For prospects

Learning agreement for Erasmus+ Studies

When you come to Ghent University as an Erasmus+ studies exchange student, your Digital Learning Agreement is handled through the Erasmus Without Paper network. This means that everything is exchanged digitally between your home university and Ghent University—no printing or emailing required.

Applying for exchange at Ghent University starts with your Digital learning agreement (DLA) if your home university supports Erasmus Without Paper (EWP).

Your Erasmus Without Paper Digital Learning Agreement

Below is a step‑by‑step explanation of what you need to do and what happens behind the scenes.

Step 1: Start your Digital Learning Agreement at your home university

For Erasmus+ study exchanges, Ghent University highly recommends that you initiate your incoming exchange application by creating a Digital Learning Agreement via your home university’s system. Your home university provides access to the Online Learning Agreement tool or its own connected platform. Contact your home institution mobility coordinator for more info.  

Start this as soon as possible, we advise before May 1st.   Take into account that the process takes time and you'll need to submit before 15 May. 

Step 2: Fill in your courses and sign the Digital Learning Agreement at your home university 

In the digital tool from your home university, you: 

  • enter your personal and study details 
  • choose your Ghent University courses (based on course catalogues or faculty guides) 
  • sign the agreement digitally 

Step 3: Your home university checks and signs

Once your part is complete, the academic coordinator at your home institution reviews your proposed programme. After they approve it, they sign the Digital Learning Agreement digitally. 

Step 4: Your signed Digital Learning Agreement is sent automatically to Ghent University 

As soon as your home university signs, the Digital Learning Agreement is sent automatically to Ghent University via the Erasmus Without Paper network. You do not need to send anything manually. 

Step 5: You receive an invitation from Ghent University to complete your exchange application 

Once Ghent University receives your Digital Learning Agreement, you’ll receive an email inviting you to complete your exchange application in OASIS, the university’s application platform. 
The system automatically links your Digital Learning Agreement to your application. 

Step 6: Ghent University reviews and approves your Learning Agreement

After you submitted the exchange application, the host faculty at Ghent University checks your proposed courses and approves your Learning Agreement (or adds comments if adjustments are needed, in this case go back to step 2). 
You can always check your LA’s status: 

  • in your home university’s online learning agreement tool, or 

Step 7: Your curriculum at Ghent University based on the Digital Learning Agreement 

Upon registration at Ghent University, the courses of your Digital Learning Agreement are automatically transferred into your curriculum.  

Step 8: Need to change your courses after arrival?

If changes are needed once you’re in Ghent (this is normal!), you can change your draft curriculum at Ghent University via Oasis. Please note your Digital Learning Agreement must be updated in your home institution’s digital system as well. The update will be sent to Ghent University through Erasmus Without Paper. Ghent University will review the updated Learning Agreement based on your curriculum and approve (or reject) the updated version digitally. 

In short 

Here’s the process in simple terms: 

  1. You create the Digital Learning Agreement through your home university. 
  2. You sign it → Home university signs → It is sent to Ghent University through Erasmus Without Paper. 
  3. Ghent University receives your Digital Learning Agreement and invites you by e-mail to finish your exchange application in OASIS. 
  4. Ghent University reviews and approves your Learning Agreement. 
  5. If changes are needed, you change your curriculum at Ghent University and initiate the learning agreement changes through your home university’s tool. 

Everything is digital, smooth, and connected through Erasmus Without Paper—making your mobility administration easier and faster. 

Approval procedure

  • After submitting your complete exchange application the Faculty Officer responsible for Internationalisation (FCI) and the Ghent University promoter will check if your application is complete and if you are eligible to follow the courses on your learning agreement.
  • If the faculty approves your application, they will digitally sign your Learning Agreement..
  • After the approval by your faculty you will receive an acceptance email and your official invitation letter. The invitation letter is required for registration upon arrival and for your visa application (if applicable).

The approval procedure can take several weeks.

Questions on exchange application?

We are collecting some of the FAQs on the exchange application. You can't find your question or better yet, the answer? Join us through Teams on the Q&A sessions. 

Contact

 

Related content