Going on Erasmus is a process consisting of several stages: recruitment, preparation of documents, mobility at a foreign university, and settlement after return. A student must submit an application, sign documents such as the Learning Agreement, and meet the requirements of both their home university and the partner university.
Key takeaways
- Studying under the Erasmus programme requires going through several formal stages, such as recruitment, preparing documents, and signing the Learning Agreement before mobility begins.
- Cooperation with the programme coordinator is crucial, as they help select courses that match the study programme at both the home and foreign university.
- The student must prepare documents required for the application process, such as the application form and transcript of grades, and later the documents needed to sign the agreement and receive the grant.
- The completion of mobility ends with submitting documents such as the Transcript of Records, which allows the ECTS credits earned to be recognised in the home university’s study system.
- Good preparation before departure – including early registration at the host university, the OLS test, and arranging accommodation – makes the entire Erasmus study process much easier.
Erasmus step by step
This article is an organised process of preparing a student for academic mobility under the EU programme, covering recruitment, document preparation, studying at a foreign university, and settlement of the mobility after returning.
The Erasmus+ programme allows students to complete part of their studies at a partner university. For the exchange to be possible, the higher education institution must have a signed international cooperation agreement with the host university.
The whole process is formal and includes many documents, such as:
- application form
- Learning Agreement
- Transcript of Records
- grant agreement
- document confirming health insurance
A well-prepared student goes through the procedure smoothly and without stress.
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Stage 1 – Erasmus recruitment
The process begins with recruitment conducted by the home university. Information about the call for applications usually appears on the faculty website or in the international cooperation office.
The student must:
- check the list of partner universities
- choose a foreign university
- prepare the required documents
- submit the application by the specified deadline
The most commonly required documents are:
- transcript of grades from the dean’s office
- confirmation of grade average
- motivation letter
- application form
Recruitment often also includes an interview. The committee evaluates the student’s motivation and the language skills required by the partner university.
Stage 2 – documents before departure
After a positive recruitment result, the student is qualified as a programme participant. At this stage, several key documents need to be prepared.
Acceptance Letter
The Acceptance Letter is a document sent by the host university. It confirms that the student has been accepted for studies in a given academic semester.
To obtain it, the student must fill in the application form of the foreign university and submit the required documents.
The process usually looks like this:
- the home university nominates the student
- the foreign university contacts the student by email
- the student completes the documents
- the host university issues the Acceptance Letter
Stage 3 – Learning Agreement
The Learning Agreement is the most important document in the Erasmus programme.
It is an agreement on the study programme between:
- the student
- the home university
- the partner university
The document contains the list of courses the student will take during the mobility period.
The process is as follows:
- the student chooses courses from the partner university’s offer
- they consult them with the coordinator at their faculty
- the document is signed by the dean or vice-dean
- the document is sent to the foreign university
The Learning Agreement must be signed by all parties before the departure begins.
Stage 4 – language test and Online Linguistic Support
Every Erasmus participant takes a language test.
The test is conducted in the Online Linguistic Support (OLS) system and checks the level of the language of instruction.
If the test result is low, the student may receive access to an online language course.
The OLS programme helps mobility participants improve their language skills before departure and during their studies.
Stage 5 – insurance and the EHIC card
Before departure, the student must obtain a document confirming health insurance.
The most commonly required documents are:
- the EHIC card
- additional health insurance
The EHIC card can be obtained from the National Health Fund. The document provides access to basic medical care in EU countries.
The home university often also requires confirmation of additional insurance.
Stage 6 – signing the agreement and the grant
About 2 weeks before departure, the student signs the grant agreement with the home university.
The document specifies:
- the grant amount
- the mobility period
- the rules for settling the exchange
To sign the agreement, the following must be provided:
- Learning Agreement
- EHIC card
- bank account confirmation
- identity document
After signing the agreement, the student receives the first part of the mobility funding.
Stage 7 – accommodation and preparation for departure
Before studies begin, accommodation must also be arranged.
Students have two main options:
| Accommodation option | Advantages | Disadvantages |
|---|---|---|
| dormitory | easy registration | often high price |
| private room | greater comfort | must search on your own |
In many academic cities, dormitories are more expensive than renting a room.
That is why more and more students use platforms offering student rooms.
At Nearby, we help international students find fully prepared rooms in Warsaw. The apartments are located close to universities and major transport hubs, which makes everyday life during studies easier.
Stage 8 – Orientation Week and the beginning of studies
After arriving at the host university, the student takes part in the so-called Orientation Week.
This is an information week during which:
- information meetings take place
- students get to know the campus
- integration events are organised
In the first weeks of studies, the student may also make changes to the Learning Agreement.
Most universities allow 2 weeks from the start of the semester for this.
Stage 9 – studies and course completion
During mobility, the student attends classes just like local students.
At the end of the semester, there are:
- exams
- projects
- course assessments
After the studies are completed, the foreign university issues the Transcript of Records.
This is the official list of grades earned by the student during the mobility period.
Stage 10 – mobility settlement after return
After returning, the student must settle the exchange with the international cooperation office of their university.
Usually, the following documents must be submitted:
- Learning Agreement
- Transcript of Records
- participant mobility report
Based on these documents, the home university recognises the courses completed during studies abroad.
After completing the procedure, the student receives the last part of the grant.
Nearby specialist advice
A Nearby specialist emphasises:
“The most common mistake students make is looking for accommodation only after arrival. It is worth reserving a room earlier to avoid stress and high prices at the beginning of the semester. A well-chosen location close to the university allows you to save time and money on commuting.”
At Nearby, we offer student rooms in Warsaw prepared especially for international students coming to Poland for an academic semester.
Summary – Erasmus step by step
Going on Erasmus requires good organisation and document preparation. The student must go through the recruitment process, sign the Learning Agreement, obtain the Acceptance Letter, and settle the mobility after returning.
Although the procedure may seem complicated, in practice it is a standard administrative process carried out by universities across the EU.
A well-prepared student quickly goes through all stages and can focus on what matters most – gaining academic experience and discovering the world while studying abroad.
FAQ – frequently asked questions
What documents are required to go on Erasmus studies?
The basic required documents are the application form, transcript of grades, and motivation letter. After being selected, the student must prepare additional documents such as the Learning Agreement, the Letter of Acceptance from the host university, and the documents needed to sign the grant agreement.
Where can I find detailed information about Erasmus recruitment?
The most important information about submitting documents can be found on the website of the home university or in the international office. It is also worth checking the detailed information on the host university’s website, where requirements for international students are published.
What is a Letter of Acceptance?
A Letter of Acceptance is an official confirmation that the student has been accepted to study at a foreign university. This document is necessary for further formalities, such as signing the agreement, obtaining a mobility certificate, or starting the funding payment procedure under the Erasmus programme.
Do you have to take a language test before departure?
Yes, most students must take a language test in the OLS (Online Linguistic Support) system. The platform also offers language courses in many languages, including Czech, Dutch, Portuguese, and Swedish, which help students prepare for studies at a foreign university.
Is health insurance required during Erasmus?
Yes, before departure you need to obtain the EHIC card and have additional health insurance. This document allows the basic treatment costs to be covered during your stay in an EU country.
What does signing the Erasmus agreement look like?
The student must report to the international office at their university to sign the grant agreement. The agreement includes the mobility period, the amount of funding, and the required documents, and each copy must contain the signatures of both the student and the university representative.
Can courses be changed after arriving at the foreign university?
Yes, some universities allow changes to the Learning Agreement during the first weeks of the semester. The student then contacts the programme coordinator and updates the document to match the study programme at the home university.
What does settlement of mobility after return look like?
After completing the mobility, the student submits the Transcript of Records to the international office. This document contains the list of grades and the number of ECTS credits obtained. On this basis, the home university recognises the completed courses and confirms the mobility.
