Application process: step by step

Step 1: Planning and preparation

It is advisable to start planning 12 to 18 months before the start of the semester abroad and to speak to the responsible person at your university prior to a your application to inform yourself about procedures, deadlines, etc.

For further preparation, you can already consider the following questions:

• When? A semester abroad is possible from the 3rd semester, the 4th or 5th semester is recommended.
• Where? Which country is an option for you?
• Which university? Information on all partner universities can be found on this website, go to "International" and then "Partner Universities" in the menu at the top of the page. Attention: It is only possible to apply to one university for the same period via Erasmus.
• What suitable courses are there that can be credited for your studies here? Most of the course lists of the partner universities are available on their websites. You can do a total of 30 CPs.
• What language is spoken in the country? What language of instruction are the university courses in? Which language certificates do you need when applying? Maybe you have to take a language course (free offer for FH students at the "Auslandsgesellschaft" available) and/or take a language test to get the required language certificate. Please plan enough time for this.
• What further information does the partner university's website offer for exchange students? There often is a student guide or application guidelines available for international students, where many of the questions mentioned here could be addressed.
• What is your budget - and what costs will you face during the semester abroad? Are there differences in the cost of living? The Erasmus funding amount depends on the target country and, depending on the cost of living, is between 330 and 450 euros per month. Again you can often find information on the amount of monthly costs for exchange students on the websites of the partner universities.
• Is it possible to apply for additional funding such as BAföG for the semester abroad? You can get advice on your individual options and the associated application process in the International Office (contact Dagmar Hösch).
• Does the university offer accommodation or do you have to find an apartment yourself? You can usually find information about this on the website of the partner University too.
• Are there any reports from other students? If so, do you like them?
• Do you have a plan B? It is recommended to also consider an alternative solution (another country / university) in case your Plan A is not feasible.

Step 2: Application deadlines

• Nomination via the Mobility Online application portal: November 1st - March 1st (deadline applies to the whole of the following academic year, winter semester ​​AND summer semester)
• Application via Mobility Online: March 1st - May 15th (winter semester) or September 1st - November 15th (summer semester)
• Late application for remaining places possible in the summer semester: June 1st - September 1st
• Registration for language courses offered by the "Auslandsgesellschaft" for FH students only: mid-August + mid-February
• Registration for language courses offered by the "Auslandsgesellschaft" for everyone: beginning of July + beginning of January
•  be aware of individual deadlines of the host universities for submitting additional application documents
• deadlines for any additional funding applications: contact the International Office of the FH Dortmund for more information

Step 3: Application documents

Both, the department of design and the foreign partner university would like to learn something about your person, motivation and creative work through your application. Please prepare the following application documents:

• your CV in the relevant national or instruction language
• a letter of motivation in the relevant national or instruction language or in English
• proof of language skills of the language of instruction at at least level B1 of the European frame of reference (check individual requirements of the host university)
• a portfolio (if requested by the host university; can be submitted up to the application deadline of the university)

Step 4: Nomination and application via Mobility Online

First, you apply with an "application for nomination" (Erasmus Antrag) for a place at the partner university of your choice via the Mobility Online application portal. When you open the portal, you will automatically be redirected to the application form.

The application process (further detailed information can be found in the right-hand column of this page):

• Fill out and send the application form (before the deadline on March 1st)
• you will receive an email in which you are asked to register with Mobility Online
• Register and receive a confirmation email, which will also contain a link to the overview of your application process.
• Upload all the application documents that are still missing until the application deadline, after which changes are no longer possible.

After the application deadline, the International Office of the FH Dortmund will inform the students and partner universities of the selection of the nominees. The host university usually sends further information about your application process 4-8 weeks after the nomination (about further application documents or registration). If documents still have to be submitted to the host university, please note the deadlines of the host university! If all documents have been submitted to the FH Dortmund and the foreign university on time, you have to wait for the confirmation from the partner university.

Step 5: Learning Agreement

You have to create a Learning Agreement before your stay abroad (fill out the form at "Mobility Online") to determine which courses at the host university you would like to take and for which courses at you home university should be recognized.

Completing the learning agreement:

• Table A: Enter courses that you would like to take at the host university.
• Table B: Enter courses for which you would like to have the courses credited later.
• The sum of the credit points (in table B) should be max. 30 ECTS. At least 15 ECTS should be achieved. It is important for the later grade recognition that the “learning result” of the courses in table A and B are comparable. That means:
• several courses at the host university can be taken for 1 course/module at the FH Dortmund or vice versa;
• the credits earned abroad can usually only be credited for subjects from the compulsory elective Semester (Wahlpflichtbereich).
• It is recommended not to take any scientific courses abroad. Instead, modules designed for practical and/or interdisciplinary purposes should be covered by the courses taken abroad.

Please make an appointment in advance of the submission deadline to discuss and sign the learning agreement with the international coordinator of the Department of Design (Prof. Dirk Gebhardt). You must also sign it yourself AND send the learning agreement to your host university and have it signed by the Erasmus coordinator there. The learning agreement, signed by all 3 parties, must then be uploaded again as a scan to Mobility Online at least 2 weeks before the start of the semester abroad.

You can still make changes to your learning agreement up to one month after starting your stay abroad. A corresponding form is attached to the Learning Agreement (page 2). The change must be completely signed again and uploaded to Mobility Online.

Step 6: Prepare your stay

• Organize accommodation + find intermediate tenants for your own apartment if necessary
• Plan your trip (e.g. book a flight, etc.)
• Check the validity of your ID / passport
• Check insurance coverage

Step 7: Obligatory report

until 4 weeks after your stay abroad at the latest, you have to create an report using the Mobility Tool Plus and submit it together with the relevant evidence (Confirmation of Stay, experience report), which needs to be uploaded to the Mobility Portal.

Step 8: Recognition of the course achievements

In order to have your achievements recognized, you first have to hand in your transcript of records (original) at the international office to have your grades converted into the German grading System. 

Then you have to submit the following documents to the international coordinator of the department of design (Prof. Dirk Gebhardt):

• Transcript of Records (original documents!)
• Learning Agreement (and possibly change of learning agreement)
• proof of enrolment at the host university.
• course or module descriptions if necessary

Then you can apply for grade recognition at the study office (contact person: Susanne Matrane) until 1 semester after your return.