PROCEDURE AND FORMS
The European Union has made a detailed procedure for applications to their LLP Erasmus exchange programme. Your preparations and stay will work out best if you follow this procedure exactly. For the administration of your international period a number of forms (timely completed with signatures) are required. Most of these forms can be downloaded in the links mentioned on this page. Please, let the Exchange coordinators assist you in working out your plans. They have experience in guiding Wageningen students swiftly through all procedures.
DEADLINE FORMS
If you go on Erasmus for study or placement (internship) between June 1st 2011 and January 31st 2012, you need to complete and hand in the forms for the application for the grant before June 1st 2011.
If you hand in your application after the 1st of June, going abroad on student exchange is still be possible, depending on the deadlines of the institution you wish to study at. As for the Erasmus scholarship you will be added to our waitinglist and will be informed at a later stage if you receive the scholarship or not. Previous years all students on the waitinglist did receive the Erasmus scholarship (provided that they fulfilled the requirements for the exchange).
If you leave after February 1st, you need to hand in the documents before November 1st.
Please note that we cannot guarantee that you will get a scholarship if you apply after the deadline but if you meet the requirements your exchange can go through and there is a very good chance on getting the scholarschip after all.
Forms Contacts for application More information
PROCEDURE
This description gives an overview of steps that need to be taken by you to apply for a European exchange within the LLP-Erasmus.
- Look for a suitable university in the list of partner universities. You can find them in the links at the bottom of this page.
- Bea Jansen is available on Monday, Tuesday, Thursday and Friday from 12:00 to 13:00 at room 018 in the Forum building (to the right of the FUTURE POINT behind the SSC desk) for information on studying abroad.
- Get in touch with one of the Exchange coordinators and tell him/her about your plans. A link to their names is included at the bottom of this page.
- Make a study plan, what are you going to do:
a) take courses, or do thesis work - apply for Erasmus scholarship for STUDY
b) an internship - apply for Erasmus scholarship for INTERNSHIPS
- Depending on your choice:
a) Select the country on a language you speak well, to be able to follow the courses. Or look for an intensive language course before you participate in the exchange program.
b) Ask your study advisor for advice about contacts within your field of study or search the internet for research projects at the university you selected. Get in touch with the exchange coordinator of the university you selected and explain clearly to him/her what you are looking for.
c) Internships have to be arranged through your study advisor and the internship coordinator of your study field. The exchange coordinators cannot offer you an internship, they can only help you to apply for the Erasmus scholarship once you have arranged your internship with your study advisor.
- Consult the exchange coordinator of the guest university, because he or she has to approve of the exchange. You will find the name of the person you are looking for in the link to the partner universities on this website. Ask your Exchange coordinator to confirm the exchange to the guest university.
Please note: exchange contracts do not give students a right for exchange automatically, the guest institution will take the final decision on the application.
- Get in touch with your study advisor to discuss your study program at the guest university. Your study advisor will ask the board of examiners to approve of your study program and will sign the 'learning agreement' (see nr. 2 of the forms below). Without approval of the exam committee you cannot transfer the courses you attend abroad in your WU study programme.
- Download the application forms for the Erasmus scholarship and fill them in. Ask your Exchange coordinator in Wageningen to sign these forms. Please note that the forms for STUDY or INTERNSHIPS are different, if in doubt, ask your Erasmus coordinator for help with the forms. Don't get discouraged by the amount of paperwork, there is a big chance that your effort will be rewarded with the Erasmus scholarship! Whether you will receive the scholarship depends on the amount of applications.
- Contact your Exchange coordinator for further information, if necessary.
FORMS - download the correct forms for STUDY or for INTERNSHIP
Please note: Often specific forms are requested to be completed by the receiving university. Deadlines vary. Ask the Erasmus coordinator to assist you with these.
Forms to apply for the Erasmus scholarship for STUDY
Before you leave
- Student agreement 2011-2012 / Student agreement 2012-2013
Before departure this form has to be signed by the Wageningen Erasmus Coordinator (see at the bottom of this page) and by the student.
- Learning agreement 2011-2012 / Learning agreement 2012-2013
Before departure this form has to be signed by the Wageningen Erasmus Coordinator, the student and the guest institution (and has to be officially stamped).
- Transcript of records
This has to be accurately completed digitally before the student leaves. First fill in the details of the host institution and take a print of this form to the SSC. The SSC will print the BSc- or MSc- courses that the student has taken in the form and will sign and stamp it. (you will also need this form for your application at your host university).
- Statement host institution 2011-2012 / Statement host institution 2012-2013
This form has to be signed and stamped by both the home and host-(guest)institution. The part of Wageningen University has to be signed by the Student Service Centre. You can find the desk of the Student Administration in the Forum building. The second part needs to be signed by the host(guest)university. This form has to be handed in within 14 days after returning to Wageningen (the 15th of July at the latest for students who leave later in the year).
If the forms 1, 2, and 3 have been handed in on time at Bea Jansen the scholarship will be paid before the date of departure. Please visit Bea Jansen on Monday, Tuesday, Thursday and Friday from 12:00 to 13:00 at room 018 in the Forum building (to the right of the FUTURE POINT behind the SSC desk) to sign your forms. If you cannot make it on that time, please send her an e-mail to make an appointment.
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Erasmus studentcharter downloaden
Upon return
- Student report - study 2011-2012 / Student report - study 2012-2013
This report has to be handed in at Bea Jansen - Student Exchange International Office - Forum, room 0066, within 14 days after returning to Wageningen (the 15th of July at the latest for students who leave later in the year).
- Statement host institution 2011-2012 / Statement host institution 2012-2013
This is the same form as no. 4 - on your departure you should complete this form with the signature and stamp of your host-(guest)institution. The part of Wageningen University should have been filled in by the Student Service Centre, before the start of the exchange, the part of the host institution should be filled in before the end of your exchange. This form has to be handed in within 14 days after returning to Wageningen (the 15th of July at the latest for students who leave later in the year).
- Transcript of records guest institution
Don't forget to ask your host institution for a transcript of records before you return to the Netherlands. The data of the transcript of records have to correspond with those of the ‘learning agreement’. A copy has to be handed in at the board of examiners. The original has to be handed to Bea Jansen, within 14 days of returning to Wageningen (the 15th of July at the latest for students who leave later in the year). It has to be filled in accurately, and has to be signed and stamped.
- Academic Recognition Form
You have to fill in this form and give it to the exam committee who will translate your marks from abroad to WU-marks. This academic recognition form needs to go to the SSC after being signed by the exam committee so that the courses can be included in your programme. The courses need to have been included in the learning agreement that was signed before your study abroad.
Take the completed, signed forms to Bea Jansen - Office hours: Monday, Tuesday, Thursday and Friday from 12:00 to 13:00 at room 018 in the Forum building (to the right of the FUTURE POINT behind the SSC desk). If you cannot make it on that time, please send her an e-mail to make an appointment.
Are you staying abroad until the end of the academic year? Then please send the documents 6, 7, 8 and if possible 9 (based on the study program that was completed thus far) before the 15th of July of the current calender year to:
Bea Jansen
Student Exchange International Office
Forum
Wageningen University
P.O. Box 414
6700 AK Wageningen
The Netherlands
Fax +31 317 486979
Forms to apply for the Erasmus scholarship for INTERNSHIPS
Before you leave
- Placement agreement 2011-2012 / Placement agreement 2012-2013
Before departure this form has to be signed by the Wageningen Erasmus Coordinator, the student and the guest institution (and has to be officially stamped).
- Transcript of Records
This has to be accurately completed digitally before the student leaves. After that the SSC will add the BSc- and MSc- courses that the student has taken.
- Statement HOST enterprise - placement 2011-2012 / Statement HOST enterprise - placement 2012-2013
This form has to be signed and stamped by both the home and host-(guest)institution. The part of Wageningen University has to be signed by the Student Service Centre. You can find the desk of the Student Administration in the Forum building. The second part needs to be signed by the host(guest)university. This form has to be handed in within 14 days after returning to Wageningen (the 15th of July at the latest for students who leave later in the year).
If the forms 1, 2, 3 and 4 have been handed in on time at Bea Jansen the scholarship will be paid before the date of departure.
Please visit Bea Jansen on Monday, Tuesday, Thursday and Friday from 12:00 to 13:00 at room 018 in the Forum building (to the right of the FUTURE POINT behind the SSC desk) to sign your forms. If you cannot make it on that time, please send her an e-mail to make an appointment.
- Erasmus studentcharter downloaden
Upon return
- Placement report 2011-2012 / Placement report 2012-2013
This report has to be handed in at Bea Jansen - Student Exchange International Office - Forum, room 0066 within 14 days after returning to Wageningen (the 15th of July at the latest for students who leave later in the year).
- Statement HOST enterprise - placement 2011-2012 / Statement HOST enterprise - placement 2012-2013
This is the same form as no. 4 - on your departure you should complete this form with the signature and stamp of your host-(guest)institution. The part of Wageningen University should have been filled in by the Student Service Centre, before the start of the exchange, the part of the host institution should be filled in before the end of your exchange. This form has to be handed in within 14 days after returning to Wageningen (the 15th of July at the latest for students who leave later in the year).
- Transcript of work
This form needs to be handed in at Bea Jansen - Student Exchange International Office - Forum, room 0066, within 14 days of returning to Wageningen (the 15th of July at the latest for students who leave later in the year). It has to be filled in accurately, and has to be signed and stamped.
Take the completed, signed forms to Bea Jansen - Office hours: Monday, Tuesday, Thursday and Friday from 12:00 to 13:00 at room 018 in the Forum building (to the right of the FUTURE POINT behind the SSC desk). If you cannot make it on that time, please send her an e-mail to make an appointment.
Are you staying abroad until the end of the academic year? Then please send the documents 5, 6 and 7 before the 15th of July of the current calender year to:
Bea Jansen
Student Exchange International Office
Forum
Wageningen University
P.O. Box 414
6700 AK Wageningen
The Netherlands
Fax +31 317 486979
Contacts for application
More information