Here you will find an overview of what you need to do and how to fill out the necessary documents to have your stay approved and receive the Erasmus+ grant.
Documents to be submitted before and after your stay:
- Online Learning Agreement (OLA)
To be filled out before your stay. Must be signed by the student, UiS, and the host institution. - Grant Agreement
To be filled out before your stay. Must be signed by the student and UiS. - Participant survey
To be filled out electronically after your stay. - Confirmation of Erasmus+ Exchange period
To be filled out towards the end of your stay. Must be signed by the host institution.
How to fill out the different agreements:
Creating an Online Learning Agreement (OLA)
You must create an Online Learning Agreement (OLA) yourself. Do not use Internet Explorer.
To log in, you can either use eduGain/Feide or Google (you will need a Google email address). We recommend using the eduGAIN/Feide login. Note that you must register the first time you log in.
Be careful when filling out the agreement, as there are limited opportunities to make changes after it has been signed.
Visual guide
How to fill out the OLA
Learning Agreement Information
Academic year: Select the relevant academic year.
Planned period: Write the estimated start and end dates of your stay. You can refer to the academic calendar on the host institution's website.
1. Student Information
Fill in your personal information.
Field of Education (ISCED): Look up your field of study in the database, e.g., Business Administration. Select the four-digit code, e.g., 0410. The database is somewhat limited, so you may need to choose something more general or what fits best.
Study Cycle
Bachelor: First cycle - EQF 6.
Master: Second cycle - EQF 7
2. Sending Institution
Country: Please search for Norway.
Name: Please search for University of Stavanger
Faculty/Department: Please fill in your faculty or department, for example UiS Business School.
Erasmus Code: N STAVANG01 (This should be filled in automatically).
Sending Responsible person: Please fill in the contact information of the person who will sign your learning agreement on behalf of UiS. This should be your student advisor.
Sending Administrative Contact Person: You don't have to fill in this section.
3. Receiving Institution
Country: Please search for your destination country.
Name: Please search for the host institution.
Faculty/Department: Please fill in the fauclty/department you will attend if you have this information. Otherwise, you can leave it blank.
Erasmus Code: This should be filled in automatically.
Receiving Responsible Person: Fill in the contact information of the person who will sign your Learning Agreement on behalf of the host institution. This is usually a representative of the host institution’s International Office, or equivalent. You must reach out to the host institution to get this information if you have not already received the relevant contact details during the application process.
Receiving Administrative Contact Person: You don't have to fill in this section.
4. Proposed Mobility Programme
In this section, you will find two tables: Table A and Table B.
Table A: Study Programme at the Receiving Institution
In Table A you must add the courses you will attend during your exchange at the host institution. Each "component" represents one course. The learning agreement should show a total of 30 ECTS in Table A. All courses listed in Table A must be pre-approved by your faculty/department.
Component Title at the Receiving Institution: Course title, in accordance with the host institution's course catalog.
Component Code: Course code, in accordance with the host institution's course catalog. If a course does not have a code, please enter 1234 to proceed.
Number of ECTS credits: Number of credits per course, as listed in the course catalogue.
Semester: First (Winter/Autumn) or Second (Spring/Summer)
Main language of instruction: The instruction language of your selected courses, usually English.
Language level: You can use the result of the Erasmus+ language test if you have already taken it. A grade of 4 in English from a Norwegian Upper Secondary School corresponds to level B2 under the Common European Framework of Reference for Languages (CEFR).
Table B: Recognition at Sending Institution
In Table B you must add the courses you would have attended at UiS if you had not gone on exchange this semester. The courses are added in the same way as for Table A.
If you were supposed to take elective courses, please write Electives. Electives do not have a Component Code, so you may enter 1234 to proceed.
5. Virtual Components
This section is not relevant for regular semester mobility. Please click «Next».
6. Commitment
To complete the learning agreement, you must first sign and then click the button at the bottom of the page to send the agreement to your student advisor for the next signature. You must complete both of these steps, and we recommend that you inform your study advisor once you have signed the agreement in case they miss the notification.
If everything is in order, your study coordinator will sign the agreement, and it will be automatically forwarded to the host institution for the final signature. When all three parties have signed, the agreement is complete.
You will receive an email notification when the learning agreement is signed, and you can check the status under "My Learning Agreements". Please note that it is your responsibility to ensure that the agreement is signed by all three parties.
Changes to the Learning Agreement
If you need to change your courses during your exchange period, you must update the OLA. To do so, select "Apply Changes" in the menu on the right after logging in. After making any changes, all three parties must sign the agreement again.
Please note that if you need to change to courses that have not already been pre-approved by UiS, you must submit a new application for pre-approval to your faculty/department.
Unable to use the Online Learning Agreement?
If your host institution does not use OLA, you must submit a PDF version of the Learning Agreement. Once the agreement is complete, you must upload it in the Exchange Guide.
Download the template for the Learning Agreement: Template - Learning Agreement - Studies (MS Word).
Please contact us in the Exchange Guide if you have any questions.
The first part of the learning agreement for traineeships is the same as the learning agreement for studies, and you can look at the guide above to see how to fill in personal information, etc. Please note that you must use the template in the Word-format, as the learning agreement for traineeships is not available digitally. The learning agreement must be submitted as a PDF version in the Exchange Guide.
Download the template for the Learning Agreement: Template - Learning Agreement - Traineeship (MS Word).
Under Proposed Mobility Programme, you need to fill out the following:
- Detailed programme of the traineeship
- Knowledge, skills and competences to be acquired by the end of the traineeship
- Monitoring plan
- Evaluation plan. You should receive assistance in filling out this section from the responsible person at your department/faculty.
Confirmation of Erasmus+ Exchange Period
You must fill out the "After the Mobility" section in the internship learning agreement after the placement is over. If the host institution provides exact dates for your stay in this section, you do not need to submit the confirmation of the stay document additionally.
You will receive the grant agreement by email as the semester approaches. Fill out and sign the agreement digitally. Note that you must fill in all the mandatory fields for the agreement to be signed by UiS.
How to fill out the agreement:
Total amount includes: You can check off any applicable additional items.
The following students may receive an additional € 250 per month:
- Students with children under 18 years old, regardless of whether the child accompanies them on the exchange.
- Students with disabilities and chronic illnesses that affect their study situation.
- Students with refugee status.
You must check the box for "top-up for students with fewer opportunities" in the grant agreement to be eligible for the top-up. You will then be asked to document that you meet at least one of the three criteria, for example by submitting an official doctor's note. Please contact the Erasmus+ coordinator in the Exchange Guide for information on how to provide documentation.
The physical mobility period: Enter the estimated start and end dates of your stay. You can refer to the academic calendar, but we recommend entering the start of the exam period as the end date to reduce the risk of having to repay parts of the grant if you have an earlier exam.
Financial support in months: Fill in the estimated number of full months and additional days, for example 4 months and 3 days.
Insurance: Enter the name of your insurance company and policy number. Health insurance is mandatory for outgoing students. It is sufficient to enter HELFO/European Health Insurance Card. Note that if you are going on an internship, you will also need accident insurance and liability insurance.
Please contact us in the Exchange Guide if you have any questions.
The final Erasmus+ grant is calculated based on the number of days you have actually been physically present at the host institution during your exchange. After your exchange period is completed, you must submit a confirmation of the duration of your stay.
The main grant is calculated based on the dates you provide in the grant agreement, and the total grant amount is adjusted at the end of the stay based on the dates specified in the confirmation from the host institution. At that point, you may receive any remaining grant or be asked to repay parts of the grant, depending on the final duration of your stay.
Download the document: Confirmation of Erasmus+ Exchange Period (pdf).
You must get this document completed and signed by the host institution at the end of your exchange period, and then upload it to the Exchange Guide.
For students on internships
You must fill out the "After the Mobility" section in the learning agreement for traineeships after the placement is over. If the host institution provides exact dates for your stay in this section, you do not need to submit the form Confirmation of Erasmus+ Exchange Period.
