Prior approval and credit transfer

As a student at Aarhus University you have the option of replacing one or more courses on your degree programme with a course from another degree programme at Aarhus University or another university in Denmark or abroad.

Before applying for admission to a course/module outside of your degree programme, you must be given advance approval.

How to register for a...

Course/module at Aarhus University

Elective courses which have been given advance approval 

Some courses/modules have already been approved as elective courses on certain degree programmes. 

  • Students at the School of Communication and Culture and the School of Culture and Society can see the courses which have been given advance approval in the course catalogue.
  • Students at Danish School of Education can see the courses on the elective course website.

If you wish to be registered for a elective course which has been given advance approval for your degree programme, please apply at the self-service (mit.au.dk) within before the registration deadline.

Courses/modules which have not been given advance approval 

1. Apply for advance approval
If you wish to be registered for a course/module at Aarhus University which has not been granted advance approval for your degree programme, the board of studies must decide whether the course/module can be included in your degree programme (advance approval).

Please note that there must be agreement between the number of ECTS credits of the course(s) for which you apply for advance approval and the course(s) for which you apply for credit transfer.

You can apply for advance approval via mit.au.dk. Use the form 'Preliminary approval for courses within AU'.

Remember to save your receipt
You will receive a receipt on your AU mail. The receipt is your proof that you have submitted your application.

Please note the deadlines for applying for prior approval.

2. Apply for admission 
Once you receive a notification of the decision from the board of studies, the notification will also describe what you should do to apply for admission. If you have any questions, please contact Study Centre Arts.

If you are cannot be admitted to the course/module, you must contact Study Centre Arts and apply for admission to a course/module with available places on your own degree programme.

3. Wait for credit transfer 
When you have passed your exam, the Study Administration will transfer your result to your study degree programme. The credit transfers are registered by the Study Administration within 3 months.

Please note that the courses for which you have been granted advance approval will only be included in your degree programme (and in the calculation of the number of ECTS credits passed) once the courses in question have been credit transferred. 

Course/module at another university

1. Apply for advance approval
If you want to be admitted to a course/module at another university than Aarhus University (in or outside Denmark), the board of studies must give an academic assessment of whether the course in question can be included in your degree programme. You apply for advance approval via mit.au.dk (self-service). The application must be accompanied by or linked to a course description.
Use the form 'Preliminary approval for courses outside AU'.

Please note that the number of ECTS credits for course(s) for which you are applying for advance approval must correspond to the number of ECTS credits for course(s) for which you are applying for credit transfer.

To facilitate course registration at the host university in connection with study periods abroad, advance approval may be granted for more ECTS credits than the number of credits expected to be transferred.

You will receive a receipt on your AU mail. The receipt is your proof that you have submitted your application

2. Apply for Admission
Once you have been granted advance approval, you must apply to be admitted at the university in question. Please note that you must follow the application deadlines and procedures of the university in question. If you are not enrolled on the course/module, please contact Study Centre Arts and apply for admission to a course/module with available places on your own degree programme.

3. Apply for credit transfer
Once you have passed the course/module and has received documentation of your exam results, you must immediately submit this documentation and apply for credit transfer of the course/module passed. You can do so via mit.au.dk (self-service).

Use the form 'Credit for courses outside AU'.

You must submit documentation in Danish (or the local language in question) as well as in English.

Remember to save the receipt for you application as a PDF file, so that you are able to document that you have submitted your application.

Please note that the courses for which you have been granted advance approval will only be included in your degree programme (and in the calculation of the number of ECTS credits passed) once the courses in question have been credit transferred.

We will process your application as soon as possible, but be aware that cases to be processed by the board of studies can take up to eight weeks (July not included). So we recommend that you apply well in advance.

General information

Deadlines for application for prior approval

Any courses that have been approved in advance are included in the 30 ECTS credits you must register for each semester.

For that reason, we recommend that you have your advance approval in place before the start of the course registration period.

We strive to process applications for advance approval quickly. If you want to be sure to get an answer to your application before the period for registering for teaching starts, you must apply before the deadlines below:

 

  • Courses/modules in the spring semester: 1 October
  • Courses/modules in the autumn semester: 1 April
  • Advance approval in connection with supplementary subjects abroad (ITTU): 15 February
    Read more about ITTU.

Submitting documentation for passed courses

General requirements

  • Regardless of the documentation you submit, you must always include a description of the local grading scale (unless your qualifications were awarded at a Danish university)
  • If you submit other forms of documentation than those described below, they will not necessarily be approved, but will be assessed individually.
  • It is your responsibility to submit documentation or ensure that documentation is submitted to your board of studies.
  • The documentation must be submitted in the original language of the courses as well as in English. If the documentation is not issued in English, you need to translate the titles.

If your qualifications were awarded at a Danish university, please pay particular attention to the following:

  • If the title of the course is in Danish in your documentation, you must also include the English title of the course. At many Danish universities, you can request a course transcript in both Danish and English. Alternatively, you can request a transcript of records from your studies administration office.

 

Acceptable forms of documentation

When you submit documentation for courses you have passed at Danish or international universities, your qualifications are to be documented in one of the following ways:  

1. Official transcripts of records - will often include some form of the title ‘Official Academic Record’.

Transcripts are often printed on official letterheads with a watermark and the university’s logo.

The document must include:

  • Personal data
  • The titles of the course(s) you have taken (including the title in English)
  • The grade(s) awarded - including any failing grade(s) 
  • The date, an official signature, and the university’s seal. 

2. Transcripts of records - printed directly from the university’s studies administration system

Not all universities issue official transcripts of records to guest students who have only follow a few courses, and instead you might have to submit an authorised transcript printed from the studies administration’s system.

This documentation must include:

  • Personal data
  • The title(s) of the course(s) you have taken (including the title in English)
  • The grade(s) awarded - including any failing grade(s) 
  • The date, an official signature, and the university’s seal. 

3. Digital transcripts 

Some universities only offer digital transcripts and do not issue physical documentation for course grades.

If you want to submit a digital transcript, you must either

  • Submit the document with some kind of digital confirmation of authenticity or
  • Make a personal appearance to confirm the correctness of the documentation. When submitting a digital transcript, download the transcript from a password-protected website, which is accessed either via a link in an official email or via the university’s website.

This documentation must include:

  • Personal data
  • The titles of the course(s) you have taken (including the title in English)
  • The grade(s) awarded - including any failing grade(s)

FAQ

Can I apply or register for a course/module on my degree programme at the same time?

No. Applying for advance approval of a course/module outside of your degree programme is considered to be a registration for teaching and exams. Consequently, you cannot apply for a course/module on your degree programme at the same time.

If you are not accepted on the course or if the course is not offered, you have to register for a course from your own degree programme that still has unfilled places.

Can I apply for advance approval for more than one course?

Yes, you can apply for several courses in the same application.

What do I do if the scope of the course is not stated in ECTS?

If the scope of the course is not stated in ECTS, you must indicate the scale used. At universities outside Denmark, you can find information about how many credits, units etc. constitute a semester. Please enclose this information with your application.
You can also look in the Handbook of countries (in Danish only).

How many ECTS credits do I need?

You need to make sure that that you are granted advance approval for enough ECTS credits to meet the active enrolment requirement for the academic year in question. You also need to make sure that it is possible to pass 45 ECTS credits during the academic year, and that it is still possible for you to complete your degree programme within the maximum period of study.

Can the ECTS weighting of a course/module be devalued to fit my study programme?

No. The maximum number of ECTS credits which can be granted advance approval must correspond to the course(s) you wish to replace on your study programme. For instance, the board of studies cannot grant advance approval for a 15-ECTS course if your study programme only allows you the option to credit transfer 10 ECTS credits. The course for which you apply for advance approval and the course for which you apply for credit transfer must therefore have a corresponding number of ECTS credits.

If you are going to study abroad, there may be special rules for how many ECTS credits for which you must have received advance approval. 
Read more about studying abroad and project placements abroad.

Special information for students on IVK and CLM admitted in 2016 and earlier