Before the exchange

Erasmus+ aims to raise the quality of education and training, thereby strengthening social cohesion and the competitiveness of the Union's economy. Erasmus+ aims to enable as many individuals as possible to participate, especially those from disadvantaged backgrounds, and highlights inclusion, environmental preservation(Green Erasmus+) and the transition to a digital society as key themes and activities.

Timetable of exchanges

The following paragraphs give detailed instructions and steps for applying for the Erasmus+ SMS.

First step

Read the Rules on international student exchanges and practical training* and the call for proposals(ENG).

*NOTE! According to the new rules, the only signatories of the Learning Agreement are you, your mentor, the coordinator (Assoc. Prof. Dr. Boštjan Murovec) and the foreign coordinator!

Step 2

Get answers to frequently asked questions (from UL FE and UL). The answers will certainly help you to prepare your application and clarify any uncertainties and questions you may have when applying.
Conditions for applying, content and preparation of the application:

• completed at least the second year of first cycle studies, active student status throughout the exchange, no outstanding financial obligations to UL under the Erasmus+ programme
• eligible period for the implementation of the action (1.6.2024 - 30.09.2024)
• minimum and maximum duration (2-12 months for SMS) - please read the call carefully
• the required number of credits to be obtained abroad (minimum 20 ECTS/semester, 40 ECTS/2 semesters)
• First round of applications runs from 14.12.2023 - 16.01.2023 -> selection according to the rules in step 4
• The second round of applications will take place from 17/01/2023 - 21/01/2024 - whoever gets in first - priority will be given to those who were eliminated in the first round !
• The third application period runs from 22 January 2024 to 31 January 2024 - first-come, first-served only (on a space-available basis)
• The last day for submission of the complete dossier is 11/02/2024 by 12:00!!

Step 3

Please choose one to five of your preferred foreign faculties, because if there is more interest than places available, a selection of accepted students will be made according to the criteria below.

List of potential host faculties.
* Name of the institution, country of the institution and Erasmus+ code (for UL FE this is SI LJUBLJA01).

When you click on a country, you will see:

• On the right hand side: Name and country again, Erasmus code and Exchange type: SMS (Study Mobility), SMP (Practice Mobility), STA (Teacher Mobility), STT (Staff Mobility). You can apply wherever SMS exchanges are available.
• Follows below the page Description:
  • the number of students who can take part in the exchange
  • the number of months the student can spend at the institution as part of the exchange
  • the codes of the fields of study offered by your host institution. The Erasmus+ codebook is available here(International Standard Classification - you usually choose 0710 or 0713 or 0714). Regardless of the code you use, the most relevant for your exchange are the subjects and the content of the courses offered to you.

Destinations already booked (to be updated) and published here - after the first round of applications closes:

Step 4

The selection priority at UL FE will be determined according to the following rules: 

1. If the student has actively participated in the establishment of the bilateral agreement, he/she has an absolute advantage over other students for the destination obtained.
2. Students with a previous grade point average of 9.0 or above have priority over other students. Within this set, students in the upper year are preferred, and in the case of the same year, the higher average of the previous grades at both levels decides.
3. Študenti, ki imajo dosedanje povprečje ocen med 8,0 in <9,0, imajo prednost pred študenti s povprečjem <8,0. Znotraj te množice imajo prednost študenti v višjem letniku, v primeru istega letnika pa odloči višje povprečje ocen.
4. Among other students, preference is given to students in the upper year, and in the case of students in the same year, the higher grade point average is the deciding factor.
5. A student who has not completed sufficient courses in any year of study to be admitted to the following year, or who has repeated or suspended a year, cannot apply in the first and second rounds of exchanges (described below), or whose application is deemed to have been submitted in the third round, even if it is made during the first or second round.
6. A student who has applied for an exchange in the past and cancelled it without a valid reason may only apply in the third round (described below), or be treated as such even if the application was made during the first or second round.
7. The student who has been subject to justified disciplinary action has the lowest priority for selection.

Regardless of your registration, you must wait for an official message from the Student Office to inform you of your chosen destination.

By submitting an application, you automatically agree to a review of your previous grades and student status for the purpose of resolving conflicts at overbooked destinations. Each student will be able to select 5 options in STUDIS. We consider that the order of destinations you will indicate in your application reflects the priorities of your preferences.

Step 5

For further clarifications, please contact us on 01 4768 209 - Katarina Erjavec Drešar (daily during office hours) or international@fe.uni-lj.si. We will have several short meetings via MS TEAMS if you wish (all will be announced on the UL FE website in due course). We will also set up an E+ group for all those who wish to do so (please let us know at international@fe.uni-lj.si).

Sixth step

Check the website of the foreign college for a list of the courses they offer. The list should include the English name of the course, a brief description, the number of credits (ECTS) and the semester of the course.

Step 7

Carefully check the conditions the foreign institution requires of you (e.g. B2 level of English language certificate) and make sure you meet them. If you are interested in the interpretation and necessity of these conditions (e.g. do you really need a B2 certificate, do you need to submit it now or can you only do it when the exchange starts, etc.), please write to the Erasmus Coordinator as we are not authorised to interpret foreign criteria.

Step 8

Review the courses you would have taken at your home college during the exchange.

From the list of courses offered by the foreign faculty, choose a replacement for your home course in a way that allows you to continue your studies at your home faculty after your return. In the past, the rule was that 70% of the content should be identical to our programme, while 30% of the content of the professional courses could be arbitrary. This restriction has been dropped and the assessment of relevance is left entirely to the exchange mentor. Foreign languages and the historical, cultural and ethical specificities of the host country do not count as professional subjects and are not included in the credit quota for the recognition of home courses.

Some destinations organise extensive activities to welcome international students, such as guided city tours, short courses in the national language, lectures on the national culture, etc. Many of these activities are compulsory and are also rewarded with credits (typically 1 to 2 ECTS). These credits are not part of the content of the course, so if this is the case, you should prepare an extended study programme (e.g. 32 ECTS instead of 30 ECTS), as these activities do not burden you academically, but are intended as social events, and typically only last for the first week of the exchange.

Step Nine

The ninth step follows after you have been informed about the institution you have chosen.

You and your exchange tutor must arrange the final course list (exchange of foreign courses for ours - in the "before the mobility)" form) at the department in which you will be enrolled during the exchange. The mentor will confirm the proposed exchanges with his/her signature. As mentors have their own commitments and cannot prioritise your applications.

You will send the Learning Agreement for Studies (LA) form, signed by you and your mentor, by email to international@fe.uni-lj.si. The Student Office will forward it to the Erasmus Coordinator or, at his/her suggestion, also to the Study Committee for assessment. Once the approval is finalised, the LA is signed by the coordinator. Once signed, we will return the signed copy to you. All signatures are in digital format.

Step 10

Students in the second year of the UNI programme enrol 30 ECTS credits in the Learning Agreement of the winter semester (study abroad programme) you are preparing for the third year. You will prepare the topic for your final thesis in the third year by distance learning. Make sure you do not miss the deadlines for choosing a tutor and preparing your topic!

The final application/application contains (last day for submission of documents is 11.02.2024 by 12:00)!:

• Apply online - STUDIS -> Submit a new application
  • a one- or max. two-page cover letter in English is required
  • you must choose an exchange mentor in the studio
• After the confirmed destination, a completed and signed SMS Study Agreement (Guidelines) or SMP placement study agreement by the mentor - only fill in the "Before the mobility" part before the exchange

Erasmus Student Charter

Useful links to prepare for Erasmus+ mobility

Accommodation tips for students

What happens next after the dossier is submitted:

1. Student members nominate students to partner institutions (usually within a month after the UL approves the exchange). The foreign Member State will then (usually directly) provide the student with the necessary information for the application (what to send, when, where to send it...) as well as information on accommodation and other practical matters.
2. Please note that the LA must be signed on all 3 sides at least 10 days before the mobility starts.
3. The following is the application to the UL for financial support: a basic Erasmus+ grant, the amount is determined according to the countries of mobility, the payment follows in two instalments: the first 80%, the second the remainder, according to the days of actual mobility after the mobility has taken place.
4. The financial aid or incentive for students from socially disadvantaged backgrounds, the amount and the eligibility conditions are described in the call for applications.
5. Additional funding for students with disabilities (all selected students will receive a call for applications in the beginning of the summer) - you will be informed by the UL.
6. The OLS is a language assessment or course and is compulsory for all - it is taken online before the exchange (expected one month before departure) and after the exchange in the language in which most of the classes are expected to be held.
7. The Erasmus Student Charter is the document that sets out the rights and obligations of the student, and is located on this link.