FAQs (Frequently asked Questions) about ERASMUS Study Abroad


Questions about the application


Who can apply for an ERASMUS exchange?

I am a Bachelor student in one of my last Bachelor semesters and I am interested in an ERASMUS exchange. Can I apply for an ERASMUS exchange during my Master degree?

I am a student of university X and plan to switch to the RUB soon. Can I apply to the ERASMUS programme?

I am an ECUE student. Do I need to use the Faculty of Management and Economics' Credit Approval Form?

Why do I have to register with the RUB email address?

What kind of language certificates do I need for the ERASMUS application?

My host university requires an official language certificate. Where do I get such certificate?

Which ERASMUS partner universities offer modules in English?

I want to go to university X in country Y, but our faculty does not have an ERASMUS agreement with X. Can I still go to university X on an ERASMUS exchange? If not, can you sign an ERASMUS agreement with university X?

I have a question regarding Auslandsbafög / I need a certificate or a signature on a BaföG form.

Questions about the Learning Agreement form


How should I choose my modules at the host university?

Is there a minimum amount of required ECTS on the Learning Agreement?

Who is responsible for the recognition of modules taken abroad?

How will foreign credits be transferred to RUB's credits?

How are foreign credits transferred to RUB's credits, if the module has more/fewer ECTS than 5 or 10 ECTS?

How are my foreign marks converted into RUB marks?

Do I have to transfer all modules I took during my ERASMUS exchange?

What should I enter in the field 'Study cycle' in the Learning Agreement form?

Which ISCED code should I enter in the Learning Agreement form?

My host university has a different Learning Agreement form. Can I use this form instead?

Questions during your ERASMUS Exchange


I have a question concerning my ERASMUS grant (Mobilitätsstipendium). Whom should I contact?

I want to extend my ERASMUS stay abroad. What should I do?

I have to / want to cancel my ERASMUS stay abroad. What should I do?

I have to / want to take other modules than those originally listed in the Credit Approval Form and the Learning Agreement. What should I do?

After your ERASMUS Exchange


Which documents do I have to submit after my ERASMUS exchange?

Is there any time limit to have my credits recognized?

Further questions


How should I submit my documents?

I still have questions and need some help. Whom can I contact?

I need a personal appointment but cannot attend to the office hours. What should I do?

I am doing an ERASMUS internship. What documents do I need to supply and who signs the Learning Agreement?

I am planning an internship at a company within the European Union. Is it possible to receive an ERASMUS grant for the internship?

Questions about the application


Who can apply for an ERASMUS exchange?
Every student who is enrolled in one of the degrees offered at our faculty can apply for an ERASMUS exchange. Also, if you study a degree which is partially taught at our faculty, you may apply for an ERASMUS exchange at our faculty (this is valid, for instance, for ECUE Master students).

I am a Bachelor student in one of my last Bachelor semesters and I am interested in an ERASMUS exchange. Can I apply for an ERASMUS exchange during my Master degree?
Yes, due to the long application process, Bachelor students who plan an ERASMUS exchange in their first Master semesters actually have to apply for this exchange during their Bachelor degree. Please note that in order to go on the ERASMUS exchange you need to be a registered student of our faculty. So if you change your mind and do your Master somewhere else or you are not admitted to our Master degrees, you will not be able to go on the Erasmus exchange, even if you were nominated one semester before.

I am a student of university X and plan to switch to the RUB soon. Can I apply to the ERASMUS programme?
Unfortunately not, because we cannot be sure that you switch and that you are admitted to our degrees. To go on an ERASMUS exchange, you have to be a registered student of our faculty during the application semester and during the study abroad semester.

I am an ECUE student. Do I need to use the Faculty of Management and Economics' Credit Approval Form?
The European Culture and Economy (ECUE) degree spans several faculties, and it is the Faculty of Management and Economics where you should apply for an ERASMUS exchange. However,
as an ECUE student you do not have to prepare our faculty's credit approval form. You have to discuss the chosen modules with your program coordinator Mr. Reinecke. Then Mr. Reinecke will approve the recognition of your chosen modules by signing table B in your Learning Agreement. With this approval by the ECUE program coordinator, we will be able to sign your Learning Agreement.

Why do I have to register with the RUB email address?
First, in order to join an ERASMUS exchange, it is a formal requirement of the ERASMUS programme that you are a RUB student of our faculty. Since we have no means of checking this before you apply, requiring you to enter a RUB email address is a small check. Besides, the RUB provides you with an email address to deal with all matters concerning your studies. In the same way as you communicate with us using our RUB address, we want to communicate with you using your RUB address.

What kind of language certificates do I need for the ERASMUS application?
As you can see from the list of university partners, most universities do not require an official certificate, but instead only recommend a specific language level. Accordingly, we do not require any official certificates, either. We also know that those official certificates cost several hundreds euros, and we do not want you to spend money in an application which may be successful or not. So you may simply argue that you speak the language because, for instance, you learnt English many years in school of you spent some months in the country, etc. Unfortunately, such statements are not as objective as having an official certificate. So if you have done any language test or plan to use the certificate further, please include those certificates with your application. Our Center for Foreign Language Acquisition (ZFA) offers several international tests, like IELTS for English, DELE for Spanish, DELF/DALF for French, and Swedex for Swedish: http://www.ruhr-uni-bochum.de/zfa/ptz/standardisiertepruefungen.html. Of course, if you have done some language courses at the ZFA (or an analogous university language centre) and have an official proof, this is also valid. To sum up: You don't have to include an official test result, but other things equal, having an official proof is better than just stating that you learned the language in school or while on holiday.

My host university requires an official language certificate. Where do I get such certificate?
Some of our partner universities require language certificates from incoming students. Please check the requirements of your host university as soon as possible, so you can prepare your certificate(s) in advance. We are the ERASMUS team of the Faculty of Management and Economics, and we don't have the expertise to certify any language proficiency.

The RUB's University Language Centre (Zentrum für Fremdsprachenausbildung, ZFA) offers a wide range of language courses and internationally recognized language tests (IELTS, DELE, CNaVT, DELF/DALF, SWEDEX and Tisus). The ZFA also offer a DAAD language degree, which is accepted by most universities as a proof of language proficiency. For further information, please check their website at http://www.zfa.ruhr-uni-bochum.de/pruefen/daad/index.html.de.

Which ERASMUS partner universities offer modules in English?
We have not visited in person most of our ERASMUS partners, so as a rule of thumb we only have the information the host universities offer themselves on their websites. We have prepared a list with all our ERASMUS partners, including whether they offer English language modules. We also offer ERASMUS reports from students who did an exchange in previous years, so you can read about their language experience. In any case, the English language modules offered at the host university may change from year to year, so it is alway recommende to have a working knowledge of the local language.

I want to go to university X in country Y, but our faculty does not have an ERASMUS agreement with X. Can I still go to university X on an ERASMUS exchange? If not, can you sign an ERASMUS agreement with university X?
You can only go to a university from our list of partners (we have more than 20 ERASMUS partners in 10 countries). ERASMUS agreements need a lot of time and coordination effort to be reached. Also, agreements tend to evolve from personal contacts between the faculties/universities. Therefore, unfortunately we cannot sign an ERASMUS agreement with every university. Even if we would try to honour individual queries, it would take so long to formalize the agreement, that your degree would probably be over before it is in place. If you really want to go to a specific university, your best option is to go there as a free mover, see the information here. However, you would not get the ERASMUS grant and you would have to organize the exchange on your own

I have a question regarding Auslandsbafög / I need a certificate or a signature on a BaföG form.
We are the faculty's ERASMUS team and cover the academic issues of your exchange. Administrative and financial issues as Bafög / Auslandsbafög are or any other financial issues regarding your ERASMUS scholarship during your stay abroad are covered by the International Office. So if you need a certificate for your Auslandsbafög application, please contact the International Office. Usually, the Auslandsbafög form requires you to state the exact dates of your stay abroad. We don't have this information (only you and the International Office have this information), so even if we wanted to, we could not sign any document or form because we don't have the information.

The AKAFÖ provides useful information about BAföG and further funding opportunities abroad, found here.

In some very rare cases the BAföG office explicitly requires you to submit a document where we have to certify academically that your ERASMUS stay abroad is beneficial for your further studies. Only in such cases should you contact us, and we will be happy to sign this academic form.


Questions about the Learning Agreement form


How should I choose my modules at the host university?
In principle, you are free to choose any module you like at the host university. First, you should check which modules are offered at your host university during your ERASMUS exchange. You find a list with all our ERASMUS partners, including links. Please note that very often timetables are produced at a very short notice (we at the RUB also do not produce timetebles one year in advance). Sometimes all you can do is assume that a module that runs in the present winter/summer semester will probably run the next winter/summer semester, too. After you have found suitable modules that fit your preferences, you should check that the module will be recognized on your return to Bochum, see the next questions about module recognition. Last but not least, some modules at your host university may have some participation constraints. You should check this with your host university, and in any case this happens very seldom.



Who is responsible for the recognition of modules taken abroad?
We only check whether your Learning Agreement is formally correct. We do not check whether the modules chosen at the host university are suitable for your degree, thus they may not be recognized when you return to Bochum. To make sure that all your credits are recognized on your return, please get credit transfer approval in advance by one of the faculty’s professors for the modules you would like to take at your host university. You should to this before handing in the Learning Agreement and thus before your study abroad.

Is there a minimum amount of required ECTS on the Learning Agreement?
Yes, the European Union requires a minimum amount of at least of 15 ECTS per semester on your Learning Agreement. If you obtain less than 15 ECTS during your ERASMUS stay, you have to submit an informal statement to our International Office stating the reasons for the relatively low number of ECTS achieved. If you obtain less than 5 ECTS, the International Office may reclaim your ERASMUS scholarship, unless there are special circumstances beyond your control (for instance, some illness).

How will foreign credits be transferred to RUB's credits?
If you take a module at a foreign university which is equivalent to one of the modules offered at RUB, the professor teaching the similar module at the RUB needs to verify the equivalence of the foreign module. If the foreign module is equivalent, the module will be appear with the name of the equivalent module at RUB on your transcript.
If you take an economics or management module at the foreign university for which there is no equivalent module offered at RUB, we have "dummy" modules which will appear on your transcript of records, if the module is recognized by a professor of our faculty.
All foreign modules which are transferred to RUB's transcript of records will be transferred converting the mark of the module at the host university to a RUB mark.

How are foreign credits transferred to RUB's credits, if the module has more/fewer ECTS than 5 or 10 ECTS?
At our faculty, all modules have either 5 or 10 ECTS. Your ERASMUS host university may offer modules with a different amount of ECTS that do not perfectly fit to our 5/10 ECTS scheme. In principle, it is up to the corresponding professor who recognizes the module to estimate the amount of ECTS to be recognized. In most cases you will not be able to have a 3 ECTS module recognized as a 5 ECTS module in Bochum. However, in special circumstances if the work load of a module is very high, this may be possible. You could also, for instance, have two 3 ECTS modules recognized as one 5 ECTS module in Bochum.

How are my foreign marks converted into RUB marks?
There are different conversion systems for marking systems which are not equivalent to RUB's marking system. The professor who recognizes the module will usually use one of the available conversion tables to convert the mark as fairly as possible.

Do I have to transfer all modules I took during my ERASMUS exchange?
No, you do not. It is up to you how many modules you want to transfer to your RUB transcript of records. If a module should not be transferred to your transcript of records after your stay abroad, this has to be mentionend in your learning agreement.

What should I enter in the field 'Study cycle' in the Learning Agreement form?
Please check the end notes of the Learning Agreement form: Study cycle: Short cycle (EQF level 5) / bachelor or equivalent first cycle (EQF level 6) / master or equivalent second cycle (EQF level 7) / doctorate or equivalent third cycle (EQF level 8).

Which ISCED code should I enter in the Learning Agreement form?
Please check the end notes of the Learning Agreement form: The ISCED-F 2013 search tool available at
http://ec.europa.eu/education/tools/isced-f_en.htm
should be used to find the ISCED 2013 detailed field of education and training that is closest to the subject of the degree to be awarded to the student by the sending institution. For Management, the code is '0413: Management and administration (04.4 - 345)' and for Economics the code is '0311: Economics (14.3 - 314)'. If you are in a mixed degree, you should enter the code that suits your preferences best or you can enter both codes. If you study a Master in Management or in Economics only, you should enter the code for Management or for Economics.

My host university has a different Learning Agreement form. Can I use this form instead?
Unfortunately, not all Learning Agreements contain all necessary information. So you always have to use the RUB's Learning Agreement form. However, your host university may also want that you fill in their Learning Agreement form. In this case, you will have to maintain two parallel Learning Agreements that should, of course, contain the same modules. We are happy to sign Learning Agreement forms from your host university, but only together with our Learning Agreement form from the RUB.


Questions during your ERASMUS Exchange


I have a question concerning my ERASMUS grant (Mobilitätsstipendium). Whom should I contact?
You have to contact the RUB's International office. The International office is the right contact for all non academic issues.

I want to extend my ERASMUS stay abroad. What should I do?
If your ERASMUS stay is only for 1 semester, it may be possible to extend your stay abroad to 2 semesters:
1) First of all, check with your local ERASMUS coordinator if your guest university agrees. If yes, we in Bochum are happy that you are enjoying your ERASMUS stay abroad and will usually agree, too, so you just need to email us about your intentions including some proof of the approval by the host university (e.g. some written notice, forwarded email, etc.).
2) In order to check whether your ERASMUS grant can be extended, please email our International Office in Bochum (Baerbel.Klaffke@uv.ruhr-uni-bochum.de) and please put us in CC.
3) Once you have the preliminary agreement of all parties, you need to prepare a new Learning Agreement for the second semester including all the credit recognition confirmations from the faculty’s professors. Only when you have a completed Learning Agreement will we be able to sign the Learning Agreement and confirm the extension of your stay.

I have to / want to cancel my ERASMUS stay abroad. What should I do?
1) Send us an email in German stating briefly the reason for the cancellation of your ERASMUS exchange. This email should include your name and your student ID (Matrikelnummer). Please write a sensible email subject e.g. "Absage ERASMUS-Semester 20XX/20XX an der [Hochschule, Hochschulort]".
2) Send an email in English to your host university communicating the cancellation of your ERASMUS stay and put us in CC (wiwi-erasmus-outgoings@rub.de). Again, please write a sensible email subject e.g. "Cancellation ERASMUS stay in 20XX/20XX". If the host university does not email us a copy of their reply, please forward the confirmation answer of the host university to us (wiwi-erasmus-outgoings@rub.de).

I have to / want to take other modules than those originally listed in the Credit Approval Form and the Learning Agreement. What should I do?
You have to change your Learning Agreement and to provide one or more new Credit Approval Forms. Notice that you don’t need a new Learning Agreement, there is a section “During the mobility” in the existing Learning Agreement to make changes. After you know that a chair will recognize your new module(s), you fill in a new Credit Approval Form for each chair. Then you email the forms to the respective chairs, who print and sign the new Credit Approval Form and send them to us. After we obtain all new Credit Approval Forms for the new modules and your changed Learning Agreement (which should already have been signed by your host university), we will also sign your changed Learning Agreement, too. The procedure is also explained in detail in the Credit Approval Form.

After your ERASMUS Exchange


Which documents do I have to submit after my ERASMUS exchange?
After your ERASMUS stay you will have three documents:
- the Learning Agreement (with all signatures and, possibly, amendments)
- your host university will give you a Confirmation of Stay
- your host university will give you or send to us your Transcript of Records
Also, for our International Office you will have to write an ERASMUS report about your ERASMUS study abroad experience.
At the Faculty of Management of Economics we need from you:
- the Learning Agreement
- a copy by email of the ERASMUS report (if possible, please send as a version of the report without your name in it)
- you will also have to show us the Confirmation of Stay and the Transcript of Records (if you have received it directly from your host university)
Once we have received or have seen the four documents (Learning Agreement, report, Confirmation of Stay and Transcript of Records), we will give you back the Credit Approval Form(s) (Anrechnungsformulare) you need for the Exams' Office (Prüfungsamt).

Is there any time limit to have my credits recognized?
Since you have to have your modules recognized before your ERASMUS exchange, you do not need to contact the chairs any more. Once you are back from abroad, we will give you the Credit Approval Form(s) once you supply some documents (see previous question). Note that it may take several months for your Transcript of Records to arrive, sometimes the Transcript is sent directly to you). Then you go to the Exams Office (Prüfungsamt) with the Credit Approval Form(s) and the Transcript of Records, and they will convert the mark into German marks and officially recognize the module. There is no specific deadline for this recognition. However, we recommend you to do this recognition during the semester following your stay abroad.

Further questions


How should I submit my documents?
In general you can send your documents via email as a PDF file. The only documents that have to be printed out are the application to the RUB's International Office and the Learning Agreement. However, even the Learning Agreement can be scanned and emailed if this is OK with your host university.

I still have questions and need some help. Whom can I contact?
Please send an email to the ERASMUS-Team at wiwi-erasmus-outgoings@rub.de for all questions related to academic issues. We will answer your emails as soon as possible. To sign the Learning Agreement, we are available during our office hours. For questions mainly related to administrative issues, you should contact the International Office, see
http://international.rub.de/intoff/index.html.en.

I need a personal appointment but cannot attend to the office hours. What should I do?
You should send us an email stating your problems. In very exceptional cases we can arrange a appointment outside of our office hours. Office hours are there to save us all the time effort of coordinating some other time slot.

I am doing an ERASMUS internship. What documents do I need to supply and who signs the Learning Agreement?
You can also apply for an ERASMUS grant for an internship. Once you have found a suitable internship (please note that we do not offer any support for finding suitable internship positions), you must apply for the ERASMUS grant at the RUB International Office (Online-Antrag in German). You will also have to fill in a Learning Agreement for the internship, which will include information about the internship (dates, pay, job, aims, etc.). With this information, the ERASMUS team at the Faculty of Management and Economics will check that the internship fits into your degree, and then sign and stamp the Subject Confirmation Form (Bestätigung des Fachbereichs) for the internship. To have the Subject Confirmation Form signed, please email us the following items as PDF files:
- Subject Confirmation Form
- LA for the internship
- CV
- motivation letter
to wiwi-erasmus-outgoings@rub.de. We will come back to you as soon as possible. Here you will find further information from the International Office about the requirements and limitations of the grant and about the application procedure. As you will see, all the documents we require from you are also required for the official application at the for the ERASMUS grant anyway, so we are not demanding any additional effort from you.

I am planning an internship at a company within the European Union. Is it possible to receive an ERASMUS grant for the internship?
Yes, it is possible to receive an ERASMUS grant for an internship. Here you will find further information about the requirements and limitations of the grant and about the application procedure.