.  It is highly recommended that you follow this course as a linguistic preparation for your studies abroad. You will be required to take a further linguistic assessment at the end of your studies.  See http://erasmusplusols.eu/

We cannot issue grant agreements (see below) to language students until they have completed the first OLS assessment.

5) Grant Agreement

An Erasmus Grant Agreement will be issued all outgoing students as part of their "Erasmus information pack" - that's the essential Erasmus-related documents that will be sent to you by e-mail.  These include your nomination letter, Erasmus Student Charter, and other material to advise and guide you.  It is vital that you send us a copy of the Grant Agreement, completed and signed by you, BEFORE you leave to go on Erasmus.  Students due to start their Erasmus studies in January may expect to receive their Erasmus pack in December.

Please note that you will be required to provide, on the grant agreement, details of the insurance that you hold in relation to travel, medical treatment abroad and repatriation.  You should research and purchase a suitable private insurance policy in addition to the European Health Insurance Card.  Your grant agreement will not be considered valid unless you can provide us with the name and number of your insurance policy.

6) Certificate of Arrival

 WHEN YOU ARRIVE AT YOUR HOST UNIVERSITY, you should bring your Certificate of Arrival to the International Office there and get it completed and signed. You should not fill in the dates yourself; they should be filled in by an official of the host university. The start date is the first day you were required to be present at the university, whether for a language course, orientation, or the start of teaching.  The end date is the expected last date of exams (first sitting).  You must send this form promptly to NUI Galway: without it we cannot pay your Erasmus grant. You should send it by email to outgoingerasmus(at)nuigalway.ie.

7) Grant Acknowledgement Form

You must complete a Grant Acknowledgement Form ‌for every Erasmus grant instalment that you receive.  Please make sure to write in the correct amount and to SIGN the form.  You can return it to us by post or e-mail (PDF only).  Do please read carefully the instructions on the form.

 8) Certificate of Attendance

 BEFORE YOU LEAVE YOUR HOST UNIVERSITY, you will need to get your Certificate of Attendance completed, signed and stamped by a representative of your host university (e.g. International Officer or designated contact person in the faculty where you've been studying).  The Cert of Attendance is an official confirmation from the host university that you have finished your studies there. This means it should only be issued to you at the very end of your studies. You should leave it till the end of your time at the host university, or make arrangements in advance so that it is (a)  completed to show the last exam date and (b) signed close to that time.

The dates on the cert of attendance should be the dates between which you were officially required to attend the host university, and they may include an orientation programme or a language course (if applicable) and examinations, but should not include flat-hunting or leisure days at the beginning or holidays/leisure time at the end. The form should not be post-dated: it should be signed and dated at the time when you are finishing your studies/exams.
You must return this document to the International Office at NUI Galway or you will not be eligible for your final grant instalment.  Please send it by e-mail, in PDF format, to outgoingerasmus(at)nuigalway.ie.

And remember: you should keep a copy of this very important document.

9) Other things you'll need to do when you're finishing your studies abroad

YOUR ERASMUS REPORT: A few weeks before you are due to finish your Erasmus studies, some of you will receive an e-mail from a European Commission e-mail address requesting you to complete an online report on your Erasmus experience.  Please check your junk mail/spam folder to make sure you haven't missed this e-mail.  If you receive this request to complete the online participant report, you are obliged to do so, otherwise we will be unable to issue your final grant payment.
If you do not receive a request to complete the online participant report, then you are kindly asked to complete the NUI Galway Narrative Report instead.  This allows you to provide feedback on your Erasmus experience in a format that will be very useful to future students and the coordinators advising them.
Even if you complete the online participant report, you are of course encouraged to complete the Narrative Reportas well, and you may do this in collaboration with other students who were at the same Erasmus destination.  The information you provide will be greatly appreciated by future students.

LANGUAGE TEST: If you had to take the OLS language test before your studies abroad, then you will be required to take a second assessment at the end of your study visit.  You will receive an e-mail inviting you to take this test two weeks before the finish date that you indicated on your OLS profile.  Please check your junk mail/spam folder if you don't receive the e-mail.  If you reach the end of your Erasmus period and you haven't received an e-mail about the second OLS test, you should log into your OLS account and adjust your finish date, and this should prompt the system to send you the link to the test.

 

Students going on Erasmus in 2022/23

Please note that this page relates to Erasmus study visits (to universities abroad).  If you are planning to go on an Erasmus traineeship (work placement), please go to the Erasmus Traineeship web page.

IMPORTANT INFORMATION FOR STUDENTS BEING NOMINATED FOR STUDY VISITS STARTING AUTUMN 2022:

  • Check your junk/spam mail folder regularly, as important messages can end up there; for instance, messages from your host university abroad, or e-mails in relation to the OLS or other aspects of Erasmus.
  • Be aware that you will have to complete an application form for admission to your host university; check their deadline and be sure to adhere to it. 
  • The deadline for Semester 1 and Full Year nominated students to apply for the Erasmus Grant was midnight on Wednesday, 11th May, 2022.  Unfortunately late applications cannot be considered.  We will be in touch with Semester 2 nominated students later in the year to provide them with a link to the form for grant applications; we anticipate that the deadline will be late November.

Documents available to download

Handbook for Outgoing Erasmus Students 2022/23

Information for Outgoing Erasmus Students 2022/23 (Semester 1 and Full Year) This is a pdf version of the slides shown in the YouTube video that was circulated already to all students nominated for a semester 1 or full-year Erasmus study visit.  You should make sure to watch the video, as the commentary will provide you with some additional information.  This pdf/slide version will allow you to access the hyperlinks which cannot be accessed in the video version.

Here are some other useful documents:
How to create your OLA account
How to complete your Online Learning Agreement

Q‌UICK LINKS - but please read the detailed list in the section below too!
NUI Galway Learning Agreement for Studies - use this version only if you are unable to use the OLA
Certificate of Arrival
Grant Acknowledgement Form (to come)
Certificate of Attendance 2022/23

MY ERASMUS STUDY VISIT - WHAT DO I NEED TO DO, AND WHEN?

Below is an outline of the main steps involved in the Erasmus process, but it is not a substitute for reading attentively the Handbook for Outgoing Erasmus Students 2022/23.

1) Erasmus Grant Application

Students must apply for the Erasmus grant by means of an online form; the link is circulated to those students who have been formally nominated by their academic coordinators.  Deadlines: 11th May for students going abroad in autumn 2022; late November (date to be announced) for students going abroad in early 2023.

Provided your grant application has been approved, you will receive a formal nomination letter from NUI Galway, most likely in the month of June The nomination letter is an important document that you might have to produce as part of your application to your host university, on arrival there for registration purposes, or to complete administrative procedures in your host country.  It may also be required as part of an application for SUSI.

 2) Facebook

There will be a Facebook group for NUI Galway's 2022/23 outgoing students.  In summer 2022, a link will be sent to all the relevant students by e-mail, inviting them to join.  You should request to join the group, as it will be an important source of information and support before and during your study visit.

3) Learning Agreement

This‌  is a very important document in relation to your Erasmus visit and it should be completed before you begin your studies abroad. It may even be requested by your host university as part of your application. You should complete this in consultation with your academic coordinator, and the International Office is not normally involved, except perhaps for BA non-language students. 

Please note that we recommend that NUI Galway students  use the Online Learning Agreement (OLA).  First, you will need to create an account:  How to create your OLA account
How to complete your Online Learning Agreement

If your host university is unable to accept the Online Learning Agreement, then you may use either an alternative version that they will provide, or the old NUI Galway Learning Agreement for Studies.  In fact your host university might require you to submit a version of this with your application, but in any event, a Learning Agreement must be completed before starting any Erasmus studies abroad.

If you make changes to your originally approved course choices after you start your studies at the host university, then you will need to note them as amendments to your original learning agreeement, and have the changes approved by academic coordinators at both home and host universities.

Please note that the Learning Agreement is effectively completed by the Transcript(s) of Records that you will get from your host university after your studies there . Your transcript(s) will show whether you successfully completed the courses you chose.  In this regard, the transcript is the final essential element for the recognition by NUI Galway of your studies abroad.

4) Online Linguistic Support (OLS)

If you will be studying through French, German, Italian or Spanish, you will be required to take an online language assessment before you go on Erasmus.  An invitation will be sent to you by e-mail from @erasmusplusols.eu so please make sure you don’t overlook it or allow it to get lost in your spam folder. Please check the deadline for taking the test and make sure you adhere to it.  You will receive a grade according to the Common European Framework of Reference for Languages.  The result cannot be used to prevent you taking part in Erasmus, but if you do not do well, it might be an indication that you need to work on your language skills to bring them up to the required level.  Having completed the assessment, you may be given access to a free online language course.  It is highly recommended that you follow this course as a linguistic preparation for your studies abroad. You will be required to take a further linguistic assessment at the end of your studies.  See http://erasmusplusols.eu/

We cannot issue grant agreements (see below) to language students until they have completed the first OLS assessment.

5) Grant Agreement

An Erasmus Grant Agreement will be sent to all outgoing students as part of their "Erasmus information pack".  These essential documents include your nomination letter, a copy of the Erasmus Student Charter, and other material to advise and guide you.  It is vital that you send us a copy of the Grant Agreement, completed and signed by you BEFORE you leave to go on Erasmus.  

Please note that you will be required to provide, on the grant agreement, details of the insurance that you hold in relation to travel, medical treatment abroad and repatriation.  You should research and purchase a suitable private insurance policy in addition to the European Health Insurance Card.  Your grant agreement will not be considered valid unless you can provide us with the name and number of your insurance policy.

6) Certificate of Arrival

 WHEN YOU ARRIVE AT YOUR HOST UNIVERSITY, you should bring your Certificate of Arrival to the International Office there and get it completed and signed. You should not fill in the dates yourself; they should be filled in by an official of the host university. The start date is the first day you were required to be present at the university, whether for a language course, orientation, or the start of teaching.  The end date is the expected last date of exams (first sitting).  You must send this form promptly to NUI Galway: without it we cannot pay your Erasmus grant. You can send it by post or, preferably, by email.

7) Grant Acknowledgement Form

You must complete a Grant Acknowledgement Form ‌for every Erasmus grant instalment that you receive.  Please make sure to write in the correct amount and to SIGN the form.  You can return it to us by post or e-mail (PDF only).  Do please read carefully the instructions on the form.

 8) Certificate of Attendance

BEFORE YOU LEAVE YOUR HOST UNIVERSITY, you will need to get your Certificate of Attendance 2022/23 completed, signed and stamped by a representative of your host university (e.g. International Officer or designated contact person in the faculty where you've been studying).  The Cert of Attendance is an official confirmation from the host university that you have finished your studies there. This means it should only be issued to you at the very end of your studies. You should leave it till the end of your time at the host university, or make arrangements in advance so that it is (a) completed to show the last exam date and (b) signed close to that time.

The dates on the cert of attendance should be the dates between which you were officially required to attend the host university, and they may include an orientation programme or a language course (if applicable) and examinations, but should not include flat-hunting or leisure days at the beginning or holidays/leisure time at the end. The form should not be post-dated: it should be signed and dated at the time when you are finishing your studies/exams.
You must return this document to the International Office at NUI Galway or you will not be eligible for your final grant instalment. Please send it by e-mail, in PDF format, to outgoingerasmus(at)nuigalway.ie.

And remember: you should keep a copy of this very important document.

9) Other things you'll need to do when you're finishing your studies abroad

A few weeks before you are due to finish, you will receive an e-mail from a European Commission address requesting you to complete an online report on your Erasmus experience.  Please check your junk mail/spam folder if you don't receive the e-mail. The online report is obligatory for every student taking part in Erasmus.  The Narrative Report, on the other hand, is not compulsory, but it will be greatly appreciated by future students if you would take the time to complete it.

If you had to take the OLS language test before your studies abroad, then you will be required to take a second assessment at the end of your study visit.  You will receive an e-mail inviting you to take this test two weeks before the finish date that you indicated on your OLS profile.  Please check your junk mail/spam folder if you don't receive the e-mail.  If you reach the end of your studies abroad and you haven't received an e-mail about the second OLS test, simply log into your OLS account and adjust your end date.  This should prompt the system to send you the link to the test.

 

 

 

 

Some explanations to help you in managing your paperwork

I have to fill in various application forms - what are they all for?

The Erasmus Grant Application Form is an NUI Galway internal form; its purpose is to provide the International Affairs Office with all your details for our records and to allow us to pay your Erasmus grant into your bank account. Please do not confuse it with the host university's application form: you will have to apply to your host university for admission as an Erasmus student. Make sure you know what you need to do in this regard; if in doubt, check with your departmental coordinator. Please make sure that you are aware of, and observe, the deadline of your host university in relation to your application. If in any doubt, check the relevant website. The onus is on you, the student, to ensure that your application is properly filled in, includes all necessary documentation, and arrives at your host university in time. Bear in mind also that a housing application form will need to be completed if you plan to take a room in a university residence abroad - early application is advisable.

How do I get the application form for the host university?

The first stage in this process is that your coordinator at NUI Galway will officially nominate you to the host university, and after that you can expect to receive instructions by e-mail from the host university about the application procedure.  As there is a danger that legitimate e-mails can end up in your spam folder, you should check this regularly. If you haven’t heard anything from your host university a month before the deadline, notify your NUI Galway coordinator. 

Online application forms are widely used by our partner universities. However, you may have to print out the form or part of it and have it signed by your NUI Galway coordinator before sending it to the host university by post. Make sure you observe the application deadline!  You should receive a confirmation of acceptance from the host university within a month or so of the deadline.

What happens after I submit my NUI Galway Erasmus application form?

In advance of the start of their Erasmus studies, the International Affairs Office sends each outgoing student an Erasmus Pack containing your grant agreement, a letter of nomination and other official documentation in connection with the Erasmus study visit. This will normally be sent to the home address that you provide on your application form (although documents will be sent by e-mail in summer 2021). If you are a language student, this package will only be sent to you when you have completed the compulsory pre-Erasmus OLS language test
Please read all the material (as well as any e-mails from the International Office) very carefully and follow any instructions given in relation to return of documents, etc. You will normally be required to complete two copies of the " Grant agreement for Erasmus+ Higher Education Studies", which is your financial contract with NUI Galway; one copy is for you to keep, and the other copy must be sent to the International Affairs Office, NUI Galway, BEFORE you leave to commence your studies abroad; otherwise you will not be eligible to receive an Erasmus grant.
You will also need to complete a Risk Assessment and sign a Study Abroad Declaration, but these processes are managed by the Colleges of NUI Galway and not by the International Office.

The information package will normally come in a large white envelope with a label that says "Important Documents Inside". If you are not going to be at home during the summer, please make sure it is put aside safely for you and that you send back the grant agreement before you set off on Erasmus in the autumn.  September is a very busy time of year for us and we won't be able to issue replacement copies of lost documentation.  (Please note that in summer 2021, documents will not be posted, but sent by e-mail to students' @nuigalway.ie addresses.)

What's the difference between the "Grant agreement for Erasmus+ Higher Education Studies" and the "Learning Agreement"?

The Grant Agreement is your "financial contract" with NUI Galway, setting out the terms and conditions of your study visit and your Erasmus grant. It's a four-page document that requires your signature alongside that of the University representative.  It is vital that you return this document to the International Office BEFORE you begin your study period abroad.  You will have to provide the details of your travel insurance (policy name and number) on your grant agreement; without this information it's not valid.

Please do not confuse this document with the Learning Agreement, where you will list the courses you are to take while abroad. You will need to get the approval of your academic coordinators, both here and at your host university, for your course choices; this is indicated by their signature on your Learning Agreement. 

I've seen different versions of the Learning Agreement - which one am I supposed to use?

Some partner universities issued their incoming students with an older version of the learning agreement while they were waiting for the new Erasmus learning agreement to be published. Some may still be using this. However, the European Commission expects that all students pursuing Erasmus studies use the approved version. There is a flow chart to help you in filling it out. Please note that the transcripts that you will receive from both your host university abroad and from NUI Galway will form a final part of your learning agreement, aimed at guaranteeing the recognition of your studies abroad.

Registering at NUI Galway

You must be registered as a student here at NUI Galway for the year in which you are going abroad.

You will be able to register online in late August, and you should follow the instructions, “Returning to my Next Year”. 

More information

Downloads

  • Undergraduate Prospectus 2022

    Undergraduate Prospectus 2022 PDF (8.4MB)

  • Postgraduate Prospectus 2022

    Postgraduate Prospectus 2022 PDF (14.3MB)

  • Pre-Arrival Guide 2022

    Pre-Arrival Guide 2022 PDF (16 MB)

  • Quick Guide to Courses 2022

    Quick Guide to Courses 2022 PDF (1.20MB)

  • International Student Opportunities at NUI Galway

    International Student Opportunities at NUI Galway PDF (1.36MB)

  • Mexican Student Guide

    Mexican Student Guide PDF (1.20MB)

  • Indian Student Guide

    Indian Student Guide PDF (2.81MB)

  • Indonesian Student Guide

    Indonesian Student Guide PDF (1.58MB)

  • Chinese Student Guide

    Chinese Student Guide PDF (1.35MB)

  • North American Guide

    North American Guide PDF (1.49MB)

  • Malaysian Student Guide

    Malaysian Student Guide PDF (1.31MB)

  • Hong Kong Student Guide

    Hong Kong Student Guide PDF (1.12MB)

  • Saudi Arabian Students

    Saudi Arabian Students PDF (1.14MB)

  • UAE Student Guide

    UAE Student Guide PDF (1.04MB)

  • Nigerian Ghanaian Guide

    Nigerian Ghanaian Guide PDF (1.16MB)

  • Postgraduate Prospectus 2021

    Postgraduate Prospectus 2021 PDF (11.3MB)