The IStO adheres to the nomination deadlines of the partner institutions. Nominations are made by e-mail at least two weeks before the application deadline at the host institution.
17 What do I have to consider when applying to the host institution?
The requirements and deadlines for the application depend on the host institution and can be found on the website of the host institution. Under Before your stay - After a successful application you will find more detailed information. When applying to your department/ KIT faculty, please make sure that you also meet the requirements of the host institution.
18 I would like to exchange ideas with students who have studied or want to study at the same host institution as me.
You are welcome to exchange ideas with other students in the Facebook group Outgoing ERASMUS+ KIT or register in the outgoer data of ESN Karlsruhe. In addition, the experience reports offer good insights into life on site and the course of the stay abroad.
Learning Agreement
19 How do I draw up my Learning Agreement?
The Learning Agreement (LA) is your study plan for your ERASMUS stay and should be completed in every detail. Your faculty/department is responsible for assisting you in drawing it up and for signing it on behalf of KIT. Further information on the Learning Agreement can be found under "Before your stay" and "During your stay" under the heading "Documents relevant for payment".
20 By when must the Learning Agreement with all signatures be submitted?
The Learning Agreement (part "Before the Mobility") should be confirmed by you in the Mobility Online Portal at least 6 weeks before the start of your mobility. The digital document should contain all the necessary signatures no later than 10 days before the start of your stay abroad.
21 My host institution only signs the Learning Agreement on site. What do I do?
Unfortunately, this is not in line with the Erasmus program. Please send us the email from the partner institution to erasmus-out ∂does-not-exist.intl kit edu stating that the signature can only be obtained on site. We will discuss this with the partner institution.
22. Do I have to have all the credits specified in the Learning Agreement recognized at KIT?
No, in principle it is not compulsory to have the credits recognized. However, depending on the faculty, a credit transfer agreement may be necessary, although this does not oblige you to have the credits transferred. The LA prepares the recognition, but you have to start and tackle the actual process in your KIT faculty or department after your stay abroad!
Grant Agreement
23 What is agreed in the Grant Agreement (GA)?
The GA forms the contractual and financial basis of the stay abroad. It contains, among other things, the duration of the funding period, the reporting obligations of the grantee as well as the planned financial ERASMUS+ funding and the method of payment.
24 I cannot download the Grant Agreement (GA). Why is that?
You can only download the GA once you have completed all the previous steps in the Mobility Online Portal and these have been accepted by the IStO.
25. By when do I have to submit the Grant Agreement (GA) to the IStO?
For stays starting in January of each year (summer semester), the GA should be submitted to the IStO four weeks before the start of the stay, for stays starting in August of each year (winter semester) two weeks before the start of the stay. Please print out the GA in duplicate, sign it, enclose a self-addressed envelope and send it to the IStO by post.
26 What do I do if the start and/or end date of my mobility differs from the dates stated in the Grant Agreement (GA) / Mobility Online?
The dates given in Mobility Online or on the GA are approximate. The actual start and end dates and therefore the actual duration of your stay (and the corresponding mobility grant) are determined by the dates stated in the Certificate of Arrival or Certificate of Departure.
27.When should I leave for my ERASMUS stay?
Some institutions have Welcome Weeks, i.e. introductory weeks or days where you have the opportunity to get to know the institution, the campus and other students. These are often not compulsory, but it is still worth taking part in them and we would recommend doing so in order to make contacts and find your way around the campus before your course starts. There are also some useful information events during this time (some of which are specifically for ERASMUS students), which can help with course selection, for example, and you have the opportunity to get to know your tutor. The introductory week usually takes place one week before the start of the lecture period; you will receive more details from your host institution before you arrive.
During your stay
28. May I also write exams at KIT during my ERASMUS stay?
This is possible. However, we advise against attending KIT courses (e.g. online) in parallel to your courses at the host institution, as you should focus on learning in the host country. It is possible to take examinations before or after the end of your stay abroad in the same semester without any problems. Please note the rules for semesters abroad under Before your stay - Organizational matters.
29 When will I receive the first installment?
The first installment (70% of the expected amount) will only be paid out if all documents relevant for payment have been received by the IStO by the deadline. You can expect to receive the installment approximately two weeks after the deadline. Further information on the payment process can be found in During your stay - Payment process.
30. Are my documents for the payment of the 1st installment complete?
You can check yourself in the Mobility Online Portal whether your documents have been received and accepted by the IStO.
31 My host institution signed my Certificate of Arrival (CoA) too late, so there are more than five days between the start date and the signature date. What should I do?
The registered period is the academic stay at the partner institution, the first official date is usually a welcome/introductory event (pre-semester language courses at the host institution also count!). A private stay abroad prior to the semester abroad is not part of the ERASMUS+ stay registered in the CoA. If there is a discrepancy of more than five days, please attach an informal declaration to your CoA, as well as a document confirming that you were actually at the institution on the date entered (e.g. invitation to the introductory event...). If you have inadvertently entered an incorrect start date, please confirm that we should use the date of signature as the start date.
32 My Learning Agreement has changed. What do I have to consider?
The changes must be entered and confirmed in the block "During the stay - Digital Learning Agreement (DLA) - Part "Changes During the Mobility" in Mobility Online. They will then be checked by the responsible person at KIT and forwarded to the responsible person at the partner institution, who will also confirm or reject them.
33 Is it possible to extend my stay?
If your stay was only planned for one semester in the winter semester, an extension to two semesters is usually possible. Please read the information under "During your stay - extension" to find out whether an extension is permitted in your case.
34 I am worried that I will not be able to complete the required 20 ECTS credits. How should I proceed?
The fulfillment of the 20 ECTS credits is agreed in the Grant Agreement and is a prerequisite for receiving the mobility grant. If you are concerned that you will not be able to fulfill this requirement, please contact your subject coordinator at KIT and the IStO as soon as possible (and not after failing an exam).
After the stay
35 What do I have to consider when writing the experience report?
The report is created in the Mobility Online Portal using a form. We recommend drafting the report in a text editing program from which the content can be copied into the various form fields. Personally defamatory texts should be avoided at all costs. The report should also be kept anonymous. The template for the report can be found under After your stay - Documents relevant for payment.
36 I have not yet received my ToR. Does the host institution send it directly to the IStO?
In some cases, the ToR is only sent to the IStO in paper form. However, if this is the case, we will notify you promptly and send you a scan of the document. You can then collect the document from the IStO. If you have not received a notification, we have not received your ToR.
You can often apply for the ToR digitally or receive it as a digital document directly from the partner institution.
37 I have not yet received an invitation to the EU survey.
The link for the EU survey is sent directly by the EU and not by us. Please check whether the e-mail with the link has landed in your spam folder. Please also note that the survey will only be sent after the end date you specified for your mobility.
38 When will I receive the 2nd installment?
The 2nd installment (30% of the expected amount) will only be paid out if all documents relevant for payment have been received by the IStO by the deadline. You can expect to receive the installment approximately two weeks after the deadline.
39. Are my documents for the payment of the 2nd installment complete?
You can check yourself in the Mobility Online Portal whether your documents have been received and accepted by the IStO.
40) When will my application be marked as "completed" in Mobility Online?
Your application will be marked as "completed" once all your documents have been accepted and the 2nd installment has been paid.
