Student Application Form

 

The ECTS Student Application Form has been developed for mobile students who will spend a limited study period in another institution. Students who intend to take complete their studies at another institution should enrol according to the regular procedures of the institution concerned and will fill in other types of application forms.

The Student Application Form contains all the essential information about a mobile student that a prospective host institution needs. If an institution requires further information (for example, regarding housing, special health requirements) from incoming students, it may request it separately.

This Guide offers a standard form and a filled-in example of a Student Application Form in order to help to ensure that all relevant information is provided Institutions may choose to adapt the standard form (adding their logo and other specific information), but they should ascertain that it contains all the elements and that, as far as possible, the sequence is respected.

 

1.    Learning Agreement

In higher education institutions, students normally register for a programme of study and for a number of specific course units/modules on either an annual or a semester basis. In practice, this represents a Learning Agreement for home students. By registering the student, the higher education institution enters into an agreement to deliver the courses and to grant credits for the achievement of the expected learning outcomes.

 

           Learning Agreement for mobile students

The ECTS Learning Agreement was originally developed for mobile students in order to provide a binding agreement before the mobility experience. When used for mobile students, Learning Agreements contain the list of course units or modules or other educational components the student is planning to take at the other institution, together with the code numbers and the ECTS credits allocated to the components.

An ECTS Learning Agreement is drawn up for a semester or a year of study and must be signed by the home institution, the host institution and the student. Those signing on behalf of the two institutions must be in a formal position of authority which allows them to commit the institutions. For the host institution, the commitment is to register the incoming student in the planned course units/modules and to provide the required learning activities; for the home institution, it is to grant recognition of the credits gained at the other institution. A student should not be asked to negotiate academic recognition with individual academic staff members. The Learning Agreement, together with the Transcript of Records, is designed to guarantee full recognition of the programme of study undertaken in the host institution.

A programme of study may need to be modified after the arrival of the mobile student. In such cases, the Learning Agreement should be amended as soon as possible and endorsed by the three parties: the home institution, the host institution and the student. Only in this way can the recognition of the period of study continue to be fully guaranteed.

This Guide offers a standard form and a filled-in example of a Learning Agreement in order to help to ensure that all relevant information is provided (see annex 4). Institutions may choose to adapt the standard form (adding their logo and other specific information), but they should ascertain that it contains all the elements and that, as far as possible, the sequence is respected.


Learning Agreement for work placements Training agreement.

Training Agreement

Learning Agreements of Training Agreements are also essential for work placements that are a required part of programmes. They should contain the same basic elements as the standard Learning Agreement, although obviously there are differences.

The Training Agreement should indicate clearly the location of the work placement, the period of the placement, the work to be undertaken (job description), the learners rights and duties, and the expected learning outcomes. It will also need to indicate what assessment and assessment criteria will be used in relation to the expected learning outcomes and who will be responsible for this, i.e. the role of the work placement provider (employer) and, whenever applicable, the host institution.

The Training Agreement should be signed by the three parties the learner, the home educational institution and the work placement provider (employer). Where a host institution is involved it is also expected to sign the agreement. The primary responsibility lies with the qualification awarding institution. The Agreement should indicate the number of ECTS credits which will be awarded on achievement of the expected learning outcomes.

This Guide offers a standard form and a filled-in example of a Training Agreement for work placements in order to help to ensure that all relevant information is provided (see annex 4). Institutions may choose to adapt the standard form (adding their logo and other specific information), but they should ascertain that it contains all the elements and that, as far as possible, the sequence is respected.

2.     Transcript of Records

Many institutions produce a transcript of records for each student at the end of each semester or year. This is an important document for the student and institution. It ensures that students have an accurate and up-to-date record of their progress, the educational components they have taken, the number of ECTS credits they have achieved and the grades they have been awarded. The ECTS Transcript of Records is such a certification, in an agreed format. It is an important formal document, providing evidence of progress and recognition.

For mobile students, the home institution firstly issues the Transcript of Records and sends it to the host institution for each outgoing student before departure, to provide information about the educational components already completed, their level and the results obtained. Subsequently, the host institution issues another Transcript of Records for each incoming student and sends it to the home institution at the end of their period of study, in order to formally certify the work completed, the credits awarded, and the local grades received during the mobility period.

Since the Transcript is a vital document for recording the progress of all students and for recognising learning achievements, it is crucial to determine who is responsible for producing it, how it is issued and how it is delivered.

This Guide offers a standard form and a completed example of a Transcript of Records in order to help to ensure that all relevant information is provided (see annex 4). Institutions may choose to adapt the standard form (adding their logo and other specific information), but they should ascertain that it contains all the elements and that, as far as possible, the sequence is respected.

 

ECTS Users Guide - final version 6 February 2009.