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HANDBOOK FOR OUTGOING ERASMUS STUDY VISITS:

‌‌Handbook for Outgoing Erasmus Study Visits - Please make sure to read this handbook very carefully.

PRE-DEPARTURE INFORMATION SESSIONS:

Outgoing Erasmus+ Pre-Departure Information Session April 2026 (Study Visits) - This is a recording of the pre-departure information session that was held on Tuesday, 14th April, 2026, for students going abroad on Erasmus+ study visits starting in Semester 1 of AY 2026/27. 

QUICK LINKS:

• Learning agreement for studies 2025-2026 - for use only where it's not possible to use the Online Learning Agreement (OLA)
• Grant Acknowledgement Form 2025-2026
• Certificate of Arrival
• Narrative Report
• Certificate of Attendance 2025-2026

Students going on Erasmus+ in 2026/27

Please note that this page relates to Erasmus+ study visits (to universities abroad).  If you are planning to go on an Erasmus traineeship (work placement), please go to the Erasmus Traineeship web page.

‌MY ERASMUS+ STUDY VISIT - WHAT DO I NEED TO DO AND WHEN?

MANDATORY REQUIREMENTS

1) Erasmus+ Grant Application

Students must apply for the Erasmus+ grant by means of an online form; the link is circulated by Global Galway to those students who have been formally nominated by their academic coordinators.  (Application deadline: 5pm on Friday, 29th May, 2026, for students going abroad in Semester 1 of AY 2026/27.)

Provided your grant application has been approved, you will receive a formal nomination letter from Global Galway.  The nomination letter is an important document that you might have to produce as part of your application to your host university, on arrival there for registration purposes, or to complete administrative procedures in your host country.  It may also be required as part of an application for SUSI.

2) Learning Agreement

This‌  is a very important document in relation to your Erasmus+ visit. It must be fully completed and signed by you and by your coordinators (at both home and host institution) before you start your mobility, and before you can be paid any Erasmus+ grant funding.  It may even be requested by your host university as part of your application. You should complete this in consultation with your academic coordinator. 

Please note that we recommend that University of Galway students use the Online/Digital Learning Agreement (OLA or DLA).  First, you will need to create an account:

Creating your OLA Account‌

How to complete the OLA

If your host university is unable to accept the Online Learning Agreement, then you may use either an alternative version that they will provide, or the Learning Agreement for Studies 2026-2027 , noting that if you are a student of the College of Arts, Social Sciences and Celtic Studies, you should use the University of Galway Learning Agreement for Studies (CASSCS) instead.

In fact, your host university might require you to submit a version of this with your application, but in any event, a Learning Agreement must be completed before starting any Erasmus+ studies abroad.

If you make changes to your originally approved course choices after you start your studies at the host university, then you will need to note them as amendments to your original learning agreement, and have the changes approved by your academic coordinators at both University of Galway and at your host university.

Please note that the Learning Agreement is effectively completed by the Transcript(s) of Records that you will get from your host university after your studies there . Your transcript(s) will show whether you successfully completed the courses you chose.  In this regard, the transcript is the final essential element for the recognition by University of Galway of your studies abroad.

3) Grant Agreement

An Erasmus+ Grant Agreement will be emailed to all outgoing students as part of their "Erasmus+ information pack".  These essential documents include your nomination letter, a copy of the Erasmus+ Student Charter, and other material to advise and guide you.  It is vital that you send us a copy of the Grant Agreement, completed and signed by you, BEFORE you leave to go on Erasmus+.  

4) Register at University of Galway

You MUST be registered as a student here at University of Galway for the year in which you are going abroad. You will be able to register online in late August, and you should follow the instructions, “Returning to my Next Year”. 

5) Certificate of Arrival

WHEN YOU ARRIVE AT YOUR HOST UNIVERSITY, you should bring a blank Certificate of Arrival to the International Office there and get it completed and signed. You should not fill in the dates yourself; they should be filled in by an official of the host university. The start date is the first day you were required to be physically present at the host university, whether for a language course, orientation, or the start of teaching.  The end date is the expected last date of exams (first sitting).  You must email this form promptly to outgoingerasmus@universityofgalway.ie: without it we cannot pay your Erasmus+ grant. 

6) Grant Acknowledgement Form

You must complete a Grant Acknowledgement Form 2025-2026 for every Erasmus+ grant instalment that you receive, and email it to outgoingerasmus@universityofgalway.ie. Please make sure to write in the correct amount and to SIGN the form. Please read carefully the instructions on the form.

7) Certificate of Attendance

BEFORE YOU LEAVE YOUR HOST UNIVERSITY, you will need to get your Certificate of Attendance 2025-2026 completed, signed, and stamped by a representative of your host university (e.g., International Officer or designated contact person in the faculty where you've been studying).  The Certificate of Attendance is an official confirmation from the host university that you have finished your studies there. This means it should only be issued to you at the very end of your studies. You should leave it till the end of your time at the host university, or make arrangements in advance so that it is (a) completed to show the last exam date and (b) signed close to that time.

The dates on the Certificate of Attendance should be the dates between which you were officially required to attend the host university in person, and they may include an orientation programme or a language course (if applicable) and examinations, but should not include flat-hunting or leisure days at the beginning or holidays/leisure time at the end. The form should not be post-dated: it should be signed and dated at the time when you are finishing your studies/exams.

You must return this document to Global Galway, or you will not be eligible for your final grant instalment. Please send it by email, in PDF format, to outgoingerasmus@universityofgalway.ie.

And remember: you should keep a copy of this very important document.

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