Learning Agreement and recognition with participation in the ECTS system

Procedures for the conclusion of the Learning Agreement and for the recognition of credits for students participating in an Erasmus exchange programme using the European Credit Transfer System (ECTS)

Before departure / Learning Agreement Part 1

Before departure, each Erasmus student must sign a Learning Agreement. The Learning Agreement is concluded separately for each subject (Studienrichtung) for which you are taking courses abroad. It is signed by yourself, the host university and the University of Erfurt. The departmental coordinator at the University of Erfurt is the programme coordinator of the exchange programme in question, and if necessary also the subject counsellor (Studienrichtungsbeauftragte/r), if the minor subject is concerned or if the programme officer does not represent the concerned subject. Different regulations apply at the Faculty of Economics, Law and Social Sciences, where the mentors may also sign for the major subject. Furthermore, the chairperson of the examination board (Vorsitzende/r des Prüfungsausschusses) of the respective faculty also signs. If you are attending courses abroad that are eligible for credit for the Studium Fundamentale, please contact the Stufu office.

The course catalogue of the host university is necessary to complete the Learning Agreement. Other information such as the syllabus of the course, duration, time frame and type of examination to be taken is helpful. Provide the relevant offices at the University of Erfurt with as much information as possible, as it is already at this point that a decision is made on the later recognition of a course. To fill out the Learning Agreement you will also need various codes from your host university and your subjects. You can find them here.

It is necessary to select courses for studying abroad that cover a complete module of your study regulations.

Once the Learning Agreement has been completed and signed by all the responsible persons at the home and host universities, keep the original in a safe place and send a copy or scan to the International Office. You must also attach a copy to the application for recognition to be submitted later.
The Learning Agreement is a compulsory part of the Erasmus grant agreement.

Form Learning Agreement

While you study abroad / Learning Agreement Part 2

You will complete the agreed courses and examinations abroad. If there are any changes in the agreed study plan, you can negotiate the changes with the responsible authorities (programme officer, subject counsellor, examination board) by e-mail in the first two weeks after the start of the lecture period at the host university. In any case, you should have the changes confirmed in writing. Then fill in the change form (Learning Agreement Part 2) and send it to the International Office. It must be received by the International Office no later than 4 weeks after the start of the lecture period at the host university.

Before you leave from abroad, you should have a confirmation of stay and a Transcript of Records issued or ask when it will be sent to you. A provisional transcript may also be helpful. The transcript must indicate the number of ECTS points per course attended and the grade. It can either be a grade of the respective country or a grade according to ECTS. If possible, you should try to obtain ECTS grades.

After return / Learning Agreement Part 3

You should apply for recognition immediately after your return and after you have received the Transcript of Records about your results from studies abroad.

The examination boards of the faculties are responsible for the recognition of credits earned abroad. For this purpose, please use the form "Antrag auf Anerkennung von Studienleistungen" (Application for Recognition of Study Achievements) which is valid for your degree programme.

Forms for the recognition of academic achievements (ELVIS system)

You should take the following steps (the procedure is different for BA students of the Faculty of Economics, Law and Social Sciences, see below):

Step 1:
The student completes the form for each course to be recognized and hands it in to the departmental coordinator (see above) together with the enclosures. As equivalence has already been checked in advance, it is sufficient to submit a copy of the Learning Agreement and the Transcript of Records received from the foreign host university.

Step 2:
The departmental coordinator examines the application and proposes the recognition, including grade and credit points, to the examination board on the form. One ECTS point corresponds to one credit point of the University of Erfurt. The departmental coordinator returns the application to the student so that he or she can submit it to the examination board of the faculty.

Step 3:
The examination board decides on the application. The chairman signs the form. He/she returns the original as well as the attachments to the Registrar‘s Office, which transfers the result to the examination database. The applying student receives a copy of the form. The student is then informed about the result of his/her application.

BA students of the Faculty of Economics, Law and Social Sciences submit the application for recognition of academic achievements abroad to the chairman of the examination board of the respective subject. The latter forwards the documents to the responsible committee member of the respective subject for examination. The final decision is issued by the chairman of the examination board. The guidelines for the recognition of academic achievements at the Faculty of Economics, Law and Social Sciences can be found on the faculty's website.

Step 4 (only for participants in the Erasmus programme):
Erasmus participants must submit the result of the recognition as part of the Learning Agreement. For this purpose the form Learning Agreement Part 3 has to be filled out promptly and handed in at the International Office together with a printout from the ELVIS listing the recognized modules.

Transfer of ECTS grades

The examination boards of the faculties are responsible for the transfer of grades.
Erfurt students in BA or MA courses who bring along an ECTS grade from abroad should be credited the best of the possible grades in their own course of study according to the most-favoured treatment:

Grade ECTS A corresponds to grade 1.0 at the University of Erfurt
Grade ECTS B corresponds to grade 1.7 at the University of Erfurt
Grade ECTS C corresponds to grade 2.3 at the University of Erfurt
Grade ECTS D corresponds to grade 3.3 at the University of Erfurt
Grade ECTS E corresponds to grade 3.7 at the University of Erfurt
Grade ECTS FX/F corresponds to grade 5,0 at the University of Erfurt

If the foreign university only awards a national grade, this grade can be converted by using a formula that is applied throughout Germany.