Application Procedures
Nomination process
Erasmus coordinators from the sending institutions are sent a website address and a password to log into the online registration system (ESRS*) and nominate their students.
Please mind that it is crucial to provide valid e-mail address at the nomination stage.
If the institution has not received the email, please contact erasmus.incoming@ug.edu.pl.
*ESRS - Erasmus Students Registration System provided by University of Gdańsk
Deadlines for nominations
- Winter semester & full academic year
30.05.2025
- Summer semester
30.11.2025 The nominations can be done now until the deadline.
Application Procedure for Nominated Students
Upon registration done by the sending institution, all nominated students will receive an automated e-mail with a link to their individual ESRS account and detailed instructions on application process.
Students nominated for the winter semester and the whole academic year will receive this e-mail until 30.05.2025.
Students nominated for the summer semester are going to receive this e-mail from late October 2025 until 30.11.2025.
Application Documents
1. Student Application Form (in the attachment at the bottom of this page)
2. Language Proficiency Certificate (min. B2 level)
3. Copy of ID or Passport
(Non-EU students should additionally upload a scan of the resident permit from the sending country*, or send a scan of a Polish visa before the mobility starts via e-mail to erasmus.incoming@ug.edu.pl)
4. Passport-style Photo
5. Health Insurance
6. Learning Agreement (signed by 3 parties)
*please merge two documents into one PDF file!
Application Guide
Please find the Student Application Form and Application Guide in the attachments at the bottom of this page.
To ensure correct submission, look for the instructions and details in the UG Erasmus step-by step Application Guide!
PLEASE READ IT CAREFULLY!
Deadlines for students completing application in ESRS
- Winter semester & full academic year
15.06.2025
- Summer semester
15.12.2025
It’s important to note that if the candidates fail to provide required application documentation during the time frames presented above, the application will be denied. THERE IS NO POSSIBILITY TO UPLOAD APPLICATION DOCUMENTS AFTER THE DEADLINE!
Letter of Acceptance
Letter of Acceptance is sent via email from us ONLY after ALL the documents mentioned above are UPLOADED to the ESRS before deadline! It is the confirmation that you are accepted as an Erasmus+ student at UG. Please DO NOT arrange your trip to Gdansk before LoA is issued! if you do so - it's at your own risk!
Learning Agreement
Learning Agreement (LA) - it's a document in which you choose the courses you will study during your exchange at University of Gdansk (UG).
Please discuss the courses you want to choose from UG with your home coordinator and Faculty Coordinators at UG.
Please check whether your home University uses OLA (Online Learning Agreement) platform used for processing Learning Agreements.
If YES, ask for access to your account, follow the necessary steps and provide following contacts at the receiving institution (University of Gdańsk):
- Receiving Institution - Responsible Person and Contact Person – a person signing and approving the LA – your faculty coordinator’s data (see Faculty Coordinators)
If your University does not use OLA yet, then fill out your institution’s Learning Agreement form and forward it to your appointed UG faculty coordinator for approval.
A COMPLETED LEARNING AGREEMENT (LA/OLA) MUST BE APPROVED AND SIGNED BY THREE PARTIES: THE STUDENT, THE SENDING INSTITUTION ERASMUS COORDINATOR, AND THE UG FACULTY COORDINATOR. FOLLOWING THIS, IT MUST BE UPLOADEDTO YOUR ESRS ACCOUNT. THIS STEP IS MANDATORY!
Erasmus Office does NOT sign LA!
With all academic matters, such as course choice, timetable, study programme - please contact our faculty coordinators directly: Faculty Coordinators.
Useful Videos for OLA
Logging into OLA: https://www.youtube.com/watch?v=rplepEmQF3Y
Creating your OLA: https://www.youtube.com/watch?v=paIKpHJvTlg
Making changes to OLA: https://www.youtube.com/watch?v=DJQrbAD7038
Legalisation of Stay
EU citizens don’t need a visa to study in Poland. They are allowed to stay without any official permission for up to 3 months.
EU students willing to stay longer have to obtain a certificate of temporary residence for an EU citizen from URZĄD WOJEWÓDZKI in Gdansk.
Non-EU/EEAcitizens may enter Poland with a valid travel document (passport) and a visa (if required, subject to the country of origin).
The visa can be obtained from the Polish Embassy or consulate in the student’s country of residence.
Students are obligated to apply for a visa for the whole period of their stay in Poland.
Students applying for a visa have a possibility to obtain a visa supporting letter from the Erasmus+ Office. Contact erasmus.incoming@ug.edu.pl
All information regarding the legalisation of stay, visa, residence permit can be provided by the Welcome Centre (welcome@ug.edu.pl).
