Making your application

In addition to applying to University of Galway for the Erasmus+ grant, you will have to make an application to be admitted to your host university as an Erasmus student. It’s a good idea to consult the International Office/Erasmus+ pages of your host university’s website so that you know what to expect in relation to the application procedure and the deadline.

The first stage in the process is that your coordinator at University of Galway will officially nominate you to the host university, and after that you can expect to receive instructions by email from the host university about the application procedure. As there is a danger that legitimate emails can end up in your spam folder, you should check this regularly. If you haven’t heard anything from your host university a month before the deadline, notify your University of Galway academic coordinator.

Online application forms are widely used by our partner universities. You may have to print out the form or part of it and have it signed by your University of Galway coordinator before sending it to the host university by post. Make sure you observe the application deadline! You should receive a confirmation of acceptance from the host university within a month or so of the deadline.

Finding Accommodation

Each outgoing Erasmus+ student is responsible for organising his/her accommodation abroad. University of Galway cannot provide this service. However, each host university will have an Accommodation Office with detailed knowledge of the local area and the available options; that office will therefore be well placed to offer appropriate advice and support to incoming international students.

You should be aware that it won’t always be possible to book a room in a student residence, as there is a limited supply of such accommodation and it can fill up quickly. If this type of accommodation is available, it’s advisable to take advantage of it. You will normally need to complete a booking form in advance, often at the time of making your application to the host university (see above section). In a lot of cases, student accommodation is allocated on a “first come, first served” basis. Do not delay in returning booking forms! Mention what subjects you are studying when you complete the accommodation booking form: it may be possible to allocate you student accommodation near to the faculties of the subjects you will be studying. University of Galway students who previously attended your host university may also be able to recommend a particular student residence. You may be requested to pay a deposit in advance – pay this on time to avoid disappointment. Your rental contract will most likely oblige you to pay in full for each month, even if you might not be there for all of the first or final month. Be aware that in many cases, student residences are managed by agencies external to the university, so that the university itself may have little control over the allocation of rooms.

It is worth noting that some student accommodation abroad may not be of a very high standard and may be located a distance from the university. You may find that cooking utensils are not provided and that a number of people could be sharing communal cooking and bathroom areas. If you are not comfortable with this, you may be better advised to seek accommodation in the private sector. Research your options thoroughly and speak to returned Erasmus+ students before you make a final decision.

If you wish to rent accommodation using the private market, you should only do so after having viewed the premises in person: never pre-book over the internet, especially where a deposit is requested, unless you know that the person with whom you are dealing is bona fide. Accommodation scams are becoming increasingly common, and you stand to lose a substantial amount of money in this way.

Where student accommodation is either not available or not your preferred option, it is strongly advised that you make appropriate arrangements in advance. This may mean booking into a hotel or hostel and arriving a week or two before the teaching term starts in order to give yourself time to search for private accommodation. Visit the university’s Accommodation Office, as the staff there will be able to assist you and give you advice. Try to find out about different neighbourhoods in terms of their safety and their proximity to the university, and get an idea of the going rates for monthly rent. You are also advised to be careful signing contracts – read the small print. And remember that it is not advisable to accept accommodation if you have any reservations about the security and safety of the property.

While it may seem convenient and reassuring to share accommodation with other English-speaking students, former Erasmus+ students have often commented that this was not always advantageous from the perspectives of language learning and integration into the new environment, and you should consider all of this when you are looking for somewhere to stay.

When you move into your accommodation, make a note of and report anything damaged or missing. If, during your stay, you cause damage to the property, the cost of repairs will be deducted from your deposit. If you encounter issues such as mould or mildew, be sure to notify the landlord/agency/ manager so that this is dealt with promptly.

Students who live at home while attending university in Galway may find the search for accommodation the most daunting aspect of the stay abroad. However, with careful and early planning most students don’t have any major problems.

• Here are some points worth considering:
• What types of accommodation options are available and what is the cost of each option?
• What forms are needed to book accommodation, and what is the deadline?
• What deposit, if any, is required in advance?
• What facilities (toilet, shower, cooking, etc.) are available? Are they shared?
• Are bed linen, kitchen utensils, etc., provided or will you need to supply your own?
• Is the property furnished?
• Are utility bills (electricity, gas, etc.) included in the rent?
• From what date will accommodation be available?
• Will you be bound by a contract, and for how long?
• What are the opening hours of reception in student residences? (If you are arriving outside of office hours, you may need to make advance arrangements to gain access to your room.)

Essential Documents

In most cases you will need the following items for registration purposes in the host university, whether it’s done in person or online. Depending on the bureaucratic requirements in your host country, you may have to present them on various different occasions.

• Your passport, as well as some passport photographs and/or a digital copy suitable for upload
• A letter stating that your home university has nominated you as an Erasmus+ student (The International Office at University of Galway will issue such a letter to all outgoing Erasmus+ students.)
• A confirmation of your acceptance at the host university, if applicable
• Your European Health Insurance Card (if applicable) and proof of your private travel insurance
• In some cases (e.g., for France), you may need a copy of your birth certificate. (This may need to be a translated version; your academic discipline can help you with this.)

It’s also advisable to have some copies of these documents which can help verify your student status:

• Your University of Galway student card
• University of Galway registration statement, proving that you are a registered student here for 2024/25

Staying in touch with University of Galway

Email will be our principal means of official communication with you while you are away, and your University of Galway email address is the one that we will use for bringing you any news relating to the Erasmus+ Programme, e.g., notification of grant payments, messages from your coordinator, advice and reminders, etc. Please ensure that you check your University of Galway email account regularly and that you monitor your spam/junk email folder too, as important messages can end up there.

Keep an eye on our website for information you may need while abroad, such as news items and downloadable copies of all the principal forms that you will need to complete: https://www.universityofgalway.ie/erasmus-programme/outgoingstudents/latestnews/#tab2.

In addition, a Facebook page “University of Galway Outgoing Erasmus+ 24/25” will provide a useful forum for communication with and between students on Erasmus+ topics as they arise during the year.

Student Report

As mentioned already, the EU Survey/Participant Report is a European Commission requirement for each and every individual Erasmus student.

In addition to this, your academic coordinator may also ask you to complete a Narrative Report with specific questions about your experience and the practical aspects of your time abroad. Your observations here will be very helpful to future University of Galway students, so please take the time to complete this report carefully if it is requested. It can be found at the following webpage: https://www.universityofgalway.ie/erasmus-programme/outgoingstudents/latestnews/#tab1. If a number of you from the same course are studying in the same location, you may collaborate on the Narrative Report, but remember that the above-mentioned European Commission EU Survey must be completed on an individual basis.