Comprehensive User Guide for

Digital Erasmus+
Learning Agreements

Erasmus+ Higher education

Enriching lives, opening minds.

Erasmus+
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Contents

Introduction 3
Learning agreements for studies in EWP 3
About EWP 3
Joining the EWP Network 4
Digital learning agreements for studies 4
Creating digital learning agreements for studies 4
Erasmus+ programme requirements 5
Automatic recognition 5
ECTS credits 6
Clarifications about certain fields 6
European Student Identifier 6
Field of education 6
Field of education – clarification 6
Mobility duration 7
Web link to the course catalogue at the receiving institution describing 7
the learning outcomes
Provisions applying if the student does not complete successfully some 7
educational components
Administrative contact person 7
Learning agreement for studies table for virtual components 7
Changing or correcting learning agreements for studies 7
Exceptional changes to the general information and duration 7
Exceptional changes to the study programme 8
Reasons for change 8
Dealing with exceptional scenarios 9
Taking courses from different departments or faculties 9
Extension of mobilities 9
Delays in processing of the learning agreement for studies 9
Institutions that do not issue the European Student Identifier yet 9
Fields to be exchanged via Erasmus Without Paper 10
General information (for all studies types) 10
Learning agreement for studies for long-term mobility 11
Learning agreement for short-term mobility with 15
a mandatory virtual component

Learning agreement for short-term doctoral mobility 16

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Introduction The third part covers the fields and situations that most
commonly cause confusion amongst end users. The
This guide is for practitioners in higher education institu- fourth part will provide guidance and recommendations
tions working with digital learning agreements for studies to users on how to manage exceptional scenarios in EWP.
(LAs) for Erasmus+ mobilities. It aims to clarify the digital Finally, the guide provides an overview and definition of
processes in the 2021-2027 Erasmus+ programme for all fields exchanged via the EWP network and whether
student mobility for studies between EU Member States data entry is mandatory, optional or conditional for users.
and third countries associated to the programme. In par-
ticular, this guide provides a non-technical overview and
definitions of all data fields exchanged via the Erasmus
Without Paper (EWP) Network to conclude learning
agreements for studies. The guide also describes basic Learning agreements
requirements for end users and provides guidance and
recommendations on how to manage specific scena- for studies in EWP
rios users may encounter in their daily work. In doing so,
we aim to foster a common understanding amongst all
partner institutions exchanging mobility data in EWP.
About EWP
In order to have a fully digitalised learning agreement for
studies, it is important that the information included in
This guide presents general rules and recommenda-
the learning agreement for studies can be exchanged
tions for exchanges between partner institutions via the
digitally between systems. Therefore, the system you
EWP network. The guide complements the Erasmus+
use to create learning agreements for studies needs
programme guide and the official learning agreement
to “speak a common language” with the other systems
template. Terminology used in the guide corresponds
used by your partners. This language is defined centrally
to the official template. The next upgrades of the EWP
by the EWP network in the so-called “API-specification”.
network will align all data standards with the latest
It enables the seamless exchange of data such as
template. In case of discrepancies between the tem-
learning agreements for studies with your partners
plate and a system connected to the EWP network, and
connected to the network.
until the next upgrade of the technical standards, users
can continue to use their current system as it is.
The provider of the software system you use to create
digital learning agreements for studies needs to develop
It is important to highlight that user interfaces and ter-
specific functionalities to connect the system to the
minology used may differ between systems connected
EWP network. Once you and your partner are both
to the EWP network. This guide does not cover the spe-
using systems that have been connected, you can
cifics of any system connected to the EWP network and
start exchanging agreements following the pre-defined
should be treated as complementary to system-specific
protocols. In doing so, you as the end user can see the
user guides. Some functionalities and data standards
data shared by your partner and approve an agreement
described in the guide will become available with the
shared by them and vice-versa. You can see if your
next EWP network updates. All such cases are clearly
partner has already connected to the EWP network by
marked in the overview table of data fields and users
looking them up in the EWP Stats Portal. The portal
will be notified when relevant updates have been made.
provides information on the connection status of your
By providing information to users about both current
partners for different processes, including if they are
and planned features, institutions are able to prepare
ready to exchange learning agreements for studies (to
to use the network with their partners in its current and
learn more about how you can use the Stats Portal,
future configuration.
see the tutorial). Some institutions are connected but
are not actively sending and receiving data yet which
To prepare this guide, a broad consultation was orga- causes confusion for students and staff. Institutions are
nised through the EWP Governance forums and a survey strongly encouraged to start exchanging data as soon
launched in the EWP Users Groups where colleagues as their connections are activated and to inform their
shared examples of situations they have encountered partners in case of a delay.
in their daily work where it was unclear for them what
to do. As a result, this guide incorporates input from For more information on how the EWP network functions,
around 500 higher education institutions across Europe you can take a look here.
using different systems to connect to the EWP network.

The guide starts by introducing standard processes

related to digital learning agreements for studies and
administrative steps for end users. In the second part
the Erasmus+ programme requirements are described.

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mobility period abroad by the sending institution. The

Joining the EWP Network
learning agreement for studies is exchanged in a digital
You do not join or register to the EWP Network perso- manner through the EWP network. It needs to be
nally, your institution does. EWP-functionality needs to approved by the three parties involved before the mobility
be integrated in the software used to manage mobility. takes place.
Your institution has three options to join the EWP
network:
- via 3rd party mobility management software; Creating digital learning agreements
- via in-house software; for studies
- via EWP Dashboard. A digital learning agreement for studies is always ini-
tiated on the sending institution side - either by a student
or a responsible staff member. Once the learning agree-
ment for studies is approved by the student and sending
institution, the receiving institution can either approve or
reject the agreement with comments. A learning agree-
ment for studies approved by the three parties must be
established before the mobility takes place and it is the
contractual basis for academic recognition and an an-
nex to the participant grant agreement.
Step 1: The student explores the course catalogue
at the receiving institution and discusses with their
“responsible person at the sending institution” which
courses to take at the receiving institution and how
the ECTS credits will be recognised after the mobi-
lity period. Once the course selection and recognition
has been determined, the digital learning agreement
for studies is created. The student will approve it and
send it (oftentimes this is an automatic step) to the
responsible person at the sending institution for for-
Once your institution has decided on how it will join the
mal approval.
EWP network, you must follow specific steps to activate
your institution’s connection. The specific steps depend Step 2: The responsible person can either approve or
on the selected option and are described in the above reject the learning agreement for studies with a com-
links. The role of the EWP admin is essential for all three ment provided to explain the reason for rejection. If
connection options. The EWP admin is the staff member the responsible person rejects the learning agreement
authorised to manage your institution’s connection to for studies, it goes back to step 1. If it is approved, it is
the EWP network via the EWP Registration Portal. The sent to the receiving institution (step 3).
EWP Registration Portal is an online service that gives
Step 3: The receiving higher education institution
your institution control over how it is represented in
receives the learning agreement for studies and either
the EWP network. This means that the EWP admin will
approves it or rejects it with a comment to explain the
enter information on what system your institution is
reason for rejection. If the learning agreement for stu-
using so data can be correctly exchanged between your
dies is rejected, it goes back to step 1. If it is approved,
institution and your partners. The EWP admin can also
the learning agreement for studies is concluded since
change the EWP settings if needed at any stage. In the
it has been approved by all three parties (student,
near future, EWP Dashboard users will also manage their
sending institution, receiving institution).
EWP connection via their own EWP admin. Until then,
this is managed on their behalf by the operator of EWP
Dashboard.

Digital learning agreements

for studies
The Erasmus+ learning agreement for studies is an
agreement between a mobile student and the sending
and receiving higher education institutions. The purpose
is to have a mutual agreement on the study programme
during the mobility period to ensure its relevance and
quality for all three parties. It also ensures automatic
recognition of the ECTS credits awarded during the

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2 3

NOTE: in some systems LA can be initiated as either by

the student as or by the responsible person at HEI (e.g.
Institutional Coordinator).

A learning agreement for studies approved by the three processes need to be adapted to align with the scope
parties can be modified. Such changes should be excep- of data exchanges supported by the EWP network
tional but do occur often due to changes in the courses of- which reflect the minimum Erasmus+ programme re-
fered at the receiving institution. New edits require a new quirements. Your institution may add additional require-
round of approvals until all three parties have approved the ments and rules at the institutional level but you need to
latest version. Only one learning agreement for studies be aware that this can add complexity for your partners.
per mobility should be shared with the partner via the You cannot exchange data outside the scope of the
EWP network. Therefore, any changes to an earlier ex- EWP network (e.g. additional signatures or annexes to
changed version of the document should be introduced a learning agreement for studies). Therefore it is highly
by modifying the learning agreement for studies and recommended to consider any additional requirement
not by creating a new one. Once the European Student or administrative step very carefully.
Identifier becomes mandatory, this can be enforced
via the EWP network to prevent duplicates and multiple
Guidelines on how to use the Erasmus+ Learning
agreements for a single mobility which creates confu-
Agreement for Studies (KA131)
sion for end users.
Practical guidelines: implementing digital Learning
Agreements

Erasmus+ programme Automatic recognition

requirements Automatic mutual recognition of the outcomes of a lear-
ning period abroad is addressed in a council recom-
Institutions, and students, are expected to conclude mendation (a high level European Policy note) and is
learning agreements for studies digitally via the EWP an integral part of the Erasmus+ programme. It entails
network, as stipulated in the Erasmus Charter for the right to have the learning outcomes of a learning
Higher Education (ECHE) 2021-2027. The minimum period recognised: as agreed beforehand in a learning
programme requirements and rules for digital learning agreement for studies and confirmed in the transcript
agreements for studies are provided in the official of records. Concretely, it means applying the rule set
Erasmus+ learning agreement for studies template. out in the 2015 ECTS Users’ Guide.
The required data structure is described in the final sec-
tion of this guide. All institutions need to comply with the Automatic recognition is reflected in the digital learning
minimum data requirements and rules. Institutions are agreements for studies where the sending institution/
strongly encouraged not to request any additional data student has to either confirm automatic recognition in
from their partners or students, thereby contributing line with the above principles or justify the reason for
to the simplification of the Erasmus+ programme as a awarding an alternative recognition. By default, each
whole. This can mean that your internal administrative learning component listed in table B is automatically

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recognised. By maintaining this default, the sending version of the learning agreement for studies. If the sen-
institution confirms that all credits gained abroad as ding institution does not yet issue an ESI, they are highly
agreed in the digital learning agreement for studies and recommended to do so as soon as possible as ESI is a
confirmed by the transcript of records will be transfer- crucial building block for digital exchanges via Erasmus
red without delay and counted towards the students’ Without Paper and will become mandatory in the future.
degree. Without delay means without any additional
work or assessment of the student. If the component
Is it mandatory for institutions to issue a European
is not automatically recognised, a clear and transpa-
student identifier for its mobile students?
rent justification needs to be provided and an indication
on what other type of formal recognition will be applied. ESI is a mandatory field in the learning agreement for
For more information, please read the Guidelines on studies. Sending institutions must fill the ESI field with
how to use the Erasmus+ learning agreement for stu- data (it cannot be empty). However, for the time being
dies (KA131). the format of ESI is not checked and validated.
If the sending institution does not yet issue an ESI for
its students, an alternative mechanism for digitally
What does full automatic recognition mean in practice? identifying and authenticating students can be accep-
It means that all ECTS credits gained during the period ted (e.g. email address). Nevertheless, we strongly re-
of study abroad – as agreed in the learning agreement commend issuing the ESI in the right format indicated
for studies and confirmed by the transcript of records in the technical documentation as soon as possible.
– should be transferred without delay and counted The ESI format will become mandatory in the future
towards the students’ degree without any additional as it is necessary for the delivery of European student
work or assessment of the student. The responsible cards. It ensures that data/documents can be linked to
person at the sending institution confirms the institu- the right student throughout the mobility cycle.
tional commitment for the automatic recognition.

Field of education
ECTS credits The field of education follows the ISCED-F 2013 stan-
In general the number of ECTS credits (or equivalent) dard. You should provide a 4-digit narrow field code
should correspond to full time studies which means and it is highly recommended to use the most up to
30 ECTS per term or 60 ECTS for an academic year. date Beneficiary Module data dictionary as a refe-
The number of ECTS credits is required in all tables for rence. Each of the fields of education (also referred to as
the learning agreement for studies for long-term mobi- ISCED codes), has a standard description (see Benefi-
lity and the learning agreement for short-term mobility ciary Module data dictionary). Only the code itself (e.g.
with a mandatory virtual component. Number of ECTS 0511) is exchanged via the EWP network. The standard
credits are optional for learning agreements for short- code description (e.g. Medicine for code 0912) might
term doctoral mobility. also be visible to you depending on how your system
is designed.

The field of education indicates the field closest to the

Clarifications about certain subject of the student’s degree awarded at the sending
institution. In many cases this will correspond with the
fields field of education from the inter-institutional agreement.

European Student Identifier Field of education – clarification

The European Student Identifier (ESI) is a unique Euro- Given that the field of education (based on the 4-digit
pean electronic identifier used to correctly identify and narrow fields included in the Beneficiary Module data
authenticate mobile students. It allows systems to link dictionary, see above) is not always specific enough,
data about students that is shared throughout the mobi- the field of education - clarification field can be used to
lity process (e.g. nomination, learning agreement for stu- further specify the area of studies. For example ISCED
dies, transcript of records) to the right individual student. 0232, the field indicating literature and linguistics, might
require further specification of the specific language(s)
The identifier is technical and not meant for students in the clarification field. Or for 0913 nursing and mid-
or staff to provide manually. It is included in the official wifery the clarification can be used to indicate that the
template to raise awareness about its importance. The learning agreement for studies is specifically in the field
identifier itself should not be requested by the student of midwifery.
nor be displayed for end users in the digital (and PDF)

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Mobility duration Administrative contact person

The learning agreement for studies specifies in which There are differences in the approach to the adminis-
academic year the mobility will take place. It also includes trative contact person between institutions, which may
a reference to the indicative duration of the mobility. The result from the system used but also from internal
duration can be provided by giving exact dates (optional) workflows. Some receiving institutions may be flexible
or by indicating month and year. If the preliminary dates with the details provided (i.e. the learning agreement for
change you do not need to change them at the level of studies will reach the actual signee regardless of the
the learning agreement for studies. administrative contact person details) whereas others
require the correct contact person in order to process
internally the learning agreement for studies. In the cur-
Web link to the course catalogue at rent EWP network exchanges, all the fields of the lear-
the receiving institution describing ning agreement for studies are filled in on the sending
the learning outcomes institution side (either by a student or staff, this may
The link to the course catalogue at the receiving institu- vary between systems and institutions). Therefore, you
tion facilitates the sharing of necessary information. It are strongly recommended to provide your partners
helps e.g. the responsible person at the sending insti- with the up-to-date information on administrative
tution to find information about the learning outcomes contacts e.g. by adding it to the contact person field
of the selected courses abroad in order to assess the in the cooperation conditions in the inter-institutional
content of the learning agreement for studies. agreement.

Provisions applying if the student What should I do when a wrong contact person has
does not complete successfully some been indicated by the sending institution?
educational components If the wrong contact person is indicated by the sending
As part of the learning agreement for studies template institution, there is no need to reject the learning agree-
the link to provisions applying if the student does not ment for studies as a change in contacts will not result
complete successfully some educational components in a new version of the learning agreement for studies
must be provided. The page should contain informa- (also see section about changes and corrections below).
tion on how the sending institution manages situations The student/sending institution can be contacted to
where the student does not successfully complete one change the contact and an updated learning agreement
or several study components of the learning agreement for studies can be retrieved by the receiving institution.
for studies. This is important to safeguard the rights of
students with full transparency on all aspects of rules
around recognition issues.
Learning agreement for studies
table for virtual components
Three recommended ways to provide this information
Table C must be filled in if the student has chosen to add
a virtual component offered by the receiving institution
to their study mobility that will award ECTS credits (or
equivalent).

Table C must include a title or description of the educa-

Prefill this link tional component in addition to a short description of
in the Learning Agreement
module at your institution
the virtual component e.g. online lectures, online cultu-
ral preparation with other exchange students or online
training with a teacher. In the same table, the sending
institution indicates how the ECTS credits (or equiva-
lent) of the added virtual component will be recognised
i.e. either confirm automatic recognition or justify the
reason for awarding an alternative recognition.
Provide clear instructions Ask the responsible
for your students where person to provide the link
they can find the link during the approval
process
Changing or correcting learning
agreements for studies

Exceptional changes to the general information and

duration
Data in the general information section can be modified
at any time. Changes to the personal data of the student

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(first name, last name and birth date) and modifications national student mobility that is embedded into the cur-
in the content of the learning agreement for studies riculum of a study programme, simplify the use of the
(tables A, B, C, D, E) require a new version of the learning table B. Implementing mobility windows is strongly en-
agreement for studies and reapproval by the three par- couraged to make mobility more accessible to students.
ties (student, sending institution, receiving institution).
Our Student had to change all the courses indicated
Changes to the mobility dates or personal data that is
in the first approved version of learning agreement for
not relevant for the content of the learning agreement for
studies, as it was prepared on the basis of the course
studies or identification of students (e.g. change in gen-
catalogue from the previous academic year. Can we
der or nationality) do not require a new approval cycle.
delete this LA and create a new one?
A structured process for modifying such information
will be subject of future EWP network functionalities. Changes to the learning agreement for studies should
be exceptional. Partner institutions are obliged to
Changes to table D (learning agreement for short-term publish an up-to-date course catalogue in advance and
mobility with a mandatory virtual component) and table E keep it updated to avoid such major changes to the LA.
(learning agreement for short-term doctoral mobility) are If the LA was approved by three parties, creating a new
currently not supported via EWP. This will be addressed one is not allowed. In this case, all the courses should
in one of the next EWP updates. Also see introduction. be removed from Table A/Table B and replaced in Table
A2/B2. NOTE: updating Table B is only needed if the
Exceptional changes to the study programme change in course selection impacts the recognition.
Changes to the study programme should be exceptio-
nal, as the three parties have already agreed on a group
of educational components that will be taken abroad.
This is based on the course catalogue that the receiving Reasons for change
institution has committed to publish well in advance In case of exceptional changes to the study programme,
of the mobility period and to update regularly. If a stu- a reason for the change must be provided for Table A2
dent is required to make changes to the components of (exceptional changes to Table A) table C2 (exceptional
any of the tables, it is necessary to prepare exceptio- changes to Table C), table D2 (exceptional changes to
nal changes. Changes should be introduced as soon as table D) and table E2 (exceptional changes to Table E).
possible within 5 weeks after the start of the mobility.
Initiating exceptional changes is possible only when the For table B2 (exceptional changes to Table B), the reason
first - original - version of the learning agreement for for change is optional.
studies has been approved by all three parties (must be
the case before the start of the mobility period). The reason for change is currently optional for all tables
in EWP. This will be addressed in one of the next EWP
Changes are done in reference to the original tables updates. Also see introduction.
(table A, B, C, D, E) by adding or deleting components in
table A2, B2, C2, D2 and E2. Changes can be introduced
1. P
 reviously selected
multiple times, but it’s important to keep in mind that
educational component is
they are always recorded in the table A2, B2, C2, D2 or
not available at the receiving
E2 meaning: they substitute the changes done previously institution
(so the whole history of the changes is not preserved). Reasons for deleting 2. Component is in a different
a component language than previously
Table D2 (exceptional changes to the learning agreement specified in the course
for short-term mobility with a mandatory virtual compo- catalogue
nent) and table E2 (exceptional changes to the learning 3. Timetable conflict
agreement for short-term doctoral mobility) are currently 4. Other (please specify)
not supported via EWP. This will be addressed in one of
the next EWP updates. Also see introduction. 5. S ubstituting a deleted
component
Reason for adding 6. E xtending the mobility
In order to modify the number of ECTS credits or the sta-
a component period
tus of the automatic recognition of a course indicated
7. Adding a virtual component
in the original tables, the course in question should be 8. Other (please specify)
both deleted (as originally indicated) and added (with
corrections) in the corresponding table 2.

Changes in table B are recommended only in case

the new course selection impacts the recognition (or
for corrections e.g. in component title, credits, term…).
Mobility windows, a period of time reserved for inter-

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Dealing with exceptional Once the learning agreement for studies has been
shared via the EWP network, any changes need to be
scenarios done on the same learning agreement for studies (in the
“same document”), see Changes & corrections. If a lear-
ning agreement for studies is pending or changes are
Taking courses from different needed, you should not create a new agreement.
departments or faculties
According to the learning agreement for studies tem-
plate and EWP technical specification, there is only Institutions that do not issue
a possibility to insert one approval from each institution. the European Student Identifier yet
The approval from the responsible person from the re- For the time being, systems connected to the EWP
ceiving institution is a commitment for the institution as network do not check the value to validate that the
a whole. If the receiving institution allows students to at- European Student Identifier (ESI) has been correct-
tend courses from various departments or faculties, it is ly generated. If your institution does not yet issue an
recommended to foresee an internal (informal) accep- ESI for your students, an alternative mechanism (e.g.
tance procedure if needed (e.g., in the form of an email email address) can be accepted to help digitally identify
confirmation with the other person(s) in charge). the student. However, we strongly recommend that all
institutions start to issue the ESI in the right format as
soon as possible. The ESI format will become manda-
Extension of mobilities tory in the future. It is a crucial building block for the
Student mobilities can be extended. Most often the delivery of European student cards and to ensure that
extension is done within the same academic year. It is several mobility processes (nomination, learning agree-
also possible for partners to agree on an extension for ments for studies, transcript of records) can be linked to
the next consecutive academic year. The procedures the right student throughout the mobility cycle across
regarding learning agreement for studies differ depen- different systems.
ding on the scenario.
You as a mobility coordinator are not responsible for en-
suring the correct generation of ESI for your outgoing
Possible scenarios of extension the mobilities
students but your IT department and/or department
responsible for student information in your institution.
Forward the information about the ESI format to your
relevant colleagues and enquire if your institution is
Extension of mobility Extension of mobility spanning
within the academic year different academic years generating ESI and if not, ask that they do so. The pro-
cess is in many cases easy and can be completed within
Only one learning agreement EWP allows to indicate only
several days.
for studies per mobility can be one academic year in the
shared via the EWP network. learning agreement for studies.
Therefore, when extending the Therefore, in case of mobilities
mobility duration for the second extended for the following
term of the same academic year academic year, it should be
the existing learning agreement considered a separate mobility
for studies needs to be modified and require a new learning
by preparing the exceptional agreement for studies for
changes and approved again the extended part of stay
(e.g., by including courses for (exceptional changes do not
the new period). apply here).

Delays in processing of the learning

agreement for studies
In case of a delay in the approval of the receiving insti-
tution, we advise you to contact the receiving institution
outside the EWP network to clarify the situation. In the
event of a technical problem (meaning it is not clear why
one of the partners does not receive the learning agree-
ment for studies), it is recommended you report the in-
teroperability issue in the ESCI Service Desk.

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Fields to be exchanged via Erasmus Without Paper

General information (for all studies types)

Mandatory (m) /
Name of the field Conditional (c) / Type of field Short description of the field (where relevant)
Optional (o)

STU D E NT

Last name(s) m Text

First name(s) m Text

Date of birth m YYYY-MM-DD

Nationality m ISO 3166-1 alpha-2 country code

Gender m ISO/IEC 5218 code of human sex 0 = Not known;

1 = Male;
2 = Female;
9 = Not applicable

E-mail m Valid email addresses following

"[^@]+@[^.]+\..+"/> pattern

ESI m ESI with nation-wide (or region-wide) The European Student Identifier is a unique electronic
scope student code : identifier number used to identify and authenticate
urn:schac:personalUniqueCode:int:esi:<country- mobile students using Erasmus Without Paper
code>:<code> consistently across different IT systems e.g. to share
ESI with HEI-wide scope student code : their digital learning agreement and receive the approval
urn:schac:personalUniqueCode:int:esi:<sHO>:<code> of the sending institution and the receiving institution.
The identifier is technical and not meant for student or
staff to provide manually. The ESI field should not be
visible to end users.

Level of education m EQF level 1-8 The level of education from the student at the time
of departure based on the European Qualifications
Framework:
- Short cycle (EQF level 5)
- Bachelor or equivalent first cycle (EQF level 6)
- Master or equivalent second cycle (EQF level 7)
- Doctorate or equivalent third cycle (EQF level 8).

Field of education (ISCED) m ISCED 4-digit code The field of education based on ISCED-F 2013 standards.
It is strongly recommended to use 4-digit codes that are
included in the Beneficiary Module data dictionary.
Should be the field that is closest to the subject of
the degree to be awarded to the student by the sending
institution.

Field of education o Text Also see section on field of education - clarification.

(clarification)

Mobility-id m Key Technical identifier for the mobility that is part of

the data exchanged via EWP (not to be filled out by
the users).

S E N D I N G I N STITUTI O N

Name m Text

Faculty/department m Text

Erasmus code m Text The beginning of an Erasmus code has a fixed form: one or
two characters indicating the country followed by two or
one blanks (apart from Ireland and Luxembourg starting
with three characters and no blanks).
The format is as follows: X- -XXXX01, YY-YYYY01,
IRLXXXX01.

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Country m ISO 3166-1 alpha-2 country code

Administrative contact m Text

person given name
Departmental/faculty advisor at the receiving institution
Administrative contact m Text
who can support the student with the practical aspects of
person family name
the learning agreement.
Administrative contact email m Valid email addresses following "[^@]+@[^.]+\..+"/>
pattern

Administrative contact o E.164 format (with the leading "+" sign) This field will be deleted in the next round of EWP updates.
person phone

R E C E IVI N G I N STIT UTI O N

Name m Text

Faculty/department o Text

Erasmus code m Text The beginning of an Erasmus code has a fixed form:
one or two characters indicating the country followed by
two or one blanks (apart from Ireland and Luxembourg
starting with three characters and no blanks).
The format is as follows: X- -XXXX01, YY-YYYY01;
IRLXXXX01.

Country m ISO 3166-1 alpha-2 country code

Administrative contact m Text

person given name
Departmental/faculty advisor at the receiving institution
Administrative contact m Text
who can support the student with the practical aspects of
person family name
the learning agreement.
Administrative contact email m Valid email addresses following «[^@]+@[^.]+\..+»/>
pattern

Administrative contact o E.164 format (with the leading «+» sign) This field will be deleted in the next round of EWP updates.
person phone

L A N G UA G E

Language of instruction m BCP 47 The language of instruction at the receiving institution.

Language competence m Cefr-level: A1 to C2 Student’s level of the language of instruction.

ESTI M ATE D D U R ATI O N

Academic year m YYYY-YYYY Academic year from mobility.

From - day o DD Start date from mobility

From - month m MM Start month from mobility

From - year m YYYY Start year from mobility

To - day o DD End date from mobility

To - month m MM End month from mobility

To -year m YYYY End year from mobility

Learning agreement for long-term mobility

Mandatory (m) /
Name of the field Conditional (c) / Type of field Short description of the field (where relevant)
Optional (o)

TA B LE A: s t u d y p r o g r a m m e a t t h e r e c e i v i n g i n s t i t u t i o n

Component code c Text If this field is available from the course catalogue at
the receiving institution, it must be provided.

Component title at m Text Component title as indicated in the course catalogue

the receiving institution from the receiving institution.

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Term m Number Term or semester the course is offered at the receiving

institution and an indication of total number of terms per
academic year.

Number of ECTS credits (or m Number Number of ECTS credits from the component at
equivalent) to be awarded by the receiving institution.
the receiving institution upon
successful completion

Web link to the course m URL Link to the course catalogue from the receiving
catalogue at the Receiving institution where the learning outcomes from each of
Institution describing the components are described. This is important info for
the learning outcomes the responsible person at the sending institution who
needs to assess the content of the learning agreement
and the compatibility with the courses in table B.

TA B LE B: s t u d y p r o g r a m m e a t t h e s e n d i n g i n s t i t u t i o n

Component code c Text If this field is available from the course catalogue at
the sending institution, it must be provided.

Component title at m Text Component title as indicated in the course catalogue

the sending institution from the sending institution.

Term m Number Term or semester the component is offered at

the sending institution.

Number of ECTS o Number Number of ECTS credits from the component at

the sending institution.
This field is currently optional in EWP. Will be revised in
the next rounds of EWP updates.

Automatic recognition m Text See the section about automatic recognition.

Provisions applying if m URL A link to information for outgoing students about the
the student does not procedure if they do not successfully complete some
complete successfully some education components. Also see the specific section.
educational components This field is currently optional in EWP. Will be revised in
the next rounds of EWP updates.

TA B LE C: Description of a virtual component at receiving institution and recognition at the sending institution – the table itself is optional

c Text If this field is available from the course catalogue at

Component code
the receiving institution, it must be provided.

Component title or m Text Component title as indicated in the course catalogue

description of the study from the sending institution. If there is no component
programme at the receiving title a description of the programme at the receiving
institution institution can be included.

Short description of m Text Short description of the virtual component itself.

the virtual component

Term m Number If this field is available from the course catalogue at

the receiving institution, it must be provided.
This field is currently optional in EWP. Will be revised in
the next rounds of EWP updates.

Number of ECTS credits m Number Number of ECTS credits from the component at
(or equivalent) to be awarded the receiving institution.
by the receiving institution This field is currently optional in EWP. Will be revised in
upon successful completion the next rounds of EWP updates.

Automatic recognition m Text See the section about automatic recognition.

TA B LE A 2: E x c e p t i o n a l c h a n g e s t o Ta b l e A

Component code c Text If this field is available from the course catalogue at
the receiving institution, it must be provided.

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Component title at m Text Component title as indicated in the course catalogue

the receiving institution from the receiving institution.
(as indicated in the course
catalogue)

Deleted component c Y/N This box needs to be ticked if the component is deleted
[tick if applicable] from table A.

Added component c Y/N This box needs to be ticked if the component is added to
[tick if applicable] table A.

Reason for change m Deleting: Mandatory reason for adding or deleting

1. P
 reviously selected educational component is not a component from table A. Reason should be one of
available at the receiving institution the reasons from the list in the format column.
2. C
 omponent is in a different language than This field is currently optional in EWP. Will be revised in
previously specified in the course catalogue the next rounds of EWP updates.
3. T
 imetable conflict
4. O ther (please specify)
Adding:
5. S
 ubstituting a deleted component
6. E xtending the mobility period
7. A
 dding a virtual component
8. O
 ther (please specify)

Number of ECTS credits m Number Number of ECTS credits from the component at
(or equivalent) to be awarded the receiving institution.
This field is currently optional in EWP. Will be revised in
the next rounds of EWP updates.

TA B LE B2: E x c e p t i o n a l c h a n g e s t o Ta b l e B – t h e t a b l e i t s e l f i s o p t i o n a l

c Text If this field is available from the course catalogue at

Component code
the sending institution, it must be provided.

Component title at m Text Component title as indicated in the course catalogue

the sending institution from the sending institution.
(as indicated in the course
catalogue)

Deleted component c Y/N This box needs to be ticked if the component is deleted
[tick if applicable] from table B.

Added component c Y/N This box needs to be ticked if the component is added to
[tick if applicable] table B.

Reason for change o Deleting: Optional reason for adding or deleting a component from
1. P
 reviously selected educational component is not table B. Reason should be one of the reasons from the list
available at the receiving institution in the format column.
2. C
 omponent is in a different language than
previously specified in the course catalogue
3. T
 imetable conflict
4. O ther (please specify)
Adding:
5. Substituting a deleted component
6. Extending the mobility period
7. Adding a virtual component
8. Other (please specify)

Number of ECTS credits m Number Number of ECTS credits from the component at
(or equivalent) to be awarded the sending institution.
This field is currently optional in EWP. Will be revised in
the next rounds of EWP updates.

Automatic recognition m Text See the section about automatic recognition.

TA B LE C 2: E x c e p t i o n a l c h a n g e s t o Ta b l e C – t h e t a b l e i t s e l f i s o p t i o n a l

Component code c Text If this field is available from the course catalogue at
the receiving institution, it must be provided.

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Component title or m Text Component title as indicated in the course catalogue

description of the study from the receiving institution. If there is no component
programme at the receiving title a description of the programme at the receiving
institution institution can be included.

Short description of m Text Short description of the virtual component itself.

the virtual component

Reason for change m Deleting: Mandatory reason for adding or deleting a component
1. P
 reviously selected educational component is not from table C. Reason should be one of the reasons from
available at the receiving institution the list in the format column.
2. C
 omponent is in a different language than This field is currently optional in EWP. Will be revised in
previously specified in the course catalogue the next rounds of EWP updates.
3. T
 imetable conflict
4. Other (please specify)
Adding:
5. Substituting a deleted component
6. Extending the mobility period
7. Adding a virtual component
8. Other (please specify)

Number of ECTS credits m Number Number of ECTS credits from the component at
(or equivalent) to be awarded the receiving institution.
This field is currently optional in EWP. Will be revised in
the next rounds of EWP updates.

Automatic recognition m Text See the section about automatic recognition.

C O M M ITM E NT

Student - timestamp m YYYY-MM-DD Date & time the student signs the learning agreement.

Student - signing app o Text App used by student for signing the learning agreement.

Responsible person at m Text

the sending institution - name

Name, email and position of the responsible person at

Responsible person at m Valid email addresses following "[^@]+@[^.]+\..+"/>
the sending institution - email the sending institution. This person is responsible for
pattern
the recognition of the study period abroad.
Responsible person at the m Text
sending institution - position

Responsible person at m YYYY-MM-DD Date & time the responsible person signs
the sending institution - the learning agreement.
timestamp

Responsible person at the o Text App used by the responsible person for signing
sending institution - signing the learning agreement.
app

Responsible person at m Text

the receiving institution - name Name, email and position of the responsible person
at the receiving institution. This person is responsible
Responsible person at the m Valid email addresses following "[^@]+@[^.]+\..+"/>
for confirming that the educational components listed
receiving institution - email pattern
are in line with the course catalogue at the receiving
Responsible person at m Text institutions or as agreed otherwise and should be
the receiving institution - available to the student.
position

Responsible person at m YYYY-MM-DD Date & time the responsible person signs
the receiving institution - the learning agreement.
timestamp

Responsible person at o Text App used by the responsible person for signing
the receiving institution - the learning agreement.
signing app

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Learning agreement for short-term mobility with a mandatory virtual component

Mandatory (m) /
Name of the field Conditional (c) / Type of field Short description of the field (where relevant)
Optional (o)

TA B LE D: S t u d y Pr o g r a m m e a t R e c e i v i n g I n s t i t u t i o n a n d r e c o g n i t i o n a t t h e S e n d i n g I n s t i t u t i o n

c Text If this field is available from the course catalogue at

Component code (if any)
the receiving institution, it must be provided.

Component title or m Text Component title as indicated in the course catalogue

description of the study from the receiving institution. If there is no component
programme title a description of the programme at the receiving
institution can be included.

Short description of m Text Short description of the virtual component itself.

the virtual component

Number of ECTS credits to be m Number Number of ECTS credits from the component at
awarded the receiving institution.
This field is currently optional in EWP. Will be revised in
the next rounds of EWP updates.

Automatic recognition m Text See the section about automatic recognition.

TA B LE D2: E x c e p t i o n a l c h a n g e s t o t h e Le a r n i n g A g r e e m e n t
This table is currently not foreseen in EWP. Will be revised in the next rounds of EWP updates .

c Text If this field is available from the course catalogue at

Component code (if any)
the receiving institution, it must be provided.

m Text Component title as indicated in the course catalogue

Component title or
from the receiving institution. If there is no component
description of the study
title a description of the programme at the receiving
programme
institution can be included.

Short description of m Text Short description of the virtual component itself.

the virtual component

Reason for change m Deleting: Mandatory reason for adding or deleting a component
1. P
 reviously selected educational component is not from table D. Reason should be one of the reasons from
available at the receiving institution the list in the format column.
2. C
 omponent is in a different language than
previously specified in the course catalogue
3. T
 imetable conflict
4. Other (please specify)
Adding:
5. Substituting a deleted component
6. Extending the mobility period
7. Adding a virtual component
8. Other (please specify)

Number of ECTS credits to be m Number Number of ECTS credits from the component at
awarded the receiving institution.

Automatic recognition m Text See the section about automatic recognition.

C O M M ITM E NT

Student - timestamp m YYYY-MM-DD Date & time the student signs the learning agreement.

Student - signing app o Text App used by student for signing the learning agreement.

Responsible person at the m Text

sending Institution - name

Name, email and position of the responsible person at

Responsible person at the m Valid email addresses following "[^@]+@[^.]+\..+"/>
the sending institution. This person is responsible for
sending Institution - email pattern
the recognition of the study period abroad.
Responsible person at the m Text
sending Institution - position

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Responsible person at m YYYY-MM-DD Date & time the responsible person signs
the sending institution - the learning agreement.
timestamp

Responsible person at o Text App used by the responsible person for signing
the sending institution - the learning agreement.
signing app

Responsible person at the m Text

receiving institution - name Name, email and position of the responsible person
at the receiving institution. This person is responsible
Responsible person at the m Valid email addresses following "[^@]+@[^.]+\..+"/>
for confirming that the educational components listed
receiving institution - email pattern
are in line with the course catalogue at the receiving
Responsible person at m Text institutions or as agreed otherwise and should be
the receiving institution - available to the student.
position

Responsible person at m YYYY-MM-DD Date & time the responsible person signs
the receiving institution - the learning agreement.
timestamp

Responsible person at o Text App used by the responsible person for signing
the receiving institution - the learning agreement.
signing app

Learning agreement for short-term doctoral mobility

Mandatory (m) /
Name of the field Conditional (c) / Type of field Short description of the field (where relevant)
Optional (o)

TA B LE E: S t u d y Pr o g r a m m e a t R e c e i v i n g I n s t i t u t i o n a n d r e c o g n i t i o n a t t h e S e n d i n g I n s t i t u t i o n

Component code (if any) c Text If this field is available from the course catalogue at
the receiving institution, it must be provided.

Component title or m Text Component title as indicated in the course catalogue

description of the study from the receiving institution. If there is no component
programme title a description of the programme at the receiving
institution can be included.

Short description of the c Text Short description of the virtual component itself.
virtual component

Number of ECTS credits to be o Number Number of ECTS credits from the component at
awarded the receiving institution.

Automatic recognition m Text See the section about automatic recognition.

TA B LE E2: E x c e p t i o n a l c h a n g e s t o t h e Le a r n i n g A g r e e m e n t
This table is currently not foreseen in EWP. Will be revised in the next rounds of EWP updates .

Component code (if any) c Text If this field is available from the course catalogue at
the receiving institution, it must be provided.

Component title or m Text Component title as indicated in the course catalogue

description of the study from the receiving institution. If there is no component
programme title a description of the programme at the receiving
institution can be included.

Short description of c Text Short description of the virtual component itself.

the virtual component

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Reason for change m Deleting: Mandatory reason for adding or deleting a component
1. P
 reviously selected educational component is not from table E. Reason should be one of the reasons from
available at the Receiving Institution the list in the format column.
2. C
 omponent is in a different language than
previously specified in the course catalogue
3. Timetable conflict
4. Other (please specify)
Adding:
5. Substituting a deleted component
6. Extending the mobility period
7. Adding a virtual component
8. Other (please specify)

Number of ECTS credits to be o Number Number of ECTS credits from the component at
awarded the receiving institution.

Automatic recognition m Text See the section about automatic recognition.

C O M M ITM E NT

Student - timestamp m YYYY-MM-DD Date & time the responsible person signs the learning
agreement.

Student - signing app o Text App used by the responsible person for signing the
learning agreement.

Responsible person at the m Text

sending institution - name
Name, email and position of the responsible person at
Responsible person at the m Valid email addresses following "[^@]+@[^.]+\..+"/>
the sending institution. This person is responsible for
sending institution - email pattern
the recognition of the study period abroad.
Responsible person at the m Text
sending institution - position

Responsible person at m YYYY-MM-DD Date & time the responsible person signs
the sending institution - the learning agreement.
timestamp

Responsible person at o Text App used by the responsible person for signing
the sending institution - the learning agreement.
signing app

Responsible person at the m Text

receiving institution - name Name, email and position of the responsible person
at the receiving institution. This person is responsible
Responsible person at the m Valid email addresses following "[^@]+@[^.]+\..+"/>
for confirming that the educational components listed
receiving institution - email pattern
are in line with the course catalogue at the receiving
Responsible person at m Text institutions or as agreed otherwise and should be
the receiving institution - available to the student.
position

Responsible person at m YYYY-MM-DD Date & time the responsible person signs
the receiving institution - the learning agreement.
timestamp

Responsible person at the o Text App used by the responsible person for signing
receiving institution - signing the learning agreement.
app

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