ERASMUS/Study Abroad
Forms and documents
While you are abroad, you are required to complete and return a number of forms. Please make sure that you familiarise yourself with which forms are required at different stages of your placement. The forms below can be downloaded and must be submitted to Clare Armour, Student Marketing - International, Coleraine.
Note: It is a requirement of your Erasmus grant that all forms are completed and returned by 1 July. Failure to return forms may result in your Erasmus grant being withdrawn.
A Forms for students on Erasmus Study and Combined (study and work) Placements
B Forms for students on Erasmus Work Placements
A. Students on Erasmus Study and Combined (study and work) Placements
Before you go abroad
Erasmus Grant Application Form - this form must be submitted once your host institution has confirmed your acceptance as an Erasmus exchange student or once your Erasmus work placement has been confirmed. If you fail to submit this form, you will not be allocated an Erasmus grant. Section D must be signed by your Erasmus Co-ordinator.
Learning Agreement - this form must be completed and signed by the departmental and institutional Erasmus Co-ordinators in your host institution and by your University of Ulster Erasmus Co-ordinator and Clare Armour, Student Marketing - International. Before you go abroad, check out the modules that are available at your host institution and make your provisional choice (you should aim to study 30 ECTS credit points per semester). Once you have made your choice of modules, please ensure that your University of Ulster Erasmus Coordinator signs the learning agreement. The form must be signed by the departmental and institutional Erasmus Coordinators in your host institution (you can send it in advance of your arrival or ask for it to be signed once you have arrived and confirmed your choice of modules), and any amendments to your original choice of modules must be noted. A copy of your completed learning agreement must then be submitted to Clare Armour, Student Marketing - International, within one month of your arrival at your host institution.
The learning agreement is essential for ensuring that you receive full credit for your studies.
In addition to the forms above, you will also receive a Student Mobility Agreement which must be signed and returned. This will be sent to you for signature once you have submitted your Erasmus grant application form.
When you arrive at your host institution
Confirmation of Registration form - this form must be submitted once you have registered at your host institution. On receipt of this form and your bank details form, your Erasmus grant will be transferred to your nominated bank account.
Bank details form - please use this form to confirm details of the bank account to which you would like your Erasmus grant transferred. If you change your bank account prior to the second grant allocation in February/March, you must complete and submit a new bank details form. Please note that you must include your IBAN (International Bank Account Number) and SWIFT code even if your grant will be transferred into a UK bank account.
When you leave your host institution
Confirmation of Attendance form - this form must be submitted within 2 weeks of leaving your host institution and will be used to confirm that your total grant payment is correct. If your dates of attendance vary from the dates on your Student Mobililty Agreement, you may be asked to repay a portion of your grant or you may be allocated additional grant money. This form must be submitted by 1 July.
Student Report form (study) - this form must be completed and submitted by 1 July.
B. Students on Erasmus Work Placements
Before you go abroad
Erasmus Grant Application Form - this form must be submitted once your host institution has confirmed your acceptance as an Erasmus exchange student or once your Erasmus work placement has been confirmed. If you fail to submit this form, you will not be allocated an Erasmus grant. Section D must be signed by your Erasmus Co-ordinator.
Training Agreement - This is a tripartite agreement that must be signed by you, your University of Ulster Erasmus Work Placement Coordinator (your Course Director or Placement Tutor) and a representative of the host organisation/enterprise. It sets out details of the planned work placement. A copy of your Training Agreement must be submitted to Clare Armour, Student Marketing - International within one month of the beginning of your placement.
The training agreement is essential for ensuring that you receive full credit for your work placement and that all parties are clear of their roles and responsibilities.
In addition to the forms above, you will also receive a Student Mobility Agreement which must be signed and returned. This will be sent to you for signature once you have submitted your Erasmus grant application form.
When you arrive at your host organisation/enterprise.
Confirmation of Commencement of Work Placement form - this form must be submitted once you have . On receipt of this form and your bank details form, your Erasmus grant will be transferred to your nominated bank account.
Bank details form - please use this form to confirm details of the bank account to which you would like your Erasmus grant transferred. If you change your bank account prior to the second grant allocation in February/March, you must complete and submit a new bank details form. Please note that you must include your IBAN (International Bank Account Number) and SWIFT code even if your grant will be transferred into a UK bank account.
When you leave your host organisation/enterprise.
Confirmation of Completion of Work Placement form - this form must be submitted within 2 weeks of leaving your host organisation and will be used to confirm that your total grant payment is correct. If your dates of work vary from the dates on your Student Mobility Agreement, you may be asked to repay a portion of your grant or you may be allocated additional grant money. This form must be submitted by 1 July.
Student Report form (work) - this form must be completed and submitted by 1 July.
Please note that submission of the forms above is a condition of your Erasmus grant. Failure to submit any of the forms before the stated deadline may result in you being asked to repay your grant.