Phase 3: During and after your exchange studies
During the exchange period
The continuation of exchange agreements depends on exchange students’ ability to be good ambassadors for their home university. This means being a good student, being aware of representing Karlstad University and participating in information events and fairs at the host university. Information and marketing material about Karlstad University is available in the right-hand column.
Learning agreement
Before departure, we will sign a Learning Agreement to guarantee credit from your exchange studies once you return to Karlstad University. If you need to change courses during your exchange studies, you also need to make changes to your Learning Agreement so that the changes can be approved by all parties.
Document your exchange period
Document your exchange period through pictures and texts. Contact the International Office if you would like to share your experiences on social media.
In case of crisis or emergency
Make sure you know the emergency number in the country you are visiting and that the emergency number and insurance contact information are saved. Remember to sign up to the Swedish list via Sweden abroad (see link to the right).
Exchanges cancelled following advice from the Ministry of Foreign Affairs (MFA)
Karlstad university follows the guidelines from MFA and the Public Health Agency, as well as your host university. As long as these three bodies consider it safe and okay to go on the exchange, Karlstad university will allow your exchange to go ahead. We regularly update the situation via e-mail to students who have applied for an exchange.
Planned exchanges
If before departure there is a recommendation from the Ministry of Foreign Affairs (MFA) that applies to all or part of the time period the student is to be on exchange, the exchange place will be withdrawn for the student concerned and the exchange cannot be carried out.
Exchange in progress
If the MFA travel information is introduced, or changed, after departure and the MFA either "advises against non-essential travel" or "advises against all travel", the head of security at Karlstad university, in consultation with the International Office at Karlstad university, must decide whether it is suitable for the student to stay in the country or if the exchange is to be interrupted.
If the MFA's travel information is introduced or changed after departure and the MFA "urges Swedes to leave the country/land area", the exchange must be cancelled immediately and the student must leave the country/land area.
Insurance
You are covered by the Kammarkollegiet Student UT insurance during your exchange period, see contact information to the right. You can read more about the criteria and claim process here:
- Go to insurance
Transcript of Records
Find out how and when you will get your grades from the host university. The grades are needed for the transfer of credits from your exchange studies. In case that the host university sends the grades directly to the International Office, you will be notified about where and when you can pick them up.
Certificate of Attendance (Applies to Erasmus+ only)
If you are an Erasmus+ student, you must hand in the Certificate of Attendance for your studies to receive your scholarship. The certificate should be signed by the host university on location, in connection with the end of semester and before you depart.
After the exchange period
Transfer of credits
In order for your exchange studies to be recognised as part of your university studies here in Sweden, you must complete a recognition of credit.
If you have studied during a free semester (optional courses), you should send in the following;
- Official transcript
- Learning agreement
- The form "Completed exchange studies"
If you have not studied a free semester, but instead replaced courses, which correspond to those you would have studied at Karlstad university, in addition to the above documents, you should also enclose the form below "Substitution of course":
The documents should be sent in an email to tillgodorakning@kau.se
The processing time for recognition of credits is normally around 4 weeks. When a decision is made, it is sent to your digital mailbox. If you do not have a digital mailbox, the decision will be emailed to you. Decisions on the replacement of a course are notified by post. The International Office is not responsible for the recognition of credit nor replacement of courses. It is your responsibility to activate this process, it does not happen automatically.
Travel report
After the semester abroad you must fill in and submit a travel report and share your experiences. The reports are highly appreciated by potential exchange students. Your report will be published via our search page for exchange opportunities. The form is available via the outgoing student portal here:
- Go to the outgoing student portal
Exchange ambassador
On returning from your exchange period you are welcome to sign up as an exchange ambassador. As an ambassador you work to market exchange studies and share your experiences with Karlstad university students at the start of courses and programmes, fairs and other information events for example. Sign up by sending an e-mail to exchange@kau.se.
Erasmus+ student
Erasmus+ students have to complete a participant survey, which will be sent to you via mail at the end of the exchange period. We recommend you also complete the second part of the online language test you carried out before your exchange period.