Pre-approval

During your degree programme you have a semester consisting of 30 ECTS electives. It is these 30 ECTS which are available for study abroad. When you apply for pre-approval of courses, you apply for a pre-approval of credit transfer of courses as elective courses. When you have passed the pre-approved courses abroad, you are obligated to apply for credit transfer of the courses to your degree programme at AU. 

Before you apply for pre-approval of courses, you must normally be aware of which courses you have access to at your host university. Because of this you should await information about courses from the host university before you start your application. You should also make sure that the courses you apply for at the host university are likely to be pre-approved and later transferred to your degree programme at AU.

Choosing courses at your host university

Your Study Board performs an individual assessment of the academic content and level of the courses you apply to have pre-approved.

Generally, when applying for pre-approval, you should note the following: 

  • Academic content and relevance
  • Academic overlap
  • Academic level

Academic content and relevance

The courses you attend at the host university must have an academic content that is relevant to your degree at Aarhus University. On your study portal under  Counselling > Preapproval and credit transfer > Pre-assessed courses - you can for each of the different universities see which courses which have previously been pre-assessed for your study programme. The list is a good indicator of the type of courses that can be pre-approved. If there are no courses listed for your study programme under your host university, you can get inspiration by looking at courses approved from other universities. You can also see which courses are offered as electives for your degree programme during the relevant semester at Aarhus University. 

Generally, any courses in the list which are approved for your degree programme, can also be pre-approved for you (this does not apply to Oecon and SOC-students).  

Academic overlap 

When choosing courses at the host university it is important not to choose courses that have too much overlap to other courses in your degree programme. Based on the course descriptions and literature you can get a good impression of whether the course at the host university overlaps with a course you have already taken or will take during your degree. 

You can find an overview of the courses you will be taking during your degree at Aarhus University in your Academic regulations on your Study Portal under Teaching.  

Academic level

As a bachelor student you will primarily have access to bachelor level courses at your host university. Which semester or year the relevant course is taught at does not affect the assessment of the course, but the academic level of the courses you take at the host university should be comparable to what you would expect of courses taught at Aarhus BSS during your exchange semester. 

As a master student you will typically have access to courses at master level, but in some cases you will instead have acces to 4th year bachelor level courses. The academic level of the courses you take at the host university should be comparable to what you would expect of courses taught at Aarhus BSS during the relevant semester. 

Specific information for HA/BScB-students

During your 5th semester you must take 30 ECTS in the category electives. As described above the courses must be relevant to your Bachelor's Degree programme in Economics and Business Administration and the courses must be offered at a relevant level. The courses should build on the knowledge you have acquired during your Degree programme at Aarhus BSS. Based on that, we recommend you to not apply for pre-approval of the following courses:

1. Courses where the syllabus includes no academic textbooks or no academic articles.

2. Courses that are very similar to courses you have already had as a part of your Degree prorgamme at Aarhus BSS. This will often apply for courses called "Strategy", "Organisational Behavior", "Marketing" or "Finance".  

As part of your 30 ECTS electives, you can apply for pre-approval of up to 5 ECTS Language / Culture course, provided it is offered by the host university and will appear on your transcript

However, please note that pure language courses cannot be pre-approved. As this is a change of the practice from the fall 2019, there may be language courses in list of pre-assessed courses that will no longer be pre-approved. You may therefore be asked to submit new documentation even though the course is already in the list. All Language / Culture courses will be assessed individually.   

HA-/BScB-students who wish to apply for admission to cand.oecon should contact Aarhus BSS International bss.international@au.dk   

Specific information for Cand.merc.(aud)-students

Please be aware of specific requirements concerning electives during your 3rd semester. 

Specific information for Cand.Soc-students

Cand.Soc-students must follow the instructions on the Study Portal for Economics and Management. 

Application for pre-approval

You are expected to transfer 30 ECTS from your study abroad to your degree at AU, but you have the option to apply to have an additional 2 courses pre-approved. The additional courses are approved in case a course at the host university is cancelled or in case you cannot be admitted to the course. 

Please note that the pre-approval is personal and it is important that you have a pre-appoval of the courses you plan to take at the host university. Even if the courses you intend to take are already pre-approved and can be found on the list of pre-assessed courses on your study portal under Counselling > Preapproval and credit transfer > Pre-assessed courses. 

Previously approved courses 

If a course has already been pre-approved for your study programme, you do not need to submit any attachments with your application. If the course has been approved for other study programmes it is considered as a new course and you must submit all the required attachments. A course is also considered as new if there is a change in the number of credit points, course number, title or type of exam. 

If ECTS are not applied at your host university, please be aware that the translation of local credits to ECTS may have changed since the course was registered in the list. Therefore, the number of ECTS may not be reliable. It is always the current credit translation that applies to you. This information is available in the MoveOn database. Please note that it is your responsibility to check the current credit translation before you apply for pre-approval.   

Please note that errors and changes may occur. 

New courses

In order to have a new course pre-approved you must submit course descriptions containing the following information:  

  • Course title and code/number
  • Description of content 
  • Type of exam
  • Number of local credit points or ECTS 
  • Level of course (e.g. bachelor)
  • List of required readings
  • Lecture plan/schedule (not mandatory for HA/BScB students and engineering students in Herning)

In order for the Study Board to process your application, you are required to submit the above listed information. Applications where the mandatory attachments are not included cannot be processed. 

If at all possible you should only apply for courses where you can provide current course descriptions and information. Only if it is not possible to obtain these you can submit descriptions from the previous year.  

Please note that any course descriptions must be verifiable. You should only submit official descriptions in PDF (alternative you can send links to the official webpage of the host university). Courses cannot be assessed based on "home made" course descriptions. 

All course descriptions must be provided in Danish or English. 

Application at mystudies.au.dk and Application form

You apply for pre-approval of courses at mystudies.au.dk You will find "Apply for advance approval of a course at another educational institution" under "Submit an application to your board of studies". In the application on mystudies.au.dk you must upload this Application form along with Course descriptions for any new courses. All attachments must be uploaded in PDF. 

The first course in the application on mystudies.au.dk must be your completed application form, which contains both previously pre-approved courses and new courses. At mystudies.au.dk you should indicate the following information when you upload the Application form:  

  • 'Which course do you wish to enroll in?': Write the title of the course"
  • 'To what course/group do you request pre-liminary approval?': Write "Electives"
  • 'Number of ECTS applied for': Write "20, 25 or 30 ECTS" depending on how many credits you apply for in total. 

Students applying to study abroad as freemover students should submit documentation that they have applied for admission or have been admitted to the host university.  

If you apply for pre-approval of new courses (course which are not already in the list of Pre-assessed courses which you can find on your study portal under Counselling > Preapproval and credit transfer > Pre-assessed courses, as pre-approved) you must choose 'Add course'. For each new course you must upload the relevant course description (please see requirements for course descriptions above). The uploaded course description should be named with the course title. This is important as each description is forwarded to different academic staff members. Oecon and SOC-students can submit 1 PDF instead of individual documents.      

Please be aware that until you have been forwarded to the receipt page you have not submitted your application. On this page you will be able to print a receipt. You will not receive a receipt via email. 

Questions concerning already submitted applications

If you have questions or additional supporting documents to your application for pre-approval, you can send these to preapprovalexchange.BSS@au.dk

Engineering students in Herning should send to: dispensationsansogninger.bss@au.dk

If you are going to study abroad as a Freemover (that is: not through Aarhus BSS) you must send a copy of your pre-approval to SU: su@au.dk

Application deadline and processing time

There is no deadline to apply for pre-approval of courses. The Study Board are processing applications throughout the year. We do, however, recommend that you apply for pre-approval no later than four weeks prior to semester start at the host university. Processing time at the Study Board is up to eight weeks, but typically takes four weeks or less. Please note that July should not be counted in the processing time. You will receive a response to your application in your E-boks (or your AU-email).  

If you make the Study Board aware of any formal deadlines at your home university, the Study Board will do their best to accommodate your request. This is particularly relevant around semester start at the host university, where there can be an official course change deadline. There is, however, no guarantee that processing time can be reduced and students should expect a processing time of approximately four weeks.

Please note that processing of your application will not commence until all required documentation has been submitted. Therefore, you should await information about courses from the host university before you start your application. 

Changes to pre-approval (re-application)

If you make changes to your original application for pre-approval, your have to submit a new application form. 

You can only apply for pre-approval of additional new courses, if 

1) You have not been admitted to the pre-approved courses at your host university (e.g. the course has been cancelled by your host university). Make sure to upload documentation on mystudies.au.dk when you apply (e.g. a copy of an email from the host university explaining why you are not admitted to a course). 

2) One or more of the courses you applied to have pre-approved were not approved by Aarhus Univeristy (e.g. the course was rejected due to overlaps to courses you have already taken during your degree). 

Please follow the instructions above under "Application for pre-approval" and submit the same application form and attachments. Please note that your application should only include courses that you have not already had pre-approved. 

The subject line of the email must read "Changes to Pre-approval".

If you have questions or additional supporting documents to your application for pre-approval, you can send these to preapprovalexchange.BSS@au.dk.

Engineering students in Herning should send to dispensationsansogninger.bss@au.dk

30 ECTS rule

Your study abroad must not prolong your study period. Therefore, all students are expected to transfer the equivalent of 30 ECTS from their study abroad to their degree programme at AU. You are required to be able to transfer at least 20 ECTS electives from your study abroad in order to be allocated an exchange position. 

If you only take 20 ECTS, please make sure to plan in advance how to make up the remaining 10 ECTS (e.g. by attending AU Summer University). 

From local credits/units/points to ECTS

Conversion from local credit points to ECTS is determined by the Study Board. You can see the conversions in the MoveOn database under each university. If your host university applies the ECTS-system, there is no conversion. 

During your study abroad you should take the amount of credit points required of a regular full time degree student in order to graduate within the standard time limit. This is the equivalent of 30 ECTS per semester or 60 ECTS per academic year. 

If the relevant degree programme at the host university consists of 32 credits and the standard time is two years, then a regular full time degree student must take 16 credits per academic year or 8 ECTS per semester. In this case you would be required to take 8 credits to transfer 30 ECTS. 

Please be aware that at some institutions there can be a difference between how many credits you are required to take per semester to be formally classified as a full time student and how many credits you are required to take per semester in order to graduate within the standard time limit.