Regulation regarding the organisation Erasmus+ Outgoing mobilities at West University of Timişoara

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1 MINISTRY OF NATIONAL EDUCATION AND SCIENTIFIC RESEARCH WEST UNIVERSITY OF TIMIŞOARA Erasmus+ Outgoing mobilities at Regulation concerning the organization of Erasmus+ Outgoing mobilities at Prepared Andra-Mirona Dragotesc (Department of International Relationships) Signature Legal Approval: Legal Adviser: Nadia Topai Signature Endorsed by: WUT Management Board Decision no. 1/ Approved by: WUT Senate Decision no. 8/ In force as of Withdrew on..

2 Abbreviations: WUT West University of Timișoara ANPCDEFP National Agency for Community Programmes in the Field of Education and Professional Training DRI Department of International Relationships BE+ ERASMUS+ Office (within the Department of International Relationships) CHAPTER I LEGAL FRAMEWORK Art. 1 The activities within Erasmus+ Programme, the new EU Programme for Education, Training, Youth and Sports , regarding the selection of students, professors, non didactic and administrative staff at West University of Timișoara (WUT) to obtain a mobility grant by means of Erasmus+ Programme, key action 1 person mobility for education, is carried out according to the specific provisions in the following normative acts: o Regulation (EU) no. 1288/2013 of the European Parliament and Council from December 11th, for the establishment of Erasmus+ action: Union Programme for education, training, youth and sports and to abrogate Decisions no. 1719/2006/EC, no. 1720/2006/EC and no. 1298/2008/EC o Erasmus+ Charter (Erasmus+ Charter for Higher Education ) given to the West University of Timişoara by the European Commission o The General European Call for project proposals o The National Call for project proposals o Erasmus+ programme guide o The Charter of o The and operation regulation of the Department for International Relations (DRI) within WUT o Inter institutional agreements concluded by WUT with Erasmus+ partner institutions o Annual financial agreement concluded between the National Agency for Community Programmes in the Field of Education and Professional Training in Bucharest (ANPCDEFP) and WUT to implement mobility projects earned by WUT at national competitions o Regulation of West University of Timișoara regarding the recognition of study and / or placement periods performed by students within Erasmus programme. CHAPTER II TYPES OF MOBILITIES Art. 2 The programme Erasmus+ offers grants for the following types of mobilities: a) study mobilities for students (SMS); b) placement mobilities for students (SMP); c) mobility of professors for teaching (STA); c) mobility of professors for training (STT); o WUT staff mobility to an enterprise to allow the participants to acquire new practical skills. The activities they can attend are: workshops, seminars, courses and conferences, practical training stages, etc.;

3 o o mobility of administrative and non didactic staff of WUT to a partner university or enterprise for professional training, the participants learning from the experience and good practices of the partner institution. mobility of professors of WUT in a partner university or enterprise for professional training. CHAPTER III ERASMUS+ INTER INSTITUTIONAL AGREEMENTS Art. 3 According to the Erasmus+ programme guide, prepared by the European Commission, all types of mobilities are carried out on grounds of some inter institutional agreements setting the conditions for the performance of individual mobilities, agreements concluded by WUT (an institution holding an Erasmus+ university charter) and an institution from: a) countries participating to the programme Erasmus+ (Programme Countries): EU member states, countries within SEE area (Norway, Iceland, Liechtenstein) and from countries affiliated to Erasmus+ programme (the former Yugoslav Republic of Macedonia, Turkey); b) partner countries of Erasmus+ programme (Partner Countries): countries outside the European area, others than those mentioned above. Art. 4 Inter institutional agreements set the conditions for the performance of mobilities between WUT and the partner institution: the type of mobility (for students, professors and / or administrative staff), the duration of mobility, number of mobilities, field of study / teaching, etc. Participants at Erasmus+ programme may need to obtain a residence visa in the participating or partner country abroad hosting the activity. WUT ensures the required authorisations (short or long term visas or residence permits) are valid prior to the planned activity taking place. EU portal regarding immigration contains general information regarding visas and residence permits, both on short term and on long term: Art. 5 Each of the inter institutional agreements specifies the names of the contact persons within WUT : o Institutional Coordinator Erasmus+ of WUT o contact persons at central administrative level of WUT: employees of Erasmus+ Office (BE+) within DRI, responsible for inter institutional agreements and the of mobilities; o contact persons at academic level: Erasmus+ Department Coordinators afferent to the WUT faculty involved. Art. 6 Inter institutional agreements are concluded on behalf of WUT by the Erasmus+ Institutional Coordinator and bear the stamp of DRI. CHAPTER IV ERASMUS+ PROGRAMME FUNDING Art. 7 Specific activities of Erasmus+ programme (Outgoing mobilities) are funded using: o funds allocated to WUT by ANPCDEFP (on grounds of the financial agreement concluded between the two institutions); o WUT internal revenues (if applicable, on grounds of the Senate decision and the Rector's decision, for co funding);

4 o Faculty internal revenues (if applicable, on grounds of the Faculty Council decision and the Dean's decision, for co funding). CHAPTER V APPOINTMENT AND DUTIES OF COORDINATORS Art. 8 The institutional coordinator Erasmus+ of WUT is the DRI Manager, according to the decision of WUT Senate. It must submit to BE+ a statement regarding the conflicts of interests. Art. 9 The institutional coordinator is responsible for: o Erasmus+ programme strategy and policy within WUT; o the programme management; o strategy for the allocation and use of Erasmus+ funds within mobility projects; o provision of assistance to students and professors / administrative staff in performing the study / placement and teaching / training mobilities; o institutional and information support regarding the other sub programmes of Erasmus+ programme (strategic partnerships, Knowledge Alliances, etc.). Art. 10 Each faculty within WUT appoints an Erasmus+ coordinator per faculty and / or department upon the Faculty Council decision, for a period of 4 years. It must submit to BE+ a statement regarding the conflicts of interests and the data of the coordinator / coordinators must be submitted to BE+. Art. 11 The department coordinator is responsible for: o the fine performance of the selection process for the participants to Erasmus+ mobilities, students or professors, according to the provisions in the normative acts in force and the selection procedures in this regulation; o provision of assistance to students and professors for the performance of the study and teaching mobilities; o assistance to ensure the recognition of the study / placement programme using the ECTS credit system; o collaboration with the Institutional Coordinator and BE+ for the fine performance of Erasmus+ programme within the faculty / department. Art. 12 Within BE+, the staff has duties strictly related to the implementation and development of Erasmus+ programme. Their duties are included in the job specifications. BE+ staff must submit a statement regarding the conflicts of interests. CHAPTER VI STUDY MOBILITIES FOR STUDENTS (SMS) Art. 13 Cumulative eligibility criteria are as follows: o registration as student of WUT (the term student includes in this meaning: graduate of the 1st bachelor year at the time of leaving / master student / postgraduate student); o maintain the statute of student of WUT until the end of the mobility period; o good academic results (at least the average grade 7.00 for the academic years priory graduated, all exams completed prior to leaving); o linguistic criterion: knowledge of the language of the courses within the host university (at least level B1 according to the European Common Reference Framework for foreign languages)

5 Art. 14 WUT concludes a prior inter institutional agreement with each of the partner institutions, specifying the number of students travelling for study mobilities during the respective university year. Art. 15 Institutions involved in the exchange of students for studies must reach an agreement with each student regarding the study programme (Learning Agreement for Studies), prior to the student travelling abroad. At the end of each study mobility, the host institution must provide the student and WUT a certificate certifying that the agreed programme was achieved. Art. 16 If the student fails to fully realise the programme set, it is obliged to fully or partially reimburse the funds received as Erasmus+ mobility grant. Force majeure situations shall be communicated to the faculty management and BE+, for analysis and shall be subject to the approval of ANPCDEFP. Art. 17 The conditions for the provision of grants do not state the payment of any taxes to the host institution in relation to the performance of the mobility programme. The host university may request the participant to the Erasmus+ mobility, if applicable, the payment of an amount to cover some costs such as accommodation, health insurance, the use of various materials and facilities (photocopies, laboratory products, etc.), under identical conditions to those applied to local students. Art. 18 The student selection is carried out decentralised at the level of WUT faculties. The lists with the results of the selection process are centralised at the level of BE+. Art. 19 Each year, a single selection commission is organised at the level of each faculty. The selection commission is proposed by the Faculty Council Office and approved by WUT Senate Office. The members in the commission must submit to BE+ a statement regarding the conflicts of interests. Art. 20 The minimal structure of the selection commission is the following: o Erasmus+ department coordinator; o one professor within the faculty; o one professor from another faculty; Art. 21 The duties of the selection commission are the following: o assessment of files and rating according to the criteria set in this regulation; o performance of an interview with all applicants regarding the motivation of the application and linguistic skills; o o establishment of the final ranking and distribution of seats; display of results at the faculty information board and communication of lists of applicants (admitted, reserves, rejected) to BE+. Art. 22 The selection schedule is communicated by BE+ to the department coordinators and the WUT faculty secretariat. The selection schedule has the following structure: o appointment of the selection commission; o submission of student applications (three weeks); o actual selection (four days); o submission and settlement of appeals (one day).

6 Art. 23 BE+ organises presentations of Erasmus+ programmes and available seats for all WUT students, prior to the selection being carried out, ensuring the participation of former Erasmus Outgoing students and current Erasmus Incoming students to such meetings for the best information of students interested in performing a study mobility. Art. 24 BE+ communicates to the faculties the available seats and posts the same at the internet address: outgoing studenti/ Faculties shall display at their information boards, at least 10 days prior to the beginning of the application submission period, the list of partner universities and available mobilities (number of seats, type and duration of mobility), selection criteria, the contents of the application, the date and venue of the contest and the contest specific tests. Art. 25 The application file contains the following documents: o registration form request to the dean, containing the following information: faculty, year, universities selected (maximum 3, in the order of preferences); o curriculum vitae in Romanian; o letter of intention, in Romanian, specifying the study objectives pursued by the applicant during the mobility and expected results (1 2 pages); o certificate issued by the faculty secretariat with the average grade of previous years and closed semester or school transcript; o linguistic certificate for the language of the courses within the university selected (one certificate for each linguistic area, if the applicant expresses several options); o optional documents (photocopies): other linguistic certificates, professional certificates, diplomas, certificates, attestations regarding the results of student scientific research, practice, participation to extra curricular projects, etc. Art. 26 The application file is submitted to the secretariat of each faculty for the assessment of the eligibility conditions observance. Incomplete files or files submitted after the deadline set according to the selection schedule shall entail the rejection of the applicant. All application files submitted shall be registered. On the cover of each file, a check list shall be enclosed regarding the completeness (Annex 1). Art. 27 Applicant selection is carried out on grounds of a contest, based on the cumulated academic results, the results of the linguistic skills test and the selection interview. Art. 28 Selection procedure: the selection is carried out by the selection commissions established at the faculty level, commissions responsible for the correct enforcement of the provisions in this regulation, according to the following minimal requirements: o Previous academic results: certificate from the faculty secretariat with the average grade of previous years of at least 7.00 For bachelor students in the first year of study, the average grade of the first semester completed shall be considered, for the master and postgraduate student the following shall be considered: the average graduation grade for the faculty and exams taken up to date. o Linguistic test (oral and written test, eliminatory). The test is organised by the Department of Foreign Languages of the respective faculty or by the Department of Foreign Languages within the Faculty of Letters, History and Theology. The students submitting a certificate / attestation for foreign languages for advanced level issued by authorised institutions (Annex 2) are exempted from such test. The foreign language test shall be organised for the following foreign languages:

7 o French, German, Spanish, Italian. If the teaching language at the host university is different from the priory listed ones, the applicant commits to learn the respective language at a satisfactory level until the beginning of the mobility or to submit a written document from the host university demonstrating the performance of courses in one of the aforementioned languages and take the foreign language test. The test shall be graded by a representative of the Department of Foreign Languages. The term to appeal the test results is 24 hours from the time results are displayed. The minimum grade to promote the linguistic test is Selection interview (oral test). Organised at the level of each faculty. The list of applicants, containing the date, time and venue where interviews are carried out, shall be communicated to BE+ and displayed to the information board of the faculty and of the Department of International Relations at least 48 hours prior to the interviews. The interview shall aim to assess the speech skills in the respective language, the motivation, professional interest and basic knowledge required for the fine performance of the study programme during the mobility period. The average grade to promote the interview is Art. 29 The student break shall be made on grounds of a rating calculated as follows: a) Average grade of previous academic years (or semester concluded for students in the 1st year of bachelor studies) Between 9 and 10: 10 points Between 8 and 8.99: 8 points Between 7 and 7.99: 6 points b) Grade at foreign language test Between 9 and 10: 10 points Between 8 and 8.99: 8 points Between 7 and 7.99: 6 points Between 6 and 6.99: 4 points c) Grade at selection interview: Between 9 and 10: 10 points Between 8 and 8.99: 8 points Between 7 and 7.99: 6 points d) Points are also awarded for: o Diplomas, certificates, distinctions obtained in higher education (diplomas for the participation to scientific sessions, contests and competitions, etc.) 5 points for each document; o Contents of the application file a maximum of 5 points can be obtained for the clear formulation of objectives in the study project, description of the capitalisation of knowledge and skills acquired from the mobility. To establish the selection criteria, the interview ratio shall be of 20%, the ratio of the linguistic test of 20% and the ratio of average grade the remaining 60%. Art. 30 Selection oral process. The selection commission shall carry out the hierarchy of applicants according to the observance of the criteria communicated, in strict decreasing order of the general rating, correlated with the priorities specified by the applicant, within the limits of available seats. The lists displayed at the faculty information board shall contain admitted applicants, reserve applicants and rejected applicants. The selection commission shall prepared a report of the selection contest enclosing the three lists (admitted, reserves, rejected) and the ratings obtained by all participants. The selection report, accompanied by the list of registration of all files submitted to the secretariat and the files of the admitted students shall be sent to BE+.

8 Art. 31 Admitted applicants shall confirm the seat obtained by submitting to BE+ a written consent regarding the subsequent use of personal data according to the regulations in force, within maximum 30 days from the date they are declared admitted. Art. 32 Update of lists with participants to Erasmus+ mobilities: a) If a titular fails to confirm the seat obtained within the specified deadline, it shall be replaced by the first person on the list of reserves; b) If a titular waives the seat occupied upon the contest, it shall submit a written request for such purpose and its seat shall be occupied by the first person on the list of reserves; c) If not all seats subject to the contest are occupied, a second selection can be organised. Art. 33 Possible appeals shall be submitted to the faculty secretariat within maximum 24 hours after results are displayed and settled by the selection commission. The respective applicant obtains the statute of Erasmus+ student is it obtains a general rating exceeding the rating of the last applicant initially admitted. Art. 34 Selected students shall be guided, after the selection is completed, by BE+ for the completion of appointment forms within the partner institutions, Learning Agreement for Studies and financial agreements, as well as other required documents. BE+ shall organise reunions to prepare the selected students, where former Erasmus+ students shall be invited to participate. Also, BE+ shall offer all participants to Erasmus+ mobilities selected individual counselling services to prepare the mobility. Art. 35 For the mobility to be performed, the participant to the Erasmus+ mobility shall receive financial support from the European Commission funds as Erasmus+ grant. The Erasmus+ grant does not fully cover the costs of mobility, but only represents a contribution to the travel and subsistence costs. Applicants shall be notified in due time on the need to cofinance part of the expenses in relation to the mobility. Art For individual mobilities performed between WUT and institutions from countries participating to the Erasmus+ programme (Programme Countries), the value of the Erasmus+ grant is calculated per month (30 days) and varies according to the country where the study mobility is carried out, as follows: Host country (Programme Country) Amount per month Bulgaria, Estonia, Latvia, Lithuania, Hungary, EUR 450 / 30 days Malta, Poland, Romania, Slovakia, Former Yugoslav Republic of Macedonia Denmark, Ireland, France, Italy, Austria EUR 500 / 30 days Finland, Sweden, Great Britain, Lichtenstein, Norway, Belgium, Czech Republic, Germany, Greece, Spain, Croatia, Cyprus, Luxembourg, The Netherlands, Portugal, Slovenia, Iceland, Turkey For students with low opportunities (benefiting of social aids), if selected for an Erasmus+ mobility, the value of the aforementioned grants is supplemented by EUR 200 / 30 days. According to the principle of eligibility to Erasmus+ grant, all WUT students have the possibility to demonstrate the precarious social status in order to benefit of such addition of Erasmus+ grant, regardless if they receive money from funds allocated by

9 WUT for such purpose or not. Thus, foreign students are also eligible for this addition to Erasmus+ grant according to the same conditions as Romanian students. All files for the addition of Erasmus+ grant given to students with low opportunities shall be assessed by a commission organised for such purpose, based on WUT regulation for scholarships for the respective university year for bachelor, master and postgraduate studies. The commission consists of: Erasmus+ institutional coordinator, Erasmus+ head of office and WUR chief secretary. The members in the commission must submit to BE+ a statement regarding the conflicts of interests. In case of persons with special needs (submitting a certificate of handicap), WUT shall request ANPCDEFP to supplement the Erasmus+ institutional grant with the amount required to cover the eligible expenses for each individual case, for the fine development of the respective mobilities. To that end, the student shall submit a request, accompanied by a copy of the certificate of handicap, requesting the addition of the Erasmus+ grant by the amount covering exclusively the expenses generated by the conditions specified in the certificate of handicap and commits to submit documents, at the end of the mobility (invoices and / or receipts) supporting such expenses. Art For individual mobilities performed between WUT and institutions from partner countries of Erasmus+ programme (Partner Countries), the value of the Erasmus+ grant is calculated per month (30 days) and varies according to the country where the study mobility is carried out, as follows: Host country (Partner Country) Amount per month Erasmus+ programme partner countries EUR 650 / 30 days The value of Erasmus+ grants for transport costs varies according to the distance between the place of origin and the place of activity, as follows: Distance Amount per participant in EUR Between 100 and 499 km: 180 Between 500 and 1999 km: 275 Between 2000 and 2999 km: 360 Between 3000 and 99 km: 530 Between 4000 and 7999 km: km and over: 1100 The distance between the place of origin and the place of activity is calculated using the Distance calculator made available by the European Commission (link: plus/tools/distance_en.htm) Art. 36 Erasmus+ students cannot benefit, for the period included in the financial agreement, of other grants funded by other programmes of the European Union. Art. 37 During the university studies, a student (in the extended meaning of the word) can benefit of a total of 12 months of mobility abroad for each academic cycle (bachelor / master / postgraduate). The 12 months can represent the total resulting from a study mobility / placement mobility / study mobility and placement mobility. During one single academic year, the total of mobility months abroad cannot exceed the end of the academic year for which the same are stated (September 30th). Art. 38 The minimum study period is of 3 months and the maximum period is of 12 months during one academic year within the limit of available seats of the inter institutional agreements in force for the respective academic year. To cover all sequences specific to the academic year (participation to

10 courses / seminars / laboratories), the study mobilities are carried out along a semester (5 months) or a full academic year (10 months). Art. A student registered, during the mobility, in the last year of a university study cycle may benefit of a study period of one university year, the presence to the graduation exam for bachelor studies, respectively master studies at the end of the mobility being conditioned by the equalisation of academic results obtained at the partner university until the end of the normal exam session afferent to the final year of studies. Otherwise, the student can present in other sessions of the respective graduation exam of bachelor, respectively master studies. Art. 40 A student in the last years of bachelor, respectively master studies, at the time of the selection, can participate to the selection to occupy a seat at master, respectively doctorate studies and can perform the mobility provided that it is admitted to a master, respectively doctorate study cycle of WUT until the time of departure. Art. 41 Selected students have the obligation to submit to BE+, the latest at the time of their departure for mobility, the preliminary learning agreement for studies, signed by WUT representatives. The learning agreement can be amended during the mobility, upon the mutual agreement of WUT Institutional and Department coordinators and of the host university, using the type form supplied to the student at the time of the departure. The list of disciplines proposed in the amendment of the learning agreement must coincide with the disciplines for which the student takes exams / verifications at the partner university, the results of which shall be recorded in the school situation issued at the end of the mobility. Art. 42 Financial agreements: a) Financial agreements are concluded after the student receives the confirmation of acceptance to the partner university and after the approval of the learning agreement for studies; b) The financial agreement is concluded in two original copies: one for the student and one for its mobility file (kept by BE+); c) To sign the financial agreement, selected students shall submit to BE+ office the following documents: copy of the invitation/ acceptance to the partner unversity, financial data of the participant to the mobility (bank statement), copy of the identity card or passport, copy of the medical insurance and the evidence of master registration, respectively doctorate within WUT for students ending the bachelor, respectively master studies at the time the financial agreement is concluded. d) When the student signs the agreement, it shall be accompanied by a guarantor or shall make available to Erasmus+ office, for the well justified cases, a copy of the guarantor's identity document and its contact data (e mail, telephone number, mail address), and shall receive, upon request, together with a copy of the financial agreement and its annexes, a certificate to certify the statute of Erasmus+ student, the study period and the amount of the grant; e) The student has the obligation to take from the Erasmus+ office within the Department of International Relations of WUT an original copy of the financial agreement, within 10 business days after the agreement is prepared; f) The amounts afferent to the grant shall be transferred to the participant to mobility after the same are received from ANPCDEFP, in two instalments, as follows: 80% of the total grant at the beginning of the mobility (within business 30 days after the financial agreement is signed by both parties, no later than the commencement date of the mobility or the reception of a confirmation that the participant arrived at the place of activity) and 20% of the total grant within

11 45 days after the end of the mobility after the completion and mandatory submission of EU questionnaire on line and the submission of all supporting documents to BE+. g) The payment of the first instalment is conditioned by the submission of the guarantee notary statement within 15 business days after signing the financial agreement; other wise, the beneficiary shall not transfer the amounts afferent to the grant to the participant. h) Erasmus+ office shall send, prior to the beginning of each semester, to each faculty within WUT, a list of Erasmus+ students selected who completed the financial agreement for the Erasmus+ mobility, the same being considered the document turning the student's statute from selected student for an Erasmus+ mobility to a student benefiting of an Erasmus+ grant who shall perform a mobility abroad. Art. 43 Extension of study period: a) The study period initially agreed can be extended up to a maximum of 12 months, without exceeding the closure of the university year during which the mobility is performed (September 30th). b) The extension of study periods must be justified and approved both by WUT and by the host university, upon the consent of Erasmus+ coordinators at the level of WUT faculties and the Institutional coordinator. The same consents are required from the partner institution. The extension approval must be requested at least one month prior to the end of the mobility period initially agreed and shall continue the same. Interruptions during a mobility are not admitted; c) The extension request shall be accompanied by a Learning agreement for studies for the new period and the evidence of medical insurance for the additional period requested; d) The extension period and the afferent amount shall be specified in an addendum to the initial financial agreement. Art. 44 End of Erasmus+ mobility. At the end of the Erasmus+ mobility, the student shall present to WUT offices within maximum 15 business days after returning to the country (however, no later than September 1st) and shall submit the following documents to BE+: o Learning Agreement for Studies signed by the Department coordinator and by the Institutional coordinator both from the partner university and from WUT; o Transcript of Records certifying the grades and credits obtained, and other possible forms of assessment of the activity carried out at the host university, in original (in case of postgraduate students); o Arrival / Departure Certificate from the faculty / department of international relations of the host university, certifying that the participant performed an Erasmus+ mobility, completing all activities stated in the learning agreement (courses / seminars / practical papers); o Statement on one's own account regarding the use of funds from other sources (co funding). The participant to the Erasmus+ mobility shall complete the on line Linguistic support (OLS) assessment of linguistic skills prior to mobility, and at the end of the mobility period. OLS prior to mobility is mandatory. The payment of the afferent amount from the financial support granted shall only be made if the mandatory online assessment is performed at the end of the mobility. Also, the participant to the Erasmus+ mobility shall complete and submit the EU online questionnaire after returning from the mobility, within 30 calendar days after receiving the invitation to complete it. Participants who do not complete and do

12 not submit the EU online questionnaire shall be requested to fully or partially reimburse the financial support received. Art. 45 Credits obtained during the study period shall be fully recognised by WUT according to the "Regulation of West University of Timișoara regarding the recognition of study and / or placement periods performed by students within Erasmus+ programme". Exams, credits, certificates and degrees are equalised on grounds of the ECTS system, as follows: a) At the end of the study period abroad, the host institution must provide the participant to mobility and WUT a certificate confirming the completion of the study programme and a school transcript excerpt certifying the results obtained (Transcript of Records); b) WUT shall ensure the academic recognition of credits obtained by the participant during the study period abroad, as part of its final degree. Exams, credits, certificates and study degrees shall be equalised by the Equalisation Commission approved by the faculty council. The equalisation commission consists of 3 to 5 members: Dean or a dean representative from the faculty council office, the deputy dean for educational process and / or the deputy dean for international relations, the head of the speciality department. The entire period of studies performed in another university shall replace, by recognition, a period with the same physical duration and the same volume of work (measured in ECTS credits) the student would perform within WUT. c) The base for the equalisation of ECTS credits obtained during the study period abroad is the European Credit Transfer and Accumulation System (ECTS). When returning to the country, the grades recognised and equalised by the Equalisation commission within the faculty shall be recorded in the school register on grounds of the original supporting documents submitted by the participant to mobility (refer to Annex 3 equalisation grid). The supplement to the student's diploma shall contain the professional results from the recognised period and the comments regarding the host institution and the study duration. If the host university mentions on the situation issued two types of grading (local grade and ECTS grade), for equalisation, the most advantageous system for the student shall be considered, maintaining the same assessment unit. In the case of disciplines assessed by grades admitted / rejected, the Equalisation commission within the faculty shall equalise the discipline considering the other results obtained by the student during the mobility. In case of disciplines included in modules or blocks of disciplines at which the student obtains grades below the minimum promotion grade, but the partner university validates the entire module of studies and grants credit points afferent to the respective module / block, the grade shall equalised with grade 5. The names of disciplines studied in the country of destination and not found in WUT curriculum shall be recorded in the Diploma Supplement in the field "Others" with the name these are approves in the learning agreement for studies. The grades and credits afferent to disciplines equalised with the ones in the specialisation curriculum shall be recorded in the school transcript. The document performing the academic recognition of studies abroad is the Equalisation of results obtained during mobility Annex 4) prepared by the Equalisation commission within the faculty, on grounds of the school transcript issued by the host institution and the learning agreement for studies signed by the three parties: the participant to mobility, WUT and the host university. Art. 46 Formalities related to the WUT affiliated student performing an Erasmus+ study mobility: a) The participant to mobility must be registered as WUT student during the year of mobility, at bachelor, master or postgraduate studies. If the mobility starts prior to

13 the beginning of the university year at WUT, the participant to Erasmus+ mobility is automatically registered in the following year of studies, within the same cycle of studies; b) The participant to mobility maintains the financial obligations towards WUT during the mobility (tuition fees paid within deadlines), being exempted by the tuition fees at the partner university; c) During the entire mobility, the WUT student maintains the right to the scholarship awarded by the national scholarship system (study or social scholarships), according to WUT regulation regarding scholarships for the respective university year, respectively bachelor, master and postgraduate cycles, provided that the scholarship criteria are met at the time of departure to mobility; if the mobility is performed only during the first semester, the student shall benefit of the scholarships awarded by WUT for the entire university year, regardless of the result obtained during the mobility; exceptions are excellence or performance grants, for which the provisions in WUT regulation for scholarships apply for the respective university year for bachelor, master and postgraduate cycles. d) In case of mobilities for one university semester, the participant is reserved the seat awarded in WUT dorms (if applicable), without paying the accommodation fee during the mobility. During the mobility, WUT reserves the right to award the respective seat to other student, according to the needs. BE+ shall make available to the Social Service the list of students selected for mobilities for the best allocation of accommodation spaces; e) For the university year following the mobility, the accommodation of participants to mobilities is made according to the accommodation procedure within WUT, considering the average grade obtained for the 1st semester. If the school transcript is obtained with delay from the host university, the distribution of students is made in the re distribution session in September, on grounds of equalised average grades, from the reserve accommodation seats available during such stage. CHAPTER VII STUDENT MOBILITIES FOR PLACEMENT (SMP) Art. 47 Cumulative eligibility criteria are as follows: o is registered as WUT student (at bachelor / master / postgraduate study cycle); o good academic results (at least the average grade 7.00 for the academic years priory graduated, all exams completed prior to leaving); o linguistic criterion: knowledge of the language in which the activity is carried out in the host (at least level B1 according to the European Common Reference Framework for foreign languages) Art. 48 WUT concludes a prior cooperation agreement with each of the partner institutions, specifying the number of students travelling for study placement during the respective university year. Art. 49 Institutions involved in the exchange of students for placement must reach an agreement with each student regarding the placement programme (Learning Agreement for Traineeships), prior to the student travelling abroad. At the end of each placement period, the host institution must provide the student and WUT a certificate certifying that the agreed programme was achieved. Art. 50 If the student fails to fully realise the programme set, it is obliged to fully or partially reimburse the funds received as Erasmus+ mobility grant. Force majeure situations shall be communicated to the faculty management and BE+, for analysis and shall be subject to the approval of ANPCDEFP.

14 Art. 51 The conditions for the provision of grants do not state the payment of any taxes to the host institution in relation to the performance of the placement mobility. The host institution may request the participant to the Erasmus+ mobility, if applicable, the payment of an amount to cover some costs such as accommodation, health insurance, the use of various materials and facilities (photocopies, laboratory products, etc.), under identical conditions to those applied to local staff. Art. 52 The student selection is carried out centralised at the level of Erasmus+ office within the Department of International Relations of WUT. Art. 53 Each year, a single selection commission is organised at the level of BE+. The selection commission is proposed by the Erasmus+ institutional coordinator, including members outside the Erasmus+ office or the Department of International Relations. The members in the commission must submit to BE+ a statement regarding the conflicts of interests. Art. 54 The minimal structure of the selection commission is the following: o Erasmus+ Institutional coordinator; o Head of Office ERASMUS+; o Erasmus+ Outgoing responsible o Member professor. Art. 55 The duties of the selection commission are the following: o assessment of files and rating according to the criteria set in this regulation; o performance of an interview with all applicants regarding the motivation of the application and linguistic skills; o o establishment of the final ranking and distribution of seats; display of results to the information panel of the Department of International Relations as a list of applicants with admitted applicants, reserves and rejected applicants. Art. 56 The selection schedule is communicated by BE+ to the department coordinators and the WUT faculty secretariats. The selection schedule has the following structure: o appointment of the selection commission; o submission of student applications (three weeks); o actual selection (four days); o submission and settlement of appeals (one day). Art. 57 BE+ communicates to WUT faculties the available seats and posts the same at the internet address: outgoing studenti/ The faculties shall display at their information board, at least 10 days prior to the beginning of the application file submission period, the list of partner institutions and available mobilities (number of seats and mobility duration), selection criteria, contents of the application file, contest date and venue, contest specific tests. Art. 58 The application file contains the following documents: o registration form request to the institutional coordinator, containing the following information: faculty, speciality, year, institution selected; o curriculum vitae in Romanian;

15 o o o o o letter of intention, in Romanian, specifying the actual professional objectives pursued by the applicant during the mobility and expected results (1 2 pages); certificate issued by the faculty secretariat with the average grade of previous years and closed semester or school transcript; linguistic certificate for the language in which the host carries out its activity; optional documents (photocopies): other linguistic certificates, professional attestations, diplomas, certificates, attestations regarding results of student scientific research, practice, participation to extra curricular projects, etc. evidence of acceptance from the (Letter of acceptance, invitation, e mail etc.). Art. 59 The application file is submitted to the BE+ for the assessment of the eligibility conditions observance. Incomplete files or files submitted after the deadline set according to the selection schedule shall entail the rejection of the applicant. All application files submitted shall be registered. On the cover of each file, a check list shall be enclosed regarding the completeness (Annex 1). Art. 60 Applicant selection is carried out on grounds of a contest, based on the cumulated academic results, the results of the linguistic skills test and the selection interview. Art. 61 Selection procedure: the selection is carried out by the selection commission established at BE+ level, commission responsible for the correct enforcement of the provisions in this regulation, according to the following minimal requirements: o Previous academic results: certificate from the faculty secretariat with the average grade of previous years of at least 7.00 For students in the 1st year of bachelor studies, the average grade for the first semester promoted shall be considered, for master and postgraduate students the following shall be considered: the average grade of faculty graduation and the grade of exams taken to date. o Linguistic test (oral and written test, eliminatory). The test is organised by the Department of Foreign Languages of the respective faculty or by the Department of Foreign Languages within the Faculty of Letters, History and Theology. The students submitting a certificate / attestation for foreign languages for advanced level issued by authorised institutions (Annex 2). The foreign language test shall be organised for the following foreign languages: English, French, German, Spanish, Italian. If the language in which the host carries out the activity is different from the priory listed ones, the applicant commits to learn the respective language at a satisfactory level until the beginning of the mobility or to submit a written document from the host university demonstrating the performance of courses in one of the aforementioned languages and take the foreign language test. The test shall be graded by a representative of the Department of Foreign Languages. The term to appeal the test results is 24 hours from the time results are displayed. The minimum grade to promote the linguistic test is o Selection interview (oral test). Organised at the level of BE+. The list of applicants, containing the date, time and venue where interviews are carried out, shall be displayed to the information board of the Department of International Relations at least 48 hours prior to the interviews. The interview shall aim to assess the speech skills in the respective language, the motivation, professional interest and basic knowledge required for the fine performance of the study programme during the mobility period. The average grade to promote the interview is Art. 62 The student break shall be made on grounds of a rating calculated as follows:

16 a) Average grade of previous academic year (or semester concluded for students in the 1st year of bachelor studies) Between 9 and 10: 10 points Between 8 and 8.99: 8 points Between 7 and 7.99: 6 points b) Average grade at foreign language test Between 9 and 10: 10 points Between 8 and 8.99: 8 points Between 7 and 7.99: 6 points Between 6 and 6.99: 4 points c) Grade at selection interview: Between 9 and 10: 10 points Between 8 and 8.99: 8 points Between 7 and 7.99: 6 points d) Points are also awarded for: o Diplomas, certificates, distinctions obtained in higher education (for instance, diplomas for the participation to scientific sessions, contests and competitions, etc.) 5 points for each document; o Contents of the application file a maximum of 5 points can be obtained for the clear formulation of objectives in the placement project, description of the capitalisation of knowledge and skills acquired from the mobility. To establish the selection criteria, the interview ratio shall be of 20%, the ratio of the linguistic test of 20% and the ratio of average grade the remaining 60%. Art. 63 The selection report shall be archived by BE+. The selection commission shall carry out the hierarchy of applicants according to the observance of the criteria communicated, in strict decreasing order of the general rating, correlated with the priorities specified by the applicant, within the limits of available seats. The lists displayed at the information board of the Department of International Relations shall contain admitted applicants, reserve applicants and rejected applicants. The selection commission shall prepared a report of the selection contest enclosing the three lists (admitted, reserves, rejected) and the ratings obtained by all participants. Art. 64 Admitted applicants shall confirm the seat obtained by submitting to BE+ a written consent regarding the subsequent use of personal data according to the regulations in force, within maximum 30 days from the date they are declared admitted. Art. 65 Update of lists with participants to Erasmus+ mobilities: a) If a titular fails to confirm the seat obtained within the specified deadline, it shall be replaced by the first person on the list of reserves; b) If a titular waives the seat occupied upon the contest, it shall submit a written request for such purpose and its seat shall be occupied by the first person on the list of reserves; c) If not all seats subject to the contest are occupied, a second selection can be organised. Art. 66 Possible appeals shall be submitted to BE+ within maximum 24 hours after results are displayed and settled by the selection commission. The respective applicant obtains the statute of Erasmus+ student is it obtains a general rating exceeding the rating of the last applicant initially admitted.

17 Art. 67 Selected students shall be guided by the ERASMUS+ office to conclude the placement agreements (Learning Agreement for Traineeships) and financial agreements. Art. 68 For the Erasmus+ study mobility to be performed, the participant shall receive financial support from the European Commission funds as Erasmus+ grant. The Erasmus+ grant does not fully cover the costs of mobility, but only represents a contribution to the travel and subsistence costs. Applicants shall be notified in due time on the need to cofinance part of the expenses in relation to the mobility. Art For individual mobilities performed between WUT and institutions from countries participating to the Erasmus+ programme (Programme Countries), the value of the Erasmus+ grant is calculated per month (30 days) and varies according to the country where the placement mobility is carried out, as follows: Host country (Programme Country) Amount per month Bulgaria, Estonia, Latvia, Lithuania, Hungary, EUR 650 / 30 days Malta, Poland, Romania, Slovakia, Former Yugoslav Republic of Macedonia Denmark, Ireland, France, Italy, Austria EUR 700 / 30 days Finland, Sweden, Great Britain, Lichtenstein, Norway, Belgium, Czech Republic, Germany, Greece, Spain, Croatia, Cyprus, Luxembourg, The Netherlands, Portugal, Slovenia, Iceland, Turkey In case of persons with special needs (submitting a certificate of handicap), WUT shall request ANPCDEFP to supplement the Erasmus+ institutional grant with the amount required to cover the eligible expenses for each individual case, for the fine development of the respective mobilities. To that end, the student shall submit a request, accompanied by a copy of the certificate of handicap, requesting the addition of the Erasmus+ grant by the amount covering exclusively the expenses generated by the conditions specified in the certificate of handicap and commits to submit documents, at the end of the mobility (invoices and / or receipts) supporting such expenses. Art For individual mobilities performed between WUT and institutions from partner countries of Erasmus+ programme (Partner Countries), the value of the Erasmus+ grant is calculated per month (30 days) and varies according to the country where the study mobility is carried out, as follows: Host country (Partner Country) Amount per month Erasmus+ programme partner countries EUR 650 / 30 days The value of Erasmus+ grants for transport costs varies according to the distance between the place of origin and the place of activity, as follows: Distance Amount per participant in EUR Between 100 and 499 km: 180 Between 500 and 1999 km: 275 Between 2000 and 2999 km: 360 Between 3000 and 99 km: 530 Between 4000 and 7999 km: km and over: 1100

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