As part of your stay abroad, you will have to submit a Learning Agreement, which contains the courses that you will take during your exchange.
The Erasmus+ programme is currently implementing 'Erasmus Without Paper' which enables universities to exchange all necessary documents/information through a special network. Radboud University has chosen to join this network using Osiris, partners might refer to the network as EWP or OLA (Online Learning Agreement).
Students of Radboud University submit and change their Learning Agreement via Osiris Student.
After logging in on Osiris Student, click on the globe in the left-hand menu called 'Learning Agreements' to go the menu for Learning Agreements.
Click on the red + at the bottom right to submit a new Learning Agreement
The next screen will automatically show the partner university or universities that you are registered as exchange student for. Select the partner university that you wish to submit your Learning Agreement for by clicking on the red arrow.
There are a few questions to answer, for which further instructions are provided below. In Osiris, you will see both 'Sending institution' and 'Receiving institution' mentioned. The sending institution is the Radboud University, for which the contact person is your faculty International Office. The receiving institution is the partner university abroad.
Start and end date (expected)
Change the start and end date of your stay if needed. OSIRIS Student will automatically show the dates used for your stay abroad application, but these can be changed by entering the correct date in the dd-mm-year format or by selecting the date on the calendar next to the field to enter the date.
Click on the arrow at the bottom right to go to the next question once the dates have been corrected, or if they are already correct.
Level of language competence
Next, choose the main language of the courses you are going to take, and your level of competence in this language. If you cannot select the language of your courses, contact the International Office of your faculty so they can add the language for you.
Click on the arrow at the bottom right to go to the next question.
You can only choose one language in this section. If you will take courses in several languages, please select the language that most of your courses will be taught in.
Recognition at the sending institution
This question will be answered by your faculty International Office. If this field is empty or states 'No components for exchange found', you can simply proceed to the next question by clicking on the arrow at the bottom right.
Study programme at the receiving institution
Add each course that you are going to take at the partner university separately by clicking on the 'Add component' button.
In the pop-up menu, you will have to provide the name of the course (title), course code (if applicable), component type (regular or virtual/online), amount of ECTS, period (semester 1 or 2) and a description (optional).
Note that the current version of OSIRIS limits the ECTS credits to integers. We therefore ask you to round down the amount of ECTS and to indicate the actual amount of ECTS for each course, including digits after the decimal point, in the Description field.
Click on the 'add' button to add a course to your overview. The added courses will appear in the overview. To remove a course, click on the trash can icon in front of the course.
Once you have added all your courses, click on the arrow at the bottom right to go to the next question.
Contact person at receiving institution
Provide the name and email address of the contact person at the partner university. If you are not sure who this person is, ask the partner university for the details.
Once you have answered all questions, click on submit to send your Learning Agreement to your faculty International Office. If you wish to save the Learning Agreement as a concept first, click on save.
You will see a new line created for your Learning Agreement, with the status on the right side.
The options are:
- Draft: your Learning Agreement has been saved, but not yet submitted
- Submitted: your Learning Agreement has been submitted, but not yet checked
- Approved: your Learning Agreement has been approved by the faculty International Office
- Final: your Learning Agreement has been approved by both the faculty International Office and the partner university
- Rejected: your Learning Agreement has been rejected by the faculty International Office
- Rejected by partner: your Learning Agreement has been rejected by the partner university
If your Learning Agreement has been approved or rejected, you will also receive an automatic update email.
Once your Learning Agreement has been approved by both your faculty International Office and the partner university (status 'Final'), it will automatically be shared with team Student Life and International Mobility ([email protected]). You do not have to send your Learning Agreement to this mail address.
In case the partner university is unable to sign your Learning Agreement via EWP, please ask the partner university to confirm this to you via email and forward this email to [email protected].
In the Comment section you can see comments made regarding your Learning Agreement, which can be a reason for rejection or a comment regarding your approved Learning Agreement. 'Comment' refers to a comment from the faculty International Office, and 'Comment partner' to a comment from the partner university.
The method to change your Learning Agreement depends on the status of your Learning Agreement. Please find instructions below.
If you wish to change a concept or rejected Learning Agreement, click on 'Edit', make the needed changes, and then click on submit.
You can not make changes to a Learning Agreement that has the status 'Submitted' or 'Approved'. If you do wish to make changes, contact the faculty International Office so they can reject your Learning Agreement. This will allow you to change the Learning Agreement according to the instructions above.
If your Learning Agreement has the status final, meaning that it has been approved by both your faculty International Office and the partner university, you can no longer make changes. Instead, you have to propose changes through a change form. To do so, click on the button 'Propose changes'.
Afterwards, the questions are the same as for a new Learning Agreement. However, under 'Study programme at the receiving institution' you can deselect courses or add new courses. If you deselect a course, you will have to provide a reason for removing the course in the pop-up menu.
If you add a new course, you will have to provide a reason for adding the component in the pop-up menu, together with the other information regarding the course.
In the overview, the changed courses are indicated by a little pencil symbol.