Outgoing students

Erasmus scholarships och top-ups

Erasmus scholarships are only granted for physical mobility.

Within the new program, extra support (top-ups) is available for:

• Inclusion support: Top-up for participants with fewer opportunities, i.e. students with disabilities or with children.
• Sustainability: Green travel support for students who choose to travel in an environmentally sustainable way.

Erasmus scholarships for studies and traineeships

Departmental agreements

1. Update the number of available seats in Mobility Online before each application period.
2. Follow the instructions on Confluence.

University-wide agreements and networks

The university wide agreements and networks have one application period per semester. Student apply for exchange studies one year in advance.

The university wide agreements and networks are complements to the departmental agreements.

International Office is responsible for in- and outgoing exchange students within these agreements.

Course selection and registration in Ladok

When a student is nominated for a university wide agreement all administrative work is handled by the International Office.

One exception is course selection. Outgoing students are expected to independently find suitable courses at the host university, but they need the home department at Stockholm University to sign their Learning Agreement to ensure a credit transfer once back at SU.

Once the student receives a letter of admittance from the host university s/he needs to send this to the home department here at SU in order to be registered in Ladok. International Office cannot register students in Ladok.

When a student is nominated for an exchange via the CIVIS network all administrative work is handled by the International Office.

Students that are nominated for exchange studies via CIVIS are nominated to a specific department at the host university where they are expected to attend at least 75% of their courses during their exchange.

Outgoing students are expected to independently find suitable courses at the host university, but they need the home department at Stockholm University to sign their Learning Agreement to ensure a credit transfer once back at SU. Learning Agreement for CIVIS students are done in Mobility Online, see here.

Once the student receives a letter of admittance from the host university s/he needs to send this to the home department here at SU in order to be registered in Ladok. International Office cannot register students in Ladok.

Administration of outgoing students via Civis

When you write an exchange agreement, you agree accept a certain number of students and to send an equal number. You should aim for there to be balance in the agreement. Most agreements require active work, partly to inform the students about the possibility of going abroad, partly to arouse interest in universities that are less competitive.

Here are some ideas for how you can promote exchanges:

1. Have a clear page for exchange studies on your department's website.
2. Make sure that the information on the web is current and fresh. Feel free to post inspiring pictures, link to blogs and inform about the exchange opportunities available at your particular department, as well as how and when students can apply.
3. Make sure students understand how exchange studies can fit into their courses of study. Inform the other employees at the department so that everyone has a positive attitude to exchanges.
4. Send out information via e-mail.
5. Create poster campaigns.
6. Spread inspiring images or texts on social media.
7. Invite to information meetings. Former exchange students and incoming students are an invaluable source of information. Often they can provide much better information about what it is like to study at a certain university and live in a certain country than we coordinators can! For these occasions, you can book our exchange ambassadors whose job is to spread knowledge about exchange and inspire others. Contact erasmusutbyte@su.se to book an ambassador.
8. The exchange ambassadors inspire and inform about exchange opportunities. Invite an exchange ambassador at the start of the semester to inform about the opportunities to study or intern abroad.
9. International Office continuously invites you to information meetings about exchange opportunities. Please advise the students about these.
10. Feel free to link your website to the Go International page on su.se.

It is mandatory for outgoing students and trainees to take a language test before starting their mobility. Students participating in an Erasmus mobility, Erasmus+ studies and/or Erasmus internship, where the physical part lasts for at least 14 days, must take a diagnostic language test in the main teaching or working language before the mobility begins (does not apply to mother tongue).

The language test does not affect mobility, but should only be seen as diagnostic. The student's results must correspond to the level written in the bilateral agreement. For those students who want to offer language courses online, before and during the mobility.

The test and course platform is called EU Academy.

OLS language test before an Erasmus+ exchange

1. The student performs the language test via the link available on the web. The test result becomes part of the application for the Erasmus scholarship.
2. Student and responsible exchange coordinator discuss whether the result corresponds to the level entered in the agreement.
3. If no, the student is recommended to take a language course.

OLS language test before an Erasmus+ traineeship

Students who go on an Erasmus internship and who participate in a physical mobility for at least two weeks must also take the mandatory language test. The student performs the language test via the link available on the web.

About the OLS language tests

• The test is estimated to take approximately 30-50 minutes to complete.
• The test must be done in good time before mobility begins.
• The test adapts to the student's level, becoming more difficult if more are correct and vice versa.
• The level is graded according to the CEFR scale: A1 (lowest), A2, B1, B2, C1, C2 (highest).

Language courses

Students who wish or need to develop their language skills are offered web-based language courses via the EU Academy platform. The courses are free and open to all.

The credits that students obtain during their exchange studies should be transferred to SU once they are back from the exchange. Courses can be transferred either as a part of the student’s program or as free standing courses (optional courses).

In order to ensure academic recognition by credit transfer the student and the home department at SU signs a Learning Agreement before the student depart for the exchange.

Note that sometimes students do not know exactly which courses they will be admitted to until they arrive at the host university. In those cases the learning agreement may be signed at a later stage.

Within the university wide agreement (bilateral agreements) the learning agreement must be signed by the student and the coordinator at the home department at SU.

Within the Erasmus program, the learning agreement must be signed by the student, the coordinator at the home department at SU and the host university.

In most cases it is the student’s home department at SU that is responsible for signing the learning agreement and the credit transfer after the mobility. In some cases where students are not allowed to attend courses within a specific subject as a part of their program, it is usually possible to sign a learning agreement with the Degree Office instead.

Tillgodoräknande (in Swedish)

Learning agreement – Erasmus exchanges

At the latest at the start of mobility, the student must upload a downloaded pdf copy of their signed Online Learning Agreement in the Erasmus+ portal in MoveOn. This applies to students up to and including HT24, but from VT25 students will use Mobility-Online to make Digital Learning Agreements. The document must be completely filled in and signed by all parties, the student, the receiving university and the body at Stockholm University responsible for crediting. One of the basic conditions within the Erasmus program is that exchange studies must take place full-time, i.e. corresponding to 30 credits/semester. A copy of the student's Learning Agreement must be kept for at least seven years at the institution that signed the student's L.A.

Learning agreement – Central agreements and networks

Before departure, the student writes and the institution the student reads a Learning Agreement where it is agreed which courses the student must take and get credited upon returning home. It is not uncommon for courses originally agreed in a Learning Agreement to have to be changed. If there are changes, a "Changes to Learning Agreement" is written. It is the student's task to contact the person who originally signed the Learning Agreement and hear which routines must be followed in the event of a change. From VT25, all students will make their learning agreements digitally via Mobility-Online (also outside Europe).

In cases where a student is not allowed to take credit for the courses within a specific subject or program, it is usually possible to take credit for them as extension studies, via the department or the Degree Office:

Tillgodoräknande (in Swedish)

Course changes

It is not uncommon that the courses originally agreed upon in an L.A. must be changed. It is the student's responsibility to contact the person who originally signed the L.A. and follow the correct routines for making changes.

If there is a need to change an L.A., the revision must be completed and formalized within the student's first month at the host institution. Should later changes need to be made, the changes must be formally agreed between all three parties and carried out immediately.

If the student uses the exchange period to gather material for and write their dissertation or prepare a thesis, a L.A. is not necessarily required. However, it is still important that there is a written agreement with the receiving university about the exchange period and what the student will do. The thesis/dissertation can be supervised from and opposed at the home institution. However, it is strongly recommended that the student also has a supervisor at the host university.

Transfer of credits – Erasmus and central agreements and networks

After returning home, the student applies for credit transfer via the department that signed the Learning Agreement. You can find more information about credit transfer on the Degree Office's page.

Transfer of credits – Civis courses and short-term mobility

After the short-term mobility, the receiving institution/organisation must give the student and home institution a certificate (Certificate of Attendance) confirming participation in the course. The department must credit course participation in Ladok after the mobility.

• Credit-bearing: credits (hp) and note for recognition in the Diploma Supplement. When the student applies for the degree, a request to have the course mentioned in the DS must be written in the message field in the degree application.

The Mobility Team will recognize course participation of non-credit courses via Note in Ladok.

• Non credit-bearing: recognition for Diploma Supplement (DS) by noting in Ladok. When the student applies for the degree, a request to have the course mentioned in the Diploma Supplement must be written in the message field on the degree application. Text: "The student has completed the course [course name, date] at [course-giving university, country] within the European Civic University Alliance -Civis, that is a part of the Erasmus+ programme."

Document management

There are rules for handling documentation regarding international mobility at Stockholm University.

See Stockholm University's document management plan.

You can find information about administration in Ladok on Confluence (link below). There are different procedures for different exchange programs. It is always the institution that is responsible for admission and registration in Ladok, also for university-wide exchange agreements.

Ladokmaterial – Utbytesstudier (only available in Swedish)

Students who are participating in an Erasmus exchange and have a permanent disability, including disability caused by physical or mental illness, can receive a top-up (extra funding) of EUR 250 per month. This is in addition to the regular scholarship amount and is applicable if the student is on a semester long exchange.

For the short blended mobilities, the top-up (extra funding) is EUR 100 per month for mobilities that range between 5-14 days and EUR 150 per month for mobilities between 15-30 days.

The student can apply for the top-up (extra funding) when he or she applies to the regular scholarship.

If a student with a permanent disability has extra costs in connection with the disability and the stay abroad, he or she can apply for an additional grant for coverage up to 100% of the additional costs. Additional costs mean expenses that occur for the student in relation to the mobility abroad and that are not covered by any other funding.

Examples of such costs are:

• Targeted educational support such as adapted examination, adapted course literature, support with taking notes or having a mentor
• Special adaptations such as transport, accommodation, assistant/companion, medical follow-up or medical examination in the host country

Don’t forget that all agreements must be decided and arranged before the mobility begins!

Application for grant funding at UHR is handled by the International Office according to the following routine:

1. The student informs the coordinator for targeted educational support about the planned exchange.
2. Coordinators translate Nais certificates into English.
3. Student contacts their international coordinator/Erasmus team and presents a certificate from Nais.
4. The international coordinator asks what support the student can get from the partner university - scope and cost.
5. The international coordinator communicates the support the partner university can offer and the cost of the support to the coordinator for targeted educational support. Coordinators investigate what the support would have cost at Stockholm University. If the costs exceed what the support would have cost at Stockholm University, the coordinator notifies this to the Erasmus team at the International Office, who can apply for extra funds.
6. If the student is in need of adaptations other than the targeted pedagogical support, the student proves this with relevant documents from i.e. healthcare or municipality to Erasmus team at the International Office. If necessary, the student, Erasmus team and the issuer of the documentation can meet to jointly map out the needs more thoroughly.
7. The Erasmus team applies for funds and notifies all parties as soon as it is available.
8. The Erasmus team is responsible for the financial administration from the university's side.
9. The student is responsible for saving all original receipts and reporting these after the exchange.

In general, outgoing students on bilateral agreements cannot receive any financial support from SU during their exchange. Once students are nominated for the exchange and are in the process of applying, the host institution will in some cases inform students about possible scholarships to apply for.

Regarding financial support for targeted study support, all cases are handled different depending on the host university. For questions about this, students should contact their coordinator at the International Office.

An agreement on who is responsible for to pay these costs for extra support must be reached between the higher education institutions before mobility begins.

Within the EU/EEA/Switzerland, students must primarily use the European health insurance card, which entitles them to medically necessary, public healthcare under the same conditions and at the same cost as those insured in that country. The card is free and is ordered from Försäkringskassan. See Försäkringskassan's website (in Swedish) to read about what the card entitles you to and to order a card.

Stockholm University provides a group insurance, Student OUT for all outoing exchange students. The insurance is from Kammarkollegiet and is free of charge for all students.

Student OUT covers all students that are registered for exchange in Ladok. The insurance covers the study period and 14 days before and after the exchange.

It is important that the student’s study periods are correct in Ladok in order for the insurance to be valid.

Doctoral students employed at SU who go on exchange studies are primarily covered by the business travel insurance.

Read the insurance terms and conditions for doctoral students on the Doctoral Mobility page.

The Student OUT insurance is intended to be comprehensive, but as each person's needs for insurance vary, the student should read the terms and conditions themselves and assess whether it is sufficient. Important to note is that the Student OUT is only valid in the study/practice country and during the journey there and home. Some countries may also require the student to purchase an extra insurance.

For more information about the insurance, including insurance conditions, see Kammarkollegiet's website.

For departmental agreements it is the department where the students are registered that is responsible for issuing the insurance certificate.

For university wide agreements and networks it is the International Office that is responsible for issuing the insurance certificate.

Students are formally covered by the insurance once they are registered in Ladok. This means that the actual insurance certificate is only a proof for the student that s/he is covered. This is why registration in Ladok is the most important part with respect to the insurance. An insurance certificate without registration in Ladok is not valid.

Although the insurance certificate should only be issued once the student has received their letter of acceptance, some universities require a proof of insurance as a part of the application. In these cases, it is possible to issue an insurance certificate outside of Mobility Online. Once the students have received their letter of acceptance, a new insurance certificate can be issued in Mobility Online.

If students need to make an insurance claim, they must fill in the document “Skadeanmälan”. Students must then send this to their coordinator together with receipts. The coordinator at SU then signs the “Skadeanmälan” and sends it to Kammarkollegiet together with the receipts and a copy of the exchange agreement.

In most cases students first pay for their medical care and then make the insurance claim. In some cases students may need to seek advise from Kammarkollegiet before seeking medical care. For more information about this, see Kammarkollegiets website.

More information about Kammarkollegiet's Student OUT insurance and the claim form can be found on:

• Kammarkollegiet's website (Swedish)
  
• Kammarkollegiet's website (in English)

The Student Health in Stockholm website lists information on where students can turn in case of illness. Student health in Stockholm is a supplement to other health care. Students can turn here with various health questions – study-related or not.

For exchange students who have a Swedish social security number or who have a "European Health Insurance Card" (Försäkringskassan's blue card), a healthcare visit costs the same as for Swedish citizens. Students who do not have a Swedish social security number or "European Health Insurance Card" pay a higher price. By saving all original receipts, the student can subsequently file a claim and get all or part of the cost back.

Emergency dental care is available at CityAkuten Tandvård, Olof Palmes Gata 13 A (Hötorget).