Forms for Outgoing Exchange Students

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 Office 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.

Erasmus+ forms

  • Checklist
  • Notes on general safety precautions
  • Nomination / Application to the host university
  • Grant Agreement and Student Charter
  • Mandatory language tests - Online Linguistic Support (OLS)
  • Notification of a study abroad
  • Confirmation of Arrival and Departure
  • Request for extension of the Erasmus mobility
  • Experience report
  • Academic Recognition/Learning Agreement Before the Mobility
  • Academic Recognition/Learning Agreement During the Mobility

Forms for Exchange programmes outside the EU

  • Checklist
  • Notes on general safety precautions
  • Nomination/Application to the host institution
  • Academic Recognition/Learning Agreement
  • Notification of study abroad
  • Confirmation of Arrival and Departure
  • Study abroad report
  • Request for extension of stay

Erasmus+ forms

Notes on general safety precautions

Notes on general safety precautions (pdf DE)

 

Nomination / Application to the host university

After the selection process the International Office will inform the partner universities and nominate all selected students.

In addition, every outgoing exchange student must apply for admission at the host university by the given deadline. This application includes:

  1. Application as exchange student - ordinarily found as an online application or a download on the website of the host university. Some host universities send the forms directly to the nominated students or to the International Office; in the latter case you will receive the form from us via e-mail.
  2. Transcript of Records - proof of completed performances at the Leuphana in English language can be requested from the student service.
  3. Learning Agreement - see below
  4. Proof of sufficient language proficiency - required by some host universities for the application, can be requested from the teaching staff at the language centre.

Information regarding the application procedure at our partner universities can also be found in our database.

Submit a copy of your complete application at the International Office until 15.07. for the following fall/winter semester / 15.12. for the following spring/summer semester.

Grant Agreement and Student Charter

Read the information regarding the grant agreement and then carefully fill out the doucment. Hand in the signed original document at the International Office.

Deadlines for submission:

  • 15 July for mobilities starting in fall/winter semesters
  • 15 November for mobilities starting in spring/summer semesters

Documents (in German only):

  • Erasmus+ Stipendienvereinbarung 2019/20 (docx)
  • Anhang I: Learning Agreement - see below
  • Anhang II: Allgemeine Bedingungen (pdf)
  • Anhang III: Student Charter in English (pdf)
  • Anhang IV: Checkliste -see above
  • Anhang V: Informationen zur Stipendienvereinbarung (pdf)

Mandatory language tests - Online Linguistic Support (OLS)

All students taking part in an Erasmus+ mobility have to take an online language test (OLS) in the teaching language before and after the mobility (exception: native speakers). These language tests are mandatory and the payment of the Erasmus+ funding is bound to these tests. You will receive access to the OLS-portal via e-mail.

The first test is to be completed within 4 weeks of receiving access. The second language test is to be completed near the end of the mobility. The request to take the second test will be sent automatically by the portal via e-mail. Please make sure to input your mobility data correctly into the portal, so that you will receive the invitation to the second test to the correct time. Participants who have received C2 level in the first are exempt from the the second test.

All participants can receive a licence for a free online language course after the first language test. Participants who have received a level of A1, A2 or B1 in the first test will automatically be assigned a licence for a language course in the teaching language. Participants who have achieved a level of B2, C1 or C2 can apply for a language course licence in the teaching language or, if available, in the national language at the International Office. The length of the language courses licence is equal to the length of the mobility. For a 4 month mobility you will receive a licence that is valid for 4 months, beginning with the first login into the language course.

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 Office.

  • Notification of a study abroad (pdf)

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.
  • The shortest possible funded duration is 90 days. 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 Office for confirmation and signature.

  • Application for extension of stay (docx)

After the approval of the extension:

  • Change the end date at the Online Linguistic Support (OLS) portal
  • 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 schnell@uni.leuphana.de
  • Send 'Learning Agreement' with 'Routing Slip' and email-correspondence to la.outgoing@uni.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 Office 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 Office.

Submit the experience report thoroughly filled in and signed within four weeks of the completion of the study abroad, latest by 15 July (8n one pdf) to: outgoing@uni.leuphana.de.

  • Study abroad report (docx)

Academic Recognition/Learning Agreement Before the Mobility

Before the start of an Erasmus mobility a Learning Agreement has to be signed by the student, the Head of the International Office and the responsible person at the host institution. Changes to the Learning Agreement Before the Mobility must be approved by all three parties latest 5 weeks after the start of the lecture period at the host university.

The routing slip forms the basis for the Learning Agreement. Fill in electronically all modules/courses you wish to take at the host university and the corresponding Leuphana modules, for which you request recognition, and let the responsible persons confirm via signature that the courses you want to take at the host institution are eligible for recognition at Leuphana. Mark courses, which you do not want credited at Leuphana, as “additional achievement”. You do not need a signature for these.

Transfer the listed modules/courses on the routing slip onto the Learning Agreement Before the Mobility (routing slip and Learning Agreement must contain identical information!): list all modules/courses you want to take at the host university, including additional courses (for which you do not request recognition), in Table A; list all Leuphana modules that you want to get credited in Table B.

Submit the fully completed original routing slip and the original Erasmus Learning Agreement Before the Mobility at the International Office, so that they can be reviewed and signed by the Head of the International Office.

Deadlines for submission

  • 15 July for mobilities starting in fall (winter) semesters
  • 15 November for mobilities starting in spring (summer) semesters

Documents/Information:

  • Routing slip for LA Before the Mobility (docx, DE)
  • Learning Agreement Before the Mobility (docx)
     
  • Learning Agreement filling instructions (pdf)
  • Responsible persons for academic recognition Bachelor
  • Responsible persons for academic recognition Master

Use exactly these forms (and not those of your host university!) and pay attention to the information on how to fill out the Learning Agreement, which you can find at the end of the document.

 

Academic Recognition/Learning Agreement During the Mobility

Changes to the Learning Agreement Before the Mobility must be approved by all parties latest 5 weeks after the start of the lecture period at the host university. Necessary changes can be approved by the responsible persons via e-mail.

Transfer the changes into a Learning Agreement During the Mobility and send it signed by yourself and by the responsible person at the host institution together with an additional routing slip including the relevant e-mail correspondence (in one pdf) with the responsible persons for academic recognition by e-mail to the International Office (la.outgoing@leuphana.de). The modified Learning Agreement will be reviewed and signed by the Head of the International Office.

Academic year 2019/20:

  • Learning Agreement During the Mobilty (docx)
  • Routing slip to the LA During the Mobility (docx, DE)
  • Learning Agreement filling instuctions (pdf)

Forms for Exchange programmes outside the EU

Checklist

  • Checklist for outgoing exchange students 2018/19 (pdf DE)
  • Checklist for outgoing exchange students 2019/20 (pdf DE)

Notes on general safety precautions

Notes on general safety precautions (pdf DE)

 

Nomination/Application to the host institution

After the selection process the International Office will inform the partner universities and nominate all selected students.

In addition, every outgoing exchange student must apply for admission at the host university by the given deadline. This application includes:

  1. Application as exchange student - ordinarily found as an online application or a download on the website of the host university. Some host universities send the forms directly to the nominated students or to the International Office; in the latter case you will receive the form from us via e-mail.
  2. Transcript of Records - proof of completed performances at the Leuphana in English language can be requested from the student service.
  3. Learning Agreement - see below
  4. Proof of sufficient language proficiency - required by some host universities for the application, can be requested from the teaching staff at the language centre.

Submit a copy of your complete application at the International Office until:

  • 15.07. for the following fall/winter semester
  • 15.12. for the following spring/summer semester.

Information regarding the application procedure at host universities of the Leuphana University can also be found in our data base.

Academic Recognition/Learning Agreement

You must complete a Learning Agreement in order to guarantee the recognition of the credits you plan to acquire during your stay abroad. If possible, this should be sent to the International Office for approval before the start of your stay abroad, and at the latest 5 weeks after the start of lectures at your host university. If there are any changes in the study plan after your arrival at the host university, you must complete an additional Modified Learning Agreement and send it to the International Office (by e-mail: la.outgoing@uni.leuphana.de) for approval within 5 weeks of the start of lectures at your host university. The modified learning agreement shows your final choice of courses at the host university, i.e. all the courses you will attend.

On the Learning Agreement, please: (1) electronically fill in all modules/courses you wish to attend at the host university (2) electronically fill in the Leuphana modules you wish to have recognised via these courses (3) obtain the signatures (or email confirmations) from the responsible persons to confirm that your chosen courses will fulfil the Leuphana requirements.
Courses for which you do not wish to apply for recognition should be identified as an "additional course" (no signature required). If, in the modified learning agreement, you list a course already approved in the first learning agreement, please indicate this in the signature field. In order to check the eligibility for recognition, those responsible persons need course/module descriptions.

Please submit the fully completed and signed Learning Agreement in the original, or the modified Learning Agreement with associated email correspondence also in one pdf to the International office, where it will be verified and signed.

Please do not use Learning Agreement forms from host universities.

Documents:

  • Learning Agreement (docx)
    filling instructions (pdf)
  • Modified Learning Agreement (docx)
    filling instructions (pdf)

Information:

Notification of 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 Office.

  • Notification of a study abroad (pdf)

Confirmation of Arrival and Departure

Please let the host university sign the form at the beginning of your stay and immediately send it to the International Office via e-mail. Before you leave the host institution get confirmation that you have completed your study abroad and hand in the original form at the International Office, latest until 15 July.

Study abroad report

All outgoing students have to submit an experience report to the International Office 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 Office.

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

  • Study abroad report (docx)

Request for extension of stay

The extension of exchange stay 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 Office for confirmation and signature.

  • Application for extension of stay (docx)

After the approval of the extension:

Contact

Sandra Schnell
Erstberatung/Sachbearbeitung Outgoing-Studierende
International Office / C14.105
+49.4131.677-1078
schnell@uni.leuphana.de