Regulations for students mobilities within Erasmus + programme

1. Rules of recruitment / General rules

1. A student applying for a study mobility or traineeship as part of the Erasmus programme must be officially registered as a student of Bachelor or Master programme at VPU.
2. A student cannot be on Dean’s leave during this period.
3. A student must complete the first year of studies (this does not apply to students who want to go for a traineeship).
4. The grant from Erasmus + is not meant to cover all the costs of the stay but to cover some of the costs of travel, insurance, language course or other additional costs of living abroad.
5. There is a possibility of prolonging the study mobility from one to two semesters but only during one academic year, on condition that the university has enough funds to pay the grant for the prolonged period of studies abroad.
6. There is a possibility of earlier return from the internship on condition that a student receives all the required credits from the university to complete the study mobility period.
7. A student must pay tuition for completed semesters of studies at VPU.
8. A student may study abroad only at the university which is the holder of the Erasmus Charter of Higher Education.
9. Study mobility or traineeship is only possible within the EU countries and Norway, Iceland, Lichtenstein and Turkey.
10. The student qualified for a study mobility or traineeship should remember to obtain a European Health Insurance Card unless the other university requires different insurance.
11. Every student before leaving for Erasmus program should have personal accidents insurance and health insurance.
12. A student must submit a filled in recruitment card together with other necessary documents and be approved by the Recruitment Board.
13. To complete study mobility or traineeship period student must submit all the necessary documents.
14. Study mobility or traineeship period are the integral part of studies, hence they cannot prolong the total time of studies.
15. A student learning abroad at a partner university does not cease to be a student of Vincent Pol University, which means that they have the rights (e.g. right to obtain a scholarship when studying abroad) and obligations.
16. VPU will give full academic recognition for satisfactorily completed activities during the mobility period as agreed in the Learning Agreement, by using ECTS credits.
17. The sending institution must give full academic recognition for satisfactorily completed activities during the mobility period as agreed in the Learning Agreement, certified by Transcript of Records and Certificate of Attendance. To recognise the traineeship period a student must realise Training Agreement certified by Grade Chart and Certificate of Attendance.
18. Traineeship may take place in any foreign public or private organisation and companies, research centres, non-profit organisations, or other institutions (government institutions, museums, libraries, hospitals, ect.) and it can be recognized by sending institution as obligatory or non-obligatory traineeship. Non-obligatory traineeship will only be recorded in the diploma supplement.
19. The receiving institution does not have the right to take any money from Erasmus students for learning expenses (e.g. entry fee, tuition, exam fee, etc.).
20. Going for mobility period abroad requires a certain amount of student’s money.
21. The decision about mobility period must be irrevocable. If a student resigns, even during the recruitment period, it means that a student cannot take part again in the Erasmus + Program.
22. Unsatisfactory academic performance, missed attendance or lack of taking credits and exams at the receiving institution (partner university abroad) may result in VPU demanding to refund the Erasmus + EU grant.
23. During the mobility period abroad a student has all the rights and obligations resulting from Regulations and other agreements.
24. There is a possibility of applying for additional funds for the students with a disability degree certificate.
25. There is a possibility of applying for additional funds for the students who receive a maintenance grant. It applies only for study mobility.
26. Within the Erasmus + Program students may go for study mobility or traineeship period a few times on condition that the total time is up to 12 months (separately for BA and MA programs)
27. Within the Erasmus + Program graduates may go for traineeship period which may take place within one year after graduation and its duration counts up to the total duration of mobility period. The recruitment starts during the final year of studies.

1. Recruitment board

1. Recruitment Board conducts recruitment procedure and selects the final list of students qualified for the Program.
2. Recruitment Board consist of:
   – Dean of a student’s faculty,
   – Erasmus Program Coordinator at VPU,
   – language teacher from VPU

1. Eligibility criteria

1. The knowledge of a foreign language which would allow a student to participate fully in classes at university and taking exams during the study period or following all the duties during the internship period.
2. Academic performance, which is the grade average from the last 2 semesters,  or last 1 semester in case of first year first cycle students.
3. Taking part in the University’s life (Student Scientific Association, Student Government Board, other clubs and associations)
4. Student’s motivation.

D. Required documents

1. A curriculum vitae.
2. Copies of any language certificates, if a student has such documents. If there are no such certificates, the teacher who teaches the required language at VPU gives the student evaluation.
3. A filled in recruitment card.
4. A photo for the documents.

E. Financial conditions – grant

1. Students may be awarded an Erasmus+ EU grant to help cover part of the costs of travel and subsistence costs incurred in connection with their study period abroad.
2. The amount of the grant depends on the ‘group’ to which the country of the receiving institution belongs (higher costs of living in some countries).
3. Erasmus+ students are exempted from paying fees for tuition, registration, examinations and access to laboratory and library facilities at the host institution.
4. The host institution may charge Erasmus students only standard fees (the same rules for all students) such as joining fee in a student association, or fee for using a copy machine, obligatory insurance, issuing a student ID card, etc.
5. Before going for mobility period students are obliged to pay tuition at their university for the semester they are going to study abroad.
6. In order to obtain a grant a student is obliged to set up a euro bank account and keep it until the grant is fully paid.
7. The payment of the grant is due after signing the Student-University Agreement in two instalments (SMS -mobility for studies 80% and 20%, SMP – mobility for traineeship 70% and 30%). First instalment is paid before the earliest of the following:
   – 30 calendar days after the signature of the agreement by both parties,
   – on the starting day of the mobility or after a confirmation was delivered from the sending institution to the receiving institution.
   The second instalment is paid after a student has delivered all the documents recognising his or her mobility period.
   The final amount for the entire financial mobility will be calculated in the Mobility Tool+ system (through multiplying the number months specified in the agreement and the monthly rate appropriate for the selected country. In case of incomplete months, the remaining amount will be calculated through multiplying the amount by days spent on mobility during that month and 1/30^th of the monthly rate.)
8. In the case of the university’s agreement to prolong the period of the mobility, the student will receive additional funds, to once again reach the 80% of the new total grant amount. The second instalment is still paid after a student has delivered all the documents recognising his or her mobility period. In the case of traineeship, the financial support will be transferred in a system of monthly installments.
9. In the case of shortening of the stay the mobility period, a student must repay the part of the grant which was supposed to cover the months which were not in fact spent abroad.

In the case of traineeship period:

1. A student qualified for Erasmus mobility is obliged to sign an agreement with Vincent Pol University.
2. A Training Agreement should be made with the receiving institution (students who find on their own a receiving institution have a priority when applying for a grant). Training Agreement sheet is available in International Relations Office.
3. Real dates of starting and finishing the mobility period have to be specified in a Progress Report or a Practical Training Certificate of Completion, issued by the receiving institution. The certificate has to be signed and stamped by the overseer at the receiving institution at the end of the mobility.
4. Before and after the mobility period, the student is to take an OLS language proficiency test. The initial test is required for the grant. A student can be exempted from the initial test if the language of studies or practical training at the receiving institution is their native language. A student can be exempted from the second test if their score on the first test was at least C2.
5. After return to the country a student should fill in an online EU Survey questionnaire about the mobility period within 30 days of receiving a request to fill it. Failure to fill in the survey on time might result in being asked to return the grant money partially or in full.
6. If a student does not submit the required documents and/or does not fill in the online questionnaire, the agreement between University and a student is considered void and grant should be refunded.

In the case of study mobility:

1. A student qualified for Erasmus mobility is obliged to sign an agreement with Vincent Pol University.
2. A declaration of full academic recognition for satisfactorily completed activities (exams) during the study mobility period as agreed in the Learning Agreement, is signed.
3. A Learning Agreement setting out the programme of studies to be followed, as approved by the sending and the receiving institution is prepared.
4. As an additional document for Learning Agreement a Recognition Sheet is prepared, which certifies the recognition of credits and study period at the receiving institution.
5. After return from study mobility a student should submit the Dean a Transcript of Records, which certifies credits, exam results, and the number of ECTS points.
6. Before and after the mobility period, the student is to take an OLS language proficiency test. The initial test is required for the grant. A student can be exempted from the initial test if the language of studies or practical training at the receiving institution is their native language. A student can be exempted from the second test if their score on the first test was at least C2.
7. After return to the country a student should fill in an online EU Survey questionnaire about the mobility period within 30 days of receiving a request to fill it. Failure to fill in the survey on time might result in being asked to return the grant money partially or in full.
8. If a student does not submit the required documents and/or does not fill in the online questionnaire, the agreement between University and a student is considered void and grant should be refunded.