PREPARE FOR EXCHANGE -

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23-25 FEBRUARY 2021 INTERNATIONAL COORDINATORLENA TARPGAARD MØLLER

AARHUS UNIVERSITET

BUSINESS AND SOCIAL SCIENCES

AU

PREPARE FOR EXCHANGE -

INFORMATION MEETING

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1. What happens next – exchange step by step

2. Application to host university including language test, visa, housing and insurance

3. Academic requirements: courses abroad, pre-approval of courses and credit transfer

4. While abroad

5. Financial issues: Erasmus grant and documentation, BSS Travel grant and private grants

AGENDA

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AARHUS UNIVERSITET

AU

WHAT HAPPENS NEXT?

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1. You have been allocated and exchange position and AU nominatesyou to the host university

2. You receive information(AU email) from the host university (or AU) on how to apply for admission

3. You may receive an email with names and email of fellow students going to the same exchange host universities as you (except University Wide agreements)

4. You apply for admission as an exchange student at the host university (typically this includes application for housing, visa, etc.) – follow these guidelines and deadlines!

5. You apply for admission to courses at your host university

6. You apply for pre-approval of courses to Aarhus BSS Study Board (https://mitstudie.au.dk/)

7. You study abroad

8. Upon return, finish your paperwork –transfer of credits, Erasmus document, evaluation, travel grant etc.

EXCHANGE STEP BY STEP

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AARHUS UNIVERSITET

AU

APPLICATION TO HOST

UNIVERSITY

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• Check your AU email frequently and wait for information from your host university or your international coordinator (IC/BSS International)

• Do not start your application until you have received instructions from your host university:

• Application procedure

• Course selection

• Housing

• Visa/Residence permit (outside EU)

• You can prepare your application in groups with your fellow students

• Check your Study Portal for tips regarding application to host university

APPLICATION TO HOST UNIVERSITY

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23-25 FEBRUARY 2021 INTERNATIONAL COORDINATOR

LENA TARPGAARD MØLLER BUSINESS AND SOCIAL SCIENCES

AARHUS UNIVERSITET

AU

Non-EU Destination:

• You should receive information on how to apply between now and end of March

• Application deadline is usually in March or April EU Destination:

• You should receive information on how to apply between now and end of April

• Application deadlines is usually in April or May

Students going on exchange in Spring 2022 may not receive information before Autumn.

Note! It is your responsibility to ensure that you meet the requirements and the deadlines!

APPLICATION - DEADLINES

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• Varies a lot from university to university (and from year to year)

• Read the information from your host university on when you can expect to receive feedback

• At the earliest: Shortly after the application deadline

• At the latest: 6-8 weeks before the start of the semester at the host university

The host university is solely responsible for processing and assessing your application

WHEN WILL YOU RECEIVE FEEDBACK?

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AARHUS UNIVERSITET

AU

The application usually includes an application form and documentation:

• Transcript of records: Email to studentservices.bss@au.dk

• Documentation of language proficiency: Check MoveON

• Financial documentation: Declaration of Finances from your bank or/and from SU

• Administration fee and specific insurance: Usually (but not always) stated in MoveON, if it is required by the host university

Find more information on your study portal: Study Abroad > Application for exchange

APPLICATION TO HOST UNIVERSITY

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Aarhus BSS has negotiated best possible terms with the host university.

Check MoveOn in order to find out what documentation your host university requires.

• If a language letter from Aarhus BSS International is sufficient it will be stated in MoveOn.

• If a test is required (i.e TOEFL or IELTS) it will also be stated in MoveOn.

• You must sign up as soon as possible

• https://www.ets.org/toefl/ibt/register/centers_dates

LANGUAGE PROFICIENCY REQUIREMENTS

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AARHUS UNIVERSITET

AU

Students going to Australia

In addition to the host university’s language requirement, the Australian authorities have a language requirement for all international students coming to study in Australia

The Australian authorities may or may not ask students to provide documentation when applying for the student visa

You can find further information on the Australian government’s webpage:

https://www.border.gov.au/Trav/Stud/More/Student-Visa-English-Language-Requirements

LANGUAGE PROFICIENCY - AUSTRALIA

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EU citizen:

• You need a residence permit

• Follow instructions from host university

• Apply upon arrival (standard procedure…) Non-EU citizen:

• You will probably need a visa

• Follow instructions from host university

• Apply before entering the host country

VISA/RESIDENCE PERMIT - EU DESTINATIONS

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AARHUS UNIVERSITET

AU

• You must apply for a visa prior to departure (most countries)

• Check your passport (must be valid at least 6 months after returning to DK)

• Country specific visa information from host university/local embassy

• Visa usually valid one month before semester start

• Follow guidelines of host university

VISA FOR NON-EU DESTINATIONS

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Research your options:

• Most host universities offer a housing service one way or another

• Ask former exchange students

• Read information in MoveONand evaluations in AU GO (and Google)

• Compare and decide:

• On campus?

• Off campus?

Sublet your residence in Denmark through the International Centre in Aarhus:

https://international.au.dk/life/locations/housing/auhousing/sublet-to-student-or-staff/

HOUSING

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AARHUS UNIVERSITET

AU

Health Insurance:

• Make sure you have health insurance

• Erasmus students should order the blue card at www.borger.dk. Check info at http://huskdetblaa.dk/

• You will get access to medical treatment – same rights as citizens in your host country Private insurance:

• It is strongly recommended to take out insurance for liability and personal belongings while abroad

More information on your Study Portal: Study Abroad > Prior to Departure

INSURANCE

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Follow instructions from the host university

Be aware that your study abroad may be cancelled due to the pandemic. In this case we will do everything we can to help you get signed up for electives at Aarhus University instead

COVID 19

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AARHUS UNIVERSITET

AU

COURSES AT

HOST UNIVERSITY

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COURSES ABROAD: 2 OR 3 TO-DOS

Your programme at AU

Purpose: Pass your programme at AU Documents: Pre-approval+ Credit transfer

WHO: YOU + Study Board at BSS

Host University

Purpose: Course admission + passing courses

Documents:Course application (sometimes your ‘learning Agreement ’

+ Transcript)

Who:YOU + host university

ERASMUS (if applicable)

Purpose: Grants/money Documents: Learning Agreement WHO:YOU + Erasmus coordinator, IC

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AARHUS UNIVERSITET

AU

COURSES ABROAD

1. Apply for admission to courses at your host university

2. Apply for pre-approval at Aarhus BSS

3. Apply for credit transfer at Aarhus BSS

You may apply for pre-approval before you apply for admission to courses – depends on timing…

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ADMISSION TO COURSES AT HOST UNIVERSITY

1. Wait for information regarding courses from your host university – differs a loton when and how you apply for admission to courses

2. Always follow instructions from host university

3. It is time consuming and requires an effort to find the correct courses – so make sure to keep you updated on your host university’s procedures and website

4. Check AU GO for information on previously pre-approved courses, and read the evaluations in order to find tips and advices from previous exchange students

5. Normally, your course enrolment is not binding, but check with your host university in order to be sure and sign up for courses, that seem realistic to get pre-approved

6. You must always take an exam – attendance is not enough!

Information on your Study Portal: Study Abroad > Courses abroad

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AARHUS UNIVERSITET

AU

PRE-APPROVAL OF COURSES

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Your degree consists of a specific number of ECTS:

• Bachelor’s degree = 180 ECTS (210 ECTS for GMM, special rules for BDE)

• Master’s degree = 120 ECTS

You are able to get a maximum of 30 ECTS electives credit transferred from your exchange You must transfer a minimum of 20 ECTS from your exchange

What corresponds to 30 ECTS? Check Credit Translationin MoveON (i.e 15 credits = 30 ECTS)

Note: The ECTS information for a previously pre-approved course in AU GO may not be correct

PRE-APPROVAL: 30 ECTS

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AARHUS UNIVERSITET

AU

PRE-APPROVAL - FACTS

What is it? Who? How? When?

Your assurance that you can transfer the credits you take at your host university to your degree programme at AU

The study administration processed your application.

Academic staff

(teachers/professors) assesses each individual course

Apply online through

mitstudie.au.dk

No deadline, but recommended deadline – check your Study Portal!

Your pre-approval is individual and you cannot transfer credits without the pre-approval

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Contents

• Less than 30% overlap to courses you have already passed at AU or expect to pass at AU in the future

• All electives must be relevant to your degree (no sport/theatre/arts etc.)

• Find inspiration in AU GO of previously pre-approved courses

• Compare course descriptions with course descriptions for electives you can sign up for at AU Level

• Bachelor students: Courses on bachelor’s level

• Master students: Courses on master’s level / 4th year bachelor courses

PRE-APPROVAL: REQUIREMENTS TO

COURSES

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AARHUS UNIVERSITET

AU

SPECIFIC REQUIREMENTS TO ELECTIVES

• Courses at minimum bachelor level

• 30 ECTS electives (max. 5 ECTS culture/language subjects)

• Minimum 20 ECTS

HA/BScB

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SPECIFIC REQUIREMENTS TO ELECTIVES

• Courses at master level or bachelor level 4XXX (4th year bachelor courses)

• 30 ECTS electives

• Minimum 20 ECTS

Int. Bus. MSc

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AARHUS UNIVERSITET

AU

SPECIFIC REQUIREMENTS TO ELECTIVES

• 30 ECTS electives – but some within supply chain management and strategy!

• Minimum 20 ECTS

GMM

Read the academic regulations carefully and contact the head of your study programme if you are in doubt

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SPECIFIC REQUIREMENTS TO ELECTIVES

• 30 ECTS electives as part of specialisation

• Minimum 20 ECTS

BDE

• Courses at master level or bachelor level 4XXX (4th year bachelor courses)

• 30 ECTS electives

• Minimum 20 ECTS

• Maximum 10 ECTS within traditional areas of social sciences

MSc Eng

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AARHUS UNIVERSITET

AU

• Apply for pre-approval (forhåndsgodkendelse) with your Study Board through

https://mitstudie.au.dk/ - Submit an application to your board of studies (Apply for advance approval of a course at another educational institution)

• Remember to upload the Application form from your study portal:

https://studerende.au.dk/en/studies/subject-portals/btech/study-abroad/courses- abroad/pre-approval/

• It may take up to 6 weeks before you get a reply to your application for pre-approval, depending on the documentation provided

• Check your AU email on a regular basis – if the Study Board needs additional information from you, they will send you an email

• You will receive a reply to your application via e-Boks

APPLICATION FOR PRE-APPROVAL OF COURSES

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• It is your responsibility to submit all relevant documentation

• You must submit a detailed course description for each (new) course:

• Description of course content (note! – not only 3 lines, but also not 200 pages)

• Exam type/description

• Curriculum/syllabus/literature

• ECTS/credit weight of course

• Level of course

Check your Study Portal in order to find the required documentation and correct application procedure!

APPLICATION FOR PRE-APPROVAL

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AARHUS UNIVERSITET

AU

• If it is not possible to forward all relevant information concerning the courses, a written confirmation from the teacher or the administrative staff at the host university with the missing information must be included

APPLICATION FOR PRE-APPROVAL

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Questions regarding the processing of your application for pre-approval of courses outside Aarhus University:

Business administration students: preapprovalexchange.bss@au.dk Engineering students: dispensationansogninger.ingenior.bss@au.dk

WHO TO CONTACT REGARDING YOUR

APPLICATION FOR PRE-APPROVAL

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AARHUS UNIVERSITET

AU

PRE-APPROVAL PROCESS

Apply on mitstudie.au.dk

Application is received by study

board

Application is send to your

teacher/professor who, assesses the

courses

You will receive your pre-approval

in your e-boks

Process:

• Processing of your application starts when you teacher/professor has received all required documentation. Do not apply before you can submit all required documentation

• Your application is processed as soon as possible

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1. The documentation is insufficient (i.e. no list of required readings, undocumented ECTS conversion or course level etc.)

2. The course has more than 30% overlaps to mandatory courses (check your academic regulation)

3. You have submitted ”questionable”/”home-made” documentation

Tip 1: It should be clear that the documentation comes from the host university. Copy/pasted text to a word document without an official source of reference/direct link, will not be accepted Tip 2: Documentation is preferred as a PDF file – alternative screen shot plus copy/paste + a direct link

Tip 3: Do an effort to make it easy for us – it will make the processing faster for everyone

TOP 3 REASONS WHY YOUR APPLICATION IS

REJECTED

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AARHUS UNIVERSITET

AU

Apply for pre-approval when

1. you are familiar with the courses you have access to at the host university

2. the relevant course descriptions are available (alternatively use descriptions from last year)

3. the semester start is approaching (6-8 weeks before semester start) Deadline: No deadline, but! up to 2 months for processing

Changes? Your pre-approval is binding. Only if you have a good reason you can submit a new application including the changes. You need to submit documentation of the reason to

making changes.

Tip: Ask your host university when the course descriptions are available and when the deadline is for changing courses

WHEN DO YOU APPLY FOR PRE-APPROVAL?

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FROM NOMINATION TO CREDIT TRANSFER

Nomination to host university

(Aarhus BSS)

Application to host

university Off you go Study

Abroad Credit

transfer

Application for pre-approval

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AARHUS UNIVERSITET

AU

WHILE ABROAD

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• You are an ambassador at the host university and have an impact on how may fellow students who can study abroad next year

• Follow courses and take exams

• Erasmus students should get their Learning Agreement signed

WHILE ABROAD

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AARHUS UNIVERSITET

AU

In case of an emergency while abroad:

• Follow the local guidelines

• Contact your host university

• Contact your home university

• Contact family members

Danish students are recommended to sign up for Udenrigsministeriets (the Ministry of Foreign Affairs of Denmark) Danskerliste.

IN CASE OF EMERGENCY

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CREDIT TRANSFER

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AARHUS UNIVERSITET

AU

Apply for credit transfer at https://mitstudie.au.dk/ (Apply for credit transfer for a course you have taken at another educational institution) as soon as you have returned from your study abroad andhave received your transcript and a description of the grading scale from your host university

Rules and regulations

• Elective courses will only be transferred in groups of 5, 10, 15, 20, 25 or 30 ECTS

• Total number of credits from electives (not individual courses) are rounded down (not up) Examples

• If you take 4 courses worth 8 ECTS = total of 32 ECTS, you can transfer 30 ECTS

• If you take 4 courses worth 7 ECTS = total of 28 ECTS, you can transfer 25 ECTS

CREDIT TRANSFER AFTER STUDY ABROAD

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CREDIT TRANSFER

Host university, passed courses, local credits and grades will appear on your AU transcript. Grades are not converted and will not be part of your GPA from AU You must contact your host university abroad in order to get your transcript on time

Superior authority is your AU Study Board

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AARHUS UNIVERSITET

AU

If you fail one or more elective courses during your Study Abroad you have several options:

1. You can take the re-exam at host university

2. You can take a new elective at Aarhus BSS on your following semester

3. Ask your student counsellor about your study plan and your alternatives

A new elective is not required to be identical to the course you have failed during your Study Abroad, but the same amount of ECTS is required

IF YOU FAIL A COURSE AT THE HOST

UNIVERSITY

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FINANCIAL ISSUES

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AARHUS UNIVERSITET

AU

Erasmus+ (EU Destinations) and Nordplus/Nordlys (Nordic Destinations):

• Automatically nominated for a grant (online exchange – no grant)

• You will receive an invitation to an Erasmus info meeting before the Summer holiday Non-Erasmus Destinations (Overseas Destinations):

• Automatically nominated for an Aarhus BSS Travel (online exchange – no grant) Private Grants:

• Check your study portal: http://studerende.au.dk/en/studies/subject-portals/btech/study- abroad/funding/private-grants/

Find more information on your study portal: Study Abroad > Funding

GRANTS / SCHOLARSHIPS

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International Centre

• Handles the application and grant agreements (contracts)

• Language assessment and language course

• Collects the documentation upon return How do you apply?

• You are automatically nominated for a grant and will receive information by email

• No guarantee for a grant, but so far all Erasmus students have received a grant

• First, you will need to send in your pre-approval of courses

ERASMUS+ GRANT

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AARHUS UNIVERSITET

AU

• The size of the grants will depend on destination and length of stay (IC will inform you)

• All student going to the same destination will get the same amount

• Students may get an extra grant, if participating in a language course

• Students will receive a Grant Agreement (contract)

• Read the contract and the guide carefully and sign and return it to IC

• The grant will be transferred to your Nemkonto (in two payments)

• Tax free - save receipts for housing, transportation etc., in case SKAT asks for documentation

ERASMUS+ GRANT

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Learning Agreement (L.A.)

• As an Erasmus student you are required to fill in a Learning Agreement (a document similar to at pre-approval of courses)

• You, the International coordinator at BTECH and the partner university will need to sign the L.A. before you send it to the International Centre no later than 2 week after semester start

• If you change courses, make sure to fill in the change page to your L.A., get it signed and send it to the International Centre

ERASMUS+ GRANT

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AARHUS UNIVERSITET

AU

Online language assessment

• As a Erasmus student you are require to do an online language test both before and after your studies abroad

• No need to worry, you will not loose the grant, no matter the result

• The test will be in English, Spanish, German, Italian, Dutch depending on your language of instruction at the host university

• Why? EU want to measure the improvement in linguistic skills

ERASMUS+ GRANT

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Documentation

Within 30 days after the end of your study abroad, you will need to hand in:

• Final Learning Agreement with all signatures if you have made changes to the original L.A.

• Documentation for participating in a language course, if relevant

• Transcript of records

• Evaluation (online)

• Take the final online language test

• Be aware, that this documentation has nothing to do with transfer of credits

ERASMUS+ GRANT

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AARHUS UNIVERSITET

AU

Aarhus BSS Travel Grant is available only to students who do not receive Erasmus+ grant/

Nordplus grant or Udlandsstipendium(freemovers)

You will automatically receive the grant at the beginning of the exchange semester (September or February)

The money must be returned if you cancel your exchange For details, check: BSS Travel Grant (au.dk)

AARHUS BSS TRAVEL GRANT

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• The “Confirmation of Exchange” letter you have already received by email will be sufficient documentation from AU/BSS

• Check your study portal: http://studerende.au.dk/en/studies/subject-portals/btech/study- abroad/funding/private-grants/

• Aarhus BSS International will not be able to assist you any further with application for private funding

APPLYING FOR PRIVATE FUNDING

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AARHUS UNIVERSITET

AU

Danish student may take their SU with them while abroad. It is your own responsibility to inform the SU office at campus Aarhus about your study abroad (confirmation letter)

International student eligible for Danish SU, should contact the SU office at campus Aarhus to get clarification

SU

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SUMMARY

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AARHUS UNIVERSITET

AU

• Register for a language test if required (check MoveOn)

• Wait for information regarding application procedure

• Apply for admission to host university

• Apply for admission to courses at host university

• Apply for pre-approval of courses

• Study abroad

• Apply for credit transfer upon return

+ Housing, insurance, visa, Erasmus+ papers and other practicalities

TO-DO

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USE YOUR STUDY PORTAL

Do yourself a favour > Go to http://studerende.au.dk/en/studies/subject- portals/btech/study-abroad/

The most important pages right now

• Application for exchange – Application to host university

• Courses abroad – pre-approval

• Funding – Erasmus scholarship for studies abroad, BSS Travel Grant, Private Grants Remember:

MoveON, AU GO and website of host university, email from coordinator or host university

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AARHUS UNIVERSITET

AU

FACEBOOK

Remember to like us on Facebook Aarhus BSS International

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CONTACTS

CONTACT

Your International coordinator at Aarhus BSS, BTECH: Lena Tarpgaard Møller: lenam@au.dk Aarhus BSS International: bss.international@au.dk

OTHER CONTACT INFORMATION

• Erasmus+: erasmus@au.dk(Erasmus-grant)

• Signing of Erasmus Learning Agreement: bss.international@au.dk

• International Centre: ic@au.dk (University wide agreements)

• Host university: Questions regarding procedures/visa/housing?

Expect different response time and information depending on host university

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AARHUS UNIVERSITET

AU

QUESTIONS

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