Recruitment & Admissions

Before the mobility

Nominations

After successful recruitment at the home faculty (mid-March), students will be entered by the faculty Coordinators into the Electronic Student Registration System (ESRS). Consequently, students will receive an e-mail with detailed instructions regarding further steps.

Date: March - April

The process will be supervised by the Erasmus+ Exchange Office, responsible for the administrative and financial aspects of the mobilities at the University of Gdansk.

Information meeting

In May we invite students to information meeting. Please expect email with further instructions!

Host university

Students are expected to prepare and forward all required documents to the host university adhering to the imposed deadlines.

Some universities may require applicants to submit a Transcript of Records, a list of previous credits and exams from their home university. The ToR is available on student's request.

home university

Online Learning Agreement (OLA)

Every student is required to prepare their Learning Agreement on the OLA platform (https://learning-agreement.eu) and send it to their home Faculty Coordinator for approval. Then, OLA must be sent to the host university Faculty Coordinator. The chosen courses must

consist of at least 30 ECTS per semester, or 60 ECTS per academic year. 

Internal Addendum to Learning Agreement

Every student must prepare an Internal Addendum to Learning Agreement, where subjects from their home study programme (which do not have equivalents at the host university) are listed. Students, therefore, consent to completing those after returning from the exchange (more information available at the bottom of this page).

Health Insurance

Every student is obligated to obtain health insurance valid for the entire duration of their stay abroad. Proof of having said insurance is the European Health Insurance Card (EHIC), issued free of charge by the NFZ.

The EHIC can be issued based on the travel for study application confirmed by the Letter of Acceptance from the host university (pdf or official e-mail). If you already have an EHIC issued for tourism or leisure purposes, you must re-apply.

Then, at the student's e-mail request to the Erasmus + Exchange Office (erasmus.eu@ug.edu.pl), a certificate is issued (available for download in the ESRS system).

If you are over 26 years old and therefore not eligible for EHIC, please make sure to purchase commercial health insurance covering the whole period of your mobility.

The EHIC is valid only within the EU; therefore, students travelling outside the EU must purchase commercial health insurance for the entire time of study abroad.

The scope of health insurance offered by the National Health Fund card should be insufficient in the case of transport or immediate medical intervention. However, it is also advised to purchase a commercial medical treatment policy (KL).

Consequences of Accidents Insurance

Every student is required to purchase commercial accident insurance (NNW) and liability insurance (OC) covering the entire mobility period.

Odyseusz service

Recommended to Every Polish student is to register at the Odyseusz website run by the Ministry of Foreign Affairs (https://odyseusz.msz.gov.pl/).

Online Linguistic Support (OLS)

Candidates planning mobility at universities where the language of instruction is: English, Bulgarian, Croatian, Czech, Danish, Estonian, Finnish, French, Greek, Spanish, Irish, Lithuanian, Latvian, Maltese, Dutch, German, Portuguese, Romanian, Slovak, Slovenian, Swedish, Hungarian or Italian are required to take a language competence test available from the Online Linguistic Support (OLS) system.

Detailed instructions will be sent to qualified students via e-mail. Although the test results do not affect the final admission to the program, partner universities are increasingly reviewing the grades obtained. Score B1 or lower results in an automatic issuance of a language course license  (online). Prospective applicants are then required to participate and improve their competencies. Students who obtain scores higher than B1 may also decide to attend, but it is not obligatory and requires selecting an appropriate option in their individual OLS account.

Students must take the language competence test in the OLS system no later than one day before signing the financial agreement.

Financial agreement

Option 1. At the Erasmus+ Exchange Office, in-person (~ 3 weeks before the departure)

• Please Bring TWO signed copies of the financial agreement to the Erasmus+ Office,
• Once received, a university representative will sign both copies and upload a scan to the Beneficiary ESRS account,
• Originals should be collected later in person or sent via post (to be arranged with the Beneficiary).

Please make a phone appointment before your visit!

Phone: +48 58 523 24 67  or  +48 58 523 31 22

E-mail: erasmus.eu@ug.edu.pl

Option 2. Via post 

About three weeks before the departure, please call the Erasmus Exchange Office to discuss the required documentation for signing the financial agreement.

+48 58 523 24 67 or +48 58 523 31 22

• Once received, documents will be checked, the financial agreement prepared & sent back via e-mail,
• The contents of the agreement will require verifying by the student - in case of any inconsistencies, please get in touch immediately,
• Two copies will need to be printed and signed on each page,
• Both copies will need to be sent to:

Erasmus+ Exchange Office, Room 202

University of Gdansk Rectorate

Jana Bażyńskiego 8

80-309 Gdańsk

Participants obligations before signing the financial agreement

• Submit required documents required to ESRS,
• Take a language test in the Online Language Support system (max two days before signing the contract),
• Recommended to register on the Odyseusz website run by the Ministry of Foreign Affairs (https://odyseusz.msz.gov.pl/) (Polish citizens only).

During the mobility

• During the first month abroad, students must complete the residence procedures following the guidelines and administrative requirements of the host country,
• Participants must choose their courses for the Learning Agreement (Section to be completed DURING THE MOBILITY), obtain signatures of the Faculty Coordinator at the University of Gdansk and the Coordinator responsible at the host university (Guidelines - LA; Internal Addendum; ESRS - in Appendices),
• Participants must attain credits in subjects approved in the Learning Agreement and take exams (re-sit exams included) on the dates set by the host university,
• Students granted a license for an OLS language course must complete it up to 2 weeks before the end of the mobility specified in the financial agreement. At the end of the course, students will complete an online test examining their progress,
• In the last week of stay, students will receive a Confirmation of Study Period as proof of courses completed at the host university. Blank forms may be downloaded from ESRS – Appendices and supporting documents. Confirmation on the host university paper will also be accepted, given they conclude adequate information,
• Before the departure, the host institution should provide students with a Transcript of Records. If it is not ready on time, it will be necessary to arrange its delivery (original, scan and file with electronic signature).