Administrative Staff Guide to Student Mobility

International Mobility – Administrative staff guide – incoming and outgoing students 

This guide has been developed to enable the HE Administration Team to support Leeds Arts University students to participate in an international opportunity during their time at university, and to support visiting and exchange students to spend a period of (normally) one semester at Leeds Arts University.

Exchanges are arranged either through the Erasmus+ programme within Europe, or the worldwide exchange programme outside Europe.

Please note:

  •  All exchanges at Leeds Arts University, both Erasmus+ within Europe and worldwide exchanges, take place in the second year of study (Level 5).
  • Leeds Arts University study abroad placements are for one semester only. Some exchanges can be restricted to either the autumn or spring semester only at the discretion of the Course Team if there are modules that the student MUST complete in order to ensure successful progression onto their third year of study (Level 6).
  • Incoming visiting and exchange students are normally accepted into the autumn semester (semester 1). This is our preferred entry point due to module structure and workshop induction arrangements.
  •  Many of Leeds Arts University’s current exchange agreements with partner institutions offer opportunities to students in more than one course. In this case the International Team will work with the relevant Course Teams to identify the most suitable candidates. Exchange placements will be awarded on a competitive basis.
  • All partnership agreements aim to ensure students will replace Leeds Arts University credit with equivalent credit. Students will not in any way experience deficit by undertaking a study abroad placement, they will in fact benefit from the opportunity to see their discipline from a different perspective while enhancing their cross cultural capabilities. It will also help them to develop from both a personal and an academic point of view while enhancing their CV.

2.     Academic responsibilities

When supporting a student application, we ask that Course Teams are mindful of both the assessment requirements and any essential components of their programme.

A Learning Agreement (LA) documents the modules a student will study and the credits they will earn in both semesters of the academic year at BOTH a student’s home and host institutions. This means it should be easy for both students and administrative staff to see exactly how the students plan to achieve the required credits for the full academic year and what credits they plan to achieve at both their home and host institution.

Completing a LA is an essential part of the process for both incoming and outgoing students.

The LA should be completed by the student before being agreed and signed off by the relevant tutor at both the home and the host institution. A copy of the LA will then be stored in the students file. If a student makes any changes to their LA after arriving at the host institution, they should send a LA amendment form to be stored alongside the original in their file.

The Learning Agreement will express the credits to be gained in ECTS (European Credit Transfer System). One ECTS credit is equivalent to 2 (two) UK/ Leeds Arts University credits, so typically a student will choose modules amounting to 30 ECTS credits for their semester abroad.

The credits achieved during the placement will contribute to the student’s credits for the year, but the overall mark achieved will NOT take into account the marks gained on placement. The student’s final Level 5 marks will be calculated from the modules passed at Leeds Arts University ONLY. The credits gained from their placement should be entered into Agresso as RPL credits.

If semester start and end dates at a partner institution will affect a module to be completed at Leeds Arts University, assessment and submission dates may have to be managed either by arranging for students to submit work remotely or for students to submit work early before departing for their placement.

3.     Updating student records on Aggresso both during & after an exchange placement

Outgoing students: The dates a student is expected to spend on their exchange placement are shown on both the Learning Agreement and the Student Grant Agreement. Students also need to ensure they ask the Erasmus+ coordinator at their host institution to sign and date their Certificate of Arrival. The student grant will not be paid until we have received a scanned copy of the arrival certificate to prove their attendance at the host institution.

Once the International Team receives the Certificate of Arrival we will arrange payment of the first grant instalment. The Certificate of Arrival should be stored in the students file alongside the Learning Agreement and the Grant Agreement.

It is the responsibility of the International Team to ensure that when on placement, a students record on Agresso is correctly updated to show them as ‘ESOUT’ to show they are on placement and are not expected to attend classes in Leeds. The HE Administration Team are responsible for ensuring the record is updated to ‘ACTIVE’ on the students return to Leeds Arts University following the completion of the study placement.

Incoming students: Incoming students will be advised by the International Team of the recommended arrival and enrolment dates. They will then be enrolled onto Agresso as ‘ESIN’ and are expected to attend all compulsory induction sessions.

4.     Academic and pastoral support during an exchange placement

The International Team will keep in regular contact with students throughout their placements to monitor their progress and wellbeing. Programme Teams and the HE Administration team are also encouraged to keep in touch with students on placement to ensure they feel supported and up to date with any relevant programme developments.

The International Team will deliver pre-departure sessions to ensure the students are as prepared as possible for their placement.

Incoming students will be invited by the International Team to all of our international orientation and welcome events. This includes a welcome lunch, presentation with all the information they should need to help them settle into life in Leeds and a city tour.

5.     Finance and the Erasmus+ student mobility grant


All students participating in an Erasmus+ mobility are entitled to a mobility grant. The student mobility grant is a flat rate grant calculated at a monthly rate and will vary depending on the country of destination and the length of the placement.

All grant rates are set by the National Agency and will not change throughout the year. On average, over recent years, UK students have received a grant of around €300 a month.

Students from low income households (<£25,000 per year) are entitled to an additional payment of €100 per month. Students in receipt of DSA allowance are entitled to an additional one off payment of €100. Students must provide evidence of their circumstances in order to receive the additional payments.

This grant is intended to be a contribution towards the extra mobility costs associated with studying abroad. Students are responsible for ensuring they can meet their costs of living whilst on placement the same as they would be in Leeds. 

Grant payments are made in two instalments. Students received 70% of the total grant amount at the start of their placement, following receipt of the Certificate of Arrival. The student will receive the remaining 30% of their grant at the end of their placement following receipt of the Certificate of Departure and after confirmation from the British Council that the student has submitted their final report.

It is the responsibility of a student’s HOME institution to manage the grant payments. Therefore the International Team will manage all payments to Leeds Arts University outgoing students but if an incoming student has a question relating to their grant payments they must contact their home institution for assistance.

Worldwide exchange programme

Students participating in the worldwide exchange programme are not currently entitled to any additional financial support. Therefore students considering a worldwide exchange placement are encouraged to consider their budgets carefully. All other aspects of the students current student finance will remain the same - the exchange placement is covered by an inter-institutional agreement so the student will continue to pay tuition fees to Leeds Arts University as normal. The student will not be required to make any tuition fee payments to the host university.

6.     Promotion of international opportunities

The International Team expects Course Teams to facilitate opportunities for the International Team to present to Level 4 students about the opportunities available to them in Level 5 and to be supportive of the benefits to students of participating in an international exchange. Furthermore, the International Team would hope and expect Course Teams to both support and advise students throughout the application process, as detailed below.

If a student has any questions related to their placement or they are considering applying for a placement, please ask them to contact the International Team for assistance.

7.     Internal application process


The opportunity to participate in an exchange programme will be promoted via presentations to L4 students and via emails throughout the autumn semester. The information is also available in the International Opportunities section of Student Resources on Estudio. 


Interested students should research the opportunities available by visiting:


Students should also research the websites of the partner institutions they are interested in.


Students then make an appointment to discuss their plans with their Course Team.


Students complete an applicaiton form, ensure it has been signed by the Course Leader and submit this to Applicaiton forms can be downloaded from the relevant tab of


The International Team will select students to nominate to partner institutions. This is following an interview where the entire process is explained and the student can ask any questions they might have.


Successfully nominated students will then be invited to make a formal application to their chosen institution. The International Team will advise students on their applications but students should be aware they may be required to submit some or all of the following documents :




A short motivation letter


A copy of their passport/identity card


A portfolio of work (can normally be submitted electronically)


It is important to note that students will be expected to be proactive in progressing their application.


It is the responsibility of the International Team to inform both Course Teams and HE Administration of the students expected to be participating in an exchange placement and to ensure student records are correctly updated on the system.

8.     Application deadlines

The deadline for interested students to submit their application form is 26th February for the Erasmus+ programme.

The deadline for interested students to submit their application form is 26th February for the worldwide exchange programme.

Subsequent deadlines for the nominated students to submit a formal application to the partner institution vary. The International Team will ensure students are aware of the relevant deadlines.

However, as a rough guide, the deadlines are normally:


May for entry in the autumn semester of the next academic year


October for entry in the spring semester of the same academic year

Incoming students are expected to submit their applications to join Leeds Arts University by latest 1st May (previously 1st June).

9.      Extending an exchange placement

Placements for Leeds Arts University students traveling both to Europe or a worldwide exchange are always for 1 semester in duration. There are currently no plans to allow students to exchange for a full academic year.

For incoming students it may occasionally be possible to extend their placement to cover 2 semesters/a full academic year. It is the students’ responsibility to ensure they have the agreement of their home institution and the relevant Leeds Arts University Course Leader. Finally they must seek approval from the International Team as it is important to ensure the limits on student placements as specified in the Inter-Institutional Agreement are adhered to and the exchange remains in balance.

10.   Being an ambassador for Leeds Arts University

While on exchange at a partner university, students are asked to remember that at all times they are an ambassador for Leeds Arts University and should conduct themselves in a responsible manner appropriate to the host university and country. Students must abide by the rules of both Leeds Arts University and the partner institution and host country’s rules and regulations as well as the local laws, remembering that different countries have different laws with respect to traffic, legal age and civil law.

On returning to Leeds Arts University former exchange participants will be an ambassador for their host institution. It would be greatly appreciated by the International Team if former student participants, both incoming and outgoing, agree to be contacted by students considering taking part in an exchange to share the benefits of their experiences

11.    Partnership development

Course Teams are encouraged to work with the International Team to develop their own partnerships in order to best facilitate a good curriculum match. Support is available to staff to facilitate visits for the purpose of new partnership development or alternatively, staff may wish to pass contact details on to the International Office who can then investigate whether a new partnership arrangement will be possible and mutually beneficial.

12.   Useful links

UK Council for International Student Affairs - information for UK students studying abroad

Foreign & Commonwealth Office - FCO Travel Advice, Know Before You Go:

Find a UK embassy overseas:

European Health Insurance Card -

International Student Identity Card (ISIC) -

Third Year Abroad -

International Association of Medical Assistance to Travellers -


13.      Glossary of terms


ECTS (European Credit Transfer and Accumulation System):  a learner-centred system for credit accumulation and transfer, based on the transparency of learning, teaching and assessment processes. Its objective is to facilitate planning, delivery and evaluation of study programmes and learner mobility through the recognition of qualifications and periods of learning. A system that helps to design, describe and deliver study programmes and award higher education qualifications. The use of ECTS, in conjunction with outcomes-based qualifications frameworks, makes study programmes and qualifications more transparent and facilitates the recognition of qualifications.


Learning Agreement / Mobility Agreement: an agreement between the sending and receiving organisation, as well as the participating individuals, defining the aims and the content of the mobility period in order to ensure its relevance and quality. It can also be used as a basis for the recognition of the period abroad by the receiving organisation.


Student Grant Agreement: Formal agreement between the student participant and Leeds College of Art outlining the terms and conditions of their placement including expected dates plus personal details to allow the International Team to arrange payment of the Erasmus+ grant.


Certificate of Arrival / Certificate of Departure: Confirmation that the student has arrived in country and is attending their host university. We must receive this before we can pay the first grant instalment. The Certificate of Departure confirms the date of departure from the host institution. When working out the grant entitlement, the arrival date is assumed to be the first day the student is required to attend the host university, whether this is for orientation/welcome events/enrolment or class. The departure date should be the last day a student is required to attend. A student may remain in country for personal reasons following the placement, for example, to travel however they would not be entitled to a grant payment for this time. 


Mobility Tool: The online tool used by the International Team to record and manage ALL mobilities, both staff and student, associated with the total grant allocation of Leeds College of Art. This means all outgoing mobilities, as we do not make any grant payments to incoming students or staff.