Students on the move

If you have been awarded an Erasmus+ grant or you are in general participating in an international mobility program offered by your home university, one of the first things you will have to deal with is the application as an exchange student heading to your host university.

This process differs from partner to partner. It might include information about your student career and your background. You could be asked to provide a copy of your ID or passport, or a photocard.

Some universities even test or ask documents about your language proficiency, but this is not necessary within Arqus thanks to the inter-institutional Arqus Open Mobility Agreement, which provides a remarkable flexibility, among the partners, when it comes to managing student exchanges.

The more you are aware of the terms set by your host university (required data and documents, deadlines etc.), the easier it will be to comply with the related requirements and to cope with this task. We warmly recommend you to gather information on the application process and deadlines as soon as you know which Arqus university you will be studying at during your exchange.

If you wish to know more about your application, visit our interactive map and check the information related to your host university.

Arqus is dedicated to fostering collaboration and enriching experiences for students and staff across all nine member institutions. However, the diverging academic calendars present a logistical challenge for those seeking to participate in Arqus mobilities, joint initiatives, and other valuable opportunities. All partner universities have their own timelines and administrative procedures that must be respected, something that requires careful coordination and planning on the part of potential beneficiaries.

Recognizing the inherent differences in university-specific administrative procedures, the Arqus Alliance advocates for a culture of flexibility. Whenever feasible, member institutions strive to adjust internal deadlines to accommodate participation in Arqus initiatives. This adaptability ensures that valuable opportunities are not missed due to minor scheduling discrepancies, fostering a more inclusive environment for all participants.

The Arqus Alliance is also actively implementing initiatives that tend to harmonize administrative procedures across member institutions, especially when it comes to joint calls under the framework of the Alliance. Coordination in joint programmes can enhance participation by reducing administrative burdens and facilitating seamless accessibility.

For a better understanding of the differences between different institutional calendars at university level, a directory of links to each academic calendar is available, including detailed information on university-specific deadlines and semester schedules:

• Vilnius University
• University of Granada
• Maynooth University
• University of Graz
• Leipzig University
• University of Minho
• University of Padua
• University of Wrocław
• Université Claude Bernard Lyon 1

The Arqus website offers an overview of the partner universities’ course catalogs, which is available at this link.

You can immediately start exploring the learning opportunities available at your host institution. However, as a first step, we recommend contacting the relevant officers at your university to check whether there are any guidelines to consider when choosing which course units to attend and which exams to take during your stay abroad.

Once you start browsing the list of units taught at your new university, please bear in mind that differences between academic systems also lie in the way teaching activities are managed. In some cases, you may need to enroll in a course unit before attending classes, while in others signing up for exams may be the only registration required. Attendance may be compulsory for all classes or only for part of them. Learning platforms and devices may also vary significantly from one institution to another. These are just a few examples…

Do remember to explore all the peculiarities of your new learning environment and to contact the relevant staff for advice.

If you are preparing your first study plan, you will likely have further opportunities to reconsider your choices in the future; however, the more aware you are from the beginning, the better.

Your stay abroad will definitely enrich your life in various ways, including gaining new academic insights in your field of study, completing exciting courses, and earning academic credits to make progress toward your degree.

To be able to have the credits you gain at the host university validated in your study field at your home university, a process called “recognition” must be carried out. In many cases, especially if your stay abroad is organized through the Erasmus+ programme, preparation for recognition begins well before you actually go abroad. Within the Erasmus+ programme, you will have to prepare a document called a Learning Agreement. This document will outline your intended study plan at your host university as well as the recognition process at your home university.

During the preparation for your stay abroad, the international relations office at your home university will provide you with full information on: how to prepare the Learning Agreement, any additional documents required to ensure recognition after your stay, the contact persons who will approve your Learning Agreement, and the possible minimum number of credits you may need to successfully complete your stay abroad. As with every university, and sometimes even each faculty, different procedures may apply. It is therefore of utmost importance to observe the instructions provided by your home university or home faculty.

While you enjoy your stay at your host university, do not forget to communicate any changes to your initial study plan to your home university to ensure a smooth recognition of credits once you return home. When your stay abroad draws to an end and you’re almost done with your courses, make sure to ask your host university about how you will receive your transcript of records. This official document will contain all your courses, your grades and credits. It is issued by your host university and, in addition to the documents you prepared before your stay, is extremely important for the actual recognition of credits at your home university once you return home.

As before your stay, each home university has a different procedure for handling the recognition of courses after your stay abroad. In some cases, your home international office will initiate the process on your behalf once they receive your transcript of records; in other cases, you will have to initiate this process yourself. It is again important to observe the instructions provided by your home university or your home faculty. By completing this procedure, you will ensure that both the credits you earned and your mobility experience are properly recognized, rewarding the efforts you devoted to your classes abroad and bringing you one step closer to completing your degree.

After an exchange experience abroad, returning to your Home University can be challenging. While the adventure of living in a new country may have expanded your horizons and enriched your perspective, settling back into familiar routines can feel daunting. It’s important to give yourself time to readjust, stay in touch with the friends you made during your exchange, and actively seek out opportunities to continue incorporating your newfound skills and experiences into your academic life.

Upon returning to your Home University, you can join various activities and initiatives to continue your personal growth and maintain a global mindset. Not only can you look for language exchange programs and cultural organizations to continue practicing the language(s) of the country where you recently lived, but volunteering opportunities, networking events, and workshops related to intercultural communication can also help you stay engaged and contribute to your academic community.

For instance, you can join the ESN student association as a volunteer or you can join the Buddy program at your university, providing support, assistance, and information to help the newcomers adjust and feel comfortable in their new surroundings (see the Mobility support section for further details).

Other opportunities may include Erasmus fairs, where you can contribute to promoting the University where you completed your exchange and give first-hand information and tips to students interested in that destination.

Additionally, your Home University might organize initiatives involving former exchange students, who are invited to spread the “Erasmus culture” by sharing their experience in various ways (written tales/resumes, podcasts, workshops, meetings, tandem learning, etc.). You can refer to the International Relations Office at your Home University.

Upon your return, you may also have the opportunity to become an Arqus Ambassador or participate in initiatives such as the Arqus Café, contributing to the promotion of international experiences and intercultural exchange within your university community.

EU, EEA and Swiss citizens don’t need a travel visa to study in the European Union but if you are a non-EU citizen moving to another country for an exchange programme, it is crucial to prioritize and take care of visas and immigration procedures. These processes are essential for ensuring legal entry and to stay in the host country. If you fail to comply with visa regulations, you may face serious consequences, such as fines or bans from re-entering the country. Starting to think about these procedures well in advance will let you enjoy an enriching exchange experience without unnecessary stress or complications.

It is important to know that immigration regulations can vary from one country to another, and they also depend on the documents you hold. You should check the immigration requirements of the country you are going to visit, based on your specific circumstances.

Our suggestion is to contact, as early as possible, the diplomatic authorities of the host country in the European country where you reside to inquire whether you need a visa to enter the Host Country and obtain a Residence permit.

If you need an invitation letter, it has to be issued by the International Office at the Host Institution, which can also offer support and guidance on this matter. Universities may have dedicated international student services or offices that can provide detailed information on visa requirements, application processes, and other immigration-related matters. International offices themselves can in some cases offer assistance, such as clarifying specific regulations, helping with paperwork, and guiding students through the necessary steps before they arrive in the host country or during their stay.

In a nutshell: check whether you actually need a visa; check which documents are required for the application; and apply as early as possible.

For further information, here follow some useful references provided by our Arqus universities:

Lyon 1

Non European students can access all the useful information on visa procedures on this page:  https://etu.univ-lyon1.fr/guide-pratique/accueil-des-etudiants/etudiants-etrangers

For support please contact foreignstudents@univ-lyon1.fr

Padua

A useful website on VISA  managed by the Italian government https://vistoperitalia.esteri.it/home/en

For international students: https://www.unipd.it/en/visas-immigration

Granada

All information regarding administrative procedures can be found here:

https://internacional.ugr.es/en/students/incoming-mobility/legal-procedures-foreigners

For further information

• If you are a BACHELOR’S OR MASTER’S STUDENT – Contact details: África Mariñas del Río (africamar@ugr.es) Phone number: +34 958 24 20 13

If you are a:

• International doctoral candidate
• International researcher
• International academic staff
• International postdoc

International Welcome Centre, Centro de Transferencia Tecnológica (CTT), Edificio Florentino García Santos, Universidad de Granada, Gran Vía de Colón, 48. Granada 18071 – Call us at: +34 958 24 90 40 – Email: welcome@ugr.es

Vilnius

CERTIFICATE OF TEMPORARY RESIDENCE
All exchange students –  EU/EFTA citizens, coming to study in Lithuania for more than 90 days are required to register with the Migration Department within three months from the date of entering Lithuania. They must obtain a certificate of temporary residence in the Republic of Lithuania and declare their place of residence. More information: here

NATIONAL VISA

All exchange students from non-EU/EFTA countries must obtain a national D-type visa. If a valid residence permit or visa for the purpose of study is obtained in another EU country, students can come to Lithuania for an exchange program and stay here without a Lithuanian visa for up to 360 days. More information: here 

USEFUL LINKS

Republic of Lithuania Law on the Legal Status of Foreigners  (Consolidated version valid as of 1 April 2022)

• How can I declare my place of residence in Lithuania?
• Can I work in Lithuania while studying?
• Integration tips by International House Vilnius Website

Wroclaw

Students arriving to Wrocław can get help with the legalization of their stay at the Welcome Point which is a part of the International Office.

At the beginning of every semester Welcome Point helps:

• EU and EFTA students who stay for more than 3 months and are required registration of residence
• Non-EU citizens whose visas do not cover their whole stay
• Non-EU citizens with Temporary residence permits from other EU countries

Students are provided with forms, lists of required documents and instructions on how to proceed with the legalization. If needed, Welcome Point ensures consultations one on one, or online meetings for larger groups.

Welcome Point is open from Monday to Friday, from 9:00 to 14:00 and is available at welcome@uwr.edu.pl

A very helpful website to everyone interested in the process of legalization of stay widely used in Wrocław: https://przybysz.duw.pl/en/

Maynooth

MU International Office webpage regarding immigration: Immigration | Maynooth University

Official Irish Immigration website: Home – Immigration Service Delivery (irishimmigration.ie)

Some students with non-EU citizenship may require a visa to enter Ireland. It is strongly recommended that students check the Irish Immigration website to check whether they need a visa or not. Note: US and Canadian citizens do not require a visa to enter Ireland.

Students who are coming from outside the EEA / EU / Switzerland will need to register with Immigration and obtain an Irish Residency Permit (IRP) Card. Students can do this after they have arrived in Ireland.

*Important note: Though Ireland is a member of the EU, it is not a member of the Schengen Area. Erasmus and Arqus students who are not EU citizens, but hold a residency permit for another EU country, will still need an entry visa. They will also have to register with Irish Immigration and obtain an IRP Card.

Twinning 2.0 consists of an international mobility programme for two groups from two Arqus universities, made by 1 lecturer and 3 to 5 students, reciprocally visiting each other’s partner institution to carry out a common programme and share mutual learning experiences.

The length of the visits is 3-5 days (and 2 additional days for travel) and activities may vary in mode and type. They may include group trips, participation in international contests, joint workshops, summer schools, group projects, etc. Twinning activities might be implemented through regular (physical) mobility or even blended learning, foreseeing the interaction between the groups beyond the duration of their stays abroad.

During the academic year 2024/25, 11 Twinning 2.0 projects were implemented and more will be in the following years.

Whether you are a student or an academic interested in participating in a Twinning project, please contact mobility-hub@arqus-alliance.eu for more information.

Joint Arqus BIP (Blended Intensive Programme) is based on Erasmus BIP structure (minimum of 3 higher education institutions (HEIs) from 3 different EU countries) and financed through these funds. It is a short, intensive programme that uses innovative ways of learning and teaching, including the use of online cooperation, worth at least 3 ECTS.

The programme may include challenge based learning where transnational and transdisciplinary teams work together to tackle challenges. By enabling new and more flexible mobility formats that combine physical mobility with a virtual part, blended intensive programmes aim at reaching all types of students from all backgrounds, study fields and cycles.

The programme should involve at least 2 Arqus universities. The Arqus Alliance fosters the development of BIP providing partner universities the needed infrastructures: joint calls, coordination, management support.

Arqus MoVEs is a virtual exchange programme dedicated to all students beginning an international mobility experience. The program takes place before the start of each semester and is also open to students who haven’t yet had the chance to study abroad but are eager to meet new people in an intercultural and multilingual environment.

Who is “Arqus MoVEs” for?

This initiative is intended as a pre-mobility project that involves students from:

• different academic backgrounds
• different cultures
• different languages
• different ages
• different disciplines
• different time zones

Arqus students meet and welcome international and exchange students preparing to go abroad. Participation is free and open to all students from -or visiting- an Arqus partner university, though spots are limited. Students will be selected based on their motivation and previous experience.

What do students learn?

Students develop a wide range of skills and competences. In particular, the project will:

• Enhance and foster soft skills
• Foster intercultural competence and global competence
• Boost critical thinking
• Stimulate interest in global issues
• Create cohesion among participants
• Cultivate curiosity towards other’s culture and active listening
• Promote inclusive multilingualism
• Develop linguistic, digital competences
• Practice various languages at the same time/simultaneously
• Boost students’ mobility

How does it work?

The project uses different modes of communication:

• many-to-many communication: participants use various languages, not just English, as linguae francae.
• few-to-few: small groups collaborate on specific activities.

When does it take place?

The programme takes place prior to international and exchange students’ departure. Its duration varies depending on the level you choose:

• BASIC: 5 meetings with interaction focused on cultural topics such as food, art, and music;
• ADVANCED: for students who have completed the Basic module and wish to further develop their intercultural skills through additional interactions, networking, and thematic activities.

The estimated workload is 2-3 hours per week, combining synchronous and asynchronous activities.

For further information please visit our one-sto-shop or contact us at: moves@arqus-alliance.eu

Joint Programmes are jointly planned and developed study programmes including a strong integration of both curriculum and organisation at the participating partner institutions. They lead to single national, multiple or joint diplomas and are typically offered jointly by two or more participating higher education institutions located in different countries.

In Arqus, there are several active joint programmes whose curricula are characterised by a strong focus on internationalisation. During their studies, enrolled students have the opportunity to spend study periods at the different partner universities involved.

This aspect ensures a comprehensive and enriching learning experience, strengthened by its international dimension, the interaction between different academic systems, and the development of an alliance-wide student community.

Mobility Windows are structured international mobility pathways, defined as “periods of time reserved for international student mobility that is embedded into the curriculum of a study programme.” (Ferencz et al. 2013, 12).

Arqus promotes the implementation of Mobility Windows as a tool to improve the quality of programmes and make international mobility more accessible, prioritising “Optional Windows with Highly-Prescribed Content (Op-Hip)”.

In the “Op-Hip” type, students have some flexibility in choosing how they engage with the content of the curriculum offered based on their interests, needs and learning goals. The main feature of “Op-Hip” is blending a structured curriculum (with mandated content) and flexible delivery (through optional windows), giving students more agency in deciding when and how they tackle required content, which could foster a more personalized and self-directed learning experience.

At the same time, Mobility Windows can focus on a transversal competencies curriculum, allowing the development of skills and abilities that are not confined to a specific subject area but are essential across all learning domains. These competencies are broad, transferable, and applicable to a variety of contexts in both academic and real-world situations.

Target group: Students of all cycles

Duration: 1 semester

Main objectives:

• To enhance the attractiveness of the study programmes offered by the ARQUS institutions.
• To offer students a complementary curriculum and innovative international experience.
• To create a flexible, student-centered learning environment
• To promote student autonomy, engagement and motivation.
• To equip students with important skills they need to navigate and succeed in a rapidly changing and interconnected world.

More information can be found here: https://arqus-alliance.eu/arqus-teaching-innovation/implementation-of-mobility-windows-at-arqus-universities/

Micro-credentials are the record of the learning outcomes that a learner has acquired following a small volume of learning. They certify the learning outcomes of short-term learning experiences, for example, a short course or training. They offer a flexible, targeted way to help people develop the knowledge, skills and competences they need for their personal and professional development.

Micro-credentials are designed to enable learners to acquire specific knowledge, skills and competences that meet social, personal, cultural or labour market needs.

They are considered a shorter form of learning opportunities than traditional qualifications. They also have the potential to offer education and training opportunities to a wider range of learners, including disadvantaged and vulnerable groups.

Find out more about these courses here.

Arqus for Ukraine 2023

Arqus Summer School on Democracy: Ukraine on the road to Europe

Organized by the University of Wroclaw in partnership with the Arqus Alliance and the European Parliament Office in Wroclaw, this initiative traces its origins back to the Summer School on Democracy, organized by the University of Wroclaw’s Institute of Political Science in 2013. The school provided young scholars with an opportunity to engage in critical reflection on Ukraine’s ongoing political and economic transition.

The Summer School was held from 22 to 26 May 2023 at the European Parliament and hosted 20 participants: 14 from Ukrainian universities, 5 from Arqus universities, and 1 from the University of Wroclaw. Participants had the opportunity to attend lectures and workshops and to share their perspectives on the war situation. Doctoral students from Ukrainian universities presented on the political, social, and economic changes caused by the war, while doctoral students from Arqus partner universities discussed the political, social, and economic consequences of the war in Ukraine for their own countries. The specific topics were related to the scientific interests of the individual participants.

Karst and Speleology Summer School

The “Arqus Karst and Speleology Summer School” was held from 16 to 23 July 2023 for 21 participants: 19 from Ukrainian and Arqus universities and 2 from the University of Wroclaw. During the week, participants conducted archaeological and paleontological excavations, accompanied by geomorphological and geological studies of cave sediments. Excursions were also organized to showcase selected archaeological, paleontological, and geomorphological sites in the Krakow-Czestochowa Upland.

The lectures and practical classes covered topics such as the methodology of paleontological and archaeological research, the evolution of Poland’s fossil fauna, geological mapping using spatial data, and other related subjects.

Study visits

A total of 60 study visits were carried out: 20 for academic staff, 20 for administrative and management staff, and 20 for students. Each Ukrainian partner recruited participants and provided the coordinators at the University of Wroclaw (UWr) with a list of accepted students and staff. Of these, 22 participants visited the University of Granada, 1 visited the University of Graz, 16 visited the University of Minho, 7 visited the University of Padua, 7 visited the University of Vilnius, and 7 visited the University of Wroclaw.

Project coordinators at UWr’s BWM prepared financial agreements and sample documents for participants to organize their trips. Substantive programmes for the visits were created through tripartite cooperation between the home university, the host university, and UWr as the coordinating institution. UWr was also responsible for preparing grant disbursements and managing the settlement of the trips.

Workshops

Workshops were held on 24–25 April 2023, initially aimed at the administrative and scientific staff of higher education institutions in Ukraine. Experts discussed topics including ‘The Contemporary Model of University Management in Response to the Challenges of the 21st Century: The Example of the Arqus Consortium.’ The keynote focused on the university’s responsibilities in addressing the challenges of the 21st century. Additionally, a methodology for consortium building and project management in a cross-cultural environment was presented.

Academic staff from Ukrainian universities also had the opportunity to learn about the methodology for developing joint study programmes, while administrative staff were introduced to the concept of social responsibility in business.

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Arqus Solidarity with Ukraine 2024

Arqus Summer School on Democracy: Ukraine on the road to the European Union

The Summer School was held from 2 to 8 June 2024 at Wojnowice Castle and marked the second edition of this event since 2023. It was attended by 16 participants (students and doctoral students) and 4 lecturers: 2 from Ukraine and 2 from the University of Wroclaw (UWr). Seven participants represented Ukrainian partner universities, six represented Arqus universities (University of Granada and University of Vilnius), and two represented the University of Wroclaw.

Prof. John O’Brennan from the University of Maynooth and Prof. Oscar G. Luengo from the University of Granada joined the event as guest speakers. The programme included a series of lectures and panel discussions on Ukraine in the context of European integration and the current war situation. Doctoral students presented on the political, social, and economic changes caused by the war.

Arqus Karst and Speleology Summer School

The Summer School was held from 21 to 28 July 2024 in Siedlce and marked the second edition of this event since 2023. It was attended by 14 participants (international students) and 4 academics: 2 from Ukraine and 2 from the University of Wroclaw (UWr). The programme included lectures in paleozoology, archaeology, geology, and geomorphology; hands-on activities in research methodology, geological mapping using spatial data, and data creation and management in a GIS environment; as well as practical excavation activities in the Krakow-Czestochowa Upland.

Study visits

A total of 28 study visits were carried out: 9 for administrative staff, 10 for academic teachers, and 9 for doctoral students. Participants were recruited by Ukrainian partners and approved by coordinators at the University of Wroclaw (UWr). The study visits were organized as five-day conventions, with two additional days allocated for travel: 14–18 October 2024 for administrative staff and 4–8 November 2024 for academic teachers and doctoral students.

The programme included a meeting with Ms. Anna Juras, Head of the Excellence Initiative – Research University office; a meeting with Dr. Jarosław Syrnyk, the Rector’s Plenipotentiary for Cooperation with Ukraine; a workshop on publication writing led by Dr. Tomasz Woźniakowski; and a meeting with representatives of the Student and Doctoral Activity Center.

Workshops

The workshops were held on 18–19 April 2024, with two additional days allocated for travel, and were attended by 24 participants.

Ten representatives from Ukrainian universities (one from the administrative and management team and one teaching staff member from each partner university) participated in the workshop titled Introduction to Microcredentials: Microcredentials as a Tool for Changes in the Educational System. This workshop, designed for academic and management staff, aimed to familiarize Ukrainian partner universities with the concept of short-form training and the acquisition of professional qualifications, as recommended by the European Commission.

Fourteen representatives of the International Cooperation Offices—two from each Ukrainian partner university, two from the University of Padova, and two from the University of Granada—attended the second workshop, Arqus International Officer as a Leader of Change: Cultural Mediation as a Tool for Building an Open Academic Environment. This workshop aimed to establish and strengthen contacts among staff of international cooperation offices.

The partners of the Arqus Alliance are committed to the seamless exchange of students and staff members. In this framework the Alliance’s flagship initiative is undoubtedly semester mobility, enabled by the Arqus Open Mobility Agreement, an open inter-institutional agreement that allows mobility involving all the subject areas available at each university.

Semester mobilities are carried out through programs such as Erasmus+ for studies or traineeships. The Open Agreement, however, allows Arqus universities to offer a consistent number of mobile students and staff members access to a grant or scholarship.If you are interested in participating, please visit our interactive map.

Criss-cross mobility is a pilot initiative aimed at developing innovative pathways for the internationalisation of curricula. It combines physical and virtual mobility, allowing Arqus students to benefit from a more flexible and integrated learning experience.

During their study period abroad at an Arqus university, students have the opportunity to attend modules delivered virtually by a third Arqus university.

The combination of physical and virtual participation, together with the possibility of taking exams in either mode, provides mobile students with a wider range of options, a broader variety of learning approaches, and a more diverse and structured academic experience.

ISLYE stands for International Soft Landing for Young Entrepreneurs. Its aims are to promote the mobility of young researchers and/or early-stage entrepreneurs to the ecosystems of the Alliance (incubators, accelerators, local contacts…), to test ideas in a different market, and to create new possible partnerships and international networks. The mobility is funded by the Innovation Fund and students and researchers are eligible to apply their ideas selecting a partner University to visit.