Exchange Partners: How to nominate

Step 1: Log in to Nomination web

• Username: Your email address or joint institutional email address.
• Password: Order a password at the login page the first time you log in or if you need a new password. Enter your username and choose Send password.

Only registered partners may log in and register nominations in the Nomination web. If you forgotten your username or need to be registered as a new user, please contact incoming@uib.no. 

Step 2: Register your students

Students coming for the spring semester must be nominated during the period 1 September to 1 October. 

In the nomination period for the autumn semester (15 March - 15 April) you can nominate students for the autumn semester or full academic year.

1. Choose agreement

After login, you will see an overview of the agreements you can access with your username. Select the relevant agreement and choose Add new nomination to nominate a student on the agreement. 

If you can't find the agreement/ subject area registered on your name, please email us at incoming@uib.no and we will check whether your email is correctly registered in our database. 

If you want to nominate your student(s) for two semesters, but are only able to nominate for one semester, please nominate your student for one semester and then email us at incoming@uib.no and explain the situation. 

If you have questions regarding the number of nominees, courses or any other issues related to your agreement(s) with UiB, you should contact your partner at the department or faculty. For university wide agreements, please contact incoming@uib.no.

We expect partners to nominate their students within the subject area specified in our agreeement. 

2. Register nominated students

• Email address
• Name (according to passport)
• Gender
• Date of birth in the format YYYY.MM.DD
• Citizenship (according to passport)
• Semester/s for admission
  • autumn/ autumn+spring
  • spring/ spring+autumn

After completing the student's information, click on "Add Nomination" to save the data. 

3. Upload documents

Partners can on behalf of their students upload the required documentation in Nomination web. We accept unofficial transcripts, translations, and documentation of funds (Non-EU/EEA students) when uploaded by our partner universities on behalf of the student.

Nominated students must have completed 60 ECTS/ 1 year of studies before arrival in Bergen in order to be eligible for admission. 

4. Confirmation email

The nominated students will receive a confirmation email (cc to nominator) approximately 30 minutes after after their nomination was registered in Nomination web. In addition the students will receive an email with their password needed in order to access their online application. 

Nominated students can apply in our online application system (Søknadsweb) as soon as they have received the confirmation email.

5. Add nomination

Complete steps 2 and 3 for each student you wish to nominate for exchange. 

Please note that nominations cannot be edited. I you registered incorrect data, you must delete the nomination using the delete button (red circle with the white cross), and then click “Add New Nomination” to start the process again. If you are not able to delete the nomination, email us at incoming@uib.no for assistance.

UiB offers a large number of courses taught in English for exchange students. The course list for the academic year of 2024/2025 is available online.

We advise prospective students to check the course description and requiremets of the courses of interest before applying for admission. This is special relevant for restricted courses with limited capacity. Inquiries regarding courses should be addressed directly to the department or faculty responsible for the course. The contact information is available in the course description online.

The normal workload per semester for a full-time student is 30 ECTS credits.

We expect partners to nominate their students within the subject area specified in our agreeement. Students may in addition choose courses from other subject areas (mainly open courses), preferably at the same faculty. 

Course limitations

Admission to restricted courses cannot be granted unless the student have previous knowledge and the required academic background. Many restricted courses have limited capacity and therefore, qualified students nominated on an exchange agreement in a relevant subjects will be prioritized. 

Subject areas with very limited capacity:

• Earth Sciences (GEOV)
• Biological Sciences (BIO)

Subject areas not open for exchange students

The following subject areas are not open for exchange students unless otherwise specified in the exchange agreement:

• Medicine
• Dentistry
• Music - Performance and Composition
• Fine Art
• Design

All courses for exchange students are carried out in English. We recommend and expect students to have a B2 minimum level according to the Common European Framework of Reference for Languages (CEFR).

General courses for exchange students

We expects partner to evaluate their student's English proficiency according to level B2 (CEFR).We consider your nomination as confirmation of your students' English proficiency. Except for courses in English language and literature (see information below).

Courses in English language and literature

Courses in English language and literature have course codes starting with ENG[xxx]. Students who apply to take ENG-courses must have a minimum of level C1 (CEFR). The students must document their English level by submitting a test to their application.

Documents required for all applicants

• Transcript of records in English or a Scandinavian language. A minimum of 60 ECTS is required for admission. 
  • Alternatively the student can upload the original transcript together with a translation. 
• Passport or national ID card (gender must be must be stated in the passport/ID card).

Applicants required to upload additional documents

• Applicants from countries outside the EU/EEA and Switzerland
• Applicants to courses in English language and literature (ENG-courses)
• Applicants to the Faculty of Mathematics and Natural Sciences
• Applicants to the Faculty of Fine Art, Music and Design
• Applicants to regular courses taught in Norwegian (NOT Norwegian language courses)

Partners can check the status of their students' application by log in at Nomination web.

Letter of Acceptance

Students will receive the Letter of Acceptance online through Søknadsweb (UiB online application system): 

• by 10 June for students starting in August.
• by 28 November for students starting in January.

Students will be notified by email soon after the letters have been published. The acceptance letter can be downloaded by the student as a pdf document. We do not sent copies of the Letter of Acceptance to our partners.

Students from the same home university will not necessarily receive their Letter of Acceptance at the same day. We publish Letters of Acceptance from end of May until 10 June / mid-November until the 28 November, regardless of which home university the students belong to.

The processing of a student's application can be delayed for several reasons, the most common one being that we are missing one or more of the required documents. In these cases we will email the student directly with information about what is missing and what the student should do next.

Please ask your students to check their email regularly, including the spam filter.

The Application Process Timeline is available here. 

UiB is connected to EWP and uses the Online Learning Agreement (OLA).  Students can still use the paper version of the learnig agreement, if their home institution is not yet connected to EWP.

Learning agreements are signed at  Faculty Information Centres  after admission have been granted and the students have signed up for courses in Studentweb (UIB online registration system). Students will find the contact information and other details to fill into their learning agreements at our website for students

Please note that paper versions (including PDF-documents) of the university-specific learning agreements will be signed at the Faculty Information Centres after the students have arrived in Bergen.

Students with special needs, disability or illness can apply for individual adaptation during their exchange period at UIB. Contact the UiB faculty's contact person if you need special arrangements.

UiB also offers special arrangements for examinations. Please note that the students will have to apply well ahead of the exam dates.

Student housing

SAMMEN can offer a limited number of rooms/apartments specially adapted for students with special needs. 

Requests for disability-related accommodations are considered on a case-by-case basis and availability.  Supporting documentation (medical certificate), must be submitted to SAMMEN together with the application..

Please note that students are not guaranteed a disability  adapted room/single room even if medical certificate is provided.

The Student Welfare Organisation (Sammen) in Bergen offers student housing to new international students. Exchange students are entitled to housing guarantee  provided that they submit an application within the following dates:

• Autumn semester (start August): 1 April - 10 May
• Spring semester (start January): 1 October - 1 November

Information about housing application will be sent to all nominated students before the start of the application period.

Room allocation will be done by SAMMEN according to availability. The offer will be sent shortly after the deadlines 10 May / 1 November. The housing offer is given for a limited period of time and it is therefore important that students accept, sign and return the tenancy agreement within the given deadline. This must be done even if  admission at UiB is still under consideration.

The tenancy agreement is a legal binding agreement between the student and Sammen. Please advise your students to read the document carefully and get familiarized with the terms and conditions given in the agreement.

Shared rooms will be allocated to short term students (1 semester stay). Allocations are randomised.

SAMMEN is a separate organization, and UiB cannot interference with their regulations and deadlines. Inquiries regarding application/booking must be addressed directly to SAMMEN.

Cancellation

Students that withdraw from their exchange at UIB must make sure that they cancel the tenancy agreement within Sammen's cancellation deadlines:

• Autumn semester (start August): 24 June
• Spring semester (start January): 30 November

They need to notify SAMMEN by email bolig@sammen.no with a copy to incoming@uib.no.

Cancellations after the deadline, will be subjected to SAMMEN cancellation policies and regulations. Students will be bond to pay rent for the whole allocation period.

Non-EU/EFTA citizens must apply for a study permit after receiving the Letter of Acceptance from the University of Bergen. This also applies for non-EU/EFTA citizens with a Schengen residence permit. 

EU/EFTA citizens do not need to apply for a study permit, but the police's Immigration Office (UDI) requires that students register online as soon as possible after they have arrived in Bergen.

Nordic citizens do not need a study permit to study in Norway, but may register with the National Registry if living in Norway for more than 6 months.

Exchange students can apply to extend their study period with one semester. Extension will be given only for the following spring semester. It is not possible to apply for extension from spring to autumn.

Students apply for extension through our online application form. Official confimation of extension signed by the erasmus coordinator at home institution is required. Partners do not nominate the students in Nomination web. However, the extension must be included in the total number of nominated students.

The exchange period is limited to maximum one academic year (two semester). This applies regardless of whether there were two non-contiguous periods.

A satisfactory study progress equal to a semester workload of 30 credits is required. Extensions are subjected to courses availability and overall study progress. 

Applications deadline:

• Spring semester: 15 October*

* No extension will be given beyond this deadline. 

UiB has replaced the transcript of records on paper with digital services. All students must order a transcript of records with a digital signature from the Diploma Registry. Partners will able to check the validity of a digital transcript or certified link.

In Norway we use the grading scale A-F, or “Pass”/”Fail”, in higher education. Please see our information website about the grading system for full details on what the grades mean.