SGH Students (of all study levels), travelling abroad to study as part of exchange programs (Erasmus +, PIM, bilateral agreements), didactic programs (CEMS, double diploma programs, Polish-German Academic Forum) or on an individual basis (Freemover, summer schools) are obliged to comply with the “Regulations for student and doctoral mobilities” (Rector’s Order No. 51 [Annex 1] of 11.10.2017). The documents included in the following sections are binding for all students going abroad to complete their study period and are determined by the Rector’s order:
- Mobility procedures for a.y. 2025/2026
LEARNING AGREEMENT
Please follow the below instructions:
In the case of one-year exchange, LA should be prepared separately for each semester. The program should contain 30 ECTS per semester. If you have a surplus for already completed courses at SGH (minimum 6 ECTS), you can choose courses for a minimum of 24 ECTS. However, you need to follow the requirements of the partner university (if 30 ECTS is obligatory, then you should choose courses for 30 ECTS). In the case of trimester exchange (3 months), the program in LA can be for 20 ECTS.
NOTE - students going to universities that do not use the ECTS system should convert their credit points in accordance with the information in the file “Grade conversion table and rules”.
In case of doubts with choosing the courses in LA, please contact:
- Katarzyna Smolińska at Undergraduate Studies Office
- Monika Wąsowska at Graduate Studies Office
In technical matters, please send a request to helpdesk@sgh.waw.pl.
Please monitor the document approval process by the Dean.
- Exchange request form / Mobility form
After filling in the LA in USOS, please submit the Mobility Form with the Commitment (and, if applicable, the Language Declaration) by the application in USOSweb system.
Bachelor students are required to select the option for language courses.
- Language declaration form (only for some Bachelor students) - if neither of the two answers in the Application applies to your situation, please attach a language declaration, one for each language.
LETTER OF ACCEPTANCE AND INSURANCE
- Letter of Acceptance /Letter of Enrollment/ - document issued by the host university
In case of the Erasmus+ program Letter of Acceptance must contain full dates of stay (the beginning of the semester with the Orientation Program or the pre-semester language course till the end of the first examination session).
Letter of Acceptance can be issued on the template from the partner university or on the attached form (Erasmus+ program only).
- Insurance
During your exchange (including the time of travel) you must have insurance covering the costs of treatment abroad (EHIC in force in EU countries or commercial one outside the EU) and accident insurance (eg ISIC, Euro 26 or other commercial).
We suggest students to obtain additional insurance covering the loss of stolen property; in case of going to “exotic” places students should get acquainted with information on mandatory vaccinations.
Proof of insurance must be sent to the contact person in International Centre by e-mail before the start of exchange.
Confirmation about being selected for exchange abroad which is necessary to obtain EHIC and/or visa will be issued on student’s request after he/she delivers all required documents.
- Erasmus+ – documents for participants
Students selected for mobilities for study within the Erasmus+ program will receive funding specified in the financial agreement signed between the student and SGH Warsaw School of Economics. Financial agreements will be sent to students by e-mail to an account in the SGH domain.
Scholarship rates for study mobilities within the Erasmus+ KA131 2024 project that is currently carried out to universities in program countries:
- EUR 670: Austria, Belgium, Denmark, Finland, France, Germany, Ireland, Iceland, Italy, Liechtenstein, Luxembourg, the Netherlands, Norway, Sweden, United Kingdom
- EUR 670: Czechia, Estonia, Greece, Latvia, Portugal, Slovakia, Slovenia, Spain
- EUR 600: Bulgaria, Croatia, Hungary, Lithuania, North Macedonia, Romania, Serbia, Turkey
- Erasmus STUDENT CHARTER
Mobilities of persons with fewer opportunities in Erasmus+
In the Erasmus + KA131 program, “individual support” as well as additional funds granted in connection with the difficult financial situation and/or disability of students going to study or internship will be granted from the Erasmus+ program funds.
Co-financing in the form of a flat rate may be granted to:
- students leaving for studies and/or internships, who have the right to receive a social scholarship confirmed by the university, in accordance with the university regulations; students with disabilities who have a disability certificate, going to study and/or internship;
- graduates leaving for internships, who have the right to receive a social scholarship confirmed by the university, in accordance with the university regulations; graduates with disabilities who have a disability certificate, who are going to an internship.
A grant in the form of real costs (based on a separate application submitted to the NA) may be awarded to:
- students with disabilities who have a disability certificate, going to study and / or practice;
- graduates with disabilities who have a disability certificate, who are going to internships.
The grant is awarded by the university as part of the grant amount available to the university on the basis of a financial agreement for the implementation of activities, signed with the National Agency (NA).
For more information please get in touch with your contact person at SGH International Centre.
Travel top-up depending on the distance calculated in a straight line from the SGH location to the partner university or Green travel top-up (for two-way travel by sustainable means of transport, i.e. train, bus) + travel days
Rates in the project Erasmus+ KA131 2024:
- 100-499 km: 211 EUR (285 EUR for green travel + 2 travel days);
- 500-1999 km: 309 EUR (417 EUR for green travel + 4 travel days);
- 2000-2999 km: 395 EUR (535 EUR for green travel + 6 travel days);
- 3000-3999 km: 580 EUR;
- Mobility procedures for a. y. 2024/2025 - Settlement of the mobility
Procedures on Student’s Return
All documents should be delivered to SGH International Center no later than 1 month after the end of stay on exchange (i.e. 1 month from the end date on the Letter of Confirmation or the end date of the first exam session).
Student should deliver all the required documents; after receiving the transcript of records, International Centre will enter the grades on the course approval form.
Settlement of Study Abroad – Required Documents
- Course approval form – complete with the personal information, subjects completed during exchange and number of ECTS
- Learning Agreement signed by all 3 parties: the student, SGH (Dean) and the host university
- Changes to Learning Agreement [if applicable] signed by all 3 parties: the student, SGH (Dean) and host university
- Transcript of records – usually sent by host universities or available for students to download from systems after the end of mobility period
- Course equivalent proposal form [if aplicable] signed by the academic supervisor; should be submitted directly to the Dean’s Office
- Confirmation of Stay (Erasmus+ KA131) - the dates in this document should stated the real period of stay. This document should not be signed earlier than 5 days before the final date stated in the Letter of Confirmation
Document- Student report – only electronic version (pdf file – 3-5 pages); please do not include any personal data in the report
DocumentAll the above-mentioned documents (with the possible exception of Transcript of records, which may be issued a few weeks later) should be sent to the program contact person at International Centre. We expect only digital version of all documents.
- Erasmus+ on-line survey to be completed at the European Commission platform - you will receive a link to the survey by e-mail. The survey is mandatory for student participating in Erasmus+ program
- Additional information
- International Centre – contacts
International Centre – New location
Building S, ul. Batorego 8
room 2.14, 2nd floor (accessible only by elevator, no access from the staircase)- in-person consultations are held during office hours
Erasmus+:
- Karolina KULCZYCKA
Erasmus+ for studies and placements (Belgium, Croatia, Denmark, Finland, France, Netherlands, Norway, Portugal, Slovenia, Sweden)
tel.: +48 22 564 98 44
e-mail: kkulcz(at)sgh.waw.pl - Marta TYMIŃSKA
Erasmus+ for studies and placements (Austria, Bulgaria, Czechia, Estonia, Germany, Greece, Hungary, Ireland, Italy, Lithuania, Latvia, North Macedonia, Slovakia, Spain, Turkey, UK)
tel.: +48 22 564 78 23
e-mail: mtymin(at)sgh.waw.pl
PIM and bilateral agreements:
- Agata KRUKOWSKA
Non-Erasmus+ for studies in Switzerland and non-European countries
tel.: +48 22 564 97 60
e-mail: akruko(at)sgh.waw.pl
Polish-German Academic Forum
Building S, ul. Batorego 8
room 3.01, 3rd floor (accessible only by selected elevators, no access from the staircase)- Galina WANDEL
tel.: +48 22 564 93 86
e-mail: gwandel(at)sgh.waw.pl
Office hours:
MONDAY: 10.30 - 13.00
TUESDAY: 9.30 - 13.00
WEDNESDAY: 12.30 - 14.30
THURSDAY: 9.30 - 13.00
FRIDAY: no office hours
- Mobility procedures – Undergraduate Studies
Outgoing student mobilities are regulated by RULES AND REGULATIONS FOR STUDENT AND DOCTORAL STUDENT MOBILITY annexed to the Rector’s Order no.51 of October 11, 2017 . Every student is obliged to study the mobility regulations as all of them are applicable.
BEFORE MOBILITY
Documents
The student submits the following documents accordingly:
- Departure application via USOSweb system (exchange requests)
- Student’s commitment via USOSweb system (exchange requests)
- Learning Agreement via USOSweb system
- Language declaration - applies to students who will not complete their language courses before departure:
- In line with the agreement between SGH Foreign Language Office and the Bachelor Dean’s Office, students should submit a language declaration (one for each foreign language learned), together with the mobility documents (via USOSweb system, exchange requests).
- Students who have already completed their foreign language courses (or plan complete it in the semester preceding the mobility) should mark the following option in the Departure application: “I declare that I have passed the final foreign language examinations” or “I declare that I plan to pass the final foreign language examinations by the end of the semester preceding the mobility period” (as applicable).
- Students who plan to complete one of their foreign language before and the other one after departure should follow point 2 for courses taken before departure and point 1 for courses taken after departure.
Deadlines
A complete set of documents should be submitted one month before departure at the latest. Documents may be approved by the Dean for Bachelor Studies only upon thorough review, which requires time to complete the appropriate procedures.
Subjects/Courses
The Dean does not approve enrollment to courses previously completed at SGH, i. e. courses that have the same content.
In doubtful cases, the student may be asked to provide the course syllabus from the foreign host university.
If, for substantive reasons, a student wants to study a course with the same name as the one studied at SGH, but covering more extensive material, the syllabus of this course should be attached.
If it is difficult to select courses from the Bachelor’s studies offer at a foreign/host university, it is possible to take courses within the Master’s studies offer at a foreign/host university. Enrollment for master courses requires consent by the SGH Dean for Bachelor Studies as well as the receiving university.
Semester declaration
Before departure, the student accepts a blank declaration of courses for the semester of departure in the Virtual Dean’s Office. Any courses included in the accepted declaration will be removed declaration at a later date during the semester of departure. There are two exceptions to the afore-mentioned rule:
- foreign languages – in case of students who request to transfer a grade from the previous semester or take an exam according to the completed language declaration;
- bachelor seminar – provided that the student obtained the dean’s consent to complete the bachelor seminar during the mobility semester (in accordance with the RULES AND REGULATIONS FOR STUDENT AND DOCTORAL STUDENT MOBILITY).
Foreign languages
The student is obliged to inform the lecturer about the participation in the exchange.
More information above, under DOCUMENTS - LANGUAGE DECLARATION
Cancellation of mobility
A student who resigns from the mobility is obliged to inform about it both International Centre, the partner university and Bachelor Dean’s Office (a separate application via USOSweb).
Bachelor seminar
According to the RULES AND REGULATIONS FOR STUDENT AND DOCTORAL STUDENT MOBILITY, a student may complete the bachelor seminar at SGH during the mobility semester. This requires a positive opinion of the thesis supervisor and the consent of the Dean (an application to this effect should be submitted via the USOSweb system).
We would like to remind you that the bachelor seminar lasts one semester and, in accordance with the Rules and regulations of studies at SGH Warsaw School of Economics, it may be taken during the 5th or 6th semester of studies.
Completion of the bachelor seminar in the fifth semester of studies means that the thesis must be submitted by the end of this semester, and the defense will be possible only after obtaining the discharge (which also requires settling the student mobility.).
DURING MOBILITY
Changes to Learning Agreement/During Learning Agreement
Changes to Learning Agreement - changes to the curriculum (LA) declared before departure should be reported (according to the applicable procedure) within 1 month of the start of the semester at the host university:
Bachelor students -fill Changes to LA in USOSweb system.
In the case of block system classes and the associated delay in reporting changes, please inform the International Centre and the Bachelor Dean’s Office (Ms. Katarzyna Smolińska) via email.
After obtaining the Dean’s approval for the submitted changes, the Changes to LA document must also be approved by the receiving university.
UPON RETURN
Deadline
We recommend the quickest possible exchange programme settlement (especially in the case of last semester students, as at least 10 days before the Bachelor thesis defence, students’ exchange settlement files and certificate of completion of studies are submitted to the officer in charge of Bachelor defences).
The exchange settlements must be made not later than one month after the end of the semester, according to the SGH academic year schedule.
If the above deadline cannot be met (e. g. because the semester at the host university ends much later), the student must submit an application to the Dean of the Bachelor Studies for permission to an extension of the exchange settlement deadline, suggesting a new deadline (which should also be properly justified).
All courses passed during the exchange period that were included in the learning agreement approved by the partner institution and SGH will be transferred to the student’s account in accordance with the name of the course and the ECTS number in line with the transcript of records. The SGH International Centre will convert the grade obtained abroad to the SGH grading scale.
All courses passed abroad will be classified as electives at SGH by default. Provided that these courses match learning effects of a course/courses offered by SGH in the category of basic, major or major-related courses, the student may apply for recognition of equivalents (exemption from the obligation to complete the matching courses at SGH). In such a case, the procedures described below will be applied accordingly.
Course equivalents
Students who wish to have a course equivalent for a course completed abroad, should fill in a form, in which course equivalents within the SGH course offer should be suggested.
Only courses within the SGH Bachelor studies offer from core and major and major related courses may become equivalents (subject to exemption from completion at SGH). Equivalents are suggested by students.
Course equivalents must be positively opinioned by the course coordinator (for basic courses) or Head of the programme council of the fields of study (for major and major related courses). It is the student’s responsibility to contact the course coordinator or Head of the programme council of the fields of study in order to obtain an opinion about course equivalents. The documents to be submitted to the course coordinator / Head of the programme council of the fields of study should include the syllabus of the course completed abroad.
A course taken abroad should have an ECTS number equal to or higher than its equivalent at SGH.
The student submits the course equivalents approved by the course coordinator/ Head of the programme council of the fields of study along with the syllabus of the course abroad to the Bachelor Dean’s Office via the USOSweb system no later than on the day of submitting the remaining documents for the trip abroad to International Centre (course equivalents submitted after this deadline will not be accepted).
The final decision regarding acceptance of equvalents rests with the Dean for Bachelor Studies.
If a student has been granted permission to accept a course equivalents as a course taken abroad, the original course is entered into the SGH electronic system with the ECTS number awarded at the foreign institution. In the USOS system, the student is then exempted from completing a substitute for a course taken abroad as part of a foreign exchange.
Extension of the exchange
The student should provide consent for such an extension by the host university. The Dean’s consent is also required to extend the period of study abroad for the next semester (an application with such a request should be submitted through USOSweb).
After obtaining the Dean’s approval on the application, the student will have to prepare an Departure application and a Learning Agreement for the next semester via USOSweb system. Final approval to extend the exchange is conditional upon completion of the previous semester on exchange.
More information on the international Centre’s website.
Failed courses
Students who fail a course/courses during the mobility period are obliged to submit an application to the Bachelor Dean’s Office: REQUEST FOR CONDITIONAL ENROLMENT / REPEATING OF SEMESTER, RECOGNITION OF REPLACEMENTS FOR SUBJECTS FAILED ON EXCHANGE AND SUBSCRIPTION TO SUBJECTS THAT ARE REPLACEMENTS.
The application should be submitted to the Bachelor Dean’s Office at the time the mobility documents are turned in by the International Centre staff member.
SGH replacements for courses failed at a partner university should have a total ECTS number equal to-the total ECTS number assigned to courses actually failed during the mobility period. When such a choice is not possible or difficult, it is possible to choose substitutes with a higher total number of ECTS (the fee in this case, however, is calculated only for the ECTS credits corresponding to the courses failed during the exchange).
Additional information
According to the Study Abroad Regulations, settlement documents are verified, accepted by the Dean for Bachelor Studies and entered into the virtual system (USOS) within 2 weeks of submitting the original Learning Agreement along with Changes to LA, Transcript of records and the Exchange Settlement Form by the International Centre.
Please contact International Centre if you have any questions regarding the transfer of documents.
We would like to remind you to check the billing entered into the USOS system.
Contact Undergraduate Studies
Ms. Katarzyna Smolińska
ph. 564 98 56
e-mail: ksmolin@sgh.waw.plContact International Centre
Erasmus+:
- Karolina KULCZYCKA
Erasmus+ for studies and placements (Belgium, Croatia, Denmark, Finland, France, Netherlands, Norway, Portugal, Slovenia, Sweden)
tel.: +48 22 564 98 44
e-mail: kkulcz(at)sgh.waw.pl - Marta TYMIŃSKA
Erasmus+ for studies and placements (Austria, Bulgaria, Czechia, Estonia, Germany, Greece, Hungary, Ireland, Italy, Lithuania, Latvia, North Macedonia, Slovakia, Spain, Turkey, UK)
tel.: +48 22 564 78 23
e-mail: mtymin(at)sgh.waw.pl
PIM and bilateral agreements:
- Agata KRUKOWSKA
tel.: +48 22 564 97 60
e-mail: akruko(at)sgh.waw.pl
- Mobility procedures – Graduate Studies
Outgoing student mobilities are governed by the Rules and Regulations for Student and Doctoral Student Mobility annexed to the Rector’s Order no.51 of October 11, 2017. All students are required to familiarize themselves with these regulations, as they apply to every participant.
Before the Mobility
Deadlines
The complete set of documents must be submitted at least one month before departure. Approval by the Dean of Graduate Studies is possible only after a thorough verification process, which takes time.
Documents
Students must submit the following documents via the USOSweb system:
- Travel Application (as an attachment),
- Student’s Commitment (as an attachment),
- Learning Agreement (LA).
Master’s SeminarStudents in their 3rd or 4th semester must complete their master’s seminar at SGH via distance learning during the mobility. Consent from the thesis supervisor is required.
Semester declaration
If a student is automatically enrolled in compulsory courses or has submitted a semester declaration, they must apply for:
- Removal of courses during the exchange semester,
- Transfer of compulsory courses to the semester following the exchange.
Note: This does not apply to the master’s seminar.
Important: All compulsory courses for the mobility semester must be completed no later than the semester preceding the exchange.
Learning Agreement (LA)
- Students must complete at least 30 ECTS per semester at the host university.
- A minimum of 24 ECTS is allowed only if the student has a surplus of ECTS credits from the previous semester equal to the shortfall.
- For trimesters, the minimum is 20 ECTS, under the same surplus condition.
Restrictions:
- Courses already completed at SGH (with the same content) cannot be included in the LA.
- If a course has the same name but broader content, a syllabus must be provided for approval.
- At least 18 ECTS must be related to the student’s field or profile of study at SGH.
Cancelling the Mobility
Students who decide to withdraw must notify:- The International Centre,
- The host university,
- The Graduate Studies Office (request via USOSweb).
During the mobility
Deadline
The deadline for submitting changes to the Learning Agreement is a maximum of 30 days from the start of the exchange.
In the case of classes in the block system and the related delay in reporting changes, an employee of the International centre and the Graduate Studies Office should be informed about this fact by e-mail.
Changes to the Learning Agreement/Learning Agreement During Mobility
Changes to Learning Agreement - changes in the curriculum declared before departure (LA). If you need to make changes, please contact Graduate Studies Office employees by e-mail. After unlocking the possibility of making changes, Master’s Students complete the Changes to LA form in the USOSweb system.
After obtaining the Dean’s consent to the proposed changes, Changes to LA must also be approved by the host university.
Extension of the mobility
To extend the mobility:
- Obtain consent from the host university.
- Submit a request via USOSweb for the Dean’s approval.
- Prepare a new LA and mobility application for the next semester.
Note: Extension is only possible if all courses from the previous semester are passed.
AFTER THE MOBILITY - Upon Return
Settlement Deadline
Mobility should be settled within one month of the semester’s end (as per SGH’s academic calendar).
Settlement is required to:
- Graduate,
- Take the master’s diploma exam.
If the deadline cannot be met (e.g., due to a late semester end abroad), submit a request to the Dean with justification and a proposed new deadline.
Course Equivalents
Students who wish to have a course equivalent for a course completed abroad, should fill in a form, in which course equivalents within the SGH course offer should be suggested.
Only courses within the SGH Graduate Studies offer from core, major and major elective courses may become equivalents. Equivalents are suggested by students.
To recognise courses completed abroad as equivalent:
- Fill out the course equivalency form.
- Suggest SGH equivalents.
- Obtain approval from the Head of the Programme Council (for major and major elective courses).
- Submit the syllabus of the course completed abroad.
Note: The ECTS value of the foreign course must be equal to or greater than the SGH equivalent.
The final decision regarding the acceptance of course equivalents rests with the Dean of Graduate Studies.
If a course taken abroad is approved as an equivalent, the student will be exempted from completing the corresponding SGH course. This exemption will reflect the ECTS value of the SGH course.
The course will be recorded in the SGH electronic system with the ECTS value awarded by the host institution.
Any excess ECTS credits beyond the SGH course requirement will be counted toward the student’s minor elective (free choice) course requirements.Failed Courses
If a student fails courses during mobility, they must submit one of the following:
- Application for conditional continuation (if up to 2 courses failed),
- Application to repeat the semester (if more than 2 courses failed),
and:
- Application to recognize substitute courses from SGH.
Substitute courses must match the total ECTS of the failed ones. If not possible, substitutes with a higher ECTS total are allowed, but fees apply only up to the ECTS value of the failed courses.
Additional Information
According to the Rules of Mobility, settlement documents are verified and entered into USOS within 2 weeks after the International Centre submits:
- Original Learning Agreement,
- Changes to LA,
- Transcript of Records,
- Settlement Form.
In case of doubts, please contact the International Centre.
Reminder: Check your grades in USOS. Report any discrepancies to the Graduate Studies Office immediately.
Contact - Graduate Studies Office
Academic matters related to the implementation of the mobility [incl. Learning Agreement]
MONIKA WĄSOWSKA
mwasow1@sgh.waw.pl
tel.: 22 564 78 18