Güz Dönemi

Guide to Admissions and Registration in the University of Alcalá

for Erasmus Students

FULL YEAR AND FIRST SEMESTER STUDENTS

Erasmus Students should take the following steps regarding their academic stay at the University

of Alcalá:

A) PRIOR TO ARRIVAL

1. SENDING OF LIST OF NOMINATED STUDENTS

By April 30 the home university should email the list of  nominated students with their email

addresses to the University of Alcalá (UAH). All such electronic correspondence must be sent to

the following address: erasmus.incoming@uah.es.

The University of Alcalá will send an email to each student to confirm whether or not they have

been admitted. Admission doesn’t guarantee that the student can register in all  of the  courses

that he/she has applied for, as some courses have a limited number of places.

2. SENDING OF DOCUMENTS

Students who have been admitted to the University of Alcalá should fill in, print and email (in this

order) the electronic document International Student Application Form and Learning Agreement

between June 1 and June 30.

This document  can be found, together with all the other documents needed for  admission and

registration, at the following link in the  International Portal of the UAH’s website:

https://portal.uah.es/portal/page/portal/portal_internacional/nuestros_estudios/admision_matri

cula/impresos_erasmus

The  International Student Application Form and Learning Agreement requests information

regarding the student and the courses which he/she wishes to enroll in. It also includes a space to

sign up for reserve courses in case there aren’t enough places available in the student’s first

choice. Reserve courses should be listed by order of preference.

In order to fill in this document, students need to consult the course schedules and exam dates, to

ensure that they are offered during the period of intended stay at UAH and that they do not

overlap. Furthermore, students should take into account that they can only sign up for full year

courses if they are planning to stay at UAH for a year. On June 15, information regarding courses

and schedules will be posted on the websites of relevant Faculties/Schools, and will also be posted

in the section “Our Studies” in the International Portal of the UAH’s website.

Students should print the electronic document before sending it via email, in order to be able to

sign it. The printed version must also contain their international coordinator’s signature. It should

also be posted to the UAH, together with all the documents listed below, to ensure its arrival by

July 10. 

All documentation must be completed and posted to the UAH. The envelope must contain:a)   International Student Application Form and Learning Agreement signed and stamped

b) Application Form for Visa Support Letter (only for students from countries which are not

members of the European Union or other countries which are exempt from visa requirements).

c) Photocopy of the personal pages in a valid passport.

d) Photocopy of the European Health Insurance Card or Private  Health and Accident

Insurance Card which is valid for the period of stay and is from an officially certified partner

which may legally operate in Spain.

e) Application form for the Intelligent Electronic Card (“Tarjeta Universitaria Intelligente” o

“TUI”) which permits access to multiple electronic services at UAH.

f) Three original passport-sized photos,  with a white background and with the student’s

name written on the back.

The documents should be sent to:

Vicerrectorado de Relaciones Internacionales

Universidad de Alcalá

Programa Erasmus

Plaza de San Diego s/n

28801 Alcalá de Henares (Madrid)

SPAIN

The University of Alcalá will send students an email confirming receipt of these documents and

their acceptance on to the program.

Students who wish to apply for a Student Tutor (optional) should fill in and send the Student

Tutor Application Form to the email address guias.esn.alcala@gmail.com. The Student Tutor is a

Spanish student who will accompany and help the international student during his/her first few

weeks in Alcalá.

3. REGISTRATION

Upon receipt of the original documents and  before the academic year begins, the UAH will

register the student for the courses listed in his/her Learning Agreement. However, the University

of Alcalá cannot guarantee that all the courses requested will be available, since some of them can

only admit a limited number of students. If any of the requested courses ceases to be available,

the University of Alcalá will register the student for the reserve courses listed in the  Learning

Agreement by order of preference. If the student hasn’t listed reserve courses or these are also

unavailable, the student will be registered only in the courses for which there are available places,

among those listed in the Learning Agreement.

After arriving at the University and during the registration process (see point 5 below), the student

will receive a user name and password for accessing the University’s computer network in order to

consult the subjects in which he/she has been registered. If the student wishes to add, remove or

replace any subject he/she must inform the International Relations Office (“Oficina de Relaciones

Internacionales o “ORI”) of the Centre (i.e. Faculty) in which he/she is enrolled during the week

before the course starts. In order to modify the initial registration, the student must complete the form Changes to Learning Agreement, and obtain the approval of the Coordinator of the home

university.

Students will be allowed only exceptionally to  change the courses for which they are

registered after the beginning of classes. In order to do so, they will need to fill in the

document Changes to Learning Agreement, which will require signed authorization from the

ORI of the Faculty in which he/she pursues her studies.

If a student wishes to change the group to which he/she has been assigned but not the  course,

he/she must seek authorization from the relevant Centre.

4. ACCOMMODATION

Students can book accommodation prior to their arrival in one of the University Residence Halls or

arrange to stay with  a  family, in  a  private flat, in  a hotel or hostel in the cities of  Alcalá and

Guadalajara. For information regarding accommodation, please consult the following website:

https://portal.uah.es/portal/page/portal/portal_internacional/vida_universitaria/alojamiento

Following their arrival in Alcalá (but not before), students may request the list of single or shared

rental apartments available at that time in the  building of the Vice-President of International

Relations (“Vicerrectorado de Relaciones Internacionales” or “VRII”, Edificio del Rectorado, Plaza

de San Diego). Students who wish to live in Guadalajara may obtain a list of rental apartments

from the ORI located in the Multi-Departmental Building in this city.

B) AFTER ARRIVAL

5. ARRIVAL PROCEDURES

Immediately after arriving in the city of Alcalá de Henares and before beginning classes,

students should visit the Vicerrectorado de Relaciones Internacionales (VRRII, Rectorate

Building, Plaza de San Diego) to carry out the following procedures:

a) Obtain their username and password  which  will allow  them to  access the website of the

University of Alcalá (“My Portal” section) and consult the subjects in which they have been

registered.

b) If the student is required to certify his or her arrival at the University of Alcalá, he or she

should submit a Certificate of Arrival or Attendance as specified by the home university. This

document could be signed and sealed either at the VRRII or by the ORI for the Centre (i.e.

Faculty) in which the student is enrolled.

c) Acquire the Intelligent Electronic Card (TUI).

d) Obtain the  Public Transport Card (optional and only for students living or studying in the

Guadalajara campus).

e) Present their European Health Insurance Card or proof of other acquired insurance.

f) Upon request the VRRII will provide students with information regarding available apartments

to rent in the city. (Please refer to the accommodations section above.)6. LANGUAGE COMPETENCE

As a general rule, in order to study at the UAH students must have prior knowledge of the

language in which they are going to study which is equivalent to or higher than the B1 level of the

Common European Framework of Reference for Languages. Taking courses in the Hispanic Studies

degree requires at least a B2 level of Spanish. Enrollment in the  English Studies and Modern

Languages and Translation degrees requires at least a B2 level of English. 

The  University of Alcala’s Spanish language school,  Alcalingua, offers an intensive  Spanish

language course for foreign students before classes begin. Students who wish to take this course

must arrive at the University of Alcalá in time to enroll and take the evaluation test to determine

their level.

Up-to-date  information regarding prices, schedules and registration for this and other Spanish

language courses  available throughout the academic year  can be obtained at

www.alcalinguaweb.com. 

C) END OF STUDY PERIOD

7. CERTIFICATE OF ATTENDANCE

If the student is required to certify his or her attendance at the University of Alcalá, he or she

should request a Certificate of Attendance in the International Relations Office of the Centre  (i.e.

Faculty)  in which the student is enrolled.  The starting date  will be the date specified in the

Certificate of Arrival or Attendance, a copy of which should be presented by the student. The

ending date is the day the UAH signs this certificate.

8.  TRANSCRIPT OF GRADES

The ORI will post the academic transcript with the grades obtained for all courses to the student’s

home university . If the student was enrolled at UAH for the first semester only, the transcript will

be sent by March 15; if he/she is a year-long or a second semester student, the transcript will be

sent by July 31.

Students who need to  repeat exams in September should notify their International Relations

Office at UAH to ensure that an additional transcript covering the courses for which a final grade is

pending is issued.

EXTENSION OF MOBILITY PERIOD

Exchange students may apply for a mobility stay at UAH of up to one academic year (9 months).

However, students who  initially apply for a shorter period may apply for an extension of the

mobility period up to the maximum length of nine months by filling in, printing and signing the

Application for extension of mobility period form which may be found in the International Portal

of the UAH’s website. This form must be submitted to the International Relations Office.

If the student wishes to extend their study period in the UAH in order to study in a different

academic year he/she must repeat the mobility program admission process. In certain conditions and with the prior approval of the international coordinators of both

institutions, extending the mobility period beyond one academic year may permit the student to

receive a double degree from both the home university and the University of Alcalá.

RENUNCIATION OF MOBILITY PERIOD

Students who wish to renounce all or part of the period of stay initially agreed on at the University

of Alcalá, must fill out, print, and sign the Application for Renunciation of Mobility Period form

available in the International Portal of the UAH webpage. This document should be sent via email

or fax to the VRRII, whose email address is indicated on the form .

DIRECTORY

Questions regarding the process of admission and registration should be directed to:

erasmus.incoming@uah.es.

The list of Coordinators of International Programs at the UAH by field of study is available at:

www.uah.es/internacionales/documentos/tabla03.pdf.

Email address and phone numbers for the International Student Offices for each field of study

may be found at:www.uah.es/internacionales/documentos/tabla04.pdf.

MORE INFORMATION REGARDING REGISTRATION AND ENROLLMENT: 

https://www.uah.es/acceso_informacion_academica/primero_segundo_ciclo/normativa_academica/inicio.shtm