Get Ready to Go - Study Abroad - University of Leeds

Get Ready to Go
A guide to preparing for your
Erasmus Exchange

INDEX
Why Study Abroad? 3
Study Abroad Office contacts 5
Between Application and Departure
Flowchart outlining stages of application 6
Host University Application forms & Practical Steps 7
Get Networking 9
Researching your host university 10
Health & Disability Information 11
Medical declaration, including mental health declaration
Disability related funding
Health Advice 14
Insurance Requirements 15
Health Insurance; including the EHIC
Leeds University Policy
Travel Insurance
Visas and Immigration 17
Specifics for students going to Turkey and France
Financial Matters 19
Tuition Fees
Scholarships
The Erasmus Grant
Funding from your LEA
Additional funding for language study
Student Loans
Money Management 23
Pre-sessional Language Courses 24
Erasmus Intensive Language Courses
Language Courses provided by partner universities
Spanish Summer School
Academic Matters 26
School advice
Types of degree programme which include a period overseas
Module Selection/ credit load
Learning Contracts
Differences to Expect at your Host Institution 30
Checklist 31
Annex 1: Study Abroad Coordinators at the University of Leeds 32
Annex 2: Foreign Embassies in the UK/UK Embassies Abroad 36
Annex 3: Copies of Documents 37
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Page

Why Study Abroad?
The opportunity to genuinely immerse yourself in another culture and be more than just a traveller in a particular
country is rare and provides you with not only unforgettable experiences and memories, but also practical
language skills and personal contacts that you can benefit from for years to come.
The University of Leeds is committed to internationalising the experience of its students and recognises the key
benefits of Study Abroad for its graduates, both on a personal and a professional level. If you choose to Study
Abroad, the University continues to offer the support and assistance you may require throughout your time away
from Leeds.
The decision to Study Abroad is an important one, not least because of the increased financial burden of adding
an additional year of study to your undergraduate degree. It is important to make the decision with a clear idea of
the benefits to you personally and every individual student will have a different set of priorities against which these
benefits can be measured.
For some the opportunity to study their subject in a different academic environment is key, and for others the
opportunity to study in another language and interact with students of different nationalities is the real attraction –
and of course nobody can deny the appeal of being able to visit New York or the Alps at the weekend after a hard
week of lectures. Most students return from their year abroad as more mature, focused individuals and evidence
suggests that their renewed motivation helps them achieve good marks in their final degree.
In addition to this, your knowledge of a neighbouring society will most likely equip you with the confidence and
skills to work elsewhere in the European Union or further afield in future years. The majority of students who take
part in the Study Abroad programme have recognition of their participation added to their degree title (e.g. BSc
Biochemistry (European)) thereby providing them with a qualification that enhances their CV and employability.
What is the Erasmus Programme?
Erasmus, named after a Dutch humanist and theologian, Erasmus of Rotterdam (1466 - 1536), is the European
Commission's programme for Higher Education and HE/FE students, teachers and institutions. It was introduced
in 1987 with the aim of increasing student mobility within the European Community, subsequently including the
European Economic Area countries and the Candidate Country of Turkey. The Erasmus programme provides
funding to enable students to undertake periods of study in other European universities as part of their degree.
The British Council was appointed the UK National Agency for Erasmus in the UK in 2007.
The university has over 150 European exchange partners, and is able to offer placements in institutions in most
European countries. Over 1 million students have participated on an Erasmus exchange.
Student quotes
“I think that every student should take the opportunity for studying abroad… it is an opportunity not to be missed.
From the new learning advantages to the people and places you see, it makes your overall university experience
complete… and one to remember!”
David Redfern (Theology and Religious Studies): Charles University Prague, Czech Republic
“Taking the year abroad is one of the best decisions I‟ve ever made. More people should consider it!”
John Greenall (Mathematics): Copenhagen, Denmark
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“It is an excellent opportunity and one that contains more benefits than may be obvious at first. It can develop a
person and give them skills and awareness‟s that can be used a long time into their future.”
Ceris O’Neill (Italian and Linguistics): Udine, Italy
“An excellent positive experience, probably one of the best things I have ever done. Plus I‟ve made friends for life
in the process!”
Carrie Denison (Nursing): Madrid, Spain
“You get to meet people you would never have met and experience things you wouldn‟t normally experience.”
Frances Yates (Philosophy): Aarhus, Denmark
„I‟ve had a really fun time so far. Being able to travel round Europe at the weekends and meeting loads of new
people from all around the world and trying new activities I‟d never have done at home.”
Kathryn Clamp (Mathematics): Toulouse, France
“Would recommend it to anyone. Life changing experience, feel like you can take on the world.”
Annie Padwick (German): Leipzig, Germany
“It‟s a great experience, I think I‟ve become a lot more confident and mature as a result. It‟s allowed me to make
some really good friends with people all over the world, experience a different culture, improve my language skills
and travel a vast and varied country.”
Imogen Shepherd (Human Genetics): Heidleberg, Germany
“My best year of Uni so far – have not regretted it once.”
Martina Longueira (English): Reykjavik, Iceland
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Web: www.leeds.ac.uk/studyabroad
Email: studyabroad@leeds.ac.uk
Tel: 0113 343 7900 Fax: 0113 343 4968
Study Abroad Office
Location: International Centre, across the road from Parkinson Building, near to Blackwell’s Bookshop.
Opening Hours: 10am – 3pm
Address:
International Centre,
18 Blenheim Terrace,
University of Leeds
LS2 9JT
The Study Abroad Office will:
Provide you with advice about the application process
Provide you with relevant information about your host university
Provide practical country-specific advice
Enable you to find out more detailed information about your host university and host country
Hold briefings and orientations
Provide support for you while you are abroad
In addition to supporting outgoing exchange students (over 500), the Study Abroad office works with exchange
students applying to the University of Leeds (approx 850). The university has over 250 exchange partners across
the world.
Academic Advice
The Study Abroad Office is not able to offer advice about your studies overseas. All academic advice is provided
by your School Study Abroad Coordinator. A current list of coordinators can be found on the following webpage:
http://www.leeds.ac.uk/studyabroad/outgoers/coordinators.htm
Further information about academic advice can be found on page 26
Data Protection Act
All personal information received by the Study Abroad Office will be processed in accordance with the University’s Code of Practice. The
data protection section in the Initial Permission Form states: your personal data will be processed by the Study Abroad Office for
assessment of your application and that this information, including health information, may be shared with your host institution.
5

Between Application and Departure
(dates given are for applicants going overseas for the first semester or full year)
December 2009
Study Abroad Office confirms host destination
with student & supplies information to assist with
preparations
February 15 th 2010
Students must formally accept or reject their
offer of a study abroad place by returning the
signed acceptance slip to SAO.
March – June 2010
Study Abroad Office contacts student by email
when application forms for the host university
are available.
Within 2 weeks of application submission
SAO to send application to the host university
together with nomination from Leeds and
transcripts from 1 st year
May – July 2010
Host university to confirm acceptance by
contacting:
28 th April 2010
Student to attend compulsory Pre-Departure
orientation
28 th April 2010 - Departure
Student to return completed pre-departure
checklist
May - Departure
Student to apply for visa (if applicable) and make
travel arrangements
May/June 2010
TSA to confirm students who are studying
abroad with LEA’s, SAO to confirm the same
with the Fees Office
May 2010 – Departure
Study Abroad Office to contact students with
ERASMUS paperwork requirements
Student to complete & return
application to the Study Abroad Office
by the given date. If questions arise
about the application form, students
should speak to:
Study Abroad Office
SAO will confirm acceptance with
student immediately
The student
Student to inform Study Abroad Office
they have received confirmation from
host institution
May 2010 – Departure
Student to contact school Study Abroad
Coordinator if unclear of academic
requirements or SAO if unsure of practical
aspects of period overseas
June – August 2010
Student to contact LEA to ask if funding is
available to students studying overseas.
Prior to departure
Student to return Grant Contract & Learning Agreement
so grant payments can be paid swiftly
6
Academic queries:
School Study Abroad
Coordinator
Practical queries:
Staff in the Study Abroad
Office (SAO)

Between Application and Departure
The Study Abroad Office (SAO) will confirm your host destination as soon as possible after the deadline for initial
permission forms has passed. Over the next few months there will be various aspects of your period abroad which
you will need to organise and the SAO is here to assist with the preparations.
After reading the information provided in this booklet, if you are still unsure of the processes involved with
preparing for your period abroad please drop by at the SAO and we will run through the application process with
you.
Application Forms for the ‘Host Institution’
Over the next few months the Study Abroad Office will make contact with you via your University of Leeds email
account to advise when you should collect the application forms for your host institution. Some host institutions
expect students to apply early in the calendar year, others (especially European institutions) won’t expect
applications until much later in the year. The SAO will contact students as soon as application procedures for your
host institution are known (procedures can vary from year to year).
These application form(s) are essential documents that all students preparing for a period overseas will complete.
Application forms for partner institutions vary wildly so a particular thing one student has to provide for their host
institution may not apply to you. Some applications are incredibly complicated, others are very simple, some are
on-line, others are paper based – the SAO will provide the appropriate amount of support.
Final acceptance is still dependent on the host institution approving your application although the majority of
students should automatically be accepted, although not necessarily in your first choice of modules. If you cannot
demonstrate first year results of 59+, or if your subject area is restricted at the host institution, or if the host
institution requires further application material such as portfolios or audition tapes, then the host institution will
need to assess your full application file before they can guarantee you a place.
The SAO will set and advise you of a deadline for when the application form has to be returned to the SAO at
Leeds. Advisers in the SAO will check the forms and ensure all supporting documents are attached before all
documents are forwarded to the relevant Admissions Office at the host institution.
Enrolling for Modules
Some institutions will expect you to enrol for modules (often referred to as classes or courses) during the
application process. Other institutions will send you details about module enrolment together with your acceptance
package, others will have a manual enrolment system and you will not be able to register until you are physically
at the host institution.
Some universities will not publish the module catalogue until a few weeks prior to the academic year starting
although you can generally check which modules were running the previous year on the university’s web site.
It is advisable for you to do some research on the modules you may wish to follow whilst overseas. In due course
you will be given academic advice from your School Study Abroad Coordinator about what is expected of you
whilst overseas.
For further academic advice please refer to the information on page 26.
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Notification of your Acceptance
You should expect to receive a letter or e-mail of acceptance from the host by the time you leave Leeds in June (if
studying abroad for the full year or first semester). Please be patient waiting for your acceptance and check your
Leeds email account regularly for any updates on the status of your application. If the SAO receives an
acceptance letter/package you will be sent an email asking you to collect your acceptance documents from the
SAO.
If you receive notification directly to your email account or to your home/ temporary address please inform the
SAO of your acceptance so they can update their records accordingly.
Applying for your visa or study permit (if applicable)
If you are applying to study outside of Europe* you will almost certainly require a student visa or a study permit.
The process for obtaining the visa depends on where in the world you will study. Some are very straight forward to
obtain, others are more difficult and costly. Visa applications are generally made after you have received official
acceptance from the host institution.
Detailed information about visa applications can be found on page 17.
* If you are due to study in another European country and you have not got citizenship or residence status from a
country within the European Union you will almost certainly require a study permit for the country you will be going
to. You should contact your own country’s embassy in the country where you are going to find out what
procedures are required.
Completing a ‘Change of Programme’ form
Most students will need to complete paperwork which will allow your parent school at Leeds to change your
degree programme to a programme which incorporates the period overseas.
You need to complete a ‘Change of Programme’ form which can be obtained from your parent school or from
Taught Student Administration. It is a simple procedure but necessary for you to remain registered at the
University of Leeds and receive funding, such as your Student Loan, for your time overseas.
If you are already registered on a four year degree which incorporates a year overseas you will not have to
complete this document.
Booking flights
The Study Abroad Office does not recommend that you book your flight until you have received official
acceptance from the host institution and secured your visa (if required). However, if you do decide to take the risk
(e.g. to secure a cheap deal) you are advised to find out if your airline allow you to cancel or alter departure dates
and how much that will cost you. Past study abroad students have not made original flight bookings due to delays
with their visa applications.
Some Travel Agencies allow you to make changes to flight bookings although there are normally high charges for
doing this. STA quoted a price of at least £85 for making changes to the dates of travel.
If you are buying a ticket valid for twelve months bear in mind that you should not buy this before July as it may
expire before the end of your studies or you may be limited in how long you can travel after you complete your
studies. The Study Abroad Office cannot recommend any particular travel agencies or airlines. It is often useful to
ask for advice from students who have previously studied abroad and to do some research on the web.
8

Get Networking
If there are other students from Leeds attending the same university or attending another university in the same
city, you can request their names and email addresses (if they have given permission for the SAO to release their
contact details) during the early stages of your application. The SAO encourages you to make contact with these
students so you have a support network when you arrive.
If you are the only student going to a particular institution we can try to put you in touch with past study abroad
students who have been to the same city/ institution. We can also try to put you in touch with current exchange
students in Leeds who will be able to offer useful insights into your host institution/city/country.
If you are keen to get in touch with students (either those due to study abroad, those who have studied abroad or
exchange students in Leeds), send an email to the Study Abroad Office. Please write the email as though you are
writing directly to the students and the staff in the SAO will forward it on to students you request it to be sent too.
Email: studyabroad@leeds.ac.uk
International Erasmus Society:
In addition you can join the International Erasmus Society (IntEraSoc) where you will be able to meet students with
an interest in studying abroad.
Email: leedserasmus@hotmail.co.uk
Facebook group: IntEraSoc Leeds
Organised Events for Future outgoing students
Networking Event & Country Specific Info Session – 17 th March 2010
The Study Abroad Office will organise a networking event in the New Year, giving you the chance to meet other
students going to your destination and other European destinations as well as incoming study abroad students
and Leeds students who have returned from periods abroad. More details will be circulated nearer the time so
please keep checking your Leeds e-mail for details.
Pre-Departure Orientation – 28 th April 2010
A compulsory pre-departure orientation for all non-language students studying abroad will be held during the
afternoon of the 28 th April. All students studying abroad for the full academic year or the first semester of 2010-11
are expected to attend the briefings as you will be given important information on topics such as insurance, visas,
financial issues and health and safety. This will provide another opportunity to speak to your fellow students going
overseas.
Put the date in your diary and keep it free!
9

Research your destination
Your Host Institution
The more you know about what to expect at your host institution/country before you go, the easier you will find it to
settle in, and the less likely you will be to suffer from culture shock when you get there.
Read all information you are given
Look at websites – not just for the host institution, but for the town/region it is situated in
Buy or borrow a guidebook e.g. Lonely Planet or Rough Guide (a few are available for reference in the
Study Abroad Office)
Read the Feedback Forms in the Study Abroad Office – these give invaluable hints, tips and feedback from
previous Study Abroad students
Contact any other students who are going to the same university or area as you – meet up before you go,
arrange to travel together, help each other with paperwork. The SAO is happy to forward emails to other
students on your behalf
Contact current Study Abroaders – e-mails available via the questionnaires, or the SAO can forward emails
to these students on your behalf
Host University Housing
University housing varies widely across the different exchange partners so we advise you to start researching the
issue of finding accommodation at least a couple of months prior to the beginning of your course. Some
suggestions of how you can find out if your host university offers university accommodation are:
Host university’s website
Information library in the Study Abroad Office
Student feedback reports, located in the Study Abroad Office
Previous and current exchange students who will be able to offer advice on how they found
accommodation and they may also be able to provide contact details of their landlord.
Some students have found it easier to arrive at their host destination a couple of weeks before term starts to find
accommodation then. However, a good idea, with some flights being so cheap, is to visit the town/city 6 – 8 weeks
prior to your stay to look for rooms to rent. It is recommended you visit Monday – Friday to look for housing as
you’ll find shops/ agencies are more likely to be open for business on these days.
Where possible the SAO will provide contact details for accommodation offices at your host institution, however it
is your responsibility to find accommodation not the responsibility of the host university or the University
of Leeds.
10

Health (including mental health) and Disability
Information
Why do we need to know about your disability or health (including mental health)
condition?
The University of Leeds has a duty to make sure all students are well supported whilst on placement or study
abroad, so we ask everyone to let us know of any disability or health condition (including mental health conditions)
that might have an impact on your time abroad.
Telling us will help us to discuss with you any support needs you might have. You need to consider your time
abroad as a whole, not just the studying and/or work placement that is the reason for your going.
What about the social/residential aspects of your time abroad?
How do you think living in a different country will impact on your disability or health condition?
o A different culture
o Possibly a different language
o Without your usual support network of friends and family
Will there be easy access to transport as there is in Leeds?
What about any medication you take? The NHS usually only issues a 3 month supply at a time. Will you be
able to get your medication where you are going?
Have you ensured that you have purchased appropriate health insurance that will cover you for any preexisting
medical conditions?
All of the information you give us will be shared only with appropriate persons at Leeds (e.g. Study Abroad Office,
Equality Service, and Departmental Contacts) and with your host organisation, in accordance with the Data
Protection Act.
If you are undecided about disclosing information and the impact this may have on studying abroad, you may talk
in confidence to a member of the Student Counselling Centre or the Student Mental Health Worker (contact
through the Equality Service).
Residence abroad host organisations may not be able to accommodate all reported individual needs or
circumstances, but it will be easier to put a support network in place if you let us know in advance of any disability
or health condition.
We’ll work with you, your department and other parts of the University, such as the Equality Service, to make sure
you’re prepared for going abroad.
Things you need to do
When you have very specific support needs because of your disability or health condition, such as accessible
accommodation and personal assistance support, it is your responsibility to let us know, so that we can start at the
earliest opportunity to put support in place, which can take up to a year in some cases.
11

To whom should you talk?
Your School/department
Where your school manages your residence abroad scheme (such as the School of Modern Languages and
Cultures, where you’re required to study or work abroad as part of your degree), they will have a named contact
who will be your first point of call on study abroad issues.
Study Abroad Office
Where your study abroad is not compulsory and you are applying through the Study Abroad Office, please contact
your school’s Study Abroad Coordinator – a list is available online at
http://www.leeds.ac.uk/studyabroad/outgoers/downloads.htm
18 Blenheim Terrace
Tel: +44 (0)113 343 7900
Email: studyabroad@leeds.ac.uk
Web: http://www.leeds.ac.uk/students/study-abroad/
Equality Service
If you currently receive support through the Disability Team in the Equality Service, please speak to your Disability
Coordinator about your plans to study abroad so that we can discuss how you can get support and can also liaise
with your department.
If you don’t currently receive support from us, but would like to discuss how the Equality Service can help with your
study abroad, see contact details below. There are also regular drop-in sessions between 12:30 – 1:30 every day
during term time.
Social Sciences Building
Tel: +44 (0)113 343 3927 (Calls from RNID Typetalk are welcome)
Textphone: 0113 343 2616
Email: disability@leeds.ac.uk Web: www.equality.leeds.ac.uk
The Student Counselling Centre
If you have any concerns about your emotional, psychological or mental health or have any particular personal
problems, the Student Counselling Centre can provide a range of services to help you prepare for your time
abroad before you go. There are also useful services to access while you are away, including on-line self-help and
synchronous online counselling using confidential chat room technology.
19 Clarendon Place
Tel: +44 (0)113 343 4159
Email: stucouns@adm.leeds.ac.uk Web: www.leeds.ac.uk/studentcounselling
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Disability Related Funding
Erasmus Funding
If you have a severe disability or exceptional special needs then you may be entitled to extra Erasmus funding to
cover associated costs on your Erasmus placement. A formal application has to be made for this funding and strict
eligibility criteria apply. You should also be aware that you may not receive any payment until part way through
your placement. In the past, students have been successful in gaining funds towards the costs of travel,
accommodation and salary for support assistants.
Disabled Students Allowances (DSA)
If you are in receipt of DSA, this funding will usually continue during your period of study abroad. However, if you
are in receipt of the maximum allowance, and your study period exceeds the length of a Leeds academic year, you
may need to find additional sources of funding to cover that extra period.
Social services funding
If you are in receipt of social services funding, e.g., to cover the costs of support with daily living tasks, you will
need to check with social services that this funding will continue during your period of study abroad. Experience
has shown that the continuation of this funding is not guaranteed and lengthy discussions often need to take place
about this issue, so you are encouraged to make early contact with your social services department.
Other sources of funding
SKILL (National Bureau for Disabled Students) has a list of other organisations that offer grants to students with
disabilities. Again, you are advised to contact organisations early to ensure application deadlines are met.
13

Health Advice
The relevant Embassy (see Annex 2 on page 36) will have the most up-to-date information on health advice for
the country where you are going. In addition the Foreign & Commonwealth website (www.fco.gov.uk) has travel
health advice for UK travellers.
Immunisations
It is advisable you check which immunisations are required by your destination country as some countries refuse
entry if you do not meet their immunisation standards.
It is important to seek medical advice on immunisation as soon as you can as some vaccinations need an initial
shot followed by a booster. You may also need to leave several weeks between different immunisations.
If you plan to travel during or after your studies abroad you should also obtain any necessary vaccinations for the
countries you plan to travel to during the holidays. Speak to your doctor’s surgery about the requirements for your
destination(s).
General check-ups at the Doctors, Dentists and Opticians
It is recommended you see your GP, Dentist and Optician over the next few months before you travel to check
your general health. It is much easier to get necessary health care in the UK when you know the system.
If you wear glasses or contact lenses, it is advised that you have a check-up at your opticians for an up-to-date
prescription.
If you take any prescription medicine (including the contraceptive pill), speak to your doctor about getting sufficient
supplies for your time abroad.
Bear in mind that dental care isn’t normally covered by health insurance policies and you are going to be away for
a significant length of time. Make sure you have a check-up at your dentist before you leave the country and get
any work done so you try to eliminate the possibility of having issues overseas.
Health checks required by host institutions
Some host institutions or embassies require exchange students to undertake health examinations, such as a chest
x-ray, or obtain additional immunisations such as the MMR vaccine. If this applies, you will be advised by the
Study Abroad Office at the relevant time although you should be aware that you may have to pay for these checks
or vaccines.
If additional checks or immunisations are required you can normally get these done at Leeds Student Medical
Practice.
14

Medical Insurance
Insurance Requirements
Emergency Medical Insurance cover is mandatory for your year abroad and can be purchased as part of a
Travel Insurance Policy. Travel insurance policies do vary and you must ensure that it meets your own personal
requirements such as pre-existing medical conditions (including mental health), plans to do any dangerous sports,
travel out of the host country etc.
It is advisable to purchase a comprehensive travel insurance policy which will provide not only emergency medical
cover but cover for flight cancellations, personal property, repatriation in the event of serious accident etc. The
University of Leeds has purchased a travel insurance policy for students and you are entitled to cover under the
policy by paying a contribution towards the cost of administration and claims handling. Details are below:-
The University of Leeds Travel Insurance Policy
The University recommends that students apply for this comprehensive travel insurance cover. There are very few
exclusions on the policy and it does provide cover for pre-existing medical conditions, hazardous sports activities
and personal travel in the region where you are studying. The cost to students for 2010-11 is £180 for the full
academic year or £75 for 6 months.
Details of the policy cover and how to apply is available on the website www.leeds.ac.uk/insurance and on the
University Online Store at https://store.leeds.ac.uk.
EHIC (EUROPEAN HEALTH INSURANCE CARD)
All students who are normally resident in the UK but plan to study in another EEA country must obtain a
European Health Insurance Card (EHIC).
An EHIC is free and it could save you a lot of money – and hassle – if you need medical help while you’re away.
Some institutions will also want to see proof of this card when you are registering. The EHIC entitles you to the
same emergency health care provision as a national of the particular country you are in. If you do not have the
necessary documentation you will be asked to pay for all medical costs and then make a claim to receive some of
the costs incurred – this process can be lengthy and complicated!
Do not rely on the EHIC to cover all your medical expenses. We recommend that you purchase travel insurance
cover to fill any gaps in cover provided by the European Card.
You can obtain the card by:
The quickest and easiest way to apply for an EHIC is online at: www.dh.gov.uk/travellers. Your card should be
delivered within 7 days.
Alternatively, you can apply:
By calling 0845 606 2030 – your card will be delivered within 10 days; or
By post, using the form and pre-addressed envelope available from your local Post Office branch – your
card will be delivered within 21 days.
EHIC leaflets can be collected from the Study Abroad Office.
15

If you already have an EHIC card, remember to check that it is still valid before you go abroad.
Students studying in Turkey
You will not be able to use the EHIC in Turkey although it is advisable to obtain the EHIC so you are covered for
emergency cover if you travel into Europe.
Property Insurance
You may find that you need property insurance in addition to travel insurance and it’s your responsibility to find out
if this is the case. The travel insurance which can be purchased from the University of Leeds covers the loss of
personal items in a situation such as being burgled although it does not cover items such as furniture which is
based in your residence.
16

Visas and Immigration
For most European countries European students don't require visas to enter the country or to live in the country.
Some countries will want students to register with the local authorities and if this is the case you will be briefed on
arrival at the host university. You may also be required to officially register with authorities if you decide you want
to work part time in the host country.
Non European students applying to study outside of the UK will almost certainly require a visa. Students should
check with the Embassy of the host country if a visa is required and how to apply for the relevant visa.
Please be aware that Study Abroad Office staff is not qualified to offer consultations or in-depth advice
regarding visa applications. Immigration laws are complex and subject to frequent changes, therefore if you
do have any further questions about the process of applying for your visa you will need to contact the
appropriate Embassy directly.
Any student who is not travelling on a British passport needs to make their own enquiries about the visa
regulations and procedures as pertaining to citizens of their home country.
It is your responsibility to ensure you do everything you can to meet all the visa requirements in a timely
fashion.
It is advisable to inform the Study Abroad Office as early as possible of anything which may affect your visa
application, for example if you have a criminal record (even if for minor offences) and are applying to the
U.S this may affect or delay your application considerably.
Students going to Turkey
Student visas are required to study in Turkey. A link to the Turkish Embassy is below:
http://www.londra.be.mfa.gov.tr/
Visa regulations change from year to year so the most up to date information can be found in the consular section
of the UK embassy of the 'destination country' website. It is vital that you check before you go. Consular web
addresses can be found on page 36.
Additional Information about applying for a VISA (if applicable)
Mailing Your Passport
You should never send your passport via ordinary mail. If the embassy you are applying to requires your original
passport (rather than a photocopy), then be sure to use Special Delivery. Special Delivery envelopes can be
bought at the Post Office for about £4. You will need one Special Delivery envelope to mail your passport there,
and a second one so that the Embassy can return your passport to you securely.
Passing through Immigration Control
Make sure you carry all your immigration paperwork, your letter of acceptance, plus any bank letters etc., that you
have as evidence in your hand luggage together with your passport when passing through immigration to your
host country. You are guaranteed to be delayed in the airport if you forget to take them with you!
17

Students going to France
All students studying in France prior to academic year 2006-07 have been required to officially translate their birth
certificate to French. This procedure had to be done officially by a solicitor and was costly, especially if they or
their parents no longer had their original A4 birth certificate. The French embassy stated that students required the
document for the following:
*Caisse d’Allocation Familiales (an allowance which you may be entitled to for student accommodation in
France)
* Carte de séjour (residency document)
Opening bank accounts
It will act as official ID for accommodation landlords.
* Your host university will be able to offer advice on how to apply for the Carte de séjour and Caisse d‟Allocation
Familiales.
However, after a recent survey of how many students actually used their translated birth certificate, it has been
suggested that the French authorities no longer require students to translate this document. It should be noted that
the official guidelines still state that all students require a translated birth certificate; however none of the Erasmus
students abroad since 2005-06 were asked to show the translated birth certificate when obtaining the above
documentation.
The Study Abroad Office suggests you check with the host university to see if a translated birth certificate is
required. If the host university insist that this is a required document, it is strongly suggested you do this prior to
your departure to France. The Study Abroad Office can provide details about how to translate your birth certificate
should you need to.
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Tuition Fees
British / EU nationals:
Financial Matters
Length of study overseas Amount to pay to Leeds Amount to pay to host institution
Full academic year (e.g. 8 –
10 months)
Less than a full academic
year.
N/A – exempt from fees* Exempt from tuition fees
Full tuition fees Exempt from tuition fees
* Exemptions exist to the fee waiver, e.g., residents of The Channel Islands and the Isle on Man are not eligible for the fee waiver. If
you fall into this category please contact the Study Abroad Office for further advice.
For all non British / EU nationals:
Length of study overseas Amount to pay to Leeds Amount to pay to pay to host institution
Full academic year (e.g. 8 –
10 months)
Less than a full academic
year.
* 2008-09 fee
*25% of the current fee Exempt from tuition fees
Full tuition fees Exempt from tuition fees
You should make arrangements to pay your tuition fee with the Fees Office before you move overseas. The
easiest way to make payment is by using the online payment facility:
http://www.leeds.ac.uk/studentservicescentre/financial_admin/index_ar.htm
Bursaries & Scholarships
Students studying abroad are eligible to receive the Leeds Bursary although this will be at a reduced rate. Follow
this link for more information:
http://www.leeds.ac.uk/studentservicescentre/financial_admin/leedsburs.htm
If you are receiving a ‘scholarship’ to study at the University of Leeds you may be able to keep this scholarship
during your studies overseas. You should contact the Access and Community Engagement Office to speak to the
staff about the continuation of your scholarship as early as possible so any arrangements can be put in place
before you leave the UK.
Contact: Helen Sykes
Email: H.V.Sykes@adm.leeds.ac.uk
Tel: 0113 343 1062
The Erasmus Grant
All* UK and EU nationals studying as Erasmus students for three months or more and for the first time are eligible
for the non-repayable Erasmus grant.
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* Students who are nationals of Luxembourg will need to apply to the Luxembourg National Erasmus Agency for the Erasmus Grant.
It is not means tested and once your application has been made to the SAO your grant will be automatically
arranged for you.
You are only eligible to claim once for the grant so, in the case of Joint Honours language students participating on
two Erasmus placements, it is usual to claim for the longer of the two periods spent abroad.
How much will the grant be?
The amount varies annually and is calculated according to the number of months you spend in a particular
country.
Students studying abroad for the full academic year in 2008/09 received approximately £2700 (€3450).
How will the grant be paid?
The grant is paid in sterling and will be paid directly into the British bank account that is registered on the student
portal. It is not possible to pay the grant in Euros or to a foreign bank account.
Before any amount of money is paid, you will be asked to sign and return a contract that outlines the terms under
which the grant is paid; you must also register with the University in order for your student account to be activated
allowing the funds to be transferred. It is important that you realise the grant must be repaid if you return home
early although a pro rata payment may be made if you do stay longer than three months and return early for good
reasons.
When will the grant be paid?
The grant will be paid in three instalments.
The months of payment are approximate as the university is not able to make Erasmus Grant payments until the
money has been received from the British Council, or until you have returned the required paperwork (mentioned
above). You will be kept informed of dates of payment by email.
Date of Departure 1 st instalment 2 nd instalment Final £100
August – October (First
semester or full year
abroad)
January – February (2 nd
semester abroad)
April (Term abroad
language students)
October April
February April
April (total grant payment minus £100)
20
As soon as final documentation
has been submitted to the SAO*
As soon as final documentation
has been submitted to the SAO*
As soon as final documentation
has been submitted to the SAO*
The final payment of £100 will be paid shortly after you have submitted the following documents to the Study
Abroad Office. You will be contacted towards the end of your stay to remind you which documents you should
obtain from your host institution.
* Paperwork to be returned:
Certificate of Attendance outlining dates of academic study
Erasmus Report Form

Transcript showing modules followed and grades received.*
*Students undertaking research projects or work placements overseas should submit a short report written by their
supervisor.
Can students from the Channel Islands receive the grant?
Students from the Channel Islands and Isle of Man are eligible to participate in Erasmus and receive an Erasmus grant. The
DFES confirm in 2005 that the holders of UK "British Islands" passports can be treated as EU nationals. Therefore, if you
have a UK passport or passport of another EU country then you are eligible to participate in Erasmus and receive a grant.
Depending on the special fee arrangement you have with the University of Leeds you will likely have to pay tuition fees even if
you are studying overseas for the full academic year. You will still be exempt from fees at the host institution.
Additional funding from your LEA
You may be entitled to extra funding from your Local Education Authority. Some past study abroad students have
obtained funding from their LEA’s to cover the costs of return flights or health insurance or other necessary costs
of your studies abroad.
Taught Student Administration at the University of Leeds will inform your LEA of your period abroad in writing a
few months before you arrive at the host university. This letter can not be sent until your parent school has
officially changed your degree programme to include an overseas study placement (see page 8).
We would encourage you to call your LEA a few months before you travel to see if students from your area have
obtained money to study abroad in the past. Unfortunately not all LEA’s will provide assistance - it really depends
on the policy of the individual LEA, others will provide funding which will dramatically vary depending on where
your LEA is.
The LEA may tell you they need official notification from Leeds of your period abroad. You can let them know this
will automatically be sent at the end of the academic year. LEAs are often unwilling to discuss support until they
receive this notification.
If your LEA insists they haven’t received confirmation of your year abroad by June, then please contact Rose
Hannah in Taught Student Administration to request a second copy be sent.
Contact: Rose Hannah – TSA
Email: R.Hannah@adm.leeds.ac.uk
Tel: 0113 3436645
Student Loans
A few months prior to your departure a letter will automatically be sent from the university to your LEA confirming
that you are studying abroad as part of your degree programme, together with term dates and other relevant
information. Your LEA is responsible for informing the Student Loan Company of your period abroad.
If your LEA insists they haven’t received confirmation of your year abroad by June, then please contact Rose
Hannah in Taught Student Administration to request a second copy be sent.
Contact: Rose Hannah – TSA
Email: R.Hannah@adm.leeds.ac.uk
Tel: 0113 3436645
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Students who Study Abroad are still entitled to receive the normal student loan and you may be entitled to
a higher loan.
Ensure that you complete and return all paperwork requested by your LEA/the Student Loan Company as
quickly as possible. Any delays on your part could hold up your payments.
Remember that Study Abroad IS a compulsory part of your degree. Whether this is because you have
always been enrolled on a degree with a compulsory year abroad (e.g. a language degree, or an MGeol),
or because you have transferred from a standard degree to an ‘International’ one (e.g. from BA History to
BA History (International)) make sure that your LEA are aware of the fact that your current degree
programme requires you to spend a year abroad - this may affect your funding.
You should expect to receive a payment schedule outlining the dates when your instalments will be paid. If
you submitted your paperwork in good time and don’t receive a payment schedule, then there is possibly
an error in your paperwork – contact the Student Loans Company to find out what is going on.
Remember to ask your LEA to make payments to your bank account or to send the cheque to your parent’s
address or another suitable alternative. If you fail to do this, your grant cheque or loan cheque will be sent
to the University of Leeds and it will take a significant amount of time for the cheque to be returned and
sent out again to a more suitable address.
Other sources of Funding
Some funds may be available at a national level, try searching at: www.fundfinder.org.uk
22

Money Management
This is a very important area that will require some research. Don't leave it to the last minute! Firstly, check the
expiry date of all your bankcards. They don’t take long to renew, but it would be more difficult to do it from abroad.
Here are some aspects of financial preparation you should think about:
Internet Banking: A good way to control your money from anywhere in the world. Contact your local
branch to arrange it with them.
Use a UK Account: Several UK banks and building societies offer accounts where overseas transactions
are free of charge if you use one of their ATM machines (although the ATM provider may charge a fee for
using their facility). It is recommended students open one of these accounts if they intend to continue using
their UK account whilst abroad. At the time of going to print both HSBC and Nationwide offered these
accounts.
Banking overseas: It is often useful to ask for advice from previous students as to which banks they would
recommend. Not all banks will accept you as a customer and you are unlikely to have overdraft facilities on
a foreign bank account.
Letter of Introduction: Ask your bank at home to provide a letter saying what a great account holder you
have been and that you would be the ideal person to open an account in a foreign country!! It's a standard
letter provided by your bank and unless you have a terrible past history of banking most banks should
provide this for their customers.
Partnerships: Ask your bank if they have any partnerships with foreign banks where it would be straight
forward to open an account.
Useful documents to take with you, which may be needed for opening a bank account, are:
Birth certificate
Copies of your passport
Passport photos
23

Pre-sessional Language Courses
(Language courses taken prior to the period abroad)
Studying abroad in Europe is for all students, both linguists and non-linguists. It is an excellent opportunity to
develop language skills and discover another culture and way of life. This acquisition of knowledge and the
broadening of your own perspective will make your employability profile more attractive and will enable you to
work and travel abroad in years to come.
It is not always expected that students will be completely fluent in a language before they go overseas – after all
this is one of the benefits of going in the first place – however it is advisable that you make as much effort as you
can to learn or refresh the language of your host country before you go.
Students, who are not studying a foreign language as part of your degree programme, will receive the Erasmus
grant for the time you spend on a pre-sessional course, providing this does not make your overall stay abroad
more than the maximum 10 months of grant funding. It is essential that you provide the SAO with a certificate of
attendance so that funding can be provided for this additional period of study. Language preparation must be
delivered by a recognised provider of language-training and be held in the host country immediately prior to the
study period.
Some of the options available are:
EILC’s (Erasmus Intensive Language Course)
Erasmus students can participate in Erasmus Intensive Language Courses, which are organised by the Erasmus
Council in your host country. Some of the benefits are:
4 – 8 weeks of intensive teaching in the host country; including cultural trips
Courses taught at Beginner or Intermediate level
Free of charge (although you’ll be expected to pay a small amount for accommodation)
Highly recommended by past Erasmus students!!
EILC’s are offered in the following countries
Belgium (Flemish Community), Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, Greece, Hungary,
Iceland, Italy, Latvia, Lithuania, Malta, the Netherlands, Norway, Poland, Portugal, Romania, Slovakia, Slovenia,
Sweden and Turkey.
If you wish to participate in an EILC then take a look at the following website to see if any of the courses in the
host country are being run at a convenient time for you. Generally the courses are run in the summer prior to the
start of your academic year but some courses are also run in January/ February for students studying abroad in
the second semester.
http://ec.europa.eu/education/index_en.htm
An application form can be downloaded from the above website. You’ll need to complete the application and
provide an electronic copy to the Study Abroad Office who will send the application to the organising institution
with confirmation that you’ll be studying abroad on the Erasmus programme.
Language Courses provided by the host institution
You are strongly encouraged to take advantage of any language courses that many European universities offer
before the start of session. These are often free of charge to Erasmus students and provide an excellent
24

opportunity to acquire important language skills, familiarise yourself with the country where you will study and
provide a chance for you to meet fellow exchange students from across the world.
In addition to pre-sessional courses, some institutions offer in session language courses for foreign students.
There may be small charges for language courses which run throughout the academic year, although they
normally cost less than €100 per term. If these courses are credited you may be able to use the credits towards
your overall workload - you should check with your school Study Abroad Coordinator.
Spanish Summer School
With sponsorship from the Santander bank, the Study Abroad Office will be organising a pre-sessional language
programme in Spain for a number of Leeds students in August 2010. Details are currently being finalised but it is
anticipated that the cost of tuition and housing will be covered by the programme. Priority will be given to nonlanguage
students commencing their studies at a Spanish university in academic year 10/11. If there is
oversubscription for the programme, students will be given priority if there is no similar free or subsidised presessional
course offered by their host institution.
Details on how to apply will be available in spring 2010 and all eligible students will be contacted.
How to find out where language courses are offered
The SAO keeps some literature on language courses as it is received from partner universities and various private
organisations, although it is advised you do some research independently. If partner universities offer language
courses, the relevant information is normally provided on their website, although you are not obliged to take
courses at your host university and can take up opportunities elsewhere in the same country.
Language Courses – student quotes
“I attended the EILC in Siena, Italy in February before my semester abroad started in March. The course was
fantastic and I would highly recommend it!”
Suzanne Murphy (Fine Art), Milan – Italy
“I‟m so glad I did the pre sessional course at Heidelberg. The classes were useful and also fun, the teaching was
good and the price of the course also included an excursion – I chose the wine tasting trip! It really improved my
German, especially as I had just completed a semester in France so hadn‟t spoken a word of German for half a
year; it made me feel confident when I started university.”
Rachel Kelly (French/ German), Heidelberg – Germany
“I did a Spanish course at Cantabria Uni before the start of my first term. I‟d recommend it. The quality of teaching
was high, and the intensity (2 or 3 hours a day, 5 days a week for 4 weeks) was a good kick start to getting into
the swing of Spanish speaking. It was also a good way to meet people.”
Hannah Lewis (Geography), Cantabria - Spain
“The Initial 2 week intensive French course held by my university was a great way to meet people and it‟s honestly
worth doing it for that alone; it really throws you into the Erasmus experience.”
Rachel Brown (English), Liege - Belgium
“In my experience it is definitely worth going on the pre sessional language courses offered by the host uni.”
Julianne Bate (Sociology), Copenhagen - Denmark
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Academic Matters
The Study Abroad Office is not able to offer advice on academic matters so if you have any questions about the
academic requirements of your study abroad period you should speak to your school Study Abroad Coordinator
(see Annex 1, page 32).
It is important you understand that it is your school at Leeds which assesses the overall studies overseas. Your
school will use the marks you obtain overseas to make this assessment.
It is vital you have a clear idea of the types of modules you should be taking and the number of credits
required to pass the year before you go abroad and it is encouraged that you obtain this information in writing
so you can refer to it if necessary at a later stage. Different schools at Leeds have different requirements for their
students so it is essential that you understand the requirements for your own school and do not assume that
the requirements for other Leeds students will necessarily be the same for you.
Recent feedback from past study abroad students has shown the academic requirements of the period abroad is
often an area which students are most confused about. The practical arrangements for moving overseas can often
consume considerable time so understanding the academic requirements is an area which can be overlooked.
You’re strongly encouraged to fully understand what is expected of you and if you have any doubts or queries
speak to the Study Abroad Coordinator before you leave Leeds.
School meetings
Many Study Abroad Coordinators will arrange a time to meet students who will be studying overseas the following
year where academic advice will be provided. You will be contacted directly by the school about these meetings.
If you are the only student from your school, or if there are very few students going abroad you should arrange to
meet your Study Abroad Coordinator individually to discuss the period overseas.
Types of Programme which include studies overseas
If you are not sure how your period abroad counts towards your degree you should speak to your school Study
Abroad Coordinator who will be able to advise accordingly. It is normally one of the following:
Pass/Fail period abroad:
You will be expected to pass the period overseas and your school will set the requirements of passing.
These requirements may vary depending on factors such as the language of tuition.
Your marks from overseas will not count towards your final degree classification although they may be
used in certain cases where, for example, a student is borderline between two degree classifications. Good
results from a period studying overseas can influence the decision.
If you pass the year you will obtain a ‘European’ or ‘International’ enhanced degree title, e.g. BA History
(International). If you were to fail the year overseas it is normally possible to revert to a three year degree
programme.
Mark conversion:
The marks you obtain overseas will count towards your degree classification.
26

Schools which use mark conversion have rigorous conversion practices so the marks you obtain overseas
can be converted to the mark system used at Leeds. You should be aware that your grades may be cut
quite significantly on your return as, for example, in America it is expected that you will gain grades of 68%-
100% on a regular basis. This is equivalent to approximately 59% –70% at Leeds.
Schools which use mark conversion normally have links with specific institutions where mark conversions
have been in place for a number of years. Your school may convert your grades differently to another
school at Leeds, so make sure you know before you leave how your school will assess your studies
abroad.
Where marks have been converted, students normally obtain an Undergraduate Masters degree such as
the MGeog or MEng.
Research placements:
Students going overseas to undertake research should obtain a clear idea from their Study Abroad Coordinator of
what is expected.
Module Selection
Some partner institutions require students to apply for modules at application stage, others expect you to select
modules on arrival. You will be advised by the Study Abroad Office at application stage what has been common
practice in the past for your host institution.
Module selection is very different at every university so it is vital you do your own research about the modules
available and the pre requisites required.
You should be aware that some modules taught at the host institution may be unavailable to exchange students.
These are generally in more practical subjects such as Art, Design, Communications or where there is a
professional qualification gained at the end of the degree such as Law, Medicine, Dentistry, etc.
Module selection at application stage:
If you are expected to provide a list of modules you wish to follow at application stage (Jan – April) you should
seek advice from your school Coordinator about the academic requirements expected for your degree programme.
It may be possible to drop/add modules on arrival although it is often easier to think about module selection
carefully at application stage so you can be pre-enrolled on modules (if this is the practice at your host university)
and you don’t have too many changes to make when you first arrive*.
* see the information provided on „differences between Leeds and the host institution‟ (page 30)
Module selection after application, although before arrival:
Some institutions will send you module information (and possibly additional module selection forms to complete)
together with your official acceptance. By the time you receive this information you will almost certainly have
obtained academic advice from your school Study Abroad Coordinator. Following this advice you can put together
a list of modules you wish to study at the host institution.
You will not be reminded by the Study Abroad Office to return any information which the host university request
after acceptance so you need to ensure you read your acceptance letter/ pack carefully. If host universities
request a list of modules then send these as soon as you can as places on modules will almost certainly be given
to exchange students on a first come first serve basis.
27

Module Selection on arrival:
It can be frustrating not to know what you will study whilst overseas but some institutions will expect you to select
modules on arrival. It may be possible to attend several modules and see which ones you think you would like to
continue with.
Ensure you have understood the academic requirements for your period abroad so you are able to select the
correct number of modules when you arrive. Arrival in a host country and at a host university can be a very
daunting time so it is advisable to fully understand what is expected of you by your school at Leeds so this is not
another concern for you at this time.
Learning Agreement (Requirement of the Erasmus programme)
A requirement of obtaining the Erasmus funding is that you complete a Learning Agreement. Some European
institutions will require this document at application stage and you will be advised accordingly if this is the case,
otherwise it is your responsibility to complete the document and provide a copy to the Study Abroad Office (See
sample documents – Annex 3).
You need to list the modules and number of credits you wish to take at the host institution and obtain approval
from your school Study Abroad Coordinator at Leeds. A template Learning Agreement can be downloaded from
the Downloads page on the Study Abroad website.
If you are not able to complete the document for any reason prior to departure you should complete it as soon as
you can upon arrival. The completed Learning Agreement must be signed by the host institution and then faxed to
the Study Abroad Office at: +44 113 343 4968.
If there are any issues with your proposed list of modules either the Study Abroad Office or your Study Abroad
Coordinator will contact you via email.
Credit Load
Partner institutions will use different credit systems than the University of Leeds. Institutions in the same
country will also use varying systems; for example in Canada, Carleton University may expect students to
take 3-4 credits across the full year (modules are normally weighted with 0.5 credit) although McGill
University will expect you to take 12 - 15 credits each semester.
The Study Abroad Office can tell you how many credits past study abroad students have taken at your host
institution although you must check this fulfils the academic requirements of your school.
Students studying in a foreign language are sometimes allowed to take a reduced credit load
ECTS – European Credit Transfer System
Most institutions within Europe use ECTS.
1 ECTS credit is equivalent to 2 Leeds credits. For example, a 20 credit Leeds module is equivalent to 10
ECTS.
28

Students studying in a foreign language are normally expected to take between 45 – 60 ECTS credits
across the full academic year although you should obtain accurate advice from your school Study Abroad
Coordinator.
Research Projects/ Work placements
If you are intending to undertake a research project or a work placement which forms part of your studies overseas
this may mean you can reduce the amount of credits you take. Research projects or work placements must be
agreed by your school Study Abroad Coordinator and details should be provided on the Learning Agreement
(Erasmus students only).
School Learning Contract
Some schools outline the academic requirements of the year abroad within a ‘Learning Contract’. You will be
expected to sign this document prior to your departure and you should take a copy overseas with you. A signed
copy of the contract will be kept on file by the Study Abroad Office.
You are normally given this Learning Contract in the meeting which your Study Abroad Coordinator will organise
before the semester ends.
The following schools require the Learning Contract to be completed*: Classics, Communication Studies, English,
Fine Art, Geography, German, History, Italian, Philosophy, POLIS, Processing and Environmental Engineering,
Psychology, Sociology, Sports Science & Theology.
* School list correct at time of going to print – it is the student‟s responsibility to check with Study Abroad Coordinators whether a Learning
Contract is required
You can request a copy of this document at any time from the Study Abroad Office.
Consequences of failing the period overseas
Failure to pass the year abroad will usually result in your study year being discounted from the degree and you will
normally revert back to a three-year degree programme. In the case of some four-year degrees e.g. an UG
Masters degree or a language degree, a failed Study Abroad year could have a serious effect on your ability to
graduate the following year. You should be aware of the consequences by discussing the possibility in advance
with your school Study Abroad Coordinator.
29

Differences to Expect at your Host Institution
One of the reasons many students decide to study abroad is to experience a different culture and academic
learning environment. Many students spend a considerable amount of time preparing for their studies overseas
although this is often spent on the practical arrangements and often academic and university differences can be
overlooked.
Recent feedback from past study abroad students has shown the differences in university systems and academic
teaching is an area where they felt least prepared so it is advised you consider some of the differences you may
experience before you move overseas so it is less of a shock when you arrive.
The University of Leeds has over 250 exchange partners so the staff in the Study Abroad Office and your school
Study Abroad Coordinator can not be expected to have detailed knowledge of the systems used by all institutions.
It is a good idea to seek advice from past study abroad students or current exchange students in Leeds (from your
host institution) about the way things work. See the information on page 9 about networking with peers.
Below are just a few of the areas which may differ considerably from the University of Leeds.
University Registration
University registration procedures at host institutions vary widely. Some will have a similar online system to Leeds
which you can complete prior to departure, at other institutions you will be expected on arrival to queue up
(sometimes for hours) with the home students at the admission/registration office.
Registration at your host institution is an important procedure which you must undertake so spend some time
before you leave finding out how you go about this process.
Module Enrolment/ Exam registration:
Modules may be called courses, units or classes at the host institution.
Some host institutions don’t need you to officially enrol onto modules, others will need you to add/drop modules by
a certain date in a similar way to Leeds. Try to find out what happens at your host institution.
At some institutions you may be required to register for exams 2- 4 weeks prior to the exam date. This is a very
different process than the one at Leeds and not a system you would automatically know about or be informed
about. As you can imagine there could be serious consequences of not registering for an exam and not obtaining
a mark for a module you had followed for a semester or a year. You should enquire about this during the
orientation period at your host institution.
Network with past study abroad and current exchange students and ask them about module/exam enrolment.
Teaching Style
Teaching styles vary considerably across the University's partner institutions. In some cases, especially in Europe,
students will be expected to direct their own studies even more so than at Leeds. Most teaching will be done in
large lectures with less opportunity for interaction with the academic staff. On the contrary, there is a strong culture
of continuous assessment in North America and you will be expected to hand in assignments and take tests on a
more regular basis. In North America, attendance of lectures is usually required to pass a module. You will also
encounter different study cultures among students when studying abroad. It is strongly advised that you network
with study abroad students from or at your host institution to find out more about these differences.
30

EMAIL ADDRESS
Checklist
Check your Leeds email account regularly as the SAO will contact you via this account. If you regularly use a
web-based email account let the Study Abroad Office know this so they can send emails to this address as
well.
CHECK PASSPORT VALIDITY
Your passport should be valid for at least six months after your return. If you need to renew it, it can take at
least 4 weeks to process here in the UK.
VISAS (if necessary)
Ensure you apply for your visa as soon as you can (normally after you have received official acceptance
notification from the host institution). Applying for visas can be quite a lengthy process.
HEALTHCARE
Have you had a dentists/opticians check-up? Have you had all necessary vaccinations? Have you got all the
prescription medication you will need whilst abroad, plus a covering letter for Customs officials?
INSURANCE
Have you obtained appropriate Health Insurance?
Travel and property insurance is your responsibility – make sure you have adequate protection. Have
you read and understood the small-print and arranged extra cover where necessary?
LEA/STUDENT LOANS
Have you contacted your LEA to ask if they pay for flights/health insurance/visa application etc?
Have you arranged for the loan to be paid directly to your bank account or a cheque to be sent to your
parents?
ACADEMIC EXPECTATIONS
Talk to your school Study Abroad Coordinator BEFORE you go. Are you clear on how the year abroad is
counted towards your degree at Leeds? Do you know what you should study and how many credits to take?
COPIES OF DOCUMENTATION
Have you made copies of your passport/ birth certificate/driving licence (for ID)?
Have you got several passport photos available to use?
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Annex 1:
School Study Abroad Coordinators
It is possible that the person responsible for coordinating Study Abroad in your school will change whilst you are away. You should be notified by your school
of any such changes, but you can also check an updated list of Study Abroad Coordinators at:
http://www.leeds.ac.uk/studyabroad/outgoers/coordinators.htm
If you have any difficulty making contact with your school or getting a reply to an email whilst you are away, please feel free to notify the Study Abroad Office
and we will chase things up for you.
All telephone numbers start with +44 113 34 -----
School Name
Subject
Specialisms
Worldwide Erasmus Name Email Telephone Administrative/Academic
Biological Sciences Yes Yes Mr Tom Williams T.A.Williams@leeds.ac.uk 37639
Business School Yes Yes Ms Maria
McCabe
Chemistry Yes Yes Ms Sarah
McCann
Chemistry Yes Yes Prof Ben
Whitaker
Civil Engineering Architectural
Engineering
Yes No Mr Manuel
Cresciani
32
maria@lubs.leeds.ac.uk 36592 Administrative
s.mccann@leeds.ac.uk 36543 Administrative
benw@chem.leeds.ac.uk 36580
M.Cresciani@leeds.ac.uk 32320 Academic
Civil Engineering Civil & Structural. Yes Yes Dr Ed Stentiford E.I.Stentiford@leeds.ac.uk 37571 Academic
Classics Yes Yes Dr Penny
Goodman
Colour and Polymer
Chemistry
p.j.goodman@leeds.ac.uk 33536
Yes Yes Dr Long Lin ccdlin@leeds.ac.uk 36735
Communications
Studies
Yes Yes Mrs Isobel Lester i.j.lester@leeds.ac.uk 35820
Computing Yes Yes Dr Haiko Muller h.muller@leeds.ac.uk 35445
Design Yes Yes Mr Huzefa
NeeMuchwala
Earth and Environment EARS modules Yes Yes Dr Eleonora
Rivalta
H.NeeMuchwala@leeds.ac.uk 33725
e.rivalta@see.leeds.ac.uk 35202
Earth and Environment Yes Yes Luisa Nanovo l.nanovo@leeds.ac.uk 36673
Earth and Environment ENVI modules Yes Yes Dr Steven
Dobbie
dobbie@env.leeds.ac.uk 36725

School Name
Subject
Specialisms
Worldwide Erasmus Name Email Telephone Administrative/Academic
East Asian Studies Yes No Ms Nicola Craine n.craine@leeds.ac.uk 33460
East Asian Studies Japan
Programme
Education Yes Yes Mr Jaume
Ametller
Electronic and Electrical
Engineering
Yes No Ms Irena Hayter I.Hayter@leeds.ac.uk 33415
Yes Yes Dr Heribert
Eisele
33
j.ametller@education.leeds.ac.uk 34673
h.eisele@leeds.ac.uk 37074
English Yes Yes Mr Burkhard
Hauder
b.hauder@leeds.ac.uk 34764
English Reykjavik
students
No Yes Dr Rory McTurk 34760
Fine Art, History of Art
& Cultural Studies
Studio Art Yes Yes Mr Simon
Lewandowski
s.lewandowski@leeds.ac.uk 35198
Food Science Yes Yes Dr Paul Kajda p.k.kajda@leeds.ac.uk 32977
French No Yes Ms Rochelle
Harris
French Yes Yes Dr Catherine
Kaiserman
R.A.Harris@leeds.ac.uk 33481
c.a.kaiserman@leeds.ac.uk 33475
Geography Yes Yes Mrs Diane Collett d.m.collett@leeds.ac.uk 33303
German Yes Yes Dr Jane
Wilkinson
j.i.wilkinson@leeds.ac.uk 33511
Healthcare Yes Yes Miss Helen
Quinn
h.r.m.a.quinn@leeds.ac.uk 31189
History Yes Yes Mr Ian Moxon i.s.moxon@leeds.ac.uk 33544
Italian Yes Yes Ms India
McGlinchey
Joint Honours in Arts &
Social Sciences
Joint Honours in
Science
Joint Honours Modern
Languages
Joint Honours Modern
Languages
Law Criminal Justice
and Criminology
Law Worldwide
Exchanges
Yes Yes Ms Ida Williams
Kemp
i.mcglinchey@leeds.ac.uk 33630
I.Kemp@leeds.ac.uk 31015
Yes Yes Mr Clive Souter D.C.Souter@leeds.ac.uk 32686
Yes Yes Ms Milly
Nettleton
m.a.nettleton@leeds.ac.uk 32700
Yes Yes Mr David Shaw d.c.shaw@leeds.ac.uk 32697
Yes Yes Dr Philip Hadfield p.m.hadfield@leeds.ac.uk 35015
Yes No Dr Amrita
Mukherjee
A.Mukherjee@leeds.ac.uk 35012

School Name
Subject
Specialisms
Law European
Exchanges
Linguistics and
Phonetics
Worldwide Erasmus Name Email Telephone Administrative/Academic
No Yes Dr Chloe Wallace c.j.wallace@leeds.ac.uk 35030
Yes Yes Dr Bethan Davies b.l.davies@leeds.ac.uk 33559
Mathematics Yes Yes Prof John Truss socrates@maths.leeds.ac.uk 35128
Mechanical Engineering Yes Yes Mrs Dawn
Harding
34
D.E.Harding@leeds.ac.uk 32127
Mechanical Engineering Yes Yes Dr Ozz Querin O.M.Querin@leeds.ac.uk 32218
Medical Physics Yes Yes Dr Tony Evans j.a.evans@leeds.ac.uk 3923485
Music Yes Yes Ms Joanne
Fairley
Performance & Cultural
Industries
Performance & Cultural
Industries
Yes Yes Dr Anna
Fenemore
Yes Yes Ms Jane
Richardson
j.n.fairley@leeds.ac.uk 32575
A.Fenemore@leeds.ac.uk 38739
j.e.richardson@leeds.ac.uk 39039
Philosophy Yes Yes Dr Jason Turner J.T.Turner@leeds.ac.uk 33298
Physics & Astronomy No Yes Dr Johannes
Knapp
j.knapp@leeds.ac.uk 33890
Physics & Astronomy Yes No Dr Peter Olmsted p.d.olmsted@leeds.ac.uk 33830
Politics and
International Studies
Politics and
International Studies
Process, Environmental
and Materials
Engineering
Yes Yes Dr David Hall-
Matthews
Yes Yes Ms Samantha
Parker
Yes Yes Dr Antonia
Borissova
d.n.j.hall-matthews@leeds.ac.uk 36803
s.e.parker@leeds.ac.uk 34384
a.borissova@leeds.ac.uk 32421
Product Design Yes Yes Dr Ozz Querin O.M.Querin@leeds.ac.uk 32218
Psychology Yes Yes Jelena Havelka j.havelka@leeds.ac.uk 36695
Sociology and Social
Policy
Spanish and
Portuguese
Spanish and
Portuguese
Spanish and
Portuguese
Latin America &
Portugal.
Yes Yes Dr Angharad
Beckett
A.E.Beckett@leeds.ac.uk 34409
Yes Yes Dr Ben Bollig b.bollig@leeds.ac.uk 33516
No Yes Mr Antonio
Martinez-
Arboleda
a.martinezarboleda@leeds.ac.uk
Yes Yes Sofia Martinho s.martinho@leeds.ac.uk
33529

School Name
Theology and Religious
Studies
Subject
Specialisms
Worldwide Erasmus Name Email Telephone Administrative/Academic
Yes Yes Kalvendar Samra k.samra@leeds.ac.uk 38591
35

Annex 2:
Foreign Embassy websites (within the UK)
Austria http://www.britishembassy.at/default.shtml
Belgium http://www.british-embassy.be/
Bulgaria http://www.british-embassy.bg/
Czech Republic http://www.britain.cz/
Denmark http://www.britishembassy.dk/
Finland http://www.ukembassy.fi/
France http://www.amb-grandebretagne.fr/
Germany http://www.british-embassy.de/en/
Greece http://www.british-embassy.gr/
Hungary http://www.britishembassy.hu/
Iceland http://www.iceland.org/uk
Italy http://www.britain.it/
Netherlands http://www.britain.nl/
Norway http://www.britain.no/
Poland http://www.britishembassy.pl/
Portugal http://www.uk-embassy.pt/
Slovakia http://www.britishembassy.sk/
Slovenia http://www.british-embassy.si/
Spain http://www.ukinspain.com/Ingles/
Sweden http://www.britishembassy.com/
Switzerland http://www.britain-in-switzerland.ch/
Turkey www.turkishconsulate.org.uk/en/index.htm
UK Embassies Abroad
Austria http://www.britishembassy.at/default.shtml
Belgium http://www.british-embassy.be/
Bulgaria http://www.british-embassy.bg/
Czech Republic http://www.britain.cz/
Denmark http://www.britishembassy.dk/
Finland http://www.ukembassy.fi/
France http://www.amb-grandebretagne.fr/
Germany http://www.british-embassy.de/en/
Greece http://www.british-embassy.gr/
Hungary http://www.britishembassy.hu/
Iceland http://www.iceland.org/uk
Italy http://www.britain.it/
Netherlands http://www.britain.nl/
Norway http://www.britain.no/
Poland http://www.britishembassy.pl/
Portugal http://www.uk-embassy.pt/
Slovakia http://www.britishembassy.sk/
Slovenia http://www.british-embassy.si/
Spain http://www.ukinspain.com/Ingles/
Sweden http://www.britishembassy.com/
Switzerland http://www.britain-in-switzerland.ch/
Turkey http://www.britishembassy.org.tr
- 36 -

Annex 3:
Sample Copies of Documents
Pre-departure Checklist - to be returned to the Study Abroad Office prior to departure
Learning Agreement
Confirmation of Erasmus Status - this document will be provided prior to departure
- 37 -

Checklist to be completed by students going overseas as part of an Undergraduate degree programme
1. Return the completed checklist before you depart on your period abroad to:
Language students 1 - your sending language department(s)
Non Language Study Abroad/ Erasmus students 2 – The Study Abroad Office
2. You must not return the checklist until you can tick ‘yes’ to every point, have included your school’s Study/ Work Abroad Coordinators
name in section 1b, and signed the sheet.
3. If you are unable to tick ‘yes’ to any of the points, please contact your sending language department or the Study Abroad
Office for clarification.
1. Academic Support Yes No
a/ You have had the objectives of your overseas placement explained to you by your school Study/ Work Abroad Coordinator
including how the period abroad contributes towards your degree programme and how it is finally assessed.
b/ My school Study/ Work Abroad Coordinator is: __________________________________________
(If you are unsure please check with your language department or the Study Abroad Office)
2. You have been briefed on: Yes No
a/ Visa requirements (where necessary);
b/ Health and travel insurance requirements and you are aware that any costs incurred as a result of having insufficient
insurance are your responsibility;
c/ Whether your host employer/ institution will organise accommodation for you or whether you will need to find it
independently;
d/ How to contact the University of Leeds in case of emergency;
e/ Orientation and induction procedures at the host employer/ institution;
f/
The academic consequences of failing or failing to complete your period of studying/ working abroad;
g/ Financial implications of failing or withdrawing from your period abroad which may include tuition, accommodation and visa
costs;
3. You are aware that it is your responsibility to: Yes No
a/ Act as an ambassador for the University of Leeds by conducting yourself in a responsible manner appropriate to the host
employer/ institution and host country including abiding by the local laws.
b/
Declare any disability or medical condition (including mental health conditions) to your language department or the Study
Abroad Office so appropriate advice can given to you.
c/ Keep a record of your progress, as required by your department, while at the host employer/ institution.
d/ Alert the host employer/ institution and the University of Leeds to problems with the placement that might prevent the
progress or satisfactory completion of the placement; this could include personal matters or more general problems such as,
for example, industrial action.
4. Remaining registered at the University of Leeds: Yes No
a/ I am aware that it is my responsibility to complete annual registration at the University of Leeds prior to departing for the
period abroad.
b/ I recognise I’m still a registered student at the University of Leeds and the terms of the student contract* still apply and
although studying/ working overseas I can continue to access all university services.
* The Student Contract can be viewed at: http://www.leeds.ac.uk/qmeu/studentcontract.htm
1
Language students completing the year abroad as part of their four year language degree programme
2
Non Language Study Abroad/Erasmus students completing a study placement at a partner university which has been arranged via the Study Abroad Office
- 38 -

ECTS - EUROPEAN CREDIT TRANSFER SYSTEM
LEARNING AGREEMENT
ACADEMIC YEAR 20…./20… FIELD OF STUDY:…………………………………………………..
]
Name of student:.............................................................................................................................................
Sending institution: University of Leeds Country. UK
DETAILS OF THE PROPOSED STUDY PROGRAMME ABROAD/LEARNING AGREEMENT
Receiving Institution:.............................................................................. Country:........................................
Course code
Course title
- 39 -
Number of
ECTS credits
If necessary. continue this list on a separate sheet
Student’s signature:..................................................................................... Date:........................................
SENDING INSTITUTION
We confirm that this proposed programme of study/learning agreement is approved.
Departmental Coordinator’s signature Institutional Coordinator’s signature
.................................................... Date:................. ..................................................... Date:.................
RECEIVING INSTITUTION
We confirm that this proposed programme of study/learning agreement is approved.
Departmental Coordinator’s signature Institutional Coordinator’s signature
.................................................... Date:................. ...................................................... Date:.................

Name of student:.............................................................................................................................................
Sending institution: University of Leeds Country: UK
CHANGES TO ORIGINAL PROPOSED STUDY PROGRAMME ABROAD/LEARNING AGREEMENT
(to be filled in ONLY if appropriate)
Course code
Course title
THIS SECTION IS TO BE COMPLETED IF
CHANGES ARE MADE TO YOUR ACADEMIC
PROGRAMME AFTER IT HAS BEEN APPROVED
BY LEEDS
- 40 -
Deleted
course
If necessary, continue this list on a separate sheet
Added
course
Number of ECTS
credits
Student’s signature:..................................................................................... Date:........................................
SENDING INSTITUTION
We confirm that the above-listed changes to the initially agreed programme of study/learning agreement are
approved.
Departmental Coordinator’s signature Institutional Coordinator’s signature
.................................................... Date:................. ..................................................... Date:.................
RECEIVING INSTITUTION
We confirm that the above-listed changes to the initially agreed programme of study/learning agreement are
approved.
Departmental Coordinator’s signature Institutional Coordinator’s signature
.................................................... Date:................. ..................................................... Date:..................

CONFIRMATION OF PARTICIPATION
ERASMUS
2009/2010
This is to confirm that „First Name‟ „Surname‟ who is currently registered at the
University of Leeds (UK LEEDS01) is a selected student to participate in the
Erasmus scheme at the ‘Partner Institution Name’ („Partner Institution Code‟)
between „Date of Arrival‟ and „Date of Departure‟.
„First Name‟ „Surname‟ will be in receipt of a grant from the European
Commission appropriate to the length of study at ‘Partner Institution Name’.
Any queries about the status of this student should be directed to:
The Study Abroad Office
University of Leeds
Email: studyabroad@leeds.ac.uk
Tel: +44 113 343 7900
Fax: +44 113 343 4968
- 41 -