Can the Agreement be signed electronically?

Yes. Under U.S. law, the ESIGN Act (15 U.S.C. §7001) and state UETA statutes permit electronic signatures where no statutory exception applies. Ensure all parties consent to e-records and that the chosen eSignature method supports intent, attribution, and retention.

Who must sign the Learning Agreement?

The student, the home institution academic advisor or departmental representative, and the host institution coordinator or international office normally must sign. Some scholarships or national agencies may require additional signatories for funding confirmation.

How do I change courses after departure?

Submit a formal amendment capturing the new host course, updated ECTS/credit value, and home equivalency. Obtain written approvals from both home and host institutions and retain dated signed copies.

What if the home university refuses recognition?

First review the Agreement and any amendments for compliance with internal policies. If denied, use institutional appeal procedures and provide supporting host transcripts and syllabus documentation to validate learning outcomes.

Is notarization required for Erasmus Agreements?

Typically no for internal academic recognition. Notarization may be requested for consular processes, scholarships, or legalisation in some jurisdictions; check the receiving authority’s requirements.

Which records should each party retain?

Home and host institutions should retain signed Agreements and amendments per retention policy; students should keep copies until degree conferral and for several years afterward in case of disputes.

Electronic Signature
Templates
Education
Erasmus Learning Agreement

Erasmus Learning Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

ERASMUS Programme - LEARNING AGREEMENT

ECTS – EUROPEAN CREDIT TRANSFER SYSTEM

ACADEMIC YEAR: FIELD OF STUDY:

STUDENT (name/surname): E-mail:

SENDING INSTITUTION

University of Lausanne - Unicentre - CH-1015 Lausanne – Switzerland.
ERASMUS Charter: 257568-IC-1-2011-1-CH-ERASMUS-EUCX-1 ERASMUS ID-code: CHLAUSANN01

Departmental coordinator

Faculty / Department: Contact Person:

Phone +41 21 692 - Fax +41 21 692 - Email:

Institutional coordinator:
Mrs Antoinette Charon Wauters - International Relations office - Le Château de Dorigny - CH-1015 Lausanne - Switzerland

DETAILS OF THE PROPOSED STUDY PROGRAMME ABROAD

Receiving Institution: Country:

Course unit code (IF any) and page no. of info. package	Course unit title (as indicated in the information package)	Course level		Number of ECTS credits (ECTS or other: specify)
		Bachelor	Master

If necessary, continue the list on a separate sheet

Fair translation of grades must be ensured and the student has been informed about the methodology

SIGNATURES

Student’s signature

Date:

UNIVERSITY OF LAUSANNE

We confirm that the proposed programme of study/learning agreement is approved.

Departmental/faculty coordinator’s signature:

Date:

Institutional coordinator’s signature:

Date:

RECEIVING INSTITUTION

We confirm that the proposed programme of study/learning agreement is approved.

Departmental/faculty coordinator’s signature:

Date:

Institutional coordinator’s signature:

Date:

CHANGES TO ORIGINAL PROPOSED STUDY PROGRAMME/LEARNING AGREEMENT

STUDENT

Name/surname: E-mail:

Sending Institution: University of Lausanne, Switzerland

(to be filled in only if appropriate)

Receiving Institution: Country:

Course unit code (IF any) and page no. of info. package	Course unit title (as indicated in the information package)	Course level		Deleted Course	Added Course	Number of ECTS credits (ECTS or other: specify)
		Bachelor	Master

If necessary, continue the list on a separate sheet

SIGNATURES

Student’s signature

Date:

UNIVERSITY OF LAUSANNE

We confirm that the proposed programme of study/learning agreement is approved.

Departmental/faculty coordinator’s signature:

Date:

Institutional coordinator’s signature:

Date:

RECEIVING INSTITUTION

We confirm that the proposed programme of study/learning agreement is approved.

Departmental/faculty coordinator’s signature:

Date:

Institutional coordinator’s signature:

Date:

What the Erasmus Learning Agreement Is

The Erasmus Learning Agreement is a formal, pre-departure document used by students, home institutions, and host institutions to record the courses, credits, and learning outcomes planned during an international mobility period. It documents which units a student intends to take abroad, how they map to the home institution’s degree requirements, and the expected ECTS or credit transfer. The Agreement protects the student by clarifying academic recognition, specifies responsibilities of each institution, and serves as the baseline for any later amendments during or after the mobility term.

Why the Erasmus Learning Agreement Matters

The Agreement ensures academic recognition of study abroad results, reduces misunderstandings about credit transfer, and provides an auditable record for home and host institutions. It supports student mobility by defining agreed courses, credit equivalencies, and contact points for changes or disputes.

Who Completes the Erasmus Learning Agreement

Typical participants responsible for preparing and approving the Learning Agreement are listed below.

Student: Prepares proposed course list, provides personal and academic details, and signs to confirm intent.
Home institution academic advisor: Reviews equivalencies, confirms which courses satisfy degree requirements, and signs to approve recognition.
Host institution coordinator: Confirms course availability, assigns credits for host courses, and signs to accept the student.

Each party should keep a signed copy; responsibilities and next steps are clarified in the Agreement.

Core Sections and Required Elements

A professional Erasmus Learning Agreement contains structured sections for student identity, home and host institution details, study period, proposed courses with ECTS/credits, responsible staff signatures, and amendment records. Clear mapping between host courses and home degree requirements is essential.

Student Details

Full legal name, student ID, contact information and degree programme so records match institutional registries.

Institution Data

Names and contact points for home and host institutions, including departmental coordinators for routing and verification.

Study Period

Start and end dates for mobility; specify term(s) and whether the period is full or partial.

Course List

Host institution courses, ECTS/credit values, and home institution equivalents with justification for recognition.

Signatures

Signatory blocks for student, home advisor, and host coordinator with dates and role identifiers.

Amendments

A chronological amendment log to capture approved changes during mobility and their effective dates.

Step-by-Step: Completing the Agreement

Follow these sequential steps to prepare, approve, and record the Erasmus Learning Agreement.

01

Draft: Student proposes courses and enters personal and institutional details.
02

Home Review: Advisor checks equivalencies and notes any conditions for recognition.
03

Host Approval: Host coordinator confirms availability and credit assignment.
04

Sign and Archive: All parties sign; each institution and the student retain a copy.

How to Complete and Customize the Agreement Online

Set up an online workflow that maps fields to institutional records and routes the document for sequential approvals.

Field	Configuration
Student Info Mapping	Auto-map to student record using student ID.
Course Table	Use repeatable table fields for host courses and equivalencies.
Approval Order	Configure signer order: student → home advisor → host coordinator.
Notifications	Enable email reminders and completion notifications for all signers.

Where to Send or File the Completed Agreement

After signatures, route signed copies to the home registry, the host international office, and retain a student copy for personal records.

Home Registry: File a signed PDF in the student’s academic file.
Host International Office: Store an institutional copy in host records and exchange confirmation.
Student: Student keeps a dated signed copy for visa, insurance, or transcript queries.
Erasmus Agency (if required): Submit any required confirmations to the national agency or mobility coordinator.

Digital Signing and Technical Requirements

Choose a platform that supports secure e-signatures, PDF exports, and audit trails compatible with institutional recordkeeping.

File Formats: PDF and DOCX supported
Integrations: Works with Google Workspace and Microsoft 365
Authentication: Email or stronger signer authentication

Key Deadlines and Timing Considerations

Track deadlines for submission, approval, amendments, and credit recognition to ensure mobility and transcript processing occur on schedule.

Application Submission:

Submit proposed Agreement per home institution deadline before mobility term.

Pre-Mobility Approval:

Obtain home and host approvals before the mobility start date.

Amendment Window:

File any changes early in the term and secure written approvals.

Transcript Submission:

Host transcripts must be submitted to home institution per institutional timeline.

Final Recognition:

Home institution completes credit recognition within its academic processing period.

Common Mistakes to Avoid

Entering course titles or codes that do not match the host catalogue, causing delays in approval and credit mapping.
Failing to obtain home advisor approval prior to departure, which can result in denied recognition after mobility.
Not recording agreed amendment details and dates, leaving the student unable to prove what was approved during the mobility.
Using inconsistent name formats across documents, which can trigger administrative holds or mismatch with official records.

Consequences of an Incorrect Agreement

Loss of Credit: Recognition denied

Delayed Graduation: Course substitution required

Financial Impact: Scholarship or grant adjustments

Administrative Holds: Transcript processing delayed

Visa Issues: Documentation discrepancies

Dispute Resolution: Formal appeals needed

eSignature Provider Comparison for Signing Erasmus Learning Agreements

Compare common capability and starting price to select a platform that supports legal e-signatures, audit trails, and institutional integrations. signNow appears first for vendor consistency.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs: Common Questions About the Erasmus Learning Agreement

Answers to frequent questions about completion, electronic signing, amendments, and recognition procedures for the Learning Agreement.

Need help? Contact support

Can the Agreement be signed electronically?
Yes. Under U.S. law, the ESIGN Act (15 U.S.C. §7001) and state UETA statutes permit electronic signatures where no statutory exception applies. Ensure all parties consent to e-records and that the chosen eSignature method supports intent, attribution, and retention.
Who must sign the Learning Agreement?
The student, the home institution academic advisor or departmental representative, and the host institution coordinator or international office normally must sign. Some scholarships or national agencies may require additional signatories for funding confirmation.
How do I change courses after departure?
Submit a formal amendment capturing the new host course, updated ECTS/credit value, and home equivalency. Obtain written approvals from both home and host institutions and retain dated signed copies.
What if the home university refuses recognition?
First review the Agreement and any amendments for compliance with internal policies. If denied, use institutional appeal procedures and provide supporting host transcripts and syllabus documentation to validate learning outcomes.
Is notarization required for Erasmus Agreements?
Typically no for internal academic recognition. Notarization may be requested for consular processes, scholarships, or legalisation in some jurisdictions; check the receiving authority’s requirements.
Which records should each party retain?
Home and host institutions should retain signed Agreements and amendments per retention policy; students should keep copies until degree conferral and for several years afterward in case of disputes.

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