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Exchange Partners: How to nominate

Step-by-step guide on how to nominate and other useful information for our exchange partners.

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Nomination periods

Autumn semester or full academic year15 March - 15 April
Spring semester1 September - 1 October

Other procedures apply for Music Studies: Applicants to Music performance and Music composition should not be nominated by their home university, but must apply in the EASY Mobility Online by 1 March every year.

Students applying for Spring 2025 must be nominated during 1 September - 1 October. 

Application deadline for students

Autumn semester or full academic year25 April
Spring semester15 October

The Exchange portal contains all relevant information for future exchange students.

Nomination web - log in

Log in to Nomination web (online nomination system for all exchange partners).

We do not accept nominations sent by email. 

Make sure that UiB’s logo is on the top of the login page (- other institutions in Norway have the same login system). 

How to access Nomination web:

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

Please note that your email address has to be registered in our system in order for you to enter Nomination web. If you are not able to enter Nominaton web, you should contact incoming@uib.no

Nomination web supports Internet Explorer 8 or newer versions, along with most other browsers (e.g. Safari, Opera, Firefox, Chrome). Use lower-case letters (e.g. a instead of A) when entering your username.

Nomination web - how to register your students

During the nomination period 15 March - 15 April you may only nominate students for the autumn semester or full academic year. Students coming for Spring 2025 must be nominated during the next nomination period. 

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

If you can't find the relevant agreement/ subject area in Nomination web that you are responsible for, please email us at incoming@uib.no and we will check whether your email is registered correctly 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. We will make the necessary changes in the system.

    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 you can contact incoming@uib.no.

    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.

    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 another nomination

    Complete steps 2 and 3 for each student you wish to nominate for exchange. Partners can nominate students during the nomination period 15 March - 15 April. 

    Change nomination

    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.

    Course limitations

    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. 

    If a course has a limited amount of places, students nominated on an exchange agreement in the relevant subject area will be prioritised.

    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

    English language requirements

    All courses for exchange students are carried out in English and we expect that your students have sufficient fluency in English in order to cope with the courses from the beginning of the semester.

    General courses for exchange students

    Students are required to have a minimum of level B2 (CEFR) for all courses offered to exchange students, except for courses in English language and literature. We consider your nomination as confirmation of your students' English proficiency at level B2.

    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.

    Application documents

    Documents required for all applicants

    • Transcript of records in English or a Scandinavian language
    • Passport or national ID card (gender must be must be stated in the passport/ID card).

    Applicants required to upload additional documents

    Courses for exchange students

    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 from 10 March 2024.

    Before applying the students should check if the courses they are interested in, have required or recommended previous knowledge. This information can be found in the course description of each course. Information regarding courses should be addressed directly to the department or faculty responsible for the course. The contact information is available in the course descriptions online.

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

    Erasmus+ learning agreement

    UiB is connected to EWP and uses the OLA for all our outgoing students. 

    Students will find the contact information and other details to fill into their learning agreements at our website for students. Learning agreements are signed at the faculties after admission have been granted and the students have signed up for courses in Studentweb (UIB online registration system ) from 20 June/ mid-December.

    If you institution is not yet connected to EWP,  your students can use your university-specific learning agreement. 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.

    Admission period and letter of acceptance

    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 30 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 end of 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

    Student housing

    The Student Welfare Organisation (Sammen) in Bergen offers student housing to new international students. Exchange students are entitled to housing guarantee if they apply in Sammen's application portal within the following dates:

    • Autumn semester (start August): 1 April - 15 May
    • Spring semester (start January): 1 October - 1 November

    The students will receive an offer from Sammen shortly after the deadlines 15 May / 1 November. If the students plan to accept the offer, they need to sign the tenancy agreement within the given deadline, even if their 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.

    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): 30 June
    • Spring semester (start January): 30 November

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

    Students who do not cancel the tenancy agreement within the deadline, will have to pay rent for minimum five months (autumn semester) or six months (spring semester). 

    Students with special needs

    Sammen can offer rooms / apartments that are specially adapted for students with special needs. The student must notify Sammen as soon as possible and after the application is submitted, by sending an email to bolig@sammen.no 

    Study permit and police registration

    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.

    Students with special needs

    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.

    The Student Welfare Organization (Sammen) can offer rooms / apartments that are specially adapted for students with special needs. Supporting documentation (medical certificate) must be attached to the housing application. The students must also notify Sammen as soon as possible after the application has been submitted by sending an email to bolig@sammen.no.  

    Extension of study period

    Exchange students can apply to extend their study period with one semester. 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. 

    Partners do not have to nominate the students again. However, the extension must be included in the total number of nominated students.

    Applications deadline:

    • Autumn semester: 1 June*
    • Spring semester: 15 October*

    * No extension will be given beyond this deadline. 

    Students apply for extension following the instructions given here.  Official confimation of extension signed by the erasmus coordinator at home institution is required. 

    Transcript of records

    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.