Before starting your adventure at Jagiellonian University, you must follow a strict procedure. First, you need to be nominated by your Erasmus+ Coordinator from sending institution. All nominations need to be sent to firstname.lastname@example.org. Please find the nomination deadlines below.
- Full academic year/winter term: 15 April
- Summer term: 15 October
*If you want to study at the Faculty of Medicine, your nomination must be sent in the first round of nominations.
The nomination must include the nominee's name and surname and an e-mail address we can use to reach out to them. We also ask for every nomination to include the student's field of study. If the nominee has special needs, this is the right time to inform us about them. We want to make sure that we will be able to fulfill all of them in advance.
Depending on when we receive your nomination, it shouldn't take us long to contact you. However, if you don't receive any feedback from our side before the application process begins, please get in touch with us.
After we receive your nomination from your Erasmus+ Coordinator from sending institution, we will send you all the necessary information about the application procedure. The instructions will be sent to the e-mail address your Erasmus+ Coordinator provides us. It is difficult to indicate the exact date on when you will receive the e-mail, but we will ensure you have enough time to read it and send us your questions if something is unclear.
The application process takes place in our online application system called MyMobility. You will receive the link to the platform in the e-mail mentioned above. Your job is to create an account on the website and apply for Erasmus+ Studies Programme. The application process isn't complicated and won't take you more than 15 minutes.
When applying, you will be asked questions about your sending institution and field of study. You will also be asked to upload two documents. Please find the list below.
- Application Form
- English Language Certificate
The Application Form can be downloaded from the website after completing your application. You and your Erasmus+ Coordinator from the sending institution must sign the document.
English Language Certificate is another essential document without which your application won't be accepted. If you are not a holder of such a document, you may always use Language Proficiency Form.
To study at Jagiellonian University, your English proficiency shouldn't be lower than the B1 level. English native speakers don't need to provide us with any documentation.
*A few units at Jagiellonian University have their requirements regarding the English proficiency of their students. If you want to study at the Faculty of Medicine, your English proficiency should be at least B2 level. If you are planning your exchange at the Institute of English Studies, your English proficiency can't be lower than the C1 level. And lastly, if you want to study at the Institute of German Studies, you should provide us with a German Language Certificate at level C1.
Your application must be filled out and submitted on the website when the application period is open. Please find the exact dates below.
Full academic year/winter term: 1 May – 31 May
Summer term: 1 November – 30 November
After you confirm your application, we can check if you fulfilled all the requirements. We start this process as soon as the application deadline passes. It usually takes us one week. We will contact you directly if we have any additional questions regarding your application. If submitted correctly, we will accept the application and send it to the relevant Erasmus+ Coordinator from Jagiellonian University. You will receive information on your application status as soon as they review it.
After Eramus+ Coordinator from Jagiellonian University accepts your application, you will soon become our exchange student. During your stay in Kraków, you will accumulate a few documents necessary for your exchange settlement. To simplify the process, we prepared a list of all the documents with their short descriptions.
Below you will find more information about the Acceptance Letter.
- Acceptance Letter is not compulsory. It can be issued only at the student's request.
- Students can request it only after their application in the MyMobility system gets approved. You will know that your application is approved because you will receive an e-mail confirmation with USOSWeb credentials.
- To receive an Acceptance Letter, you should get in touch with email@example.com. It shouldn't take more than a week to have it issued (however, sometimes, due to hundreds of e-mails, it may take a bit longer, for which we apologize).
- Acceptance Letter will be sent to you via e-mail, but you can also receive it on paper. In that case, please remember to provide us with your postal address.
- An Acceptance Letter might be necessary if you need a visa to enter Poland. Sometimes your home university might also need this document. But generally, it's not obligatory.
Below you will find information about Housing Confirmation.
- Housing Confirmation is not compulsory. It can be issued only at the student's request.
- Students can request it only after their application for a place in one of the dormitories in the USOSWeb system gets approved. You will know that your application got accepted because the status of your application will change.
- To receive a Housing Confirmation, you should get in touch with firstname.lastname@example.org. It shouldn't take more than a week to have it issued.
- Housing Confirmation will be sent to you via e-mail, but you can also receive it on paper. In that case, please remember to provide us with your postal address.
- Housing Confirmation might be necessary if you need a visa to enter Poland. Sometimes your home university might also need this document. But generally, it's not obligatory.
Below you will find information about the Learning Agreement.
- The sending institution should provide the Learning Agreement form. As your host institution, we don't have a form to share with you.
- The document should be firstly prepared with your Erasmus+ Coordinator from sending institution. Then, after it's approved, you should send it to your Erasmus+ Coordinator from the host institution.
Please find the list of our Erasmus+ Coordinators here. Please don't send your Learning Agreement to email@example.com.
The courses indicated in the Learning Agreement should be based on the course offer published on our website. Please note that there is still some information missing. We will update the file as soon as we receive information from the Erasmus+ Coordinators.
We don't need you to earn any particular number of ECTS during your stay. We advise you to earn around 30 ECTS per semester. But you may as well earn 10 or 50 ECTS.
- Don't worry if you are still unsure about which courses you want to participate in during your stay. You may change your choice up to one month after the beginning of the semester. To do that, you must fill in the During the Mobility part of the Learning Agreement.
- We don't have a deadline to complete the Learning Agreement. However, we suggest you have it ready and signed by all three parties before the semester begins.
- After your exchange ends, you must fill in the After the Mobility part. It must be signed by the same Erasmus+ Coordinators who signed yours Before the Mobility part.
Confirmation of stay
Below you will find information about the Confirmation of Stay.
- Confirmation of Stay can be found under different names (for example, Certificate of Attendance, Participation Certificate). It can also be divided into two documents: Confirmation of Arrival and Confirmation of Departure.
- This document can be provided by sending institution. You may also request it from the host institution.
- It would be best to get it signed soon after you begin and finish your exchange. Please remember that the departure date can be indicated max. 7 days from signing the document.
- The earliest date that can be indicated as your arrival date is the first day of the Orientation Week (it varies every year and semester). The latest date indicated as your departure date is the last day of the semester (25.02 - winter semester, 30.06 - summer semester). We can't and won't put any later dates on your certificates.
- To receive the Confirmation of Stay, visit the International Students Office or request it online at firstname.lastname@example.org.
International Students Office is located on Ingardena 6 Street (entrance from Oleandry 2a Street). We work from Monday to Friday from 9.00 until 15.00. Our office is located on the top floor in an open space called Welcome Centre.
Transcript of Records
Below you will find information about the Transcript of Records.
- Transcript of Records is the document the International Students Office can issue at the end of your stay. You should write a request to email@example.com or visit our office personally to receive it.
- A student might also issue the document via USOSWeb. Please remember that you still have to get it signed and stamped. Without that, the Transcript of Records is simply invalid and won't be accepted by the sending institution.
- This document can be issued only after you pass all the exams and your grades appear in the system. If some grades are still missing, they won't appear on your Transcript of Records.
- If you don't want some subjects and grades on your Transcript of Records (for various reasons), please inform us about it. We will unlink them from your program of study and they won't appear on the document.
ISO is located on Ingardena 6 Street (entrance from Oleandry 2a Street). We work from 7:30 until 15:30, but student service is available only from 9:00 until 15:00. Please remember that we are closed on the weekends.
You need to get in touch with ISO at least twice during your exchange, after your arrival to Kraków and just before your departure. After your arrival, ISO will register you in the system and sign your Certificate of Stay (this document might also have a different name). Before your departure, ISO will register that in the system, sign your Certificate of Departure and issue your Transcript of Records.
Please remember that you don't need to visit the ISO office personally. All the matters mentioned above might be dealt with online.
You only need to visit the ISO office personally when you decide to apply for a student card and receive a notification that it has been issued. More information about student card will be shared with you via e-mail.
At the ISO office, there are two people that you are looking for: Justyna Chrobakiewicz and Anastasiia Tkhorovska. They are your Incoming Students Coordinators. They are responsible for registering your arrival/departure and issuing all the documents. Please find all their responsibilities below:
- receiving your nomination and checking if everything is correct
- helping you through the application process
- co-organizing Orientation Week
- hosting Welcome Meeting
- registering your arrival/departure
- signing your Confirmation of Arrival/Departure
- issuing your Transcript of Records
- helping you through your stay (doctor appointments, COVID-19 infections, lost documents, etc.)
Please remember that if you decide to visit the ISO office personally and are already in the building looking for Anastasiia or Justyna, you must use our queuing system. Both coordinators can be found on the top floor in an open space called Welcome Centre. After you get to the top floor, please use the machine and get a ticket that the speakers will later call. We kindly ask you not to enter Welcome Centre before the number on your ticket gets called.
Justyna and Anastasiia are your Incoming Students Coordinators. But each of you also has an Erasmus+ Coordinator. Every Institute/Faculty has a different person responsible for incoming students. Unlike Incoming Students Coordinators, they don't deal with administrative procedures.
If you are not sure who your Erasmus+ Coordinator is, please get in touch with us at firstname.lastname@example.org.
Erasmus+ Coordinators are responsible for the content of your studies. They should send you all the necessary course information and help you register. They are also the ones who should review and accept your Learning Agreement. But above all, they are responsible for accepting your application and only because they considered it positively were you able to start your exchange at Jagiellonian University.
In most cases, the Erasmus+ grant is paid to the participant by their Erasmus+ Coordinator from sending institution. If you have any questions regarding the exact amount of the scholarship or the documents you need to provide, you need to contact the person in charge. However, in some cases, Jagiellonian University will be responsible for paying you the scholarship. If you come from a university outside the EU or an associated country, we will take care of your grant.
All the rules described above and below this part still apply to you. The only thing that differentiates you from other Erasmus+ students is that you must sign the agreement with International Students Office after arriving in Kraków. After some time, you will receive a scholarship from Jagiellonian University and not your sending institution. To sign an agreement, you need to provide us with three documents. Please find the list below.
- Learning Agreement
- Bank details form
- Health insurance
Regarding the Learning Agreement, please remember that you must provide us with the first part, Before the Mobility. Your signature is not enough. The document needs to be approved by all three parties. This document's other parts need to be provided at the end of your stay.
The bank details form will be sent to you via e-mail. Your bank account has to be in euros. Please remember to fill in the document on the computer. Unfortunately, we won't accept the document filled by hand.
You also need to provide us with a document proofing that you are a health insurance holder for a period equaling your stay at Jagiellonian University. Please remember that you can insure yourself at any company for any amount. The decision is up to you.
After you gather all the documents, it is time to visit International Students Office. After registering your arrival, you will be able to sign the scholarship agreement. All the documents are prepared in English, so you won't have problems understanding what you are signing.
After the procedure is fulfilled, it may take up to 2 weeks to receive the first amount of your grant, which equals 80% of the scholarship in total. During this time, you must be able to cover the costs of living in Kraków on your own. The remaining 20% will be transferred after your exchange ends. Each student will also receive a travel allowance that differs depending on the country from where the student arrives.
To ensure you receive the second part in time, please remember to provide us with your Learning Agreement, Confirmation of Stay and Transcript of Records as soon as possible. You also need to fill in the survey about your experience sent by European Commission.
After you receive information about your application status, you will also receive USOSWeb credentials. USOSWeb is a platform used at Jagiellonian University for various things. Each student has an individual account that can be used to register for courses, check the schedule, find out the grades from exams, etc.
After you get familiar with USOSWeb, please remember to activate your mailbox. Remember always to use it to contact Professors, Erasmus+ Coordinators and other JU staff during your exchange. JU mailbox will also allow you access to free WiFi in the JU buildings. Please find the instructions below.
- Go to www.usosweb.uj.edu.pl and log in with your login credentials.
- Click on the 'Student's Section' (middle-top of your screen).
- Click on the UJ E-Mail Activation (bottom-left of your screen).
- Now you can activate your e-mail: you may change or shorten your e-mail address in this section, then confirm your e-mail with your password.
- You may log into your mailbox using outlook.com/student.uj.edu.pl or login.microsoftonline.com.
- Also, you may check your e-mail via USOSweb by clicking on "moja POCZTA UJ".
If you have any questions regarding the course registration in USOSWeb, we always recommend contacting the relevant Erasmus+ Coordinator directly.
It would be best to be insured during your stay at Jagiellonian University. Different things may happen and it is safer to be insured. We recommend all students to get insured before they arrive in Kraków. Jagiellonian University doesn't provide exchange students with any additional insurance.
EU citizens are advised to have a valid European Insurance Card. Non-EU citizens should purchase relevant health insurance. More information on this matter can be found on the Polish Consular Office website.
If you are an EU citizen, you may enter the territory of Poland based on a valid travel document. We always advise traveling with both passport and ID. It is safer since one of the documents may get lost during your exchange or lose its validity.
If you are not an EU citizen, you need to have a valid visa to enter the territory of Poland. Since the visa consultation may take a while, we ask you to start taking care of this issue as soon as possible. You must contact the nearest Polish Consular Office for more detailed information about visa requirements. The list of all Polish Embassies and Consular Posts is available on the Ministry of Foreign Affairs website.
You need two documents that International Students Office can issue to receive a visa: an Acceptance Letter and Housing Confirmation. Acceptance Letter can be issued as soon as your application gets confirmed by the relevant Erasmus+ Coordinator. And the Housing Confirmation can be issued after you participate in the application for a place in one of the dormitories process and the results get announced. Please request them as soon as you can to avoid any delays.
Welcome Meeting is an online event organized by International Students Office twice a year. The Welcome Meeting aims to greet all the exchange participants and share with them the most crucial information about their stay at Jagiellonian University.
If you get accepted for an exchange, you will receive a direct link to the meeting around a week prior. The Welcome Meeting is a part of Orientation Week hosted by ESN UJ and usually takes place one week before the semester begins.
During the event, you can participate in a presentation about the Erasmus+ experience at Jagiellonian University. You will also have a chance to ask us anything you still find unclear.
Generally, the matters that we want to share with you during the meeting are:
- where you can visit our office and at which hours we are open for students;
- what formalities you should fulfill before starting your mobility;
- what Erasmus + Coordinators are responsible for and in which situations you can contact them;
- the academic calendar for the upcoming year;
- how to register for classes and link subjects to the appropriate stage;
- the possibility of obtaining a Student ID Card;
- when you should visit the Department of Foreigners;
- health insurance;
- the possibility of using the Jagiellonian University Library;
- when you can get in touch with the Student Support and Adaptation Center (SOWA);
- what you should do after your mobility ends;
- restrictions related to the coronavirus and what to do in the event of an infection.
If you aren't able to participate in Welcome Meeting, you will still receive the presentation by e-mail.
After you arrive in Kraków and the semester begins, you should register for your arrival. To do so, you may either contact email@example.com or visit the International Students Office personally.
No matter your choice, you should also provide us with the Confirmation of Arrival. This document can be provided by sending institution. You may also request it from the host institution.
Please remember that during the registration, you will be asked about the date of your first activity at Jagiellonian University. The earliest date that can be indicated as your arrival date is the first day of the Orientation Week (it varies every year and semester). It may also be the date of your first classes, lecture or seminars.
The registration period usually begins around two weeks before the semester. Students may register for classes via USOSWeb or by contacting the relevant Erasmus+ Coordinator. Registration rules vary at different Faculties/Institutes, so we recommend getting familiar with them in advance.
If you find yourself in trouble when registering, please get in touch with the relevant Erasmus+ Coordinator. International Students Office is not responsible for registration or courses in general.
All the necessary information about how to get the student card will be sent to you via e-mail as soon as the term begins.
However, it is essential to mention that each student can apply for a student card if they want to. It is not mandatory to obtain this document. Students with a PESEL number may also obtain an electronic student card.
Applying for a student card is great because it can give you many benefits throughout your stay at Jagiellonian University. It will allow you to use the libraries and the laboratories. You may also use it to use public transport with a student discount (-50%). Lastly, the card may help you save money when attending cultural events, visiting museums or eating out.