EQUIVALENCE FILES FOR DUMMIES Mobility Office KU Leuven @ HUB Faculty Economics & Business
Learning Agreements for dummies Download the right template Filling out general information Setting your year programme Adding equivalences Specific guidelines Submitting & approval Learning Agreement Key persons
Download the right template Toledo > Community KUL HUB Mobility Office > Information > Application documents > Learning Agreements Faculty Economics & Business
Filling out general information Page 1: The student: add your name, first name, date of birth, nationality, gender, telephone number and e-mailaddress (use your KU Leuven e- mailaddress: @student.kuleuven.be). The receiving institution: add only the name of the university. Page 2: Add the planned period of the mobility : mm/yyyy till mm/yyyy Table A: will be completed by the Mobility Office AFTER your course selection of table B is approved.
Setting your year programme Page 3: replaces the equivalence file. Start with the right column; remove all the courses you are not taking on exchange: courses from the second semester if you will study abroad during the first semester (and vice versa) and courses you already obtained credits for. Year courses (for example CCC/Management Game, Business Projects, ) must ALWAYS be part of your study programme abroad. During the semester you will be studying at KU Leuven @ HUB, you don t need to follow lectures/make assignments, for these courses. Cluster courses: these courses cannot be separated (see slide 10) When you are combining your 3rd bachelor and master year, we advise you to organize both files in one document.
Adding equivalences 1. Determine the amount of KU Leuven @ HUB credits: count all the credits of the mentioned courses and put the amount next to TOTAL. o o o The minimum amount of credits for an Erasmus exchange is 27 per semester. You don t need to count the credits of the exempted language in the total amount of credits for KU Leuven @ HUB, you do however need to mention this/these languages in page 4, because we need to know the language(s) you want to request an exemption for. Language exemption: 1 semester = 3 credits; 1 academic year= 6 credits
Adding equivalences 2. Link the KU Leuven @ HUB coures to courses of the partner institution: You can find the course offer: On Toledo> Community KUL HUB Mobility Office > Information > Destinations > Destinations Faculty Economics & Business: here you will find a page for every partner institution with useful information, usually there is a course catalogue available. On the website of the host institution. In the information files you might receive from the host institution after your nomination. At the Mobility Office of KU Leuven @ HUB: check for earlier approved equivalences for the courses in your year programme.
Adding equivalences 3. When linking KU Leuven @ HUB courses to equivalents abroad, consider the following codes: - : this course can t be replaced by an equivalence abroad. For example: Master thesis, Financial Algebra (from the 2 nd BBA year, ). Check with the Mobility Office what your options are to combine these courses with a study period abroad. +: this course needs an exact equivalent; for example the course HRM will need to be replaced by an HRM course abroad. ++: courses with a ++ code offer more flexibility as to choosing an equivalent for it. Of course, you select a course that is part of your study area and is relevant to your orientation. Course content of the KU Leuven @ HUB courses can be consulted in the ECTS-files: http://onderwijsaanbod.kuleuven.be/opleidingen/e/index.htm > Faculty of Economics & Business
Adding equivalences 4. Linking & Credits The total credit amount of KU Leuven @ HUB courses and courses followed at the host institution needs to be balanced; a difference of two credits is allowed, but the number of credits at the partner institution needs to be higher than the credit total at KU Leuven @ HUB. It is not necessary to match every KU Leuven @ HUB course with an equivalent abroad that has the exact same amount of credits (usually this is even impossible); linking in resemblance of the content is more important. The total credit amount however needs to be balanced. Some partner institutions offer courses with a very high credit amount (e.g. in Umea (Sweden) all courses are 7,5 or 15 credits). In this case, you will need to link more than one KU Leuven @ HUB course to the same course of the partner institution.
Specific guidelines Clusters: these courses are linked and should remain together at all times. This means that you need to study both at KU Leuven @ HUB or both abroad, even if the courses are organised in different semesters and you are only studying abroad for one semester. These two courses need to be followed in the same institution, either KU Leuven @ HUB or the partner university! Clusters can be recognised by the increased indent to the right.
Specific guidelines Acknowledgement of sources: Mention the source of your selected courses in a separate e-mail or in the Learning Agreement itself (link to online pages, referral to course catalogue, ): this will certainly simplify the procedure of approval! Course codes: Adding course codes in your Learning Agreement, will make the process of drawing up table A a lot easier.
Submitting & approval When you have your Learning Agreement ready, submit it by sending it by e-mail you your key person of your discipline, Your Learning Agreement will be analysed by this key person, who verifies if the selected courses of the host institution are equivalent to the ones at KU Leuven @ HUB. If not, you will be requested to look for better alternatives. o Please consider that it is possible that there is no matching equivalent offered for a specific KU Leuven @HUB course at the host institution. In this case, you will need to complete the course at KU Leuven @ HUB (either through selfstudy or during the next academic year). In case you have courses that you will need to keep at KU Leuven @ HUB, inform the Mobility Office, so we can look for the best solution for you.
Learning Agreement When your course selection has been approved by your key person, (s)he will forward your Learing Agreement to the Mobility Office, where we will complete it. As soon as it is ready, you will be invited to stop by to sign it.
Key persons Tim De Feyter, key person International Business Management, tim.defeyter@kuleuven.be Ann Pauwels, key person International Relations, a.pauwels@kuleuven.be Rosanne Vanpée, key person Business Information management, rosanne.vanpee@kuleuven.be Mobility Office: Suzanne Steijleman, suzanne.steijleman@kuleuven.be or phone: 02 210 13 37. Our office is located in T Serclaes 5B, open every day from 9am till 4pm (Mondays from 1pm). Good luck!