Process for outgoing Erasmus students 2019-2020

What to do before, during and after the exchange as an Erasmus student

Before departure

Date / deadline (DL)

Step

Who

15 Jan - 15 Feb
or after 1 April 2019 for the extra application round

Applies for exchange

Student

DL 15 March
(or a couple of weeks after applying in the case of the extra application round)

Makes exchange nomination decisions

Faculty

After the nomination for exchange or by the nomination deadline of the partner university at the latest

Sends the nominations to partner universities

Faculty coordinator

in April and in October

Organizes a departure orientation

International Office

After getting an invitation via email

Completes a language proficiency test in the electronic OLS system

Student

After being nominated for exchange - before the application deadline of the host university

Applies for the host university

Student

Before the application deadline of the host university

Prepares the Learning Agreement. Acquires the signature of the departmental coordinator to the Learning Agreement. Uploads it to Mobility-Online. Sends it to the host university.

Student

Before the deadline of the host university

Applies for accommodation

Student

After the student has uploaded the Learning Agreement to Mobility-Online

Sends information about applying for the Erasmus scholarship

International Office

Approx 2 months prior to the exchange at the latest

Informs bank account data and exchange dates at the Mobility-Online system

Student

When the student has provided the exchange dates to Mobility-Online

Calculates the amount of the Erasmus scholarship

International Office

After the IO has calculated the Erasmus scholarship amount

Accepts the Erasmus scholarship agreement

Student

About 1 ½ months before the exchange period begins

Accepts the Erasmus scholarship agreement

International Office

About one month before the exchange period begins

Pays the Erasmus scholarship to the student

International Office

About one month before the exchange period begins

Sends the nomination certificate to the student

International Office

*) usually the departmental international affairs coordinator

During your stay

Date / deadline (DL)

Step

Who

Within a week of the beginning of the exchange

Uploads the final Learning Agreement signed by the host university to Mobility-Online

Student

If needed

Agrees on possible changes to the Learning Agreement with the departmental coordinator for example via email or with the Changes to the original Learning Agreement form

Student

After your exchange

Date / deadline (DL)

Step

Who

During the last week of the exchange

Asks the Letter of Confirmation of be signed at the host university

Student

After the exchange has ended

Completes the 2nd part of the OLS language test (if applicable)

 

After the exchange has ended

Uploads the Letter of Confirmation to Mobility-Online

Student

After the Letter of Confirmation has been uploaded

Verifies the exchange dates from the Letter of Confirmation. Pays more scholarship if needed after the extension of the exchange period or claims back some of the scholarship if the exchange period has been shortened.

International Office

Within a month after the exchange has ended

Writes the University of Jyväskylä’s travel report (unless it was replaced by a blog)

Student

Within a month after the exchange has ended

Fills in the EU Survey

Student

After receiving the transcript of records from the host university

Uploads the transcript of records to Mobility-Online

Student

After the student has uploaded the transcript of records

Makes the credit transfer decision on the studies done abroad

Departmental coordinator

in February and September

Organizes a re-entry orientation. The invitation will be sent to those who have returned from an exchange via email

International Office