Process

An Erasmus stay involves organizational effort. Below, this is outlined specifically in relation to the Department of Social Work. In addition, you will find helpful general information and overviews on the following pages of the Academic International Office (International Office) of the EAH, which serves all departments:

• Information on important steps for planning and carrying out your study abroad semester can be found here
• Checklist of what needs to be considered before, during, and after the Erasmus stay

The overview presented below was created at the FB SW and is intended to illustrate the various organizational steps and their order. The individual points will be explained further down.
Accompanying preparatory actions, such as attending language courses or searching for accommodation, are not illustrated here.

Overview: Process of an Erasmus Stay abroad

Selection of Partner University and Application

Use the information on this homepage for your initial orientation in selecting your desired destination, especially regarding our partner universities. Then, visit the international office consultation hours of the Department of Social Work and, if necessary, inquire about funding options at the International Office.

Once you have decided on a preferred university, please inform the FB coordinator for international affairs (Prof. Dr. v. Harbou) first. He will then provide you with feedback on whether there are still available spots. Next, write an application (addressed to the desired university, in the local language or in English) and attach your CV. Send both documents as a nomination request via email to the FB coordinator for international affairs (Prof. Dr. v. Harbou). He will then, if applicable, suggest you for nomination at the Academic International Office (International Office).

Learning Agreement and Module Comparison

To prepare for your study abroad, it is necessary to create an (Online) Learning Agreement (LA/ OLA) “before the mobility,” which must be accepted and signed by the Erasmus coordinator of the department. You will fill this out in consultation with the Erasmus coordinator of your department and taking into account the information from your host university. The (OLA) is created on the OLA website.

Before creating the Learning Agreement, complete the Module Comparison document in full and send it to the Erasmus coordinator of the department. The Module Comparison will compare the desired courses of the partner university with the modules of EAH. The Module Comparison also serves for the later recognition of your courses after completing your study abroad semester.

Once the courses (subject to confirmation) are determined and you have access to the (O)LA, you can now enter the courses at the partner university that you want to take in “Table A: Before The Mobility” and, in “Table B: Before the Mobility,” the EAH modules whose recognition you are likely to request.

You are responsible for timely completion and obtaining the necessary signatures. Without a signed (O)LA from the Erasmus coordinator, you cannot be nominated by EAH for the Erasmus program. If changes occur during the study abroad (e.g., because courses are not offered or take place simultaneously), the (O)LA may be updated on-site in the section “During the Mobility.”

When selecting courses to be taken abroad, it is important that they are comparable (not identical) to courses at EAH. Compare with the Jena Study/Examination Regulations: If you complete largely comparable modules/courses abroad (thematic content, level of performance, scope of performance, number of credits, etc.) and produce comparable examination/study achievements, recognition is likely. This should be coordinated in detail with the Erasmus coordinator in advance and recorded in the Module Comparison and (O)LA.

Regarding Erasmus funding, the regulations stipulate that you should aim to earn at least 30 credit points, of which at least 15 credit points should be recognized at the FB SW of EAH.

In the following video, we will show you again how to create the Module Comparison and fill out the Learning Agreement correctly:

 
Further information can be found here, under point 5: Creation of the Online Learning Agreement.

Recognition of Academic Achievements Abroad

Upon your return from abroad, you must promptly submit a corresponding application to the Chair of the Examination Board (currently Prof. Dr. Felix Wilke), with the Erasmus coordinator (currently Prof. Dr. Frederik von Harbou) copied in the email (cc). You can send the signed application as a PDF attachment via email. In the written application, please list the (Jena) modules you wish to have recognized, including key details (subject, performance level, type of exam, and credits), along with the corresponding result/grade of the academic performance achieved at the foreign university. Attach the relevant certificate from the partner university (so-called transcript of records (ToR)) and your module comparison (see above) as a PDF.

If the modules at the partner university are not presented individually, as is the case at our university, but are offered in interdisciplinary study programs (e.g., in Porsgrunn, Groningen), the module comparison must clearly indicate which individual modules in Jena are covered.

Regarding the different grading systems abroad, grades will be converted to match our system. This will be done based on the conversion table used by RWTH Aachen, and the grades will be rounded up or down in your favor as much as possible.

Here’s an example of what a recognition request might look like:

Document: Sample of the Recognition Request

Multiple Recognition of the Same Achievement

It is not possible to credit the same achievement towards different modules. However, it is possible to combine several courses/modules taken abroad (especially if they are individually linked to significantly fewer hours and credits) into a “package” that can be recognized as equivalent to a module at the University of Jena. The BA/MA thesis cannot be replaced. Experience shows that field- and method-related in-depth courses are the easiest to have recognized. However, each case is individually decided.

Learning Agreement After the Mobility and Experience Report

After the study abroad and after the decision by the examination board regarding the recognition of study and examination achievements abroad, a Learning Agreement “After the Mobility” will be created. You are responsible for filling this out on time and obtaining the necessary signatures.
Please remember that the “After the Mobility” section is signed only after the examination board’s decision and once the experience report has been submitted to the Erasmus coordinator.

This experience report on the study abroad must be submitted to the Erasmus coordinator within 1-2 months after returning from abroad. This report can also be used for the report required by the AAA for the Erasmus scholarship and will be made available on the website for future students interested in studying abroad.

Tips

Experience shows that it is nearly impossible to fulfill all the modules or requirements of your home university abroad or vice versa. It is unlikely that all modules taken abroad (amounting to 30 credits) will be fully recognized in Jena. As a result, your studies are likely to be extended.

However, an abroad experience should not only be chosen for recognition purposes but also for the new personal and academic experiences, such as topics that may not be available at EAH.

Therefore, you should consider moving the courses/seminars/modules (from the Jena study plan) you can’t complete abroad to an earlier semester or catch up on them when you return. Note that not all modules are offered each semester at EAH, some may only be available in the winter or summer semester.

According to BAföG information (see AuslandsBAföG), the maximum funding duration is extended by the time spent abroad. So if you need an extra semester, it won’t negatively affect your BAföG funding.

Particularly, consider any potential complications arising from changes in our module regulations: Generally, students follow the module regulations valid at the start of their studies (non-retroactivity), unless they request a transition to the new module regulations. The former can cause problems if, after returning from abroad, the courses under the new module regulations are no longer offered and no equivalent courses/modules were taken abroad. Make sure your continuing studies in Jena are “compatible” (you may need to consult with the academic advising office).

Practical Project

The practical project required by the EAH’s Social Work Department’s study regulations should not hinder studying abroad. Therefore, students who spend part of their 5th semester abroad do not have to complete a practical project, provided they can demonstrate significant equivalent achievements with practical relevance at the foreign university. The Erasmus coordinator, in consultation with the examination board, assesses whether these requirements for recognition are met. The same applies to students studying abroad during their 5th and/or 6th semester.

If you have further questions, you can contact the Practical Office (Peter Scharffenberg).