Erasmus+ Checkliste (2014/2015)

Erasmus+ Checklist (2014/2015)
(as of July 2014)
What do I have to do?
By when?
Done
Before departure
Submit your Grant Agreement to the International
Center (I.C.) (Original!)
asap
Enrollment at the host university
asap
In some cases, the Erasmus coordinator of your department can assist
you. Otherwise, you must inform yourself about enrollment procedures
through the web pages of the host university.
On request, the I.C. will provide you with the relevant certification.
Submit your (signed) Learning Agreement, Section 1 +
Annex to the I.C. (per E-Mail)
before stay abroad begins
For more on Learning Agreements see here
If necessary, organize a language course
asap
If necessary, obtain insurance coverage
before stay abroad begins
If necessary, apply for international student loan
[Auslands-BaföG].
asap
On request, the I.C. will provide you with the relevant certification.
If necessary, apply for leave of absence from TUM
before stay abroad begins
On request, the I.C. will provide you with the relevant certification
Consult with host university about accommodations
Usually after or at the point of
enrollment
If necessary, apply for a residence permit, and if necessary
asap
contact the Department of District Administration of the
City of Munich [Kreisverwaltungsreferat, KVR] to ensure
your permit of stay in Germany remains valid.
More on visa and entry regulations here
During your stay abroad
In the event that amendments are made to course work,
please submit a new Learning Agreement (per E-Mail)
no later than 7 weeks after the
semester has begun
More on Learning Agreement here
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If you plan to extend your stay abroad please contact the
I.C.
asap
Please inform the I.C. if you plan to terminate or shorten
your stay
asap
If you attend a language course before your study
abroad commences, request a certificate with the exact
dates of the period of study.
at the end of the language
course
Request a final confirmation of stay from the host
university with exact dates of the period of study
Pre-dated certificates without precise details are not accepted.
Additionally, private stays or vacation following or prior to the period of
study may not be submitted.
Request a Transcript of Records (indicating the number
of credits earned through ECTS)
after your stay has been
completed
at the end of your stay
The successful completion of at least one course is a prerequisite for
the Erasmus+ Grant.
After your stay
Submit the Final Confirmation of Stay and any
Language course certificates to the I.C. (per E-Mail)
no later than 4 weeks after
your return
Submit Transcripts of Records to the I.C. (per E-Mail)
if possible, within 4 weeks
after your return
Submit your Post-travel report and upload it to the
following site:
http://moveonline.zv.tum.de/move/moveonline/reports
no later than 4 weeks after
your return
Fill out an online EU Survey after you receive a request
per E-Mail
no later than 4 weeks after email request
Credit recognition for coursework and examinations
to be determined by your
school or department
Your department is responsible for recognizing the credits you
completed during your exchange. Contact the Erasmus coordinator of
your department for more information.
General information on …
Erasmus+ grants
Grant amounts
The Erasmus+ funding period corresponds to the length of stay at the host university. Since the budget
does not allow us to cover the entire stay abroad, we must fall back on the zero-grant* days. The
Erasmus+ grant is therefore not dependent on the actual duration of the stay as indicated below:
Erasmus+ support period
Erasmus+ Grant
90 – 180 days
max. 120 days
181 – 360 days
max. 240 days
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*The difference between the funding period and the grant is referred to as “zero-grant” period. If residual
funds remain, the zero-grant period can be converted, awarded and extended. Unfortunately, this applies
first after the funding period has expired (May 2016).
The Erasmus+ grant is oriented on the respective country category. The EU-Commission divides the
destination countries into the following three groups.
Country Categories
SMS
Group 1
AT, DK, FI, FR, IE, IT, LI, NO, SE, UK
9 € per day
Group 2
BE, CY, CZ, ES, GR, HR, IS, LU, NL, PT, SI, TR
7 € per day
Group 3
BG, EE, HU, LT, LV, MT, PL, RO, SK, FYROM
5 € per day
Method of payment
The Erasmus+ grant is paid out in installments and is dependent on the documents submitted to the I.C.
Payment
Submission to I.C. of:
First installment
Grant Agreement, Learning Agreement (Section 1) + Annex
Payment ideally before departure date
Second installment
Transcript of Records from the host university, Confirmation of Stay, EU-Survey
and a post travel report
If necessary, final
installment
First installment: In the form of a lump-sum payment, you will receive 70% of the maximum Erasmus+
grant according to your group and duration of stay, as indicated below:
First installment (90 – 180 days)
First installment (181 – 360 days)
Group 1:
756 €
1.512 €
Group 2:
588 €
1.176 €
Group 3:
420 €
840 €
The second installment is calculated according to the actual duration of your stay (in days) first up to a
max. of 120 or 240 days (see country category table above).
A third installment is disbursed if necessary at the end of the funding period (May 2016); and a part may
possibly be increased based on the zero-grant days.
If the actual period of stay is less than 120 or 240 days, TUM has the right to claim back this part of the
financial aid. This also applies if the required documents are not submitted on time to the International
Center and/or if the recipient does not complete at least one course successfully.
If you have already participated in an Erasmus-Program or have been awarded another grant from the EU,
we kindly ask you to contact us. The same applies if you have been awarded another grant from a public
or private organization, since these sometimes exclude each other.
Learning Agreement / Credit Recognition
One central feature of the Erasmus+ Program is that the home university recognizes academic work
completed at the host university. You should speak in advance of travel to both the Erasmus
coordinator of your department at TUM and at your host university about the courses you plan to
attend during your exchange and list them in the “Learning Agreement” L.A. (“Section 1”). The
proposed program of study is to be confirmed with the signature and stamp of the “responsible persons”
at TUM and the host university. In the event that the L.A. must be amended for any reason (which is often
the case), the new courses are listed again in “Section 2” of the L.A. and confirmed by both parties.
Since the listed modules in most departments of TUM cannot be not fully recognized without further
evaluation by the examination committee, the signing of an annex to the L.A. may be necessary. With the
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exception of the TUM School of Management and the Research Department Nutrition and Food Sciences
Weihenstephan, all other TUM schools and departments use an annex as a supplementary agreement to
the L.A.
Please Note: The School of Medicine requires an annex specific to its school.
For information on how to fill out the L.A. correctly and who is the contact person or responsible person at
your school or department visit:
http://www.international.tum.de/en/go-international/students/erasmus/erasmus-sms/grant-documents/
You can use your host university’s L.A. form. Should your TUM school or department require an annex to
the L.A., make sure that you and the Erasmus coordinator at TUM and the host university also sign this
Annex.
The procedure for Section 1 of the L.A. is as follows:
(1) You choose courses and fill in the Learning Agreement.
(2) The L.A. and, if required, the annex is signed by the “responsible person” at your school or
department before departure.
(3) You or your Erasmus coordinator at TUM send the L.A. and if required the Annex to the host
university to be signed.
(4) The host university signs the learning agreement and if required the annex (responsible person of
receiving institution) and returns the documents to you.
(5) You send the completed and signed L.A. and if required the annex to the I.C. if possible before
your departure.
When Section 2 of the L.A. is amended, the following applies:
(1) The Learning Agreement is signed first by the responsible person at the host university.
(2) You forward it to your TUM Erasmus coordinator, who will either sign it or have it signed by
the “responsible person” at TUM.
(3) Your TUM Erasmus coordinator sends the signed amendments to the I.C. and, ideally, a copy
to you and the coordinator of the host university.
To have your academic work at the host university recognized by TUM, you must contact your TUM
Erasmus coordinator after your return and submit official verification of your academic performance
from the host university (usually, a Transcript of Records).
In order to pay out grant funds, the Erasmus-Team at the I.C must receive the signed Learning
Agreement (Section 1 and possibly Section 2) and, if required, the Annex. These documents may be
submitted electronically. The student retains the originals and these documents must be kept for a
period of 7 years, in the event of an audit by the DAAD.
Language courses
The Language Center offers assistance at no extra cost to prepare for your stay abroad. You can find
more information about what languages are offered at
http://www.sprachenzentrum.tum.de/en/language-courses/
Another option could be the LMU Language Center. Find out here which language courses you can visit
as a guest student: http://www.en.sprachenzentrum.uni-muenchen.de/index.html
If, in preparation for your stay abroad, you should you visit a language course in Munich, which is not
offered through the TUM Language Center, or if you visit such a course in your host country for which
costs incur, you may apply for a subsidy in the amount of 150 euros to Simone Fröhlich/International
Center ([email protected]). Please submit the corresponding request form together with a copy of
the original receipt for course fees and your certificate of attendance per e-mail no later than 30
April 2015.
If you participate in a language course abroad before the semester begins (whether it takes place at the
host university or at an external provider), you can also be considered for the Erasmus+ grant. You must
make sure to get a written confirmation on the length of your stay and a certificate of attendance!
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Insurance
Be sure to inform yourself in advance of your travel about the necessary health insurance
requirements during your stay abroad (e.g. personal liability insurance, health insurance, accident
insurance and travel insurance, incl. baggage and repatriation insurance).
In all EU countries including Iceland, Liechtenstein, Norway and Switzerland, the European Health
Insurance Card provided by your public health insurance is valid. If you are currently a member of a
state insurance plan and your regular insurance card bears the EU flag (circle of stars) on the reverse
side, you may use this card during your stay abroad.
For further information visit: http://ec.europa.eu/social/main.jsp?catId=559&langId=en
Those with private insurance coverage should contact their provider in advance of travel to clarify the
scope of their coverage while abroad.
You may also obtain combined health, accident and personal liability insurance as well as baggage
insurance through the DAAD. (Policy 726).
For more information, visit: https://www.daad.de/versicherung/en
Visa and entry requirements
Whether a TUM student needs to obtain a visa to participate in an Erasmus Study Abroad Program
depends on the student’s citizenship status as well as the host university’s status and the length and
purpose of stay abroad.
For nationals from EU/EFTA States, a stay abroad within the EU is generally speaking unproblematic.
However, if you plan on studying outside of the EU (e.g. Turkey) you must apply for a visa for study
purposes.
Please request information from the consulate of your host university in advance of travel! Do not
travel without the required visa (do not travel with a tourist visa, which cannot be transferred at a later
point in time).
Citizens holding European third-country citizenship also require a visa to study abroad in other EU
Member States. Please request information from the consulate of the country in question in advance
of travel. Contact the Department of District Administration of the City of Munich
[Kreisverwaltungsreferat, KVR] to ensure your permit of stay in Germany remains valid!
Important: Please do not buy your plane ticket until you are sure that your visa application has been
successful. Unfortunately, TUM cannot speed up the application process.
If you incur additional costs due to the visa application process, you can apply for a subsidy to
Simone Fröhlich (I.C.) ([email protected]). Please submit the corresponding request form together
with a copy of the original receipts per E-Mail no later than 30 April 2015.
Leaves of absence
All information on leaves of absence is available at
http://www.tum.de/en/studies/during-your-studies/leave-of-absence/
Please note:
Student Union and basic SemesterTicket fees will continue to be collected during a leave of
absence!
You may submit a request for an official leave of absence from the start of the re-enrollment
period up until the first day of the lecture period.
As a rule, leaves of absence can be granted for a total of two semesters of the student’s total
duration of study at the university.
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Semesters for which the student has been granted an official leave of absence are NOT
counted as Fachsemester, unless the number of ECTS credits to be awarded is at least 22.
Deadlines for the completion of make-up examinations are not affected by leaves of absence.
They continue to apply. An extension of examination deadlines must be requested from the
relevant examination committee.
Accomodations
You will find useful information on how to find accomodations for your stay abroad in the post-travel
reports of former TUM Erasmus grant recipients, who have already lived in your host country, at:
http://moveonline.zv.tum.de/move/moveonline/reports.
The Facebook pages of the local ESN-Sections and websites such as rooming.eu can also be helpful.
Just as you need a place to stay in your host country, exchange students from other countries need
one here in Munich. If you are interested in subletting your room or apartment in Munich during your
stay
abroad,
feel
free
to
advertise
it
on
the
TUM
bulletin
board
at
(http://portal.mytum.de/schwarzesbrett) or contact the I.C. at [email protected] / Tel. 28925024.
Erasmus Studies/Placement grants
Should you complete a traineeship before or after your study abroad, the I.C. can award you an additional
grant within the frame of the Erasmus Student Mobility for Placements Program (SMP) if the
traineeship period lasts at least two additional months.
For a contact person and more information visit www.tum-erasmus-smp.de.
An extended stay abroad for traineeship of less than two months can be sponsored by the SMS program,
if the traineeship takes place under the supervision of the host university. This means that an additional
Learning Agreement must be drafted and the extended stay abroad must be verified in the Confirmation of
Stay.
Please note that the total duration of the mobility periods may not exceed 12 months per study cycle
(Bachelor / Master / Doctoral).
Contact
International Center
Arcisstraße 21 (Room 0189)
80333 Munich
Belgium, Bulgaria, France, Greece, Croatia,
Luxemburg, Malta, Portugal, Romania,
Switzerland, Slovania, Spain,
Turkey, Hungary, Cyprus
Valérie Lechevallier
Tel.: 089/ 289 22582
[email protected]
Denmark, Estland, Finnland, Great Britain,
Ireland, Iceland, Italy, Latvia, Liechtenstein,
Lithuania, Netherlands , Norway, Austria, Poland,
Sweden, Slovakia, Czech Republic
Joanna Mederle
Tel.: 089/ 289 25461
[email protected]
Leaves of absence
Registrar’s Office
Arcisstr. 21, 80333 Munich
Tel.: 089/ 289 22245, Fax: 089/ 289 25414
[email protected]
Erasmus coordinators of TUM departments (academic advising, recognition of credits earned
abroad…): www.international.tum.de/en/go-international/students/erasmus/erasmus-sms/coordinators/
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