RULES FOR IMPLEMENTING STUDENT MOBILITY UNDER THE ERASMUS+ PROGRAMME Requirements, recruitment, implementation, settlement and recognition

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+ University Coordinator at VPU,
   – language teacher from VPU

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.
5. Completion of recruitment/application documents.

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.

Recruitment results:

1. The list of students (with their album numbers) qualified for participation in the in the Erasmus+ programme will be posted at the university on the Erasmus+ programme information board.
2. Students who are not qualified to participate in the programme may submit an appeal against the decision of the Selection Committee, The appeal should be submitted to the University Erasmus+ Programme Coordinator within 7 days of the announcement of the decision on the results of the recruitment process.

Financial conditions – grant

1. Students may be awarded an Erasmus+ EU grand to help cover part of the costs of accommodation, meals, travel and subsistence costs in connection with their study period abroad etc., provided that the financial resources allocated to the University allow for this. In a situation when the financial means allocated to the University are exhausted, the student has the possibility to leave with a zero grant.
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) and under which competition/funding agreement between NA and VP a student will leave (we would like to point out that during the overlap period of the agreements between NA and VP, the university is obliged in the first instance to use the funds from the first agreement started and in force, until the funds are exhausted or the agreement period ends).
3. A student qualified for a grant-funded Erasmus+ mobility shall be awarded an Erasmus+ grant, the amount of which is determined by the rules announced by the NA for a given year concerning the implementation of mobility and the allocation of funds. KA 131 2022 KA131 2023
4. Erasmus+ students are exempted from paying fees for tuition, registration, examinations and access to laboratory and library facilities at the host institution.
5. 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.
6. Before going for mobility period students are obliged to pay tuition at their university for the semester they are going to study abroad.
7. 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.
8. 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%).
9. 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^thof the monthly rate.)
10. 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.
11. 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.
12. Students/non-graduates may apply to receive funding for meeting green travel requirements. If green travel requirements are met, students and recent graduates are eligible to receive individual support for living costs for up to 4 additional days depending on the distance between the university and the host institution, calculated using a distance calculator. Students and recent graduates who do not receive the standard lump sum for travel costs are entitled to €50 for meeting green travel requirements. Students and recent graduates applying for a lump sum for travel costs resulting from travel by low-emission means of transport (so-called “green travel”) are required to submit a declaration of their planned means of transport. The lump sum in question shall be paid together with the Erasmus+ grant in accordance with the declaration submitted, in the 2nd instalment of the trip settlement upon submission of tickets/receipts for travel. The declared means of transport to the place of mobility must be confirmed upon return when settling the mobility: Students travelling by public means of transport (bus, rail) are obliged to provide tickets/travel receipts at settlement. The date on the accompanying bill/ticket must not coincide with the mobility dates (dates in the financial agreement); Students travelling together by car (min. 2 persons) are required to submit a declaration. An additional maximum of two days may be granted for the “GREEN TRAVEL” trip before the mobility and two days after the mobility: For travel up to 500 km – 0 days For travel between 501 km and 1000 km 1 extra day each way For travel over 1001 km an extra 2 days each way Distance will be calculated on the basis of the distance calculator https://erasmus-plus.ec.europa.eu/resources-and-tools/distance-calculator
13. Students/ recent graduates who will̨ meet the criteria included in the definition of ‘persons with fewer opportunities’ on the basis of an appropriate document (copy of the decision /certificate on meeting the criteria for a social grant/disability grant issued in accordance with the applicable VPU Regulations on Material Assistance for Students) may apply for a supplementary payment to the individual support. Persons (students and graduates) who meet the criteria included in the definition of “persons with fewer opportunities” (students and graduates with fewer opportunities) will receive an additional amount of €250 for each month of stay regardless of the type of trip. This amount will be added to the individual support and paid on a pro rata basis, according to the agreed instalment scheme for the type of mobility. Conditions for granting support for the mobility of people with fewer opportunities (economically disadvantaged and people with a recognised disability) selected for mobility within the Erasmus+ programme – Financial agreement KA131 (Higher Education)
14. Travel costs only apply to short-term trips of students and graduates meeting the definition of “person with fewer opportunities” and long-term trips of students and graduates to KA-131 partner countries with the exception of countries from regions 5 and 14.

BEFORE MOBILITY

After the student has qualified for the trip, the Erasmus+ University Coordinator provides information on the nomination for the partner university/ host institution chosen by the student. Basic rights and obligations of Erasmus+ exchange students as well as their basic obligations towards their home and host universities are governed by the Erasmus Student Charter (https://erasmus-plus.ec.europa.eu/pl/resources-and-tools/erasmus-student-charter-0). Students should familiarize themselves with the Erasmus Student Charter before leaving. The Student should be familiar with information on the privacy statements/personal datas prepared by the European Commission, which can be found under the link https://webgate.ec.europa.eu/erasmus-esc/index/privacy-statement.

1. Application documentation to the host university

The Student prepares and independently sends the documents required by the host university/ Institution for internships, in the form indicated by it and by keeping in mind the deadlines.

2. Documentation to be submitted to the VPU, necessary to determine the study/ internship program at the host institution and the financial agreement for the trip.

The Student should, within a maximum of 2 weeks before the planned departure, provide the Office for cooperation with abroad with the documents necessary for the trip and draw up a financial agreement for the trip.

In case of departure for part of the  studies period:

1. After getting acquainted with the courses conducted at the host university, the student should agree with the head of the department the planned program of study at the partner university by comparing the subjects offered at a given time, taking into account the learning outcomes, for this purpose it is drawn up Recognition Sheet to the Learning agreement. At the same time, the program differences/differences in learning outcomes and how to supplement the required outcomes, credits and ECTS points needed to pass the semester/year in VPU are determined. Program differences / differences in learning outcomes should be approved by the Dean. At the same time, the document signed by the Dean – the credit card and the agreement on the study program-is a guarantee that after the student has passed the designated subjects at the partner university, they will be fully recognized, thus the student will have a fully recognized period of study at a foreign university.
2. On the basis of the (Recognition Sheet) is drawn up through Learning Agreement, which is an agreement on a study program at a foreign university.  The document is drawn up by the student in agreement with the dean of the Home University and the Faculty/ University coordinator of the host university. After the Dean accepts the learning agreement, the document is sent for acceptance by the partner university. The document is prepared in the OLA system. The LA must be signed before departure by 3 parties – the student, the dean of the Faculty of the home University and the representative of the host university. The study program agreement obliges the student to pass certain classes.
3. The Student is obliged to buy health insurance or make out an EHIC card, NNW, in the case of practical/ clinical classes also civil liability insurance, valid for the entire period of stay in the country of the host institution.
4. Before the start of the mobility period, the participant is required to complete the OLS language proficiency test. A scholarship holder is exempt from the OLS language proficiency tests if the language of study at the host institution is the student’s mother tongue.
5. A Student qualified to go on a scholarship is required to sign a financial agreement with VPU.
6. In order to prepare a financial agreement, the student must provide the dean’s permission to leave, information about their bank account in Euros, certificate of admission from the partner university.
   It is required to provide in the case of foreigners residence card/visa, whereas in the case of underage students parental consent to leave.
7. Within 30 days from the date of signing the agreement by both parties or upon receipt by the sending University of confirmation of arrival to the host organization but not later than on the day of the beginning of the mobility period, an advance payment of 80% of the amount of the scholarship awarded for the entire mobility period will be made. The second instalment will be paid after the mobility is settled. Submission by the participant of an individual trip report in the system online EUsurveywill be treated as a participant’s request for payment of the remaining scholarship amount. The university has 45 calendar days to pay the remaining amount or to issue a refund order, if such refund is due.

In the case of leaving for an internship:

1. The Student should agree with the head of Practical Training and the institution hosting the internship program. Once agreed, an agreement on a program of practice should be drawn up (Learning Agreement Student Mobility for Traineeships). The document before departure must be signed by 3 parties – the student, the dean of the Faculty of the Home University
   and a representative of the host institution.  The document is signed in paper form. Replacement of the internship program agreement as well as the original signatures are not required. Electronic signatures or scans of the document are acceptable.
2. The Student is obliged to buy health insurance or make an EHIC card, AD&D
   and GLI, for the entire period of stay in the country of the host institution.
3. Before the start of the mobility period, the participant is required to complete the OLS language proficiency test. A scholarship holder is exempt from the OLS language proficiency tests if the language of study at the host institution is the student’s mother tongue.
4. A Student who qualifies for Erasmus+ is required to sign a financial agreement with VPU.
5. In order to prepare a financial agreement, the student must provide the dean’s permission to leave, bank account information in euros, confirmation of the place of practice, in the case of foreigners a residence card/visa, in the case of underage students a parental consent to leave.
6. Within 30 days from the date of signing the agreement by both parties or upon receipt by the sending University of confirmation of arrival to the host organization but not later than on the day of the beginning of the mobility period, an advance payment of 80% of the amount of the scholarship awarded for the entire mobility period will be made. The second instalment will be paid after the mobility is settled. Submission by the participant of an individual trip report in the system online EUsurveywill be treated as a participant’s request for payment of the remaining scholarship amount. The university has 45 calendar days to pay the remaining amount or to issue a refund order, if such refund is due.

STUDENT DURING MOBILITY

1. If the student has to change subjects in a pre-planned and agreed study program agreement, it may initiate changes to the study program agreement within five weeks of the start of each semester. These changes should be agreed by all parties as soon as possible, within two weeks after submission of the request.
2. If a student has to change subjects in a pre-planned and agreed upon study program agreement, the so-called Learning Agreement – LA, should contact the head of the Department to update the credit card, and then after the agreement to prepare an agreement on the study program (Learning agreement – during mobility). These documents are submitted to the dean for approval. The signed documents should also be forwarded to the Erasmus+ University coordinator.
3. If a student needs to change the scope of the internship program in a pre – planned and agreed internship program agreement, they should contact the Office of careers and International Cooperation and submit the changes to LA (Learning Agreement Student Mobility for Traineeships-during mobility) for approval by the Dean.
4. The Student may initiate changes to the study program agreement within five weeks of the start of each semester. These changes should be agreed by all parties as soon as possible, within two weeks after submission of the request.
5. In the case of an internship defined by the study program at the Home University, the student must fill in the work experience Diary.
6. Even before the return/departure, at the end of the period of mobility abroad, the student should:
   – obtain a certificate from the University/host institution confirming the period of the student’s stay at the university/practice abroad, issued by the host institution, containing the dates determining the length of the student’s stay at the host institution;
   – receive, the opinion of the trainee (Grade chart), in the case of studies if possible the so-called. Transcript of Records – a list of credits.

7. The participant can apply for an extension of the stay within the established limit,
   that is, the total duration of the period of physical mobility will not exceed 12 months, including stays with a zero scholarship. An application for an extension should be submitted no later than 30 days before the end of the mobility. If the University agrees to extend the mobility period, this agreement will be annexed to the relevant extent.

AFTER MOBILITY

1. The Student should within 3 weeks:

• settle your stay at a foreign university/ Institution for internship;
• submit to the Office of careers and cooperation with Abroad A certificate of residence at a foreign university / host institution for internship, containing the dates of commencement and completion of studies/internship and a certificate of credits and exams obtained at the host university (Transcript of Records), and in the case of an internship, an opinion on the trainee (Grade chart).
• submit to the dean’s office a certificate of residence at a foreign university containing the dates of commencement and completion of studies, as well as a certificate of obtained credits and examinations at the host university (Transcript of Records).

1. The university program coordinator issues a document confirming the recognition of all passed subjects/ practices. All the student’s achievements, such as passed subjects/ internships, including grades and ECTS, and the period of mobility are fully recognised. The university programme coordinator issues a document confirming the recognition of all passed subjects/ internships. The documents are forwarded not only to the participants but also to the Dean’s Office for automatic recognition. 
2. The Student should pass any program differences / differences in learning outcomes determined by the head of the Department.
3. The credit is made by the lecturer of the subject indicated in the program differences.
4. All documentation is approved by the dean of the Faculty.
5. Participants will complete an individual report the online EU Survey upon completion of the mobility, within 30 days from the date of receipt of the invitation to submit it. A participant who does not submit an individual report may be called by the University for a partial or full refund of the received EU scholarship. Failure to provide the required documents and/or failure to complete the survey of the scholarship holder will result in the cancellation of the contract signed with the student and a call for the return of the scholarship paid.
6. The participant may be requested to submit a supplementary online report relating to the issue of recognition.