Administration of mobility

 

 

  • students will get detailed information about the administration in a briefing (presentation from the briefing is available here) organized according to the timetable (students will be informed of the date by bulk e-mail)

Procedure before departure

 

Completion and dispatch of application form

  • certain universities/colleges require that the Learning Agreement (LA) be part of the application; we recommend sending even if not required, the student will save time (for more information about the document see below)
  • the student must:
    • find out the application deadline and requirements on the website of the partner university/college
    • check whether the chosen university has its own application form (in such case you do not use the MENDELU application)
    • the application may also be on-line (sometimes in both the forms - "paper" as well as electronic)
    • the application must contain the length of the mobility: it is enough to enter the months of the stay (e.g. September-January); minimum duration is 3 months, maximum 12 months
    • in case the institution abroad requires the Transcript of Records (“ToR”), the list of subjects that the student passed at MENDELU, such a transcript shall be obtained by the student at the Study Department of his/her faculty (further documents may be required)
    • a proof of language proficiency (level B2) shall be issued by the faculty IRO officer on the basis of the language exam passed within the SP
    • the student sends the application with annexes to the university/college abroad in line with instructions from the institution abroad
  • as soon as the institution abroad receives the application, the (sometimes tiresome) administrative process aiming at the admission of the student begins: the institution abroad should contact the student and send him/her all available information about the study and should discuss the organizational matters related to the stay with him/her; accommodation must be taken care of at this point, finding it can take several weeks

šipka Contact list for Erasmus+ at MENDELU

         

 

Learning Agreement

  • the study period may only be organized on the basis of a trilateral Learning Agreement (“LA”)
  • the student must obtain at least 18 ECTS in specialized subjects (i.e. those related to his/her study programme, compulsory, compulsory-optional, optional); doctoral students work on their doctoral thesis (or according to the faculty requirements)
  • the LA must be signed before the departure to the study stay
  • the LA shall be signed in the following order: student, person in charge at the faculty arranged through the IRO officer, coordinator abroad
  • by the signature of the LA, the person in charge confirms that he/she agrees with the student's study plan and that the subjects specified in the LA shall be recognized by MENDELU upon arrival, provided they were successfully passed (see below)
  • the MENDELU form shall be used; in case the institution abroad has its own form, the student shall fill in both
  • offer of study courses is available on the website of the institution abroad
  • certain institutions send their catalogues to the nominated students by e-mail
  • negotiation of the LA may take several months (especially over the summer); therefore we recommend starting the process sufficiently in advance (ideally together with the application, see above)
  • the LA must be complete (i.e. confirmed both by MENDELU and the receiving institution) before signing the Grant Agreement (see below)
  • part of the new form is also its changes (Changes to original LA = During the Mobility part):
    • you do not complete this part before your mobility
    • you can also download the document separately (see bellow)
  • guidelines for completion of LA and faculty requirements can be found on faculty websites

šipka Learning Agreement (MENDELU form)

         Contact list for Erasmus+ at MENDELU

 

Letter of Acceptance

  • confirms the student's admission to a university/college abroad
  • acceptance may be in the form of a formal letter or an e-mail
  • in case the recipient university does not issue its own Letter of Acceptance, the student may use the MENDELU form (the student shall send it to the receiving university coordinator for confirmation)
  • the acceptance letter shall contain the name of the student, name of receiving institution and dates of the planned study (exact dates from – to, incl. the orientation week, welcome activities etc.)
  • in case the acceptance letter does not contain exact dates of the stay, the student shall also submit the printed schedule of study in the semester
  • after receiving the Letter of Acceptance, the student shall:
    • have the mobility entered into the UIS by the IRO officer of his/her faculty (he/she shall submit the Letter of Acceptance with dates of stay); the icon for bank connection and Checklists shall be displayed in the UIS afterwards
    • enter the number of EURO account into the UIS (via Student´s portal → My study abroad)
      • if the student wants to open a EURO account at KB, a.s. (more info in the presentation from the information meeting), he/she will need the following:
        • ISIC card
        • Letter of Acceptance
        • confirmation of nomination to a university/college abroad - issued by the faculty IRO officer
    • arrange for the Travel Proposal (UIS - eAgenda - Trips abroad), which shall be needed for the insurance
  • on the basis of the Letter of Acceptance, the student will be issued the GA, and the amount of the scholarship will be calculated

 šipka Letter of Acceptance (MENDELU form)

         Travel Proposal - guidelines for completion

         Contact list for Erasmus+ at MENDELU

         Scholarship amounts for 2019/20

         Scholarship amounts for 2020/21

 

Checklists application

  • serves for submitting documents for the study stay abroad (some fields are just for ticking and they indicate if the condition was met or not - for example Bank Account number, EU-Survey, LA and ToR match)
  • the application can be accessed at the UIS Student Portal (after the student has registered the mobility into the UIS on the basis of the Letter of Acceptance - see above)
  • mandatory documents (i.e. those that have to be uploaded by all students into the application):
    • before departure
      • Letter of Acceptance (approved by the DIRI officer for Erasmus+ study stays in the app)
      • Learning Agreement (approved by the faculty)
      • receipt of MENDELU insurance payment (approved by DIRI)
      • OLS initial test result (see below; approved by DIRI)
    • upon return (see below)
      • Confirmation of Erasmus+ study period (approved by DIRI)
      • Transcript of Records (approved by faculty)
      • OLS final test result (approved by DIRI)
  • other documents are required only in case of extension of study period, changes in LA, etc. (see below)
  • the student uploads completed documents into the app (i.e. with all the signatures etc.)
  • uploaded documents are automatically indicated as unapproved, until they are checked and approved by the person in charge  
  • all the Checklists documents must be approved by the person in charge (DIRI officer for Erasmus+ study periods or faculty IRO officer) 
  • the student can work on the document until it is approved

šipka Contact list for Erasmus+ at MENDELU

 

On-line Linguistic Support (OLS)

  • mandatory on-line language testing of students before and after the Erasmus+ mobility
  • language support is provided for the main working language, not language of the country
  • working language is specified in the LA
  • on-line language support:
    • enables mobility participants evaluating their language skills
    • applies to mobilities whose main working language is English, German, French, Spanish, Italian, Dutch, Greek, Polish, Portuguese, Czech, Danish, Swedish, Bulgarian, Croatian, Hungarian, Romanian, Slovak and Finnish
    • on the basis of language exam result, the Erasmus+ participant may be allocate a license to participate in an on-line language course (applies also to the local language); if the student accepts, he/she must make use of the course
    • a student who receives
    • more information at http://erasmusplusols.eu/ or in the briefing presentation
  • all licenses are allocated to students by the DIRI officer for Erasmus+ study stays
  • the student will get an e-mail asking for completion of the test

 

Conclusion of Grant Agreement

  • the student shall conclude the Grant Agreement with the DIRI officer for Erasmus+ study stays no later than 2 weeks prior to the planned departure
  • the student must make an advance appointment to sign the GA
  • all students will receive information about signing the GA to their e-mail addresses (incl. the way to make an appointment)
  • before signing the GA, the student shall upload the following completed (see above) documents into Checklists:
    • Letter of Acceptance
    • Learning Agreement
    • receipt of MENDELU insurance payment
    • OLS initial test result
  • in case the student has not the bilaterally confirmed Learning Agreement, he/she may appear for signing the GA; however, the scholarship shall be paid only after the LA is completed
  • the GA must be signed in person prior to the departure (contracts may not be sent by mail or signed pursuant to a power of attorney)
  • the student must not depart for the mobility without the duly signed GA and all the required documents
  • scholarship shall be paid to the student after he/she signed the GA

šipka Grant Agreement template (to be read in advance)

         Erasmus Student Charter

         Qualification Conditions

 

Award of scholarship

  • the scholarship shall be paid by the home institution no later than on 1st day of the mobility
  • the scholarship shall be transferred to the Euro bank account as registered in the UIS (see above)

šipka Scholarship amounts for 2019/20

         Scholarship amounts for 2020/21

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During stay abroad

 

Changes to Original Learning Agreement

  • the LA may be modified upon arrival abroad if necessary
  • the student shall prepare a new study plan, so called Changes to Original Learning Agreement (Changes / Changes to LA = During the Mobility Part of LA), taking into account his/her specialization, and upon potential consultation with the faculty coordinator and on condition of obtaining at least 18 ECTS per semester in specialized subjects
  • guidelines for completion of Changes and faculty requirements can be found on faculty websites
  • the student shall sign the Changes to LA, have them approved first by the faculty IRO, then by the coordinator abroad
  • the student shall upload the Changes to the UIS Checklists (see above) within 30 days of the start of the semester at the institution abroad
  • the MENDELU form shall be used; in case the institution abroad has its own form, the student shall fill in both
  • some examples of filled Changes can be found in the presentation from information meeting

 šipka Changes to original Learning Agreement (MENDELU form)

         Contact list for Erasmus+ at MENDELU

 

Extension of study period

  • is possible only upon agreement with the sending and receiving institutions
  • the student shall not be awarded funds for the extension automatically; it depends on the sending institution whether it shall grant the scholarship for the extension of the stay
  • extension without entitlement to scholarship (Erasmus+ zero-grant student):
    • the student may apply for the extension at any time during the stay through the Application for Extension
    • the student shall not obtain financial support; however, the status of an Erasmus student and ensuing benefits (e.g. waiver of the tuition fee at the institution abroad etc.) shall remain
  • extension of the stay by an entire semester with financial support (possible only in the WS):
    • the student may apply for the extension through the Application by 30 October of the academic year concerned
    • the student shall have the application confirmed by the partner coordinator and then send it by e-mail to the IRO of the home faculty for approval
    • the approved document shall be referred by the faculty IRO to the Rectorate DIRI for the approval of funding
    • in case there are sufficient funds, the DIRI officer for Erasmus+ study stays shall approve the application and shall inform the student, the partner coordinator, as well as the faculty IRO coordinator
    • the change in the total amount of scholarship must be specified in the Amendment to the GA sent to the student after the delivery of the Transcript of Records for the previous semester (or of the Statutory Declaration on passing the specialized subjects and obtaining 18 ECTS credits) and of the LA (see above) for the next semester
  • extension of the stay with financial support (shorter than one semester):
    • is only possible for reasons related to study (e.g. longer exam period than expected etc.)
    • the student shall contact the DIRI officer for Erasmus+ study stays with request to extend the mobility no later than 1 month before the originally planned end of the stay
    • other administrative matters shall be discussed between the student and the coordinator on an individual basis

šipka Application for Extension

         Statutory Declaration on passing specialized subjects

         Learning Agreement (MENDELU form)

         Contact list for Erasmus+ at MENDELU

 

Reduction of the study period

  • is possible upon agreement between the student and the sending institution, is stipulated in the Amendment to the Grant Agreement and involves proportional reduction of the scholarship
  • in case the student fails to fulfil the minimum length of the stay, i.e. 3 months, he/she must return the scholarship in its entirety

šipka Scholarship amounts for 2019/20

         Scholarship amounts for 2020/21

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After return from abroad

  • the student shall submit:
    • Confirmation of Erasmus+ Study Period (“Confirmation”), which
      • is a main proof of completion of the study period
      • we recommend getting the Confirmation before departure home
      • the Confirmation must contain the exact dates of stay (scholarship is awarded according to the dates)
      • must be confirmed by the coordinator abroad no earlier than one week before the end of the mobility
      • the student shall submit the ORIGINAL to the DIRI within 14 days of the end of mobility
      • a scan of the Confirmation shall be uploaded by the student to Checklists in the UIS
      • in case the length of the stay is shorter or longer in comparison with the period set out in the GA, the accounting of the scholarship must be made and a signature of the Amendment to the GA must be arranged with the DIRI officer for Erasmus+ study stays
      • the student may use the MENDELU form
    • Transcript of Records
      • shall be uploaded into Checklists no later than within 4 weeks of the end of mobility
      • the ToR must correspond to the LA or, as the case may be, to the Changes in the names of subjects and their credit values (eventually in codes if the receiving university uses them)
      • the student may use the MENDELU form
    • the result of the final OLS test shall be uploaded into Checklists (UIS)
  • the student shall:
    • fill in the Final Report into the UIS (Student´s portal → My study abroad) within 30 days of the end of mobility - the report is a source of information for other students
    • fill in the EU-Survey final report; the student will get a request to complete the report by e-mail
    • make sure that all the documents have been delivered and are complete
  • Ph.D. students submit also report of mobility results according to the faculty requirements (this report is uploaded to Checklist with ToR)
  • the student shall return the unused part of scholarship in case:

šipka Confirmation of Erasmus+ Study Period (MENDELU form)

         Transcript of Records (MENDELU form)

         Qualification Conditions

 

Recognition of credits earned / subjects studied abroad

šipka 2/2017 - Directive on recognition of results of study and traineeships abroad within Erasmus+ (in Czech only)

         Contact list for Erasmus+ at MENDELU

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Navigace

 

Study at
at MENDELU!

Erasmus+ Policy Statement

Erasmus Charter of Higher Education

Important links