While you are on exchange

Making changes to your programme

After enrolling at your exchange university, you might be required to make changes to your original Learning Agreement. Please ensure that any module change is approved and signed off by the person who signed your original Learning Agreement and recorded on your Learning Agreement Changes form (International exchanges) or section 2 - During the mobility (Erasmus+ exchanges). These documents can be downloaded from Mobility Online.

After all the relevant staff members have signed the form, please sign the form yourself and upload it to Mobility Online. Failure to seek approval and signature from the relevant staff members for any module changes could result in NO credit transfer.

Erasmus+ Documentation

While you are on exchange you will need to upload the following documents. These can be downloaded from Mobility Online.

  1. Your confirmation of arrival.
    This must be completed, signed and stamped by the host within the first 3 weeks of arrival.
  2. Your acknowledgement of receipt of Erasmus Grant.
    This must only be completed and uploaded once your grant has been credited to your bank account and not before.
    Note: Your Erasmus funding will only be released once we receive your signed Student Grant Agreement, Learning Agreement and Certificate of Arrival.
  3. Your confirmation of departure.
    This must be completed, signed and stamped by the host institution before you leave at the end of your studies there.

Health and Safety

It is important that you read the following information carefully as part of your preparation for working or studying abroad. In addition, you can find invaluable information and travel advice on the Foreign, Commonwealth and Development Office website, which covers safety and security, local laws and customs, entry requirements, health and natural disasters, as well as a range of other useful information.

Please refer to the following sections and subscribe to FCDO travel advice alerts and follow FCO Travel on Facebook and Twitter, to receive real-time travel advice updates.




Looking after your personal safety

There are a few basic steps that you can take to help in terms of your personal safety:

  1. Make sure someone knows what your plans are.

  2. Plan your trip carefully, so that you avoid arriving somewhere new late at night.

  3. Be mindful of your bag/luggage and avoid taking large quantities of cash with you.

  4. Do not link up with strangers if travelling alone and try to avoid dangerous social situations.

  5. Monitor your alcohol consumption, so that you are able to stay in control of any situations you find yourself in.

  6. Find out the ‘no go’ areas and always stay in well-lit and busy areas.

Crises or natural disasters overseas

Whilst the majority of periods of study or work abroad pass without incident, there have been occasions when our students have been affected by crises or natural disasters. In extraordinary situations there may be limits to the assistance we can provide so you should take sensible precautions and read and follow advice provided by your host university and Oxford Brookes. Take responsibility for your own safety first, particularly if you are travelling to, or living in, a high risk location.

Seeking essential advice and informing others

  1. Following an emergency, please contact your family and friends first. Afterwards, get in touch with the Exchanges team at your host university and the Global Exchanges team at Brookes.

    Global Exchanges Team Contact Details
    Manager: +44 (0)7552339486
    erasmus@brookes.ac.uk / studyabroad@brookes.ac.uk

    UMAL (for insurance claims)
    +44 (0) 2079 027405
    Reference: UMAL/010

    The emergency number for evenings and weekends (OBU Campus Services)
    +44 (0) 1865 483060

  2. If you are a UK national, read and follow the Foreign, Commonwealth and Development Office (FCDO) travel advice and information given by the British Embassy, High Commission or Consulate.
  3. If you are a non-UK national follow the online advice from your home country's embassy.
  4. Follow the Global Exchanges team advice and check the instructions sent to your Brookes email address.  

    Other universities, organisations and countries might react differently than Brookes or the UK in an emergency situation, so remember, that your priority is to follow your home country’s advice

Looking after your health abroad

  1. If you have a specific medical problem, you should carry an internationally recognized medic alert emblem with you at all times, as well as medical records, including details of all medication you are taking, allergies, immunization history, blood type etc.

  2. If you have on-going health issues, these should be discussed with the relevant medical practitioner before you leave, so that you have any medical advice you might need.

  3. If you take medication on a regular basis, you should bring sufficient supplies to last for the length of your stay. You should also have copies of your prescriptions, just in case you need to access additional supplies.

  4. It is crucial that you check immunization requirements for your country of destination, plus any you might require, should you plan to travel. You should retain a certificate of all your immunizations for your records.

  5. If you become sick or get injured abroad you should seek medical attention locally if you feel you need it. Your travel insurance should cover most medical expenses if you have taken out a comprehensive policy. Please keep in touch with Brookes and host university exchange teams.

Victims of crime abroad

If you are unfortunate enough to be the victim of a crime of any kind overseas, you should report this to the local police. Your embassy may be able to help you too.

If your passport is lost or stolen and you need to obtain new travel documents whilst abroad, please read the official government advice. Oxford Brookes insurance might cover for some of the cost.

If you are not a British national, please make sure you contact your home country’s embassy!

Always report any stolen goods or other crime to the local police immediately – this is required also for insurance purposes.

Solving day-to-day problems

  1. If, for some reason, you feel unhappy talk to the Exchanges office or another staff member at your host university. Don’t be afraid to ask for help! Please also let us know if you have any major problems, as we are always here to help.
  2. When problems occur, you should attempt to solve them locally before contacting Brookes. However, you are still a Brookes' student whilst studying abroad and can access our support services.
  3. There are cultural and educational differences in each country and you should try to find out about those in order to avoid any problems or misunderstandings.
  4. During your Exchange, please make sure you stay in touch with your family, your friends and the Exchanges Office at Brookes - why not start a blog and share your experiences?

Emergency contacts

The Oxford Brookes emergency number for evenings and weekends (OBU Campus Services): +44 (0) 1865 483060

British Foreign and Commonwealth Office (FCO) Travel Advice