Erasmus Study Stays ****************************************************************************************** * ****************************************************************************************** Through the Erasmus+ programme, several hundred students each year travel from Charles Uni a study period abroad at another European higher education institution (HEI). More than 23 agreements have been prepared for Charles University students, covering over 4000 places f semester study periods abroad. They include destinations in all the countries that have jo + programme. Organizing study periods abroad through the Erasmus+ programme requires an administrative has been simplified by CU’s online system. Through this system every participant in the Er can follow the individual administrative steps and the current status of their application necessary documents in pdf format, check dates and the amount of financial support sent to The Erasmus programme online system uses data from the University’s Student Information Sy information about the bilateral agreement on whose basis a student is nominated for a stud • Taking part in the Erasmus+ programme • Selection procedures and nomination of students • Applying through the on-line system • Study plan • Application Form • Transferring grants to a EUR account • EU Academy language test • Decision of the Dean to Award a Grant • Financial Agreement • Health insurance • Studies abroad, changes to the study plan, extending the study period • Obligations after returning • Green Erasmus+ • Short-term mobility of PhD students • Student with special needs • International mobility • ViaErasmus! • Privacy Notice ****************************************************************************************** * Taking part in the Erasmus programme ****************************************************************************************** According to the Erasmus programme Eligibility Rules, students are eligible for a study pe • they are enrolled in an accredited Bachelor’s, Master’s or PhD degree  programme at Char • they have enrolled for studies at Charles University; and • they will remain enrolled as students of Charles University throughout their study perio ****************************************************************************************** * Selection procedures and nomination of students ****************************************************************************************** The selection procedures are the responsibility of the individual faculties or sections of (departments, institutes, etc.), which announce the selection procedures, and ensure all s equal access to them and the selection is transparent. Selection procedures have either one round (in faculties where they are organized centrall rounds, with the first round being organized by the department or institute and the second (faculty) level. The result of a selection procedure is a list of successful students, lis preference for the individual countries. Students apply to take part in selection procedur the conditions stipulated by the selection commission and by registering in the Charles Un system [ URL "https://is.cuni.cz/webapps/?lang=en"] . Nomination of students Students who have been successful in the selection procedure can be nominated for the Eras Students are nominated by the faculty coordinator (authorized by the Dean) through the onl nominated, students are entitled to receive financial support for their Erasmus period. ****************************************************************************************** * Applying through the on-line system ****************************************************************************************** When registering in the online system, all candidates can apply for up to three destinatio one selection procedure from among the places offered by the Charles University faculty wh enrolled. When choosing destinations, they should take into account the field of study [ U version1-fields_of_study.rtf"] offered there. All students who comply with the Eligibility Rules of the Erasmus programme can apply thro on-line system at https://is.cuni.cz/webapps/ [ URL "https:// is.cuni.cz/webapps/?lang=en"] Students gain access to the system by using their personal number (the eight-figure number student identity card below the photo) and the password that goes with the card. If they h the password or it has expired, they can get a new one from the Charles University Central Service (CAS) at https://cas.cuni.cz/language/switch?lang=en [ URL "https://cas.cuni.cz/la lang=en"] . Deadlines The online system is open for applications for Erasmus study periods abroad in the winter semesters during February. The period of the selection procedure is set by the individual [ URL "UKEN-11.html "] or their sections (departments or institutes). The results are anno Erasmus faculty coordinators and are also entered in the online system (by indicating whet nominated or not nominated). If the available student-months are not all used up in the "spring" selection, additional procedure can be held to fill the rest of the places in the summer semester. ****************************************************************************************** * Study plan ****************************************************************************************** The study plan abroad must correspond with the student’s degree programme at Charles Unive units can be recognized if they have an equivalent in the degree programme at Charles Univ plan can be made up of compulsory, recommended optional, or optional course units. If a co abroad has no equivalent in the accredited degree programme, it can be recognized as an op unit. Students enter the course they have chosen to study abroad into their study plan in the on printed, the study plan takes the form of a Record of the Study Plan Abroad (Protokol o st zahraničí). The compatibility of each course is approved by the director of the degree pro University (or the chairperson of the Board of Degree Programme Directors) and then by the Study Affairs at the relevant Charles University faculty. Courses approved on the Record o Abroad are entered in the Learning Agreement which is part of the Application Form sent to institution abroad. At the same time, these course units represent the minimum requirement the chosen study plan at the receiving institution. In some cases partner institutions have their own application forms or Learning Agreement might require a transcript of students’ academic results. It is therefore essential that s the requirements of the partner institution and provide all the required documents in coop programme coordinators. The completed Learning Agreement included in the Application Form does not have to be the and it is usually possible to alter it after the start of the study period abroad. The fin Record of the Study Plan Abroad must correspond to the courses that the student studies ab the partner institution confirms on the Transcript of Academic Records. ****************************************************************************************** * Application Form ****************************************************************************************** The Application Form is generated automatically in pdf format and after it has been filled printed at any time from the online system. In addition to personal details and the Learni it contains further details which must be filled in before it can be printed. These includ length of the study period, language skills, previous experience of studying abroad, the r choice of study and destination, and contact people at Charles University. As with the Lea it is essential to check on the requirements of the partner institution, which may ask for to be completed, especially regarding accommodation, orientation days, language courses, e institutions also often have their own online registration. Deadlines for applications at partner institutions may be different from those at Charles Partner institutions usually inform students that they have been accepted for a study peri sending a Letter of Admission and/or the confirmed Application Form. These documents are u the student’s address. If they are sent to the faculty [ URL "UKEN-11.html "] or the Europ "UKEN-199.html#4"] at Charles University, the relevant coordinators will inform the studen or she can start to deal with the financial documents. ****************************************************************************************** * Transferring grants to a EUR account ****************************************************************************************** When a grant is awarded to a student, it is transferred to his or her special bank account The amount of financial support is stipulated in the financial documents. Students must fi number in the online system as a condition for the Financial Agreement to be drawn up. The EUR accout can be activated at any bank in Czech Republic. ****************************************************************************************** * EU Academy language test ****************************************************************************************** Attention: From 23.01.2023 this language test is OPTIONAL We would like to inform you about a new online language support (OLS) on the platform EU A This new version offers many interactive and interesting language activities that will hel a new language or advance a language you already know. The EU Academy is designed to meet students. Creating an account and starting a language education takes only a few seconds! module will quickly show you how to create a new account, which will give you an access to other short courses at the EU Academy. The first step is to create an account at: https://academy.europa.eu/courses/welcome-to-th [ URL "https://academy.europa.eu/courses/welcome-to-the-eu-academy"] , after receiving a c email, follow the link bellow. https://academy.europa.eu/local/euacademy/pages/course/community-overview.php?title=learn- [ URL "https://academy.europa.eu/local/euacademy/pages/course/community-overview.php?title language"] How to take the entrance exam? 1. Follow the second link 2. Click on ‚Resume‘. Scroll down and click on ‚Join community‘ 3. Choose the preferred language group (English is at the bottom) and click on ‚Language a start the exam 4. Complete the exam 5. The EU Academy will immediately give you your results (wrong/correct answers). At the e you the level of language. 6. After completing the exam you can continue in learning the language in ‚Dashboard‘ ****************************************************************************************** * Dean Resolution about the scholarship ****************************************************************************************** After receiving the Application Form (confirmed by the receiving institution) and the Lett students are entitled to receive a grant to support them during their study period abroad. awarded on the basis of document "Dean Resolution about the scholarship". The faculty coordinator is responsible for drafting the Dean Resolution about the scholars of Admission and confirmed Application Form are usually sent to the address of the student Application Form. If they are sent to the faculty or the European Office [ URL "UKEN-199.h relevant coordinator will inform the student without delay. An email message cannot be con Letter of Admission. The amount of the grant depends on the level of financial support stipulated for the speci on the time spent there, as stated in the Eligibility Rules of the Erasmus programme. ****************************************************************************************** * Financial Agreement ****************************************************************************************** The proper use of the grant that has been awarded and the conditions for paying it out are Financial Agreement, in accordance with the Eligibility Rules of the Erasmus programme. Students sign the Financial Agreement with Charles University at the European Office. The Agreement will be ready for the student to sign approximately 10 working days after the De Dean to Award a Grant is issued. The student’s Erasmus application must be properly comple the Financial Agreement can be printed and prepared for signing. An email informing the st Financial Agreement can be signed and collected will be sent to the address of the student online system. In order for the Financial Agreement to be signed and the grant paid out, the following do submitted: • Dean Resolution about the scholarship signed by the Dean of the Faculty • Learning Agreement for Studies - confirmed by all 3 parties! Students receive one original of the Financial Agreement, and also an Erasmus Nomination L for the officials (immigration police) abroad. According to EU regulations students are ob with the immigration police in the place where they are going to study within 30 days of t Details of the amount of the grant and how it will be paid: The monthly level of the grants for different countries for the academic year are announce Agency usually in June. For mobilities below 180 days, grants will be transferred to the students’ activated bank payment. For longer study periods grants will be transferred in two payments. ****************************************************************************************** * Health insurance ****************************************************************************************** EU citizens are entitled to health care in EU and EEA countries in accordance with the EEC Regulations 1408/71 and 574/72. However, in all EU countries patients may have to pay some themselves. For this reason it is students’ responsibility to make sure they have an insur covering all medical expenses that is valid for the country they will study in. Since 1 Ju amendment of the Regulations referred to above has been in force, establishing the Europea Insurance Card as the document entitling patients to medical care in EU and EEA countries. ****************************************************************************************** * Studies abroad, changes to the study plan, extending the study period ****************************************************************************************** Studies abroad, changes to the study plan, extending the study period Partner institutions usually inform students about how and when to register/enrol by sendi either by email or in printed form together with the Letter of Admission. Changes to the study plan It is not unusual for students to change their study plan during the course of their studi According to the rules of the Erasmus programme, all changes should be formally notified w of the start of the studies. Students notify changes to their study plan and submit a prop approval through the online system, where they can notify the cancellation of course units intended to take and the addition of new ones. They then send the document "Changes in the Study Plan" (Změny v protokolu o studijním plánu) in pdf format to the director of their d for approval. The faculty coordinator confirms the changes in the online system. Extending the study period Erasmus study periods can be extended without entitlement to additional financial support students"). During the period of extension, students continue to have Erasmus status and a use of all the advantages the Erasmus programme offers. A study period can only be extende accordance with the Eligibility Rules of the Erasmus programme. This means that the total study period (including the extension) must not be more than 12 months and the study perio the end of the academic year at the latest. The period of extension must follow on directl period that was originally planned. In order to extend their study period, students should send their faculty coordinator conf the receiving institution agrees with the extension (a Letter of Admission for the period fill in a study plan for the period of extension in the online system, and send the form " Record of the Study Plan" (Změny v protokolu o studijním plánu) in pdf format to the direc degree programme for approval. After receiving both documents, the faculty coordinator wil study period in the online system. The European Office will send the student an Addendum to the Financial Agreement to be sig the length of the study period abroad and the obligations after returning. The other provi Financial Agreement remain unchanged. ****************************************************************************************** * Obligations after returning ****************************************************************************************** With accordance to the conditions stated in the Participant Agreement, the student is obli the final evaluation report and submit the following documents to the European Office: • Confirmation of Erasmus+ period It is a document that confirms the total period of time spent on the abroad stay Confirm Study Period [ URL "https://cuni.cz/UK-12526-version1-confirmation_of_erasmus_period.doc issued and signed by the receiving institutuion, it states the purpose and the total per stay. The form containing all the essential elements of this document can be found in th Agreement in web apps. Ways of delivering it: - Bring the original copy to the European Office - 1st floor, door number 109 - Have the receiving institution send us a copy via mail to erasmus.incoming@ruk.cuni.cz "mailto:Erasmus.incoming@ruk.cuni.cz"] - Via email sent original copy of the document with electronic signature* Deadline for submitting the document: within 30 days of the date it was issued by the re institution. In the case that the Erasmus period stated in the Confirmation of Erasmus+ Period is sho mobility dates stated in the Participant Agreement, the student is obligated to return a part of the stipendship awarded to him. *Electronically signed original copy: In general, if an electronic document is to be an original, it must contain a qualified signature. See Act No. 297/2016 Coll., on trust services for electronic transactions. Th usually in pdf form, which the electronic signature locks for further editing. • Transcript of records Copy of a record of the study results achieved, it is issued and confirmed by the receiv Deadline for submitting the document: within 30 days of the date it was issued by the re institution. • Final report: It consists of two parts: 1/ EU Survey – it is filled out in whole-wide European database (i.e. the Beneficiary Mo the European Commision), the student will receive a link via email stated in his online asking him to fill out his report in English. Deadline for submitting the report: within receiving the link. 2/ Final report – it is to be filled out upon the student’s return at the page: https:// www.charlesabroad.cz/ [ URL "https://www.charlesabroad.cz/"] The European office [ URL "UKEN-199.html#4"] keeps a record of all the printed documents r end of the study period and the final reports. Students can check whether they have been r on-line system. Details of financial arrangements if the study period is terminated early If the “Confirmation of study period” document shows that the study period has been termin students are obliged to return the part of the grant that they have received but were not According to the Erasmus Eligibility Rules, the amount of the grant students are entitled in the same way as the financial support awarded for the study period that was originally If the study period abroad does not last for a whole number of months, the grant for the l allocated on the basis of the number of days of the last month spent abroad, whereby “mont a calendar month, such as March, but a period of time, such as 6 March to 6 April. ****************************************************************************************** * Green Erasmus+ ****************************************************************************************** The aim of Green Erasmus is to raise awareness of environmental issues and to implement pr environmentally sustainable way. Acceptable means of transport to/from the host foreign institution are the following: trai car share. The first journey to the mobility location and the last journey back to the Czech Republic one of the above-mentioned means. Participants must keep evidence of such a journey (ticke The one-off contribution is EUR 50. In the case of the “car share” option, it must be a carpool. In this sense, if someone dri mobility location and returns without you (family, friends), is not considered a carpool. an original affidavit with the signatures of all the persons who shared the journey and pr journey actually took place (petrol receipt, toll receipts, etc.). All documents should be Erasmus Office at the Rectorate of CU. Addendum to contract form: Addendum [ URL "UKEN-154-version1-dodatekgreenerasmus2022en.doc The form is to be filled in when the financial agreement is signed and the contribution is time as the scholarship before the mobility. For this contribution is not possible to appl the mobility. After returning from the mobility, send copies of the tickets to Erasmus.outgoing@ruk.cuni "mailto:Erasmus.outgoing@ruk.cuni.cz"] ****************************************************************************************** * Short-term mobility of PhD students ****************************************************************************************** In order to better meet the diverse training needs of doctoral students and to ensure equa doctoral students can now also undertake short-term physical mobilities for a study stay o Duration of stay: 5–30 days The scholarship is allocated according to the length of stay: 1–14 days 79 EUR/day 15–30 days 56 EUR/day A scholarship can also be awarded for travel. This means for one day before the start of m day after the end of mobility. This scholarship can be increased by a social scholarship of 100 Euros for stays of 1–14 d for stays of 15–30 days. Administrative procedure: · In case of a study stay, please follow the rules for study stays in the given academic y · In the case of a traineeship, please follow the rules for traineeships in the academic y Documents upon return from the stay: · Confirmation of Erasmus period – original or copy emailed directly to the Erasmus coordi institution · 1 A4 page mobility evaluation report or Traineeship certificate [ URL "UKEN-154-version1 traineeshipcertificate.doc"] · 2 final reports: EU Survey (automatically generated email from the European Commission), www.charlesabroad.cz [ URL "http://www.charlesabroad.cz"] ****************************************************************************************** * Students with special needs ****************************************************************************************** In accordance with the objectives of the Erasmus+ programme, Charles University strives to an experience from abroad in the form of a study stay or a practical internship to as wide students as possible. For this reason, in addition to the support in the form of scholarsh provides additional financial support to students with disabilities and students from soci disadvantaged backgrounds. - Students with economic disadvantages, or with underage children - Students with physical, mental, or health disadvantages An Addendum to the Participant Agreement for the additional scholarship is always signed a Participant Agreement itself before the start of the mobility. Below, you can find information on the possibilities how to increase your Erasmus+ financi order to help you manage your stay abroad more easily. Students with economic disadvantages, or with underage children In order to be eligible for additional financial support due to your socio-economical disa must be a student on a study stay or on a practical internship abroad and: - be entitled to the state social benefit; or - be entitled to the child benefit; or - be the recipient of the Charles University scholarship in social need; or - be taking care alone for an underage child. To be awarded the additional financial support, it is conditional that the total family in exceed the product of the family subsistence income with the coefficient of 3.4, and that not reached the age of 26. The definition of an eligible person who can apply is as stated in the Act on Higher Educa reference period is the previous calendar year. A student who does not receive child benefits from the Czech Republic may also apply for a the additional financial support scholarship if he can prove being the recipient of simila similar conditions in his country of origin. The increase of the scholarship has been set at 250 EUR per month (i.e. 30 days of the sta decision of the National Agency (Dům zahraniční spolupráce Ministerstva školství, mládeže České republiky – the Czech National Agency for International Education and Research of th Education, Youth and Sports of the Czech Republic). The amount of the increased scholarshi the student after signing the Erasmus+ Participant Agreement or the Addendum to this Agree If you are interested in this scholarship, please contact Pavel Knap at the email address: pavel.knap@ruk.cuni.cz [ URL "mailto:pavel.knap@ruk.cuni.cz"] Students with physical, mental, or medical disadvantages The Erasmus+ additional financial support scholarship is designed to help students cover t expenses abroad resulting from their medical needs. If awarded this scholarship, it must be accounted for upon the student’s return from the E abroad! Invoices must be submitted indicating the actual costs incurred, the name and addr that issued the invoice, the price, currency, and the date of the invoice. If you are interested in this scholarship, please contact Pavel Knap at the email address: pavel.knap@ruk.cuni.cz [ URL "mailto:pavel.knap@ruk.cuni.cz"] The application must be accompanied by: - a medical report; - a copy of the disabled person's ID card (the “ZTP card”, if the student has one); - Erasmus+ documents: signed Learning Agreement for studies/traineeship - a letter of acceptance from the host institution confirming the acceptance of the studen stay/practical internship and confirming that the institution is aware of the student’s me ****************************************************************************************** * International mobility ****************************************************************************************** The international mobility is intended for students going to countries where it is not pos the traditional Erasmus. For more information about the selection procedure, please contac coordinator. Who: Any student who is enrolled in an accredited bachelor's, master's or doctoral degree will be duly enrolled for studies at Charles University for the entire period of the stay participate. When: The stay is open to any student from the 2nd year of bachelor studies. For how long: Stays can last from 2 to 12 months. The minimum length of stay of 2 months i be 60 days. How often: Within the Erasmus+ programme, students can participate in a stay abroad repeat level of their higher education studies (bachelor’s, master’s, doctoral). The total allowe of studies is 12 months (or 24 months for 5-year Master’s programmes), and these 12 (or 24 consist of a study stay (Student Mobility for Studies), a traineeship (Student Mobility fo and/or a combination of these activities. ****************************************************************************************** * ViaErasmus! ****************************************************************************************** ViaErasmus! is the new web interface for outgoing students going abroad under the Erasmus+ information here: ViaErasmus! [ URL "https://cuni.cz/UKEN-1881.html"] ****************************************************************************************** * Privacy Notice ****************************************************************************************** https://cuni.cz/UKEN-1977.html [ URL "https://cuni.cz/UKEN-1977.html"]