Upon return Erasmus+ students

When you are a participant of the Erasmus+ programme for study, you have to hand in some forms after your arrival back in the Netherlands. If you want to graduate on time, make sure to hand in your documents within 6 weeks after the end of your exchange and to inform the exchange team. You will receive information about the second grant payment after you have handed in all the documents.

If your stay exceeds more than 5 days in duration compared to the original duration mentioned on your signed Grant Agreement, you need to file for an extension period. Please go to Extension period abroad for more information, otherwise we cannot grant you for the extra days.      

If you want to be involved with international students coming to Wageningen, make sure you contact ESN-Wageningen. Throughout the year they need buddies for incoming exchange students in Wageningen. For more information on ESN and their activities please see: www.esn-wageningen.nl

Below are all upon return documents listed that need to be handed in to conclude your Erasmus+ programme. Please note:

If you are a participant of the Erasmus+ programme for study in the academic year of 2023-2024 and onwards, please upload and submit the documents in Osiris Student (as part of your Grant Application):

  • In Osiris Student, click on the Study Abroad button on the top right of the page to get to the overview of your Stay abroad requests.
  • In your approved Stay abroad request, on the right side, click on Grant (below Details) to get to the overview of your Grant Application.
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  • If you need to upload/change something in your Grant Application, it will say "The application must be modified and re-submitted". Click on Details in order to upload the documents and to resubmit your Grant Application.
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Upon return documents

1. Statement Receiving Institution (SRI)

The Statement of Receiving Institution needs to be signed by the receiving institution and will be used to calculate the actual grant that you should receive for the exchange period. The start date is the first day that you have to be present at the partner university, or the first day of the introduction days or the first day of the language course that you might participate in before the start of your study period. The end day is the last day that you have to be present at the partner university, this can be the last day of your exams or the last day of class.

Statement Receiving Institution EU countries plus Norway, Iceland, Liechtenstein, Serbia, North Macedonia and Turkey

Statement Receiving Institution Non-EU countries

Statement Receiving Institution 2022-2023

- Please name the document: SRI [Lastname]

2. Original Transcript of Records (ToR)

Do not forget to ask your host institution for a Transcript of Records before you return to the Netherlands. The courses on the Transcript of Records have to correspond with those on your Learning Agreement.

The original transcript from the receiving institution of your exchange has to be handed in as soon as it is available and has to be dated, signed and stamped.

Transcripts of Records can be handed in as follows:

  • Digitally secured pdf’s can be either forwarded to studentexchange@wur.nl or uploaded in Osiris Student (depending on when you went on exchange, see explanation above about the different academic years).
  • Your host university can email us a digital copy directly at studentexchange@wur.nl. If you applied for the grant via Osiris Student, we will upload this copy for you in your grant application.
  • You can come to the Erasmus Office (Forum room 57D) and we will scan your hard copy.
  • Your host university can send us a hard copy by post:

Study abroad office
Room 57D Forum (building 102)
Droevendaalsesteeg 2
P.O. Box 414
6708 PB Wageningen
The Netherlands

Transcript of Records not yet available?

In that case you can hand in your Transcript of Records and Academic Recognition Form when they become available. However, do hand in the other forms within 4 weeks, and please keep us informed about the progress.

3. Changed Learning Agreement (CLA)

In case your courses have changed during your exchange, you will have to hand in a Changed Learning Agreement (CLA). You can either fill in the “During Mobility” part of your Learning Agreement (LA) and send it to studentexchange@wur.nl, or submit a Changed Learning Agreement in Osiris Student. All courses that have changed need to be listed. Mark courses you didn’t follow (in comparison to your original LA) as “deleted” and mark newly added courses (in comparison to your original LA) as “added”. In the end your Academic Recognition Form, Transcript of Records and LA (supplemented with a CLA in case you need one) all need to match.

And yes, the CLA needs to be signed by all 3 parties again:
by you, your host exchange coordinator and your home exchange coordinator.

- Please name the document: CLA [Last name]

4. Academic Recognition Form (ARF)

The Academic Recognition Form is a form which we will send to the examining board in order to get your grades registered at WUR. The courses need to be the same as on your (changed) Learning Agreement.

Academic Recognition Form for Erasmus+ students

- Please name the document: ARF [Last name]
- Please send/upload the document in Word format.

5. Erasmus+ participant survey

You will have to fill in the Erasmus+ participant survey to provide feedback on your Erasmus Mobility period. You will receive an email from the European Commission with a link to this questionnaire after your exchange period has ended. You have to fill this in and click Submit.

6. WURgoesabroad survey

Fill in the questionnaire, and upload it in Osiris Student to inspire other students to go on study exchange and help them with preparing for their study abroad. The questionnaires will be shared on wurgoesabroad.wur.nl.

WURgoesabroad survey

7. How to get your external grades registered in Osiris

We will send your grades to the examining boards after we have received your ARF and ToR. They will convert your external credits and grades.

Enter the courses you wish to use in the Osiris PlanApp and submit for approval together with your “Electives Motivation Form”. For instructions please go to Osiris Student and select the PlanApp.

Please visit the page of the Examining Boards for more information on conversion of external credits and grades. It will take 2-3 weeks until your grades are visible in Osiris. During the holidays this may take even longer.

8. Conversion of credits and grades

Since credit and grading systems differ among countries and between universities, the results you obtain with external courses (including minors etc.) will need to be converted in order to fit in the credit and grading system used by Wageningen University.

Visit the page of the Examining Boards for more information on Conversion of external credits and grades. Additionally, a description is written below as well.  

Credit conversion 

The European Union agreed upon a study load ranging from 1500-1800 hours per year as being the standard. Like most universities in the European Union, Wageningen University uses ECTS credits. Credits from elsewhere are converted to ECTS credits via the information provided by your host institution and if necessary obtained/verified via other authorities, such as NUFFIC.

Grade conversion

The European Union agreed upon a common system for grade conversion: the ECTS grading table. Grading tables show how many students received a given grade in a given field of study at an education institution and enable a fair conversion of grades. The Examining Board compares the grading table from your host university with the grading table specific for your study programme at Wageningen University to determine your Wageningen University grade. Fictive example In country X at university Y, you receive an A (or a 10). If the grading table of university X shows that 30% of the students pass courses with this score or a higher score, you should get the grade that corresponds with the top 30%-point of the Wageningen University grade table, meaning your grade will be converted to an 8. For a visual explanation watch the 3-minute video ECTS grading Tables provided by the European Commission.

Conservative grade conversion

The Examining Boards of Wageningen University convert grades conservatively in order to maintain the high quality standard of the diplomas decreed by Wageningen University. This means that when a grade translates into a range of for example 8-10, the grade will be converted into 8, 8.5 or perhaps 9. Only when there is additional information, such as a remark ‘with distinction’, or when you can prove that an examination was taken without any errors, the Examination Board may decide to convert into the higher end of the range.