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 • International mobility • ViaErasmus! ****************************************************************************************** * 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 from 08 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. The online sy on 1 September for registration for the additional selection procedure. ****************************************************************************************** * 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. Activating the account In order to activate the bank account students must present the following documents listed a.Application Form to study at the receiving institution confirmed by the sending institut b.Identity card c.Student identity card or other document confirming identity (passport, ISIC card, etc.). 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‘ ****************************************************************************************** * Decision of the Dean to Award a Grant ****************************************************************************************** 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 a Decision of the Dean. The faculty coordinator is responsible for drafting the Decision of the Dean to Award a Gr 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: • Decision of the Dean to Award a Grant • the confirmed Application Form and Learning Agreement • Letter of Admission from the partner institution Students receive one original of the Financial Agreement, and also an Erasmus Nomination L or German for the officials (immigration police) abroad. According to EU regulations stude to register with the immigration police in the place where they are going to study within arrival. 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 in early June. For study periods that end before February, grants will be transferred to the students’ ac accounts in one payment, no later than 14 days before the start of the study period. For l periods grants will be transferred in two payments, the first one covering financial suppo end of February and the second one for the remaining time up till the end of the study per part of the grant will be transferred in mid-February. ****************************************************************************************** * 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 ****************************************************************************************** According to the undertakings made in the Financial Agreement, after returning students mu complete the final evaluation report and submit the following documents to the European of "UKEN-199.html#4"] : • Copy of a record of the study results achieved (e.g. Transcript of Records, Datenabschri notes), issued and signed by the receiving institution. • Confirmation of the Erasmus study period (or a similar document issued and signed by the institution confirming the purpose and length of the study period). A form containing th elements for this document can be found in Appendix D of the Financial Agreement. Deadline for submitting the document: within 30 days of the date it was issued by the rece institution- Final report: Students fill in their final report on the website of the National Agency. http://erasmus-databaze.naep.cz/modules/erasmus/ [ URL "http://erasmus-databaze.naep.cz/mo Students log in using their email address (the one they gave in the Erasmus online system) for access to the National Agency website to fill in their final report will be sent to th email address about 1 month before the end of their study period abroad. Deadline for subm report: within 15 days of completing the study period. 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 use calculator [ URL "UKEN-154-version1-vypocet_delky_pobytu.xls"] to be sure. ****************************************************************************************** * 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"] ****************************************************************************************** * 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"]