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Application to the Host University

Students are required to submit a formal application to the host university to secure their place on the host university's Erasmus programme. Most universities send application information by email.

Application to the host university

Application procedures and deadlines are different for every partner institution.
Host institutions provide guides for incoming students, usually published on their website. Students are advised to consult the website of the host university and read the guide for incoming students.
Most partner universities publish a ‘fact sheet’ or ‘info sheet’ which contains essential information such as contacts, application process, deadlines, accommodation, semester dates, etc. Fact sheets can be found here.

The host university’s application procedure is usually described on the fact sheet and/or on the host university’s website.

Information on application procedures will be sent by the host university and/or forwarded by the UL Erasmus team to the student’s external email address (not the UL email address). Students are therefore advised to check their personal email account regularly and also check the SPAM folder as automated emails are often blocked.  

Information on application procedures is usually sent 6-8 weeks prior to the application deadline. Students who do not receive information from the host university should (i) look for the host university’s fact sheet on the UL Global website or (ii) consult the host website to find application forms and other relevant information.

Students will be asked about their language proficiency level on the application form.  Host universities use the CEFR to describe language ability (see section on Online Linguistic Support). Usually, a B1-B2 proficiency level in the language of instruction is required. Students who will study through English at the host institution should rate their proficiency level as C2.

Students with special needs should inform the host university. The host university will inform the student of the support they can receive during their mobility period,  in order to best support them during their stay.

Learning Agreement

The Learning Agreement is an essential Erasmus document. It is the contract of study agreed between the student, the UL Erasmus Academic Coordinator and the host institution. For list of UL Erasmus Academic Coordinators, please see here

The Learning Agreement outlines the modules that the student intends to study at the host university, along with the ECTS credit weighting of each module and the required level of language competence.

The Learning Agreement must be signed by the student, the UL Erasmus Academic Coordinator and the Academic Coordinator at the host university prior to the academic exchange. This helps to ensure that the choice of courses is approved by the UL academic coordinator and thus can help to prevent any later misunderstandings.

The Learning Agreement is divided into three sections:

  • Section A: To be completed BEFORE the mobility

It must be completed before the Erasmus placement and signed by UL Academic Coordinator.
This is usually required by the host university as part of the application procedure.
At that stage, the module choices are provisional and can still be changed when you start your placement.
Note: for the level of language proficiency, the reference used is the Common European Framework of Reference (A1=beginner; C2=near native)
IMPORTANT: Modules/Classes must be listed on the Learning Agreement in order to be considered for approval by the academic coordinator. Blank learning agreements (i.e. no selected module listed) will not be signed.  

  • Section B: To be completed DURING the mobility

​This section is used to record changes made to the original choices.
It must be finalised at the host university during the first 2 weeks of classes.

  • Section C: To be completed AFTER the mobility

This section is used to record your Erasmus results. However UL still requires an official Transcript of Records from the host university.
 

Learning agreement process

  • Step 1: Complete the Learning Agreement with a provisional choice of modules.
  • Step 2: Get the form signed by the UL Academic Coordinator and bring the form with you to the host univeristy. Provide a copy of the provisional Learning Agreement to the UL Erasmus team before departure. 
  • Step 3: On arrival at the host university, make contact with the Academic Coordinator to discuss the module selection and examination arrangements. Students normally have the first two weeks of the semester to finalise their module choices and register for classes.
  • Step 4: If changes have been made to the module selection, record the changes on the Learning Agreement and get it signed by the host university.
  • Step 5: Return the form to the UL academic coordinator and the UL Erasmus team as soon as the module selection is confirmed.

Please contact the UL ERASMUS Academic Coordinator once you are enrolled at the host university for advice on selection of subjects or if there is any deviation regarding the number of subjects or credits from that listed on the initial Learning Agreement. 

Module Choices

Students must ensure that the modules they register for at the host university equate to 30 ECTS credits.

Students whose degree includes an integrated academic exchange are expected to take the majority of their modules in their own academic field. It may be possible to take a couple of modules from other academic areas, if permitted by the host university.

Students on a voluntary academic exchange are expected to select modules that match the content of the UL semester as closely as possible.

The UL Erasmus Academic Coordinator should be consulted before departure to establish the agreed workload with regard to module selection and degree requirements. The Academic Coordinator will usually have details of the courses available in partner universities and students should discuss what courses they are expected to take while abroad. It is important that students know exactly what is expected of them, in terms of the types of courses to take, workloads, credits, results etc., before leaving Ireland.

If there are changes to the provisional module selection, students should contact the UL Erasmus Academic Coordinator to verify changes. If there are any issues regarding courses at the host university, it is important to contact the UL Erasmus Academic Coordinator straight away.

Some partner institutions require that students submit a portfolio (e.g. Architecture, Product Design) or recorded performance (e.g. Performing Arts). Students should seek advice and guidance from the UL Erasmus Academic Coordinator before submitting their application to the host university (the list of coordinators is available from Erasmus Academic Coordinators).

For other universities, provided that a complete application has been submitted within the deadline and that all requirements are met, students should be automatically accepted at the host university and normally receive a Letter of Acceptance from the host university 6-8 weeks after the application deadline.

Deadlines and application procedures differ for every partner university. Students are advised to submit the complete application, with all supporting documents, well before the deadline. The majority of partner universities use online registration but some still require that hard copies of all documents be sent by post. Some applications may require a transcript of results, a photocopy of the passport, an ID photo or the signature of the UL ERASMUS Coordinator. These documents must reach the host university before the application deadline. Students who miss the application deadline may not be accepted to study at the host university and may have to defer the ERASMUS placement until the following academic year. 

Non-EU students who undertake an Erasmus academic placement must have an IRP card that is valid until the end of the Erasmus academic placement.

For further information on how to re-apply for the IRP card, please contact international@ul.ie