FAQs About the Erasmus+ Study Stay

 

Before Your Erasmus+ Study Stay

Where and how do I apply for an Erasmus study place and grant?

You need to apply for an Erasmus study place and the Erasmus grant at the same time with the International Coordination Office of your faculty/department. The Erasmus coordinator of your faculty/department determines the application modalities and deadlines. If your application for an Erasmus study place is successful, you will receive further information about the Erasmus grant from the Erasmus Outgoing Student Support team at RWTH's International Office at a later date.

May I receive BAföG and the Erasmus grant at the same time?

Students entitled to BAföG can also continue to receive it during their Erasmus stay. You can find detailed information on BAfög benefits outside Germany here.

Can the Erasmus grant be combined with other scholarships?

If you are receiving another scholarship from the EU or DAAD, you cannot receive an Erasmus scholarship. All other scholarships are compatible with the Erasmus scholarship. Be sure to find out if your other scholarship provider will lower your scholarship amount if you receive an Erasmus scholarship.

What do I need to know about registering and enrolling at the partner university?

After successfully applying for a study placement, your Erasmus coordinator nominates you for an Erasmus study placement at the corresponding partner university.

However you are then responsible for enrolling or registering at the partner university. The nomination from RWTH is not sufficient to be counted as enollment, as every university has its own enrollment procedure fur Erasmus students. Some partners use online registration and/or require additional documents from the nominated students. The partner university will contact you a few months before your stay to provide you with information on their enrollment and registration procedures. Make sure you abide by the enrollment deadlines at the partner university.

The partner university has not yet responded. How can I find out the status of my nomination?

After successfully applying for an Erasmus study place, the Erasmus coordinator of your faculty/department nominates you for the partner institution. If you have not automatically received information about the enrollment procedure from the partner university by mid-May (for stays beginning in the winter semester) or early October (for stays beginning in the summer semester), please contact the International Office of your host university to find out the current status of your nomination.

You can only be certain that the exchange is possible when you receive an official confirmation from the partner university. Wait to book your travel or cancel your apartment until then.

Do I have to pay tuition fees at the partner university?

As a part of the Erasmus agreement between RWTH and your partner university, you are not required to pay any tuition fees at the partner university for your Erasmus+ stay. Erasmus students are only required to pay enrollment fees or social contribution fees.

What certificates does RWTH's International Office issue?

The Erasmus Outgoing Student Support team at the International Office can issue certificates for the following upon request:

  • Applying for BAföG for stays abroad
  • Applying for a visa
  • Partner university or foreign authorities (for example when applying for a housing grant in France)
  • Language certificate based on your Abitur transcript, which shows your language level according to the Common European Framework of Reference for Languages

We can issue other certificates upon request. However we do not issue any certificates requiring an instructor's signature.

Please us to request the certificates you need and let us know what they need to state. We will process the request and you can pick up the certificates from International Office two working days later during office hours.

Where can I find visa information?

Make sure to find out early on, whether you need a visa for your host country. You can find detailed information on the consulate and embassy websites, from the Federal Foreign Office, and from the DAAD.

What are the advantages of taking a semester of leave?

You can find information about semesters of leave on the Registrar's Office website.

Taking an official semester of leave during your stay abroad offers the following advantages:

  • Your course semesters are not counted during an official semester of leave due to an Erasmus+ stay.
  • It is possible to take exams at RWTH Aachen during a semester of leave.

How can I have my mobility fee refunded?

You can get a refund for the mobility fee regardless if you take a semester of leave. You can find the request form on the AStA website. Make sure to check the deadline for submitting the request.

What kind of insurance coverage is included?

The Erasmus+ scholarship does not include any insurance coverage. The EU Commission, the DAAD, and RWTH are not responsible for any damages caused while you participate in the program. Students are responsible for purchasing adequate insurance coverage for their entire stay abroad.

Your national health insurance generally provides basic insurance cover for your stay in another EU country in the form of the European Health Insurance Card. However, the coverage offered by this card or by private insurance may not be sufficient, especially if repatriation or special medical treatment is necessary. In such cases, supplementary private insurance can be useful.

It is possible to purchase DAAD group insurance, which includes health, accident, and private liability insurance. You can contact the DAAD Insurance Office for more information.

Do I need to inform the Registration Office in Aachen of anything?

According to the State Registration Act you are required to cancel your residence at the Registration Office if you are going abroad for more than three months. This still applies even if your rental contract will remain in force. If you ignore this requirement, you may be fined.

Further information is available on the Website of the City of Aachen.

What conditions apply to the Erasmus grant?

You will have to comply with the conditions specified by the Erasmus grant before, during, and after your Erasmus stay. Fulfilling these conditions correctly and by the respective deadline is a prerequisite for receiving, and continuing to receive, the Erasmus grant.

In the download area of the Erasmus page you will find a checklist of Erasmus conditions. This overview refers to the current academic year and provides information on how, where, and by what deadline the respective condition has to be met. After your application for an Erasmus stay has been deemed successful, the Erasmus Outgoing Student Support team will send you a specific checklist for your Erasmus stay by June at the latest.

Where can I find the FAQ about the Learning Agreement?

You can find FAQ about the Learning Agreement in the Learning Agreement handout that the International Office's Erasmus Outgoing Student Support team sent to you after you successfully applied for an Erasmus study placement.

What is the minimum number of ECTS credits I need to take during my stay?

The EU Commission recommends you plan to take courses, modules, etc. amounting to a total of at least 30 ECTS during your Erasmus study placement.

Erasmus students at RWTH have to earn at least 15 ECTS per semester at the partner university and to prove this with the transcript of records issued by the partner university at the end of their stay.

The signatures of the departmental and institutional coordinators are required for a document from the partner university. Who is this referring to?

The departmental coordinator is the Erasmus coordinator at your faculty or department. Adriane Sehlinger signs the document as institutional coordinator for RWTH. You can request her to sign the document via the Erasmus Outgoing Student Support team.

 

During Your Erasmus+ Study Stay

Do I have to submit a Confirmation of Arrival to the RWTH International Office?

Many partner universities issue you a confirmation of arrival once you arrive. RWTH's International Office only requires such a document in exceptional cases. However at the end of your stay, you are required to submit a confirmation of your time abroad with the start and end dates of your Erasmus study stay.

Are fees for language courses covered?

No. Language course fees incurred while participating in the Erasmus program are not covered. Erasmus outgoing students are offered the opportunity to take an online language course as part of the Online Linguistic Support service. All language course support is indirect and must be clarified before your stay abroad. If a preparatory language course results in a longer study placement abroad, the extended period can be funded by the Erasmus grant.

What should I do if I can foresee that I will not attain the required number of 15 ECTS credits per semester, i.e. a total of 30 credits for a two-semester study stay?

Please inform the Erasmus coordinator of your faculty/department as soon as you can foresee that you will not reach the minimum number of ECTS. Write to them explaining why you could not reach the minimum number of ECTS and ask for an exemption. Attach proof for your case, for example a medical certificate. Exemptions are only granted in exceptional, well justified cases.

When you receive an exemption, your Erasmus coordinator will sign your letter. The signed declaration should then be sent by email to the team together with a scan of the Transcript of Records of the partner university.

If you do not receive an exemption, the Erasmus coordinator will inform the Erasmus Outgoing Student Support team how many funding months they allocate for the number of ECTS credits obtained. The Erasmus grant will then be reclaimed on a pro-rata basis.

If you have not earned any ECTS at all during your Erasmus study placement, you must repay the grant in full (0 ECTS = 0 euros).

What do I do if I want to shorten my Erasmus+ study stay?

At the end of your shortened stay, request the confirmation of stay abroad as per usual. On this document your host university confirms the period you were present for academic pursposes at the institution. Once you have returned, send your Confirmation of stay abroad as a scan to the International Office‘s team. They will calculate the scholarship amount that has to be repaid due to the shorter stay and will inform you of this in due course.

What are the conditions for extending my Erasmus+ study stay?

  • The extended period immediately follows the current stay.
  • An extension cannot extend the stay to beyond 12 months.
  • Your local Erasmus coordinator from your faculty or department and the Erasmus coordinator at the partner university must approve the extension.

You can find information about requesting an extension in the Learning Agreement handout.

 

After Your Erasmus+ Study Stay

What do I need to know about the Confirmation of Stay Abroad?

Have your confirmation of stay abroad issued to you directly at the international office of the host university at the end of your stay. From experience, we know students may face problems and significant delays if they request the confirmation of stay abroad from the partner university after they return to Germany.

When will I be requested to fill out the EU Online Survey?

The point in time that you are automatically requested to fill out the online questionnaire depends on the planned end date of your stay as stated in the Mobility Grant Agreement. The questionnaire will be sent from the following email address: replies-will-be-discarded@ec.europa.eu.

What should I do if I am having technical problems starting the OLS language test?

If you cannot start the final OLS language test and receive the message "license expired" or "session expired", please set your mobility end date to the current month and save your entry. Once you have done this, it should be possible to take the OLS language test.

What exactly constitutes a notification of recognition?

The notification of recognition is the document you receive from the examination board from your local faculty/department when you submit the transcript of records issued by the partner university (original) and your Learning Agreement to have your credits recognized.

This notification lists the achievements that you have achieved at the partner university that are recognized by RWTH. You must send a scan of this document to the team.

What can I do if I have not attained the required number of 15 ECTS credits per semester, i.e. a total of 30 credits for a two-semester study stay?

If you do not reach the minimum number of ECTS during your stay, please inform the Erasmus coordinator of your faculty/department. Write to them explaining why you could not reach the minimum number of ECTS and ask for an exemption. Attach proof for your case, for example a medical certificate. Exemptions are only granted in exceptional, well justified cases!

If you receive an exemption, your Erasmus coordinator will sign your letter. The signed declaration should then be sent by email to the team together with a scan of the Transcript of Records of the partner university.

If you do not receive a special approval, the Erasmus coordinator will inform the Erasmus Outgoing Student Support team how many funding months they allocate for the number of ECTS credits obtained. The Erasmus grant will then be reclaimed on a pro-rata basis.

If you have not earned any ECTS at all during your Erasmus study placement, you must repay the grant in full (0 ECTS = 0 euros).

What should I do if I do not attain the required number of ECTS credits at the partner university, but ECTS credits equal to the minimum number are recognized at RWTH?

At least 15 ECTS have to be earned at the partner university in one semester and have to be proven with the transcript of records issued by the partner university at the end of the stay. Alternatively, you must prove that at least 15 ECTS per semester completed at the partner university have been recognized at RWTH. It is therefore permissible if, for example, you obtain 13 ECTS/semester at the partner university, but can prove that 15 ECTS/semester are recognized at RWTH.