Bahar Dönemi

Guide to Admissions and Registration in the University of

Alcalá for Erasmus Students

SECOND SEMESTER STUDENTS

A) BEFORE ARRIVAL

1. RECEPTION OF LIST OF NOMINATED STUDENTS BY E-MAIL

The university of origin should send via email the list of nominated students to the University

of Alcalá (UAH) by September 30. All such electronic correspondence must be sent via e‐mail

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

The University of Alcalá will confirm via email by October 20 whether or not the students

nominated have  been admitted.

2. RECEPTION OF DOCUMENTS

Students who have been admitted to the University of Alcalá should send between October

15 and November 15 the electronic document called International Student Application Form

and Learning Agreement, which can be found, together with all the other documents needed

for registration, at the UAH’s International Website:

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

matricula/impresos_erasmus

The Learning Agreement requests information regarding the student and the courses which

he/she wishes to enroll in. However, some courses can only accept a limited number of

students and thus access to all the courses offered cannot be guaranteed. The Learning

Agreement offers the opportunity to sign up for reserve courses, in case the courses chosen in

the first place were not available. Reserve courses should be listed by order of preference.  

In order to fill in this document, students need to consult the course schedules, 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 may sign up for annual courses only

if they are planning a yearlong stay at UAH, and that they will receive a grade only for the

courses for which they are officially registered. The following academic year’s course offerings

and class schedules will be published by June 1 on each Faculty’s web page as well as at the

International Website of the UAH.  

Students should print the electronic document before submitting it in order to be able to sign

it. The printed version must also contain their international coordinator’s signature as well as

the seal of their home university. It should then be posted to the UAH, together with all the

documents listed below, to ensure its arrival there by November 30.   

The documents which need to be sent to the UAH by post are the following:  

a)    International Student Application Form and Learning Agreement, signed and stampedb) Application Form for Visa Support Letter: (only for students from countries which are not

members of the European Union or which are subject to visa requirements).

c) Photocopy of the personal pages in student’s Passport.

d) Photocopy of the European Health Insurance Card or Private Health Insurance Card from

an officially certified partner which may legally operate in Spain valid for the period of

stay.

e) Application form for Electronic Student Card, 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.

g) Application Form for Spanish Language Course (optional) and proof of payment (see

section 6 below): an Intensive Spanish course will be offered at Alcalingua

(www.alcalinguaweb.com) prior to the beginning of the semester at reduced cost for

incoming Erasmus students.

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

h) 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 commencement of the second

semester, 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. When

certain courses cease 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 these were 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 arrival at the University of Alcalá, students will be given a list of the courses in which

they have been registered (see section 5 below). If he/she wishes to add, substract or change

any courses, he/she should inform the Office of International Relations (ORI) of the Faculty in

which he/she will pursue his/her studies. In order to do so, the student should fill in the

document Changes in Learning Agreement which is available along with all other Application

Forms at the aforementioned website.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 in Learning Agreement which will require signed authorization from the

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

4. ACCOMMODATION

Students can book accommodations prior to their arrival in one of the University Residence

Halls or in any of the other available options in the cities of Alcalá and Guadalajara. For

information regarding accommodations, 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. Students who choose to live in Guadalajara

may obtain a list of rental apartments from the ORI located in the Multi‐Departmental

Building in that city (see arrival procedures below).

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 comply with following procedures:

a) Obtain a list of the courses for which he/she is registered.

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

she should submit the Certificate of Arrival or Attendance issued by the home

university. This document could be signed and sealed either at the VRRII or by the

student’s Academic Coordinator.

c) Obtain the Student Electronic Card, which will provide access to most UAH services.  

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

the Guadalajara campus).

e) Apply for the electronic user’s account which provides access to the university’s

online services as well as to the student’s institutional email.

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

housing options in the city (please refer to the accommodations section above).

   

6. SPANISH COURSE

  

The Center for studying Spanish as a foreign language, Alcalingua, offers an intensive course in

Spanish language for foreign students prior to the commencement of classes. Students who

wish to take this course must arrive at the University of Alcalá in time to enroll and take the

level tests. The price of this course is subsidized for Erasmus students, who need to pay only50 Euros for administration fees. Students may also be asked to purchase a book or other

materials for this course. Proof of payment for the fees (50 Euros) has to arrive at UAH along

with all the registration documents, as explained in section 2 of this document. The

administration fee will not be refunded under any circumstances, even if the student does not

attend the classes.  

The administration fee should be sent to:  

Name: Universidad de Alcalá

Bank: Banco Santander Central Hispano

Address: C/ Libreros nº 19, E‐28801 Alcalá de Henares (Madrid) España

Specific purpose: Spanish course (Alcalingua)

Account number: 0049 – 6692 – 87 – 2716305096

IBAN: ES87 0049 6692 8727 1630 5096

BIC/SWIFT: BSCHESMM

 

Up‐to‐date information regarding prices, schedules and registration in Spanish language

courses can be obtained at www.alcalinguaweb.com.  

C) AT THE END OF THE STAY

7. CERTIFICATE OF ATTENDANCE

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

should present the Certificate of Attendance issued by the home university to be signed and

stamped by the International Relations Office of the Faculty in which the student is enrolled.

The starting date must be the one 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 Faculty’s International Relations Office will send by post to the student’s university of

origin the academic transcripts with the grades obtained for all the courses. Year‐long and

second semester students’ grades will be sent by July 31.  

Students who need to take make‐up exams in September should notify their UAH Coordinator

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), except when specified otherwise in the exchange agreement that governs the

mobility stay. However, students who initially apply for a stay of fewer months, may apply for

an extension of the mobility period of up to the maximum length of nine months. Students

seeking to do so must obtain the authorization of both the Coordinator of their home

university as well as the Faculty’s International Relations Office at UAH. The extension of the

mobility period does not guarantee an increase in funding.If both universities accept the extension of the mobility period, the student should fill in, print

and sign the Application for extension of mobility period. He or she should then send it by

email or fax to the Coordinator of the home university for approval and signature. Upon

reception of the signed and stamped document, students must present it at the Faculty’s

International Relations Office for signature and other formalities.  

Students who wish to extend the duration of the mobility period beyond the academic year

during which they first arrived at the University of Alcalá, must apply again for admission.

Under certain circumstances, which include the prior approval of the Field Coordinators of

both institutions, the extension of stay could result in receiving a double degree from both the

home university and the University of Alcalá.  

RENUNCIATION OF THE MOBILITY STAY

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 Renunciation Form available on the UAH

webpage. This document should be sent via email or fax to the VRRII

(erasmus.incoming@uah.es).  

CONTACT DIRECTORY

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

erasmus.incoming@uah.es .

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

may be found at: https://www.uah.es/internacionales/directorios.shtm.

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

https://www.uah.es/internacionales/directorios.shtm.

LANGUAGE REQUIREMENTS

In order to study at UAH, all students must have prior knowledge of the language of

instruction of the courses they are planning to take equivalent to or higher than the B1 level

of the European Framework of Reference for Languages (EFRL), with the following exceptions:  

International students pursuing the degrees of English Studies or Modern Language and

Translation should possess prior knowledge of Spanish and of English equivalent to or higher

than or equal to the B2 level of the EFRL.

International students pursuing the degrees of History or Humanities should possess prior

knowledge of Spanish higher than or equal to the B2 level of the EFRL.

  

International students pursuing the degree of Spanish Studies should possess prior knowledge

of Spanish higher than or equal to the C1 level of the EFRL.

The sending institution will guarantee that the candidates chosen to participate in this

Programme meet the language requirements.   

MORE INFORMATION REGARDING THE REGISTRATION PROCESS AND

ENROLLMENT:  

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