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 and Application at the Host University
  • Notification of a study abroad
  • Grant Agreement and Student Charter
  • Compulsory language tests - Online Linguistic Support (OLS)
  • Academic Recognition/Learning Agreement Before the Mobility
  • Academic Recognition/Learning Agreement During the Mobility
  • Confirmation of Arrival and Departure
  • Request for extension of the Erasmus mobility
  • Experience report

Forms for Exchange programmes outside the EU

  • Checklist
  • Notes on general safety precautions
  • Nomination and Application at the Host University
  • Notification of study abroad
  • Academic Recognition/Learning Agreement
  • Confirmation of Arrival and Departure
  • Request for extension of stay
  • Study Abroad Report

Erasmus+ forms

Notes on general safety precautions

Nomination and Application at the Host University

Nomination: The International Office (IO) nominates all students with an exchange place at the respective partner universities. As a rule, the host universities contact the nominated students directly or via our office and inform them about the application procedure.

WiSe 2020/21: The IO is in the process of nominating all students with exchange places in WiSe 2020/21 at our partner universities. Erasmus students can expect to receive feedback by the end of May, students with places in non-European countries should receive feedback by the end of April. Please contact us if you have not received feedback by then.

SoSe 2021: Many partner universities do not accept nominations of SoSe 2021 outgoing students before autumn. Therefore, please do not send us requests regarding nomination/application before the end of September 2020.

Application: You are responsible for submitting your application to the host university in due time. If possible, we have included information on the application procedure and deadlines at the host universities in the fact sheets at https://leuphana.moveon4.de/publisher/1/deu.

In most cases, the application includes

  1. Application Form for Exchange Students
    The form is often available on the host university's website (online application or download). Many universities also send the forms directly to the nominated students or to our office; in the latter case we will forward the information to you.
    If you need a Letter of Nomination please contact Sandra Schnell, schnell@uni.leuphana.de.
    If the application form has to be signed by the IO, please send the completed and signed application form (pdf) to schnell@uni.leuphana.de. We will return the signed document to you as soon as possible.
    If the host university only accepts applications submitted via our office, please send your complete application package (pdf) within the deadline to schnell@uni.leuphana.de. We will forward your application package to your host university.
    If you need original signatures from us, because you have to send the application by mail, please mail us the application documents for signature appr. 2 weeks before the deadline. We will mail them back to you as soon as possible.
     
  2. Transcript of Records
    If you need a current transcript in English:
    At www.leuphana.de/college/studium/pruefungen.html you will find the form "Notenbescheinigungen per E-Mail" under „Informationen und Formulare“. Please send the completed form by mail to the Student Service Office and include a copy of your identity card. In addition, please write an e-mail to the Student Service Office and request the transcript by e-mail.
     
  3. Learning Agreement
    Some partner universities require a preliminary Learning Agreement with the application documents, often without information on recognition at the home university. Please contact the responsible persons for academic recognition (lists available under „Recognition/Learning Agreement“ on this page) and ask them to check if the courses/modules you wish to attend can be transfered towards your degree at Leuphana University. Then complete the routing slip „Laufzettel“ (Erasmus only) and have it signed by the responsible persons or fill in their names and add the respective e-mail correspondence. Then complete the Preliminary Learning Agreement (see „Recognition/Learning Agreement“ on this page).
    Please submit the Preliminary Learning Agreement to the host university within the deadline. Probably at the beginning of June, Erasmus students will also prepare the „Learning Agreement Before the Mobility“ for Leuphana University. Detailed instructions are already available with the corresponding forms (routing slip/learning agreement) and will be updated again by June. If you need the LA before then and have any questions regarding the document, please contact Stefanie Bahnsen at la.outgoing@uni.leuphana.de.
     
  4. Proof of Sufficient Language Skills
    If the host university requires a proof of sufficient language skills:
    Most partner universities accept the language certificates issued by the Language Center, including OOPT (Oxford Online Placement Test), which have been part of your application for the exchange place. A copy of the certificate is therefore sufficient in most cases. 2nd round applicants who have not yet taken a language test at the Language Center due to the closure of the university, please contact the following lecturers of the language centre
    - for English: Lynette Kirschner
    - for Spanish: Nuria Miralles Andress or Maria del Carmen Suñén Bernal
    - for Frech, Italian and Portuguese: Christophe Hohwald.

Please send a copy of the application documents to outgoing@uni.leuphana.de. In case of an online application you can alternatively submit a Letter of Acceptance.

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.

Grant Agreement and Student Charter

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

Deadlines for submission:

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

Documents (in German only):

Compulsory language tests - Online Linguistic Support (OLS)

All students taking part in an Erasmus+ mobility must take an online language test (OLS) in the language of instruction before the mobility period (exception: native speakers). The language test is compulsory and the payment of the Erasmus+ funding is linked to it. You will receive log-in details to the OLS-portal via e-mail.
The test must be taken within 4 weeks after receiving the log-in details.
If you have not received your log-in details for the OLS language test 8 weeks before departure, please check your spam folder first and then contact Sandra Schnell at schnell@uni.leuphana.de.

After the first language test, all participants can receive a licence for a free online language course in either the teaching language or the national language. Please select the language course when you register in the portal.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 for 4 months, beginning with the first login into the language course.

 

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. Please note: For the duration of the corona protection measures and related restrictions, we accept all Learning Agreement documents with digital signatures.

Deadlines for submission

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

  • Responsible persons for academic recognition Bachelor
  • Responsible persons for academic recognition Master

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.

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.

Forms for Exchange programmes outside the EU

Notes on general safety precautions

Nomination and Application at the Host University

Nomination: The International Office (IO) nominates all students with an exchange place at the respective partner universities. As a rule, the host universities contact the nominated students directly or via our office and inform them about the application procedure.

WiSe 2020/21: The IO is in the process of nominating all students with exchange places in WiSe 2020/21 at our partner universities. Erasmus students can expect to receive feedback by the end of May, students with places in non-European countries should receive feedback by the end of April. Please contact us if you have not received feedback by then.

SoSe 2021: Many partner universities do not accept nominations of SoSe 2021 outgoing students before autumn. Therefore, please do not send us requests regarding nomination/application before the end of September 2020.

Application: You are responsible for submitting your application to the host university in due time. If possible, we have included information on the application procedure and deadlines at the host universities in the fact sheets at https://leuphana.moveon4.de/publisher/1/deu.

In most cases, the application includes

  1. Application Form for Exchange Students
    The form is often available on the host university's website (online application or download). Many universities also send the forms directly to the nominated students or to our office; in the latter case we will forward the information to you.
    If you need a Letter of Nomination please contact Sandra Schnell.
    If the application form has to be signed by the IO, please send the completed and signed application form (pdf) to schnell@uni.leuphana.de. We will return the signed document to you as soon as possible.
    If the host university only accepts applications submitted via our office, please send your complete application package (pdf) within the deadline to schnell@uni.leuphana.de. We will forward your application package to your host university.
    If you need original signatures from us, because you have to send the application by mail, please mail us the application documents for signature appr. 2 weeks before the deadline. We will mail them back to you as soon as possible.
     
  2. Transcript of Records
    If you need a current transcript in English:
    At www.leuphana.de/college/studium/pruefungen.html you will find the form "Notenbescheinigungen per E-Mail" under „Informationen und Formulare“. Please send the completed form by mail to the Student Service Office and include a copy of your identity card. In addition, please write an e-mail to the Student Service Office and request the transcript by e-mail.
     
  3. Learning Agreement
    Some partner universities require a preliminary Learning Agreement with the application documents, often without information on recognition at the home university. Please contact the responsible persons for academic recognition (lists available under „Recognition/Learning Agreement“ on this page) and ask them to check if the courses/modules you wish to attend can be transfered towards your degree at Leuphana University. Then complete the Learning Agreement and have it signed by the responsible persons or fill in their names and add the respective e-mail correspondence. Detailed instructions are already available with the corresponding forms and will be updated again until June. If you need the LA before then and have any questions regarding the document, please contact Stefanie Bahnsen at la.outgoing@uni.leuphana.de.
     
  4. Proof of Sufficient Language Skills
    If the host university requires a proof of sufficient language skills:
    Most partner universities accept the language certificates issued by the Language Center, including OOPT (Oxford Online Placement Test), which have been part of your application for the exchange place. A copy of the certificate is therefore sufficient in most cases. 2nd round applicants who have not yet taken a language test at the Language Center due to the closure of the university, please contact the following lecturers of the language centre
    - for English: Lynette Kirschner
    - for Spanish: Nuria Miralles Andress oder Maria del Carmen Suñén Bernal
    - for French, Italian and Portuguese: Christophe Hohwald

Please send a copy of the application documents to outgoing@uni.leuphana.de. In case of an online application you can alternatively submit a Letter of Acceptance.

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.

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 note: For the duration of the corona protection measures and related restrictions, we accept all Learning Agreement documents with digital signatures.

Please do not use Learning Agreement forms from host universities.

Information:

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.

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.

After the approval of the extension:

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.

Contact

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