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Admitted to exchange studies
Once you have received an official decision that you have been admitted to exchange studies, it is time to start thinking about what you need to do before you leave. Here are some tips on what to prepare.
Checklist
The courses you take at the host university must be transferrable to the degree programme you are pursuing at the University of Gothenburg. The requirements regarding your coursework abroad will vary depending on what degree programme you are enrolled in. It is important that you find out what requirements you will need to consider and that you discuss and confirm your planned coursework with an international coordinator or study counsellor at your Faculty/Department.
Some host universities may allow you to change your courses within the first few weeks of the semester (often called an ‘add and drop’ period). If you are thinking about changing you courses after the exchange has started, it is very important that you first contact your international coordinator or study counsellor at the University of Gothenburg to have the planned changes approved.
Learning Agreement - Pre-assessment of your courses
Before you leave for your studies abroad, you need to have your planned credit transfers pre-assessed. To avoid misunderstandings when you return to Gothenburg, it is important that you fully understand what the assessment entails. The Erasmus programme utilises a form titled Learning Agreement to document the pre-assessment. Please ask your international coordinator at the University of Gothenburg about this form.
Many partner universities offer opportunities for exchange students to book accommodation through the university. Contact your host university to find out what applies.
Please make sure that you have a valid passport, and remember to apply for a visa if a visa is required for studies in your chosen host country.
Within the EU
If you are going to study in an EU country for more than three months, you are entitled to a residence permit if you have been accepted to an approved academic institution, have enough money to cover your living expenses (according to set standards) and have comprehensive insurance coverage. You need to apply for a residence permit after arriving in the country in question.
Read more about residence rights on Your Europe
Outside the EU
For countries outside the EU/EEA, a residence permit is required in order to attend an academic institution (a student visa). In some countries, Swedish citizens have the right to stay without a visa for a certain number of days. However, this often applies only if you visit the country as a tourist, which means that if you are there to study you still need a valid visa. Thus, if you have been admitted to an academic institution in a non-EU/EEA country, you need to contact the respective country’s embassy/consulate for more information.
Since the process of obtaining a residence permit can take a long time, you should apply for a student visa/residence permit as soon as you have received your admission letter from the host university. You cannot apply for a visa before you have received an admission letter and other original documents from the host university.
As an exchange student, you do not pay any tuition fees for the courses you take abroad, with a few exceptions. However, you do need to pay some other expenses, including for travel, accommodation, visas and potential administrative fees. Most students fund their exchange period with student finance from the Swedish National Board of Student Aid (CSN) and/or scholarships.
CSN
Students are generally eligible for student finance from CSN for studies abroad. The studies must be at least three months in duration and must be arranged within the framework of an exchange agreement. Prior to your departure, the University of Gothenburg must certify that you will be able to apply the credits you are going to earn abroad to your future degree. This is done by a study counsellor/international coordinator at your Faculty/Department registering your exchange in Ladok. No special form needs to be completed if your exchange has been registered in Ladok. If you want student finance, you have to contact CSN and submit the required application.
CSN’s levels of student finance are the same for studies in Sweden and studies abroad and the amount you receive is determined by the duration of the exchange period in weeks. You can also apply for what CSN calls an additional loan for your studies abroad. This loan is meant to help you cover extra costs you incur in connection with your studies, such as costs for travel and accommodation. It may be a god idea to apply for student finance for both your semester abroad and the subsequent semester at the University of Gothenburg at the same time, since it often takes a while for your grade report from the host university to reach CSN, which may adversely affect CSN’s assessment.
Read more about student finance and apply at CSN’s website.
Scholarships
If you travel on exchange within Europe for a minimum of 2 months through an Erasmus agreement, you will receive an Erasmus grant. If your exchange takes place outside of Europe, there are opportunities to apply for other scholarships independently.
Comprehensive insurance coverage for the duration of your stay abroad is of utmost importance. Students enrolled at the University of Gothenburg who study or complete a placement abroad within the framework of an exchange programme or an exchange agreement are covered by the Swedish Legal, Financial and Administrative Services Agency’s Student OUT insurance. Student OUT
Student OUT is effective 24 hours a day in your host country and includes the following:
- Personal injury protection
- Medical, dental and home transport coverage
- Visits by family members (in case of life-threatening illness/injury)
- Disruption coverage (in case a family member suffers a life-threatening illness/injury or dies, or in case of extensive property damage)
- Personal property protection
- Baggage delay and cash assistance coverage
- Coverage for crisis and disaster
- Liability insurance and coverage of legal expenses
Please read the terms and conditions for the Student OUT insurance carefully. Keep in mind that this insurance may have to be supplemented with a private insurance. As always, it is important that you review your insurance coverage and consider what protection you should reasonably have.
Also note that the insurance is only valid in the country of your exchange studies/placement and during direct travel to/from that country. If you are planning to travel to other countries during your exchange period, you have to obtain a private insurance for this. Student UT covers the period from 14 days before to 14 days after your exchange. The total period of insurance shall be stated on your insurance card. You will receive your insurance certificate from your academic advisor or international coordinator before your exchange, and you should have it available throughout your entire trip.
Some universities outside Europe require you to obtain a special insurance policy that they provide and that is approved in the respective country. This is particularly common among universities in the United States. In South Africa and Japan, it is mandatory to obtain a special national insurance.
If you plan to do an exchange or an internship in a country where you have previously lived or where you grew up, we recommend that you contact Kammarkollegiet for an assessment of your residency. This assessment may be crucial for determining which insurance terms apply to you.
Submitting a Claim
Insurance claims are submitted using the Student UT claim form.
- Complete and sign the claim form, either digitally or on paper.
- E-mail the form and copies of all relevant receipts (police reports, medical receipts etc.) to your international coordinator (the person who nominated you for the exchange). Note: NOTE! For Erasmus internships, the damage report should be sent for processing to erasmustrainee@gu.se
- In a next step, your international coordinator at the University of Gothenburg signs the claim form and sends it to the Swedish Legal, Financial and Administrative Services Agency with the exchange agreement enclosed.
- The Swedish Legal, Financial and Administrative Services Agency will contact you after reviewing the claim.
Note: There may be different ways to handle the damage report; please contact your international coordinator to receive instructions specific to your faculty or department.
Insurance certificate
When you travel, you should always bring a Insurance certificate that clearly states your insurance period. The certificate is available from the international coordinator at your Faculty/Department.
The certificate also shows the telephone number for the international assistance company, Falck Global Assistance, which you can contact if you have an urgent need for assistance during your stay abroad. Falck Global Assistance can be reached at 46 8 587 717 49.
Falck Global Assistance
If your exchange is in Europe, you are not covered by the medical portions of the Student OUT insurance. Instead, you are covered by the European health insurance rules and need to obtain and bring an insurance card from the Swedish Social Insurance Administration to prove your eligibility status.
Swedish Social Insurance Administration (external website)
Different universities around the world have different requirements for vaccination and infection control. Check what vaccinations you have and what is required at your host university and in the country you are traveling to.
- Information on vaccinations is available at: Sjukvårsrådgivningen 1177 or Reserådet. (links to Swedish webpages)
- For vaccination, you can contact Infektionsmottagningen at Östra Sjukhuset, your healthcare center or a private clinic. Feel free to check several different options as some clinics offer student discounts!
- Please note that you are responsible for the costs of vaccinations or medical examinations.
In most cases, the exchange studies are completed without any problems. However, sometimes unforeseen events with potential consequences for the safety of exchange students occur in some countries. On the page Travel safely you will find advice about what to think about when planning a visit abroad and what to do if something happens.
If you need support regarding your health and wellbeing during your time abroad, you can contact the student healthcare services at the University.
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