January 2023: Learning agreement for study abroad [doc] (for use by Imperial College students) : for UG Year Abroad students going to any destination from 2023-24.

Students can also find (below, under Forms) the "emergency contacts form" which doubles when the placement is abroad as a checklist.

Policy and good practice

• Placement learning policy [pdf]
• Flow diagrams for good practice in placement management [pdf]
• Good practice for placements [pdf] For UG & PGT external curriculum-based placements, PGR placements & UG Extra-ECTS vacation internships. This document includes the roles and responsibilities for a Placement Manager and a Placement Tutor
• Good practice for undergraduate study abroad (e.g. year abroad) : queries to Adrian Hawksworth, Assistant Registrar (Placements) a.hawksworth@imperial.ac.uk
  
• Guidance on academic recognition for study abroad: queries to Adrian Hawksworth, Assistant Registrar (Placements) a.hawksworth@imperial.ac.uk
• Student placement emergency procedure (pdf) Updated document (February 2022)
• Student Exchange Partnerships - procedure for approving and reapproving [pdf] for the approval, reapproval and review of student exchange partnerships. Updated Document (July 2021)

Forms

• Placement provider information form [doc] (compulsory if host organisation is not covered by a student exchange agreement)
• Template student placement approval form [doc]
• Placement (emergency contact and checklist abroad template - update June 2021) [doc] Updated Document (June 2021)
• Template student placement feedback sheet [doc]
• Student Exchange Partnership - Form A (approval) [doc] Updated Document (July 2021)‌
• Student Exchange Partnership - Form B (reapproval) [doc] Updated Document (July 2021)

Assessing risk: resources

• Template student placement risk-based assessment sheet [doc]
• A revised template risk assessment form for part or all of a student placement will be available after Easter 2019 on the Safety Dept website.
• HE sector (USHA) Guidance for the Health & Safety of HE students on Placement [pdf] June 2018 (replaced the previous version dated 2009)

Other resources

• Placements Abroad Handbook‌‌ [pdf] for 2022-23 is now available on the Placements website. Compiled and updated annually by Registry for current Imperial College students (UG & PG) only, always refer to the current version as updates do occur

The UK will have withdrawn from the Erasmus scheme by June 2023. The following documents are retained for the present.

• Erasmus Student Charter [pdf]
• Imperial College's Erasmus Charter for Higher Education

Policy and procedures

• Guidelines for allocating ECTS to activities taken outside of term [pdf]

Forms

• Form A - Dept seeking ability to allocate extra-ECTS to a vacation activity [doc]
• Form B - Approval of an individual vacation activity for extra-ECTS by a Dept [doc]

Imperial College allows undergraduate full-degree students* to gain formal recognition (ECTS credits) for specific types of academic work which is not part of the curriculum.  The academic work can be linked to research-based or curriculum-related work undertaken in vacations (for example UROP or structured external internships) but must be relevant to the student's degree discipline. The extra ECTS credit does not contribute to a student's degree at Imperial, and the scheme is voluntary.

* The following departments participate:

• Aeronautics
• Bioengineering
• Computing
• Electrical & Electronic Engineering
• Materials
• Mechanical Engineering
• Chemistry
• Physics

For some departments the extra-ECTS scheme:

• is only pursued in relation to internal UROP research experiences.
• supports the delivery of accredited development activities of professional institutes.

The Director of Undergraduate Studies is responsible for implementing the process.

The key features are:

• the internship must be within the easter or summer vacation, and be for a minimum of 6 weeks and a maximum of 12 weeks.
• the internship (whether external or internal) becomes a "placement" and should be managed in line with Placement Learning Policy and Good Practice.
• ECTS is calculated for attendance (1.5 ECTS per week of full-time work-place attendance) and is awarded upon successful completion of an assessment. 
• Activities must be primarily academic in nature, with clearly defined learning outcomes and criteria for assessment.
• A dept should approve an internship for extra-ECTS ahead of the internship commencing (the credit cannot be applied retrospectively).
• A dept communicates successful awards of extra ECTS to the Registry.
• The ECTS is highlighted on the student's next available transcript, and again in the student's Diploma Supplement at the end of the degree programme. 

Enquiries should be directed to the Director of Undergraduate Studies.