FAQs About Erasmus+ Study Abroad

 

Before Your Erasmus+ Study Stay

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

For further information, please visit: Application Process

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)

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 find information on the Online Learning Agreement (OLA)?

  • You will find all the necessary information on the Online Learning Agreement on our OLA Support website.

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?

How can I cancel my stay abroad if I do not wish to take it up?

You can cancel your stay via the cancellation form in the central online application portal for stays abroad. Please let your faculty and the partner university know about your decision.

Does the language test (OLS) that I have to do correspond to the language level that I require for my host university?

No, after you have been selected to take part in Erasmus+, a language test is carried out to determine your current language level. The conditions determined in the Erasmus contracts with partner universities and in the Learning Agreement regarding a certain language level do not have to be proven by online tests, nor should they be confused with these. These language skills will be tested by the faculties or departments using other methods when selecting participants.

What is Green Travel Support and how do I get it?

The Green Travel Support is an additional grant of 50 euros to promote sustainable travel to the host country (outbound and/or return travel). The application for this must be submitted before the start of the mobility period, using the form you receive with your grant agreement (annex II).You will be asked to specify exactly which means of transportation you used later, after you have completed your stay abroad. There will be a section in the Confirmation of Study Abroad form (Cosa) you have to fill out at the end of your stay.

Sustainable modes of transportation include (as of March 2022): bus, train, car sharing, bicycle. Excluded are: Air travel and driving a car on your own (no passengers). Other modes of transportation will be reviewed after you have submitted them in the Cosa forms.

Additional funding may be available for extra travel days required for sustainable outbound and/or return travel. Please refer to the Grant Agreement for more information.

Proof of travel and tickets are to be submitted upon request only and must remain in your possession until you receive your scholarship certificate.

 

During 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 beyond 12 months.
  • Your local Erasmus coordinator from your faculty or department and the Erasmus coordinator at the partner university must approve the extension in writing.
  • You must submit a fully signed OLA for Changes (Learning Agreement During the Mobility) to at least one month before the original end date. Your original end date can be found in our Online Portal under "Personal overview of stays abroad".
  • You must independently contact the partner university for any necessary nominations for your second semester abroad. If needed, this nomination will be made by the exchange coordinator of your faculty or department.

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

How do I cancel my stay abroad if I wish to cancel it once it has begun?

You can cancel your stay once it has begun via the cancellation form in the central online application portal for stays abroad. Please let your faculty and the partner university know about your decision.

 

After Your Erasmus+ Study Stay

What do I need to know about the Confirmation of Study 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.

 

 

Special funding

What is special funding as part of the Erasmus+ program?

Special funding consists of financial support for students who have fewer opportunities or special needs. The financial assistance is designed to promote equal opportunities and inclusion, making it easier for students with special requirements to take part in the program. The grant amounts to 250 euros per scholarship month and is paid in addition to the regular Erasmus funding. Recipients can only claim the grant once, even if they meet several of the criteria for receiving the grant.

For more information on eligibility requirements, verification requirements, and other funding opportunities for students with special needs, please visit our Equal Opportunities: Everyone Can Study Abroad page.