OLA for longer exchange studies - Instructions

Here students put in the information that is missing, e.g.: 
• Academic year – academic year of the exchange 
• Study cycle – level of studies 

Here students put in information about UI, which is their sending institution. 

Sending Responsible Person is the international coordinator in the student’s faculty. List of contacts

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 
 

Here students put in information about the host university. Note that the names of the host universities in the drop-down list are their legal names and can be in the language of the host country.

The Receiving Responsible Person is the person in the host university that signs the learning agreement on their behalf.

The host institution should give information on who this person is. We recommend that students look up information pages for incoming exchange students on the host university websites. If students cannot find any information on the responsible person they can contact the host university.

If the host university has an additional contact managing the student exchange then they can be added 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. 
Students must be registered for 30 ECTS per semester – 60 ECTS per year 

It is very 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). If students are doing 30 ECTS at the host university it is important that Table B lists how these credits will be transferred back to UI. 

Students first need to put in the estimated period of mobility.

To add courses students select “Add Component to Table A” and write the name and code of the course in 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.

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.

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. 

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. 

Students can put 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 fill in Table C.

The final step is to sign the agreement. 

Sign with the computer mouse or your finger, if you are signing on your phone app or tablet. 

Once students have signed they select “Sign and send the Online Learning Agreement to the Responsible person at the Sending Institution for review” and then the agreement is sent to the student’s faculty. 

Now the international coordinator at the faculty level reviews the learning agreement. 

If the faculty does not approve the agreement, then 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 then the agreement is automatically sent to the host university for them to sign. 

Once everyone has signed the student gets an email confirmation. 
 

Should students need to make changes to their course selection during their stay they can fill in the changes through the same system. 

If the host university did not sign online, then students need to make a completely new agreement for the new courses.

If the host university signed online then students can choose to “Apply Changes” and add or delete 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. 

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.