Learning Agreement for longer exchange studies

Fill in the information that is missing, for example:

• Academic year – the academic year of the exchange. Keep in mind that you cannot update this later on in the OLA system so it is important that this is correct.
• Study cycle – level of studies 
• Field of education – your field of study at the University of Iceland

Add information about UI, which is your sending institution. It is important to type in "Haskoli Islands" so that the University of Iceland will appear in the drop-down list.

Sending Responsible Person - this is the international coordinator at your faculty. List of international coordinators.

Students should also put in information about the sending Administrative Contact Person which is in all cases:
Ingibjörg Helga Steingrímsdóttir - outgoing.europe@hi.is / +354 525 4311

Enter information about the host university. Note that the names of the host universities in the drop-down list are their legal names and may be in the language of the host country.

The Receiving Responsible Person is the person at the host university who signs the Learning Agreement on their behalf.

The host institution should provide information on who this person is. We recommend that students search for information pages for incoming exchange students on the host university websites. If you can't find out who the responsible person is, contact the host university.

If the host university has an additional contact managing the student exchange, that person can be named as the Receiving Administrative Contact Person.

Now students should put in information on the courses they are interested in taking at the host institution and their home faculty has approved.

Add information on the courses you would like take at the host institution, which have been approved by your home faculty.

Students first need to put in the estimated period of mobility. The exchange mobility dates are in most cases mentioned in the student‘s Letter of Acceptance. If the mobility dates are not mentioned in the student‘s Letter of Acceptance students are able to look the dates up on the host institution‘s website under „incoming exchange“ or „Academic Calendar“.

Table A:
Table A contains information regarding the courses taken at the host institution. Approval of the course selection is required from both the faculty at UI and the host institution.

• Students need to familiarise themselves with the course selection at the host institution and send descriptions of the courses to their international coordinator at the faculty
• After the faculty has approved the course selection, students can fill in the courses for Table A
• If there is no component code for a particular course students should use the code 000
• Students must be registered for 30 ECTS per semester – 60 ECTS per year
• Table B mentions how the courses in Table A are to be evaluated towards the student‘s degree at the University of Iceland

To add courses students select “Add Component to Table A” and write the name and code of the course at the host institution, the number if credits and period. To add more courses students can select “Add Component to Table A” again.

It is possible to put in a link to the host university’s course catalogue below „Web link to the course catalogue at the Receiving Institution describing the learning outcomes [web link to the relevant info]“.

Finally, students put in the language of instruction at the host university, usually English, and their proficiency in that language. A1 is the lowest level and C2 is the highest level.

Table B:
Table B contains information regarding how the exchange studies are to be evaluated towards the student‘s degree at the University of Iceland.

• Courses transferred as electives: If students get the courses transferred back as free electives then they write “Electives” and the number of credits to be transferred. In these cases students can write „000“ for the component codes.
• Courses transferred as mandatory courses: If students want to get courses transferred back as some mandatory courses at UI then the name of the mandatory course must be noted and the credits to be transferred.
• For it to be clear which courses are to be transferred back as mandatory courses students can number the courses they choose. For example, students could write “Ethics (1)” in TABLE A and then “Introduction to Ethics (1)” in TABLE B so it is clear that the Ethics course is transferred as the mandatory course Introduction to Ethics.
• If a certain amount of credits is not transferred towards the student‘s studies at the University of Iceland students need to add a course with the name „Not towards degree“ along with the relevant number of credits and the exchange period as it is important that there is an equal number of credits in both Table A (Study Programme at the Receiving Institution) and Table B (Recognition at the Sending Institution).

Students can put a link to the relevant course catalogue page at UI.

Students do not need to fill in Provisions applying if the student does not complete successfully some educational components.

If students are going abroad for a traditional mobility for one or two semesters at the host institution, they do not need to fill in Table C.

The final step is to sign the Agreement. 

Sign within the white frame that appears on the screen with the computer mouse or your finger, if you are signing on your phone or tablet. 

Once you have signed, click 'Sign and send the Online Learning Agreement to the Responsible person at the Sending Institution for review'. The Agreement will then be sent to your faculty. 

• It is important that students monitor the status of their Learning Agreement under „MY LEARNING AGREEMENT“ in the OLA system.

• Once the student signs the Learning Agreement, it is automatically forwarded to the international coordinator at the faculty level for review.
• If the faculty does not approve the Agreement, they decline it and the student must make changes. The student gets an email notification if the faculty declines the Agreement.
• If the faculty approves the Learning Agreement, they will sign it and the Agreement is automatically sent to the host university for them to sign.
• Once everyone has signed the student gets an email confirmation.
• Students are able to upload the OLA in the OLA system as a pdf document under „MY LEARNING AGREEMENT“.
• The students themselves are responsible for creating the Learning Agreement, obtaining all necessary signatures, and submitting it on time to the International Division.

If students need to make changes to their course selection while abroad it is important to update the Learning Agreement in the OLA system accordingly and get permission and signatures from the UI faculty as well as the host institution as soon as possible. 

• If the host university did not sign online, then students need to make a completely new Learning Agreement for the new courses.
• It is important to fill in Table B if there are changes to how the courses will be transferred back to the University of Iceland.
• In order to add or delete courses to a fully signed OLA students select „MY LEARNING AGREEMENT“ and „Apply changes“

In order to delete a course from Table A students need to:

• Select „Apply changes“
• Select step 2 „Sending Mobility Programme changes“
• Scroll down and select „Add Component Final Table A2“ (in red)
• Select „Component added or deleted“ and select „deleted“ for the course intended to delete. It is important to type the name and code of the course exactly as they were filled in originally.

It is important to ensure that Table B is filled in correctly if there are any changes regarding how the courses will be transferred back to the University of Iceland.

In order to add a course to Table A students need to:

• Select „Add Component Final Table A2“ again
• Select „Component added or deleted“ and select „Component added“
• Fill in information regarding the planned new course

If the number of credits transferred as electives changes, the "Electives" course must be deleted and re-added with the updated credit evaluation.

If the number of credits transferred as mandatory courses changes, the course should be removed from Table B2, and a new course must be added, whether it is an elective or a new mandatory course.

If a course taken at the guest institution changes and is not evaluated towards the degree at the University of Iceland, it is important to make the same kind of changes to Table B.

Once everything is ready the student signs online and the Agreement is automatically sent to the international coordinator at the relevant UI faculty and finally to the host university.