Traineeships are the second type of Erasmus student mobility. Providing there is a bilateral agreement signed between Charles University and the partner institution, students can undertake placements at partner universities or their affiliated institutions, such as laboratories, research centres, teaching schools, teaching hospitals or other workplaces. Students are selected for traineeship in a procedure organized by their home faculty.
The administrative procedure for organizing traineeship abroad through the Erasmus+ programme has been simplified by Charles University’s online system. Through this system the Erasmus student can monitor the procedure step-by-step, check on the current status of the application, download relevant documents in pdf format, check on the dates and the amount of financial support transferred, etc. The Erasmus programme online system pools data from the University’s Student Information System (SIS) and the Earsmus bilateral agreement database.
According to the Erasmus programme Eligibility Rules, students are eligible for a traineeship period abroad if:
they are enrolled in an accredited Bachelor’s, Master’s or PhD degree programme at Charles University;
they have enrolled for at least the second year of their Bachelor’s studies at Charles University;
they will remain enrolled as students of Charles University throughout their traineeship abroad;
a traineeship is included in their curriculum.
Selection procedures and nomination of students
The selection procedures to fill the available places are the responsibility of the individual faculties or sections of faculties (departments, institutes, etc.), which announce the selection procedures, and ensure all students have equal access to them and the selection is transparent.
The result of a selection procedure is a list of successful students, listed in order of preference for the individual countries. Students apply to take part in selection procedures according to the conditions stipulated by the selection commission and by registering in the Charles University online system. If the available student-months are not all used up, additional selection procedures can be held to fill further places.
Nomination of students
* Students who have been successful in a selection procedure can be nominated for an Erasmus placement.
* Students are nominated by the faculty coordinator (authorized by the Dean).
* Once nominated, students are entitled to receive financial support for their Erasmus period.
Applying through the online system
When registering in the online system, all candidates can apply for up to three destinations for any one selection procedure from among the places offered by the Charles University faculty where they are enrolled during the given period (winter / summer semester).
When choosing destinations, they should take into account the fields of study offered there.
Applying through the Erasmus online system https://is.cuni.cz/webapps
Students gain access to the system by using their personal number (the eight-figure number on their student identity card below the photo) and the password that goes with the card. If they have forgotten the password or it has expired, they can get a new one from the Charles University Central Authentication Service (CAS) at https://ldap.cuni.cz/index.php.
The online system is open for applications for Erasmus placements abroad in the winter and summer semesters from 1 May. The results of the selection procedures are announced by the Erasmus faculty coordinators and are also entered in the online system (by indicating whether students are nominated or not nominated).
Learning Agreement for Traineeships
The Learning Agreement for a Traineeship abroad must have clear links to the curriculum of the student's field of study at Charles University. Traineeships can only be recognized if they have a recognizable equivalent within the student's degree programme at Charles University.
The traineeship may constitute a compulsory, recommended optional, or optional part of the curriculum.
The specific details and content of the traineeship must be described in detail via the online system. By filling in this information the students complete their Learning Agreement for Traineeship, which constitutes an integral part of the Application Form.
The Application Form is generated automatically in pdf format and after it has been filled out it can be printed at any time from the online system. When applying for Erasmus placements, it is essential to check the requirements of the partner institution, which may ask for its own forms to be completed, especially regarding accommodation, orientation days, language courses, etc.
NB! Deadlines for applications at partner institutions may be different from those at Charles University!
Partner institutions usually inform students that they have been accepted for a traineeship abroad by sending back the confirmed Application Form. The student will also receive a ”Acceptance Letter” directly from the workplace providing the traineeship. These documents are usually sent to the student’s address. If they are sent to the faculty or the European Office at Charles University, the relevant coordinators will inform the student at once so he or she can start to deal with the financial documents.
We would like to inform you about a new online language support (OLS) on the platform EU Academy.
This new version offers many interactive and interesting language activities that will help you to learn a new language or advance a language you already know. The EU Academy is designed to meet needs of all students. Creating an account and starting a language education takes only a few seconds! The introduction module will quickly show you how to create a new account, which will give you an access to the OLS and many other short courses at the EU Academy.
The first step is to create an account at: https://academy.europa.eu/courses/welcome-to-the-eu-academy, after receiving a confirmation email, follow the link bellow.
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 assessment‘ to start the exam
4. Complete the exam
5. The EU Academy will immediately give you your results (wrong/correct answers). At the end it will show you the level of language.
6. After completing the exam you can continue in learning the language in ‚Dashboard‘
When a grant has been awarded to a student, it is transferred to his or her special bank account in Euros, which the student has previously activated for the purpose of paying funds to participants in the Erasmus programme. This account is opened only for the duration of the student’s participation in the programme.
The amount of financial support is stipulated in the financial documents. Students must fill in the account 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 below:
a. Application Form to study at the receiving institution confirmed by the sending institution
b. Identity card
c. Student identity card or other document confirming identity (passport, ISIC card, etc.).
The EUR accout can be activated at any of the bank in Czech Republic.
Ways the bank account can be used:
1.Withdrawing funds using the debit card
2.Transferring funds to another account
3.Withdrawing funds in cash with no bank charge at certain branches
After receiving the Application Form (confirmed by the receiving institution) and the Letter of Invitation, students are entitled to receive a grant to support them during their placement period abroad. This grant is 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 Grant.
The proper use of the grant that has been awarded and the conditions for paying it out are set out in the Financial Agreement, in accordance with the Eligibility Rules of the Erasmus programme. Students sign the Financial Agreement with Charles University via the European Office.
The Financial Agreement will be ready for the student to sign after the Decision of the Dean to Award a Grant is issued, though no later than 15 days before the student’s planned departure for the placement.
The student’s Erasmus application must be properly completed online (including the number of the EUR account to receive the grant and the number of the student’s ID card or passport) before the Financial Agreement can be printed and prepared for signing. An email informing the student of how the Financial Agreement can be signed and collected will be sent to the address of the student given in the online system.
In order for the Financial Agreement to be signed and the grant paid out, the following documents must be submitted:
Decision of the Dean to Award a Grant
confirmed Training Agreement
Record of the Placement Abroad (Protokol o praktické stáži v zahraničí)
Students receive one original of the Financial Agreement, and also an Erasmus Nomination Letter in English or German for the officials (immigration police) abroad.
According to EU regulations students are obliged to register with the immigration police in the place where they are going to study within 30 days of their arrival.
EU citizens are entitled to health care in EU and EEA countries in accordance with the EEC Council Regulations 1408/71 and 574/72. However, in all EU countries patients may have to pay some of the costs themselves. For this reason it is students’ responsibility to make sure they have an insurance policy covering all medical expenses that is valid for the country they will study in. Since 1.6.2004 an amendment of the Regulations referred to above has been in force, establishing the European Health Insurance Card as the document entitling patients to medical care in EU and EEA countries.
Students travelling abroad for a placement must also obtain third party liability insurance valid for the receiving institution (the placement provider).
Erasmus placement periods can be extended without entitlement to additional financial support (“zero-grant students”). During the period of extension, students continue to have Erasmus status and are able to make use of all the advantages the Erasmus programme offers. The total length of the placement (including the extension) must not be more than 12 months and the placement must finish by the end of the academic year at the latest. The period of extension must follow on directly from the placement that was originally planned.
In order to extend their placement period, students should send their faculty coordinator confirmation that the receiving institution agrees with the extension (a Letter of Invitation for the period of extension), fill in a Training Plan for the period of extension in the online system, and send the form “Changes in the Record of the Placement Abroad” (Změny v protokolu o praktické stáži) in pdf format to the director of their degree programme for approval. After receiving both documents, the faculty coordinator will extend the placement in the online system.
If the student is to received additional financial support for the extension, the faculty coordinator will issue an addendum to the Decision of the Dean to Award a Grant. The Charles University European Office will send the student an Addendum to the Financial Agreement to be signed, which alters the length of the placement period abroad and the obligations after returning.
According to the undertakings made in the Financial Agreement, after returning students must complete the final evaluation report and submit the following documents to the European Office:
Deadline for submitting the document: within 10 days of the date it was issued by the receiving institution, but in any case by 30 September of the relevant academic year at the latest.
Confirmation of Erasmus+ period - A form containing the essential elements for this document can be found in Appendix D of the Financial Agreement.
Deadline for submitting the document: within 10 days of the date it was issued by the receiving institution, but in any case by 30 September of the relevant academic year at the latest.
Students fill in their final report on the website of the National Agency: http://erasmus-databaze.naep.cz/modules/erasmus/. Students log in using their email address (the one they gave in the Erasmus online system). The password for access to the National Agency website to fill in their final report will be sent to them at the same email address after submission of the documents listed above.
Deadline for submitting the report: within 1 month of completing the placement period.
The European Office keeps a record of all the printed documents required after the end of the placement and the final reports. Students can check whether they have been received in the online system.
If the “Confirmation of placement period” document shows that the placement period has been terminated early, students are obliged to return the part of the grant that they have received but were not entitled to.
If the placement period abroad does not last for a whole number of months, the grant for the last month is allocated on the basis of the number of days of the last month spent abroad, whereby “month” does not mean a calendar month, such as March, but a period of time, such as 6 March to 6 April.
In cooperation with the EDUCA consortium (https://educaops.eu/en/stages-erasmus-for-students/) we offer traineeships for our students - future graduates. The candidates will be selected from students who are about to graduate.
The selected students need to submit a properly filled out application form before graduating. The faculties are in charge of the selection procedure. If the number of chosen from one faculty exceeds the number of available places, the rectorate will proceed to a second round of the selection procedure.
Students can also find a traineeship on their own via the university’s contacts, or they can secure it using the offer of the Educa consortium. It is obligatory that the traineeships arranged by students correspond with students' areas of study. The graduate traineeships are counted among the total time spent on other Erasmus stays for each degree. The maximum time spent on Erasmus stays is for each degree 12 months.
Latest Information from 11/2023
From November 07, 2023, the graduate traineeships can be funded for the maximum time of 4 months and 0 days, given the requirement that the student has fulfilled all of the conditions in order to go on Erasmus.
Mobilities in the non-EU countries will continue to be funded for the minimum period of 2 months and 0 days.
Possible prolongation will depend on the available budget at the given moment.
Every student – soon-to-be-graduate can apply for the graduate traineeship. In charge of the selection procedure are the faculties and their subdivisions (departments, institutes). They announce the start of selection procedures, ensure equal approach to all participants as well as a transparent selection of suitable candidates. The selection procedures end when a list of all selected students with their data is handed over to the European Office of the Rectorate of Charles University.
The traineeship can take place in any country participating in the Erasmus+ programme except the Czech Republic and the country of the student's permanent residence.
Any student who is about to graduate can apply for the traineeship. This applies to students of all degrees – students of bachelor, master and PhD. programs.
FOR HOW LONG
The duration of the traineeship can vary from 2 to 12 months (24 months for 5-year-long masters programs). By the minimum time of 2 months is meant 60 days. It is necessary to consider the overall time spent on all other Erasmus stays the students have carried out, because the time spent on graduate traineeships is added to that total time. Previously allocated funding and the number of applicants is also taken into account.
CONDITIONS OF GRADUATE TRAINEESHIPS
Traineeship must correspond with students' area of study
40 hours per week spent on traineeship
Traineeship can be carried out within 12 months from the date of graduating, including the time spent on the actual traineeship
The participant can no longer have the status of a student
If the student decides to continue their studies after graduating, they can apply for an Erasmus+ traineeship
After the selection procedures, the selected applicants must fill out an Application (Application for Gradutes) for the graduate traineeship program as well as a Learning Agreement for Traineeships (Educa LA Traineeship). The applicant does not register with the CU online system. The qualification conditions for graduates can be found here (conditions).
These documents need to be delivered to the Erasmus office at given faculty where they will confirm the application. After that, the applicant will send the confirmed application, his/her CV and motivation letter to the European office at Rectorate via email. This office will confirm the application and send it back to the student by email. The final step is to send the confirmed application to the EDUCA consortium heeding the instructions stated in the application.
The application must be sent to the EDUCA consortium before graduating, that is before the last part of the final degree exam. Learning Agreement for Traineeships can be sent to the consortium even after that date.
The Learning Agreement for Traineeships is filled out by the applicant in cooperation with their traineeship mentor from the receiving institution, as well as with the guarantor of the study programme at their faculty department. The guarantor certifies the application by signing it ("Responsible person in the Home University").
The EDUCA consortium subsequently confirms the nomination of the selected student and informs them about the following procedures:
- compulsory ERAPO insurance https://educaops.eu/en/insurance/, online language test, The Participant’s Agreement, and payment of the scholarship.
Contact in European Office/Rectorate CU: Mgr. Petra Šmídová
Telefon: +420 224 491 676
The aim of Green Erasmus is to raise awareness of environmental issues and to implement projects in an environmentally sustainable way.
Acceptable means of transport to/from the host foreign institution are the following: train, bus, bike, or car share.
The first journey to the mobility location and the last journey back to the Czech Republic must be made by one of the above-mentioned means. Participants must keep evidence of such a journey (tickets).
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 drives you to the mobility location and returns without you (family, friends), is not considered a carpool. You must provide an original affidavit with the signatures of all the persons who shared the journey and proof that the journey actually took place (petrol receipt, toll receipts, etc.). All documents should be submitted at the Erasmus Office at the Rectorate of CU.
Addendum to contract form: Addendum
The form is to be filled in when the financial agreement is signed and the contribution is paid at the same time as the scholarship before the mobility. For this contribution is not possible to apply during or after the mobility.
After returning from the mobility, send copies of the tickets to Erasmus.firstname.lastname@example.org
In order to better meet the diverse training needs of doctoral students and to ensure equal opportunities, doctoral students can now also undertake short-term physical mobilities for a study stay or traineeship.
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 mobility and one day after the end of mobility.
This scholarship can be increased by a social scholarship of 100 Euros for stays of 1–14 days or 150 Euros for stays of 15–30 days.
· In case of a study stay, please follow the rules for study stays in the given academic year.
· In the case of a traineeship, please follow the rules for traineeships in the academic year.
Documents upon return from the stay:
· Confirmation of Erasmus period – original or copy emailed directly to the Erasmus coordinator by the host institution
· 1 A4 page mobility evaluation report or Traineeship certificate
· 2 final reports: EU Survey (automatically generated email from the European Commission), Charles Abroad – www.charlesabroad.cz
The international mobility is intended for students going to countries where it is not possible to go using the traditional Erasmus. For more information about the selection procedure, please contact your faculty coordinator.
Who: Any student who is enrolled in an accredited bachelor's, master's or doctoral degree programme and will be duly enrolled for studies at Charles University for the entire period of the stay abroad may 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 is considered to be 60 days.
How often: Within the Erasmus+ programme, students can participate in a stay abroad repeatedly at each level of their higher education studies (bachelor’s, master’s, doctoral). The total allowed for each level of studies is 12 months (or 24 months for 5-year Master’s programmes), and these 12 (or 24) months may consist of a study stay (Student Mobility for Studies), a traineeship (Student Mobility for Traineeship) and/or a combination of these activities.
ViaErasmus! is the new web interface for outgoing students going abroad under the Erasmus+ programme. More information here: ViaErasmus!