Erasmus+ Relevant Forms

On this page you can find all relevant documents and information that you will need as a participant of a Leuphana exchange programme. Please hand in the respective documents at the International Center or at the Examination Office before, during and after your return from the study abroad.

In order to avoid any problems or misunderstandings please make sure that you

  • fill out all forms electronically (handwritten completed forms will not be accepted)
  • give correct and complete information
  • obtain the respective signatures on each form
  • make a copy of each document for your files
  • and hand in the original documents up to the due date.

Counselling

Please clarify academic questions directly with the relevant programme coordinators.
If you have any further questions, please feel free to contact us by phone or e-mail.

Open office hours: Tues and Thurs 10 a.m.-12.30 p.m., C14.105

For questions about the Learning Agreement:
Group consultation on Wednesdays, 9.45 a.m. (approx. 60 min.)
Zoom Meeting ID: 944 0417 8042, ID code: 262235

Erasmus+ forms

  • Obligatory information events for outgoings in winter semester 2022/23 and summer semester 2023
  • Checklist
  • Notification of a study abroad
  • Grant Agreement and Student Charter
  • Online Language Support (OLS)
  • Academic Recognition / Erasmus+ Online Learning Agreement – First version / Erasmus+ Learning Agreement Before the Mobility
  • Academic Recognition / Erasmus+ Online Learning Agreement – Changed version / Erasmus+ Learning Agreement During the Mobility
  • Confirmation of Arrival and Departure
  • Request for extension of the Erasmus mobility
  • Experience report

Erasmus+ forms

Obligatory information events for outgoings in winter semester 2022/23 and summer semester 2023

Only in German; Presentations in English

1. Bewerbung an der Partnerhochschule – Stipendienvereinbarung – Formalitäten  – Organisatorische Fragen
Mi, 26.04.2023, 14.15-15.45 Uhr, Zoom

Presentation: download (pdf)

2. Anerkennungsverfahren – Erstellung Laufzettel und Online Learning Agreement
Mo, 09.10.2023, 09.30-10.30 Uhr, Zoom-Meeting-ID: 944 0417 8042, Kenncode: 262235  (Wiederholung vom 27.04.2023)

Presentation: download (pdf; only in German)

Bei allgemeinen Fragen zu Erasmus:
Fr, 28.04.2023, 10.15 Uhr, C14.202
Fr, 23.06.2023, 10.15 Uhr, C14.202
Fr, 14.07.2023, 10.15 Uhr, C14.201

Austausch-Treffen für Outgoings:
Mo, 05.06.2023, 17.30-19 Uhr, AStA Wohnzimmer

Notification of a study abroad

You remain enrolled at Leuphana University of Lüneburg while on a study abroad, but will be exempt from paying the student services fees for the period abroad. A notification of a study abroad has to be submitted to the Student Services via the International Center. Students with double majors are requested to submit one notification per major. Please send the carefully completed form to outgoing@leuphana.de.

Grant Agreement and Student Charter

In the academic year 2023/24 Erasmus outgoings will be funded from 2 different Erasmus+ projects. Depending on the duration of the project, the period of stay and the destination country, we will assign you to a project and send you the scholarship agreement by email.

First, read the information on the scholarship agreement for your project (Appendix V) and follow the sample agreement. Then carefully and completely fill in the document electronically. Submit the original hand-signed document to the International Center. If you are applying for top-ups, please submit the sworn statements with original signatures and other supporting documents, if applicable, with the scholarship agreement. Top-ups for fewer opportunities cannot be combined.

We are very happy about the additional funds that are available for Erasmus students with fewer opportunities.
However, due to given reasons we have to point out again that your information in the honorary declarations can be checked by the DAAD within the scope of an audit. In case of false information or forged signatures, there may be criminal consequences in addition to a reclaim of the funding.

Deadlines for submission: will be communicated by e-mail. The documents for the 2023 project are expected to be made available at the end of June.

Online Language Support (OLS)

The requirement to complete a pre-departure language test, as stated in the scholarship agreement, has been waived for all students receiving funding from the 2021, 2022, and 2023 projects.

However, Erasmus+ funding recipients can use the online language support on a voluntary basis. Access is provided via the EU Academy platform. Erasmus+ funding recipients have various options on the platform: they can conduct so-called "self-assessments" to self-assess their language skills and participate in language courses in any number of languages. You will receive access to the OLS area by e-mail.

Academic Recognition / Erasmus+ Online Learning Agreement – First version / Erasmus+ Learning Agreement Before the Mobility

Outgoing students create their Online Learning Agreement (OLA) exclusively(!) in the portal for stays abroad, in which you have already made your application for the exchange. As soon as the OLA function is available to you in the portal, you will receive an automatic notification via the OLA system and can start creating the OLA.
Students whose OLA function does not appear in the portal shall contact Stefanie Bahnsen: la.outgoing@leuphana.de.

The Online Learning Agreement - First Version documents the basic eligibility for recognition of the modules/courses taken at the host university. The online document is signed electronically in the portal by the student, the Erasmus University Coordinator and the responsible person at the host university.
Any change that occurs after the start of the mobility must be documented in an Online Learning Agreement - Changes via the portal and signed again electronically by all three parties within 5 weeks after the start of lectures at the host university.

Please proceed as follows:

  1. The Online Learning Agreement (OLA) is based on the so-called routing slip for the Online Learning Agreements:
    • Enter all modules/courses that you would like to take at the host university and assign them to the Leuphana modules that you would like to have recognized. Please complete the routing slip electronically!
      Note: You can recognize achievements from the curriculum of your own major, minor and complementary studies or degree program (GS).  See also: recognition.
    • Have the credit eligibility of the selected courses/modules confirmed by signature or email correspondence by only the person(s) responsible for recognition (see list below). Remember to submit course/module descriptions to the responsible for recognition.
    • Designate the courses at the host university for which you don’t request recognition as "additional work" ("Zusatzleistung") on the routing slip; no signature is required.
       
  2. Transfer the courses/modules listed on the routing slip to the OLA form (First Version) in your portal. Note: ALL host university courses as well as Leuphana modules confirmed as eligible for recognition will be entered into the OLA.
     
  3. Complete the OLA in the portal by "save" and "approve" - the OLA will be sent automatically to the Leuphana International Center for review and approval.
     
  4. Parallel to step 3, send the routing slip matching the OLA as a pdf via email to: la.outgoing@leuphana.de.

You will receive an automatic notification as soon as your OLA has been completed in the portal or if it needs to be revised again. You can also view the processing status at any time in the portal and download the OLA as a pdf after approval by all three parties.

Deadline:

  • according to the deadline of the host university (if applicable, as part of the application documents), but in any case no later(!) than 5 weeks before the start of the stay abroad.

Please note:

  • The instructions for completing the OLA in the portal as well as the instructions for the docket (see below).
  • OLA and related documents will be processed as they are received.
  • Due to vacation-related absences of IO staff and responsible persons for recognition, processing will take longer in July/August.
  • We accept all documents as a pdf via email/with digital/electronic signature - no originals need to be submitted.
  • Incomplete OLA documents will not be processed.

The lists of the persons responsible for recognition are available on the following websites:

Further information regarding course recognition are available here.
Students whose host university does not use the OLA after winter semester 2022/23 will continue to use the traditional Learning Agreement Before the Mobility form and the matching routing slip as a subsitute.

Academic Recognition / Erasmus+ Online Learning Agreement – Changed version / Erasmus+ Learning Agreement During the Mobility

Any changes to the first agreed and approved study programme (i.e. the OLA - Fist Version) after the beginning of the mobility must be documented within 5 weeks after the start of lectures at the host university with an Online Learning Agreement - Changes.

Please proceed as follows:

  1. The basis for the OLA - Changes is, similar to the OLA - First Version, a routing slip for the OLA:
    • Any changes in the eligibility for recognition at Leuphana are mapped in the OLA routing slip (Changes).
    • Please consider the "Instructions Routing Slip for the Online Learning Agreement (only in German)" below!
       
  2. Create the OLA - Changes in the portal for stays abroad:
    • Log in to the portal -> "Edit LA" -> on the left "First Version" (later visible as "Latest Proposal") -> click on the field "+ Propose Changes" at the very bottom: Courses/modules related to the completed OLA- First Version can be deleted or added.
    • Attention: The  OLA - Changes can only be created if the OLA - First Version has already been approved online by all parties. The approval by the respective parties is displayed in the OLA in the "First Version" area at the top.
       
  3. Finalise the changes ("Latest Proposal") in the portal by "save" and "approve" - the OLA - Changes will be sent automatically to the Leuphana International Center/the Erasmus+ Coordinator of Leuphana University for review and sign-off.
     
  4. Parallel to step 3, send routing slip matching the OLA - Changes as a pdf by e-mail to: la.outgoing@leuphana.de.

Deadline:

  • 5 weeks after the start of the lecture period at the host university.

The lists of the persons responsible for recognition are available on the following websites:

Students whose host university does not use the OLA from winter semester 2022/23 or whose host university has signed the OLA - First Version only as a pdf, not online, please use the traditional Learning Agreement During the Mobility form and the matching routing slip.

Confirmation of Arrival and Departure

According to the EU guidelines the Erasmus funding has to be calculated on a daily basis. Therefore, you have to submit a confirmation of your host institution indicating your date of arrival and your date of departure, which do not necessarily correspond to your actual stay in the host country but the time period directly connected to your studies abroad.

The beginning date is the first day on which your are present at the host university for academic reasons, e.g. a welcoming event or language course.
The end date is the last day on which you are required to be present at the host university, e.g. the end of the individual examination phase.

Only the physical stay at the host university is eligible. Should you leave earlier and finish your studies online, the funding ends with your departure.

The shortest possible funded duration is 90 days (Project 2020) or 60 days (Project 2021); shorter time periods cannot be funded.

Request for extension of the Erasmus mobility

The extension of an Erasmus mobility period has to be approved by both the host institution and the home institution. If you would like to extend your stay, fill in the form,  collect the signature from the responsible person at your host university and send it at least one month before the end of the semester at the host university to the Leuphana International Center for confirmation and signature.

After the approval of the extension:

  • A new original grant agreement is not required. You will receive an e-mail with the new funding dates and the new funding amount. The changes must be confirmed by e-mail in order to take effect.
  • Send 'Notification of a study abroad' for the second semester to ssndra.schnell@leuphana.de
  • Create your OLA for the second semester online and send your routing slip ("Laufzettel") plus the E-Mail correspondence, if applicable to la.outgoing@leuphana.de

Experience report

Participants of the Erasmus+ programme must submit the obligatory Online Participant Report via the EU Mobility Tool. The report is not intended for publication but rather serves to evaluate the Erasmus+ programme. Erasmus+ participants will receive the request to submit the Online Participant Report by e-mail upon termination of their study abroad (title of the e-mail: “Ihr Bericht über den Erasmus-Auslandsaufenthalt / Erasmus participant report request”).

In addition, all outgoing students have to submit an experience report to the International Center after completion of their study abroad. These study abroad reports are an important source of information for both students who are planning a study abroad and Leuphana University for the evaluation of the exchange programmes in order to guarantee and improve quality. All reports that are released for publication are available at the information desk of the International Center.

Submit the experience report thoroughly filled in and signed within four weeks of the completion of the study abroad, latest by 15 July (in one pdf) to: outgoing@leuphana.de.

Contact

Sandra Schnell
Study Abroad Administrator
C14.110
+49.4131.677-1078
sandra.schnell@leuphana.de

Stefanie Bahnsen
Student Mobility Officer: Learning Agreements
C14.104
+49.4131.677-1421
la.outgoing@leuphana.de