Coordinator's Guide

As a professor responsible for the academic coordination of student mobility from or to a foreign university in a specific area of ​​knowledge, it is your responsibility to carry out, prior to the mobility itself, the work of student counseling and institutional collaboration for outgoing mobility that These are detailed below.

Portada Guía del Corrdinador


In Relation to UJA Students

  • The coordinator must help UJA students who are beneficiaries of an international mobility grant to choose the subjects they will take at the host institution and to draw up their Study Contract, an instrument which guarantees the student recognition of their studies abroad. Students will carry out the e-mobility contract through the Virtual Campus. This contract may be consulted at any time by the students, the academic coordinator and the head of the centre or degree, who will have specific deadlines for drawing up (students), reviewing and accepting or rejecting the contract (coordinator and head of the centre or degree). The student must make the contract proposal and introduce the equivalence ratio between the credit from the foreign university and the ECTS system. As a general rule, and except for justified exceptions, the equivalence ratios between the foreign university and the ECTS system will be those specified below.

  • Ratio of equivalence to ECTS to be introduced in the electronic contract by the student

Type of university Ratio

Universities in countries using the ECTS system (virtually all universities in Europe except some British and Nordic universities)


Certain British universities (especially English ones) with their own credit system (Hull, Canterbury, Cardiff, etc.)


American and Canadian universities, Korean, Taiwanese, New Zealand universities (unless justified)


Australian Universities (unless a justified exception is made)


Latin American Universities

The systems in Latin America are very varied. It is recommended to consult the destination institution or the International Relations Section in advance, as the conversion ratio can vary between 0.5 and 2.5. Sometimes there is no credit system, but rather a subject system (similar to the Spanish system prior to the LRU credit). In cases where there is no credit system, it will be introduced as an equivalency ratio 1 and each subject will be given a fixed value in ECTS credits according to the subjects assigned in the career plan of the host university for each semester. For example, if there are 6 subjects per semester in the career plan of the host university, each subject will be awarded the value of 5 ECTS credits (based on the fact that the maximum load of credits per semester is 30 ECTS credits).

To consult the credit conversion system click here

The subjects for which they are going to register at the UJA (for which they will be recognized for those taken abroad) must comply with the requirements established by the UJA's regulations on registration and permanence in force. As a general rule, no more than 30 ECTS credits should be recognized per four-month period (60 per complete course). Exceptionally, this number of credits may be exceeded if there are justified reasons, which will be assessed in each case by the competent bodies for approval, and provided that the Degree/Master's Study Plan of the student's origin provides for a number of credits higher than the generic limit of 30 ECTS credits per four-month period or 60 ECTS credits per year. In no case will the limit of 40 ECTS credits per four-month period or 80 ECTS credits per year be exceeded.

  • As a general rule, there is no minimum number of credits to be taken abroad, although part of the funding received by the student (such as that from the Andalusian Regional Government in the case of Erasmus+) is subject to the passing and recognition of a minimum number of 9 semester ECTS credits / 18 ECTS per year.

  • The recognition of subjects in international mobility programmes is governed by the principle of automatic recognition of credits that have been passed in the host university and that were included in the academic contract (Agreement of the Governing Board of the UJA of 8 June 2000), a principle based on mutual trust between the centres participating in the mobility. This principle considers that equivalence must allow for variations and differences in the curricula, which ultimately enriches the student's curriculum. As a general recommendation, the recognition of proposed subjects must comply with the fact that the subjects in both universities contain related skills or knowledge.

  • It is the responsibility of the academic coordinator to know and manage the information about study plans provided (on its website or through other means) by the host university.

  • The student is allowed to make one modification (at most) to his/her academic contract. The academic coordinator must approve this modification, and the deadline is the end of October for modifications affecting first term or annual courses, and the end of April for modifications affecting the second term.

  • The academic coordinator must be in contact with the academic coordinator of the host institution in order to obtain information on the subjects that can be taken there. The International Relations Section also has information brochures that are sent to us by foreign institutions.

  • The academic coordinator must offer the student any other academic help for his/her stay abroad.

In Relation to Inernational Students

  • The coordinator must review the choice of subjects for international students studying at UJA. The International Relations Section sends the applications of these students to the coordinators. If it is not possible to take the subjects that have been included in the application, it is necessary to inform the International Relations Section. Important: International students can take subjects from any UJA study plan, but they cannot choose annual subjects if they are going to study at UJA during only one term, nor can they choose subjects taught in a different term than the one in which they are moving.

  • The coordinator must remind international students that they must register at the University of Jaén. Incoming students (all of them) are registered centrally at the Secretaría Única (Ed. B5, Campus de Las Lagunillas) or through the electronic procedure of self-registration. Otherwise they will not appear in the records and we will not be able to send them their Transcript of Records.

Recognition of the work of Academic Coordination

  • During the last few years there has been an incipient but growing curricular, academic and economic recognition of the work of the Academic Coordinator. The University of Jaén recognizes the reduction of the teaching load through the academic coordination of active mobility agreements (with effective movement of incoming or outgoing students or teachers during the immediately preceding academic year). The coordination of mobility agreements is also considered in the regulations of the Andalusian Regional Government regarding regional complements to the PDI, or in calls for the PDI at national level.

  • With regard to the policy of grants for international mobility of UJA teachers:

    • For teachers registered in the PATIE program in the current year (any level) who are not included in the following cases: 250 for mobility.

    • For teaching staff registered in the PATIE programme in the current year at level II or III and with CEALM-accredited level of English, French or German B2: 450 euros per mobility.

    • For teachers registered in the PATIE programme in the current year in levels II or III and with CEALM accredited level of English, French or German C1 or C2: 700 euros per mobility.

Documents of interest

Video -Tutorials