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Establishing a new Erasmus co-operation

Establishing a new Erasmus co-operation

Below you will find important information and instructions for Erasmus subject co-ordinators from the Central Office for International Affairs (RIA).

If you cannot find the answer to any questions you may have here, please contact the FAU Erasmus co-ordinator, Bianca Köndgen, or another member of the team at RIA.

Step 1:

FAU lecturer identifies future partner university (through personal contacts, meetings at symposiums, colleagues’ recommendations, etc.) and contacts the subject co-ordinator at the university to discuss the possibility of an Erasmus+ co-operation (example for a partner search request).

Step 2:

FAU lecturer discusses their intention with their own department and receives approval from the head of department. If there is a central Erasmus co-ordinator for the department, please involve them at this point.

Step 3:

FAU lecturer/subject Erasmus co-ordinator discusses the following topics with the future partner university:

  • start of the co-operation agreement
  • end of the co-operation agreement
  • number of students to be exchanged
  • level of students to be exchanged
  • language requirements and academic requirements for students
  • teaching language
  • semester periods
  • course catalogue
  • only for study or also for final theses
  • lecturer mobility – desired or not

Step 4:

FAU lecturer/subject Erasmus co-ordinator involves L2 (Ms Boryana Klinkova). If the partner university has sent a template agreement please pass this on to L2.
Lecturers from the Faculty of Humanities, Social Sciences, and Theology or the School of Business and Economics should also involve the faculty’s international office.

Step 5:

L2 sends the FAU lecturer/subject Erasmus co-ordinator the form ‘Internal application for an Erasmus+ co-operation agreement‘.

L2 is available to answer any questions, as are the international offices for the Faculty of Humanities, Social Sciences, and Theology, and the School of Business and Economics.

Step 6:

FAU lecturer/subject Erasmus co-ordinator returns the completed and signed application form to L2

(please note: two signatures are required; see information on form).

Step 7:

L2 creates a draft agreement (either FAU template or template already sent by partner) on the basis of the application and sends this to the future partner university via e-mail for them to complete/adjust.

Step 8:

Future partner university sends completed/adjusted draft agreement back to L2. If there have been any changes L2 informs the FAU lecturer/subject Erasmus co-ordinator.

Step 9:

L2 gives the draft agreement to the FAU Erasmus co-ordinator (Ms Bianca Köndgen) to be signed.

Step 10:

L2 sends the signed agreement to the future partner university (via post or e-mail) and requests that they sign and return it.

Step 11:

After receipt of the signed agreement from the partner university it is considered ‘active’. L2 keeps the original (if applicable) for the purpose of checks by the EU/national agency and sends an electronic copy to the FAU lecturer/subject Erasmus co-ordinator.

Step 12:

L2 provides information about the agreed places for students online. FAU lecturer/subject Erasmus co-ordinator also provides information about the agreed places for students online and determines the application process according to the subject’s standard procedures.

Exceptions: if L2 receives a request for a partnership from a foreign university it forwards it to the appropriate subject at FAU and requests that they check it and inform L2 of whether or not they wish to enter into a co-operation. L2 then informs the foreign university of whether their request has been accepted or declined.