ERASMUS+, CEMS, Double Degrees, PIM & Bilateral agreements

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1 ERASMUS+, CEMS, Double Degrees, PIM & Bilateral agreements Information meeting for students qualified for study abroad period in a. y. 2016/ Małgorzata Chromy, DPM 1

2 Contact Persons International Centre (DPM) 3

3 INTERNATIONAL CENTRE (DPM) DPM website 4

4 CONTACT PERSONS INTERNATIONAL CENTRE (DPM) Ms. Agata KOWALIK room 17 build OFFICE HOURS FOR STUDENTS: Mondays, Tuesdays &Thursdays: ; Wednesdays: ERASMUS+ students, CEMS & Double Degree students with Erasmus+; ERASMUS+ placements On other days and hours students are served by prior appointment only (with at least 1 day prior notice and receiving confirmation) 5

5 CONTACT PERSONS INTERNATIONAL CENTRE (DPM) Ms. Agata AUGUSTYNIAK room 17 build OFFICE HOURS FOR STUDENTS: Mondays, Tuesdays & Thursdays: ; PIM & Bilateral agreements (incl. Switzerland), CEMS without Erasmus+ grant, Freemovers On Wednesdays and Fridays students are served by prior appointment only (with at least 1 day prior notice and receiving confirmation) 6

6 CONTACT PERSONS INTERNATIONAL CENTRE (DPM) Ms. Małgorzata CHROMY room 7 build Double Degree programmes, Erasmus+ OFFICE HOURS FOR STUDENTS: Mondays, Tuesdays & Thursdays: On other days and hours students are served by prior appointment only (with at least 1 day prior notice and receiving confirmation) 7

7 CONTACT PERSONS INTERNATIONAL CENTRE (DPM) Mr. Grzegorz AUGUSTYNIAK room 12 build OFFICE HOURS FOR STUDENTS: Deputy Head of International Centre, CEMS Programme Manager at SGH Mondays, Tuesdays & Thursdays: On other days and hours students are served by prior appointment only (with at least 1 day prior notice and receiving confirmation) 8

8 PLEASE RESPECT OUR OFFICE HOURS! Students who will show up in our office beyond office hours without prior notification (and without receiving confirmation about possibility of meeting) will not be served 9

9 Contact Persons Dean s Offices 10

10 CONTACT PERSONS DEAN S OFFICE OF UNDERGRADUATE STUDIES Ms. Katarzyna Tel.: Vice Dean: dr Piotr MASZCZYK 11

11 CONTACT PERSONS DEAN S OFFICE OF GRADUATE STUDIES dr Magda Vice Dean: dr hab. Katarzyna GÓRAK-SOSNOWSKA 12

12 We inform you that whole correspondence between student and International Centre (DPM) and/or any other SGH unit (e.g. Dean s offices) can be done ONLY through SGH mailing system. Sending s from another address (other than from SGH account) will not be taken into account. For this reason please remember about maintaining your account active also abroad (more info at User Helpdesk website 13

13 PROCEDURES 14

14 Website with departure procedures binding for all students going for study abroad period in the a. y. 2016/

15 REGISTRATION Delivery of contact form (after the deadline) Nominations of students to partner universities International Centre Application process delivering of documents to partner university student s responsibility 16

16 LETTER OF ACCEPTANCE Student is responsible for obtaining it from host university It must contain: Student s name and surname, Name of the host university, Exact dates of stay, Signature of Coordinator at host university, Seal of the host university Dates eligible for calculating the amount of grant: from the beginning of classes (or Orientation Days if it s mandatory) until the last day of the 1st exam session Template to be downloaded from the International Centre s website only this template will be accepted 17

17 EXCHANGE REQUEST + LEARNING AGREEMENT Document Number of original copies Exchange request 2 Learning Agreement 2 (printed on both sides) 18

18 ECTS EUROPEAN CREDIT TRANSFER SYSTEM European Credit Transfer and Accumulation System (ECTS) is a standard for comparing the study attainment and performance of students of higher education across the European Union and other collaborating European countries. For successfully completed studies, ECTS credits are awarded. One academic year corresponds to 60 ECTS credits that are equivalent to hours of study in all countries respective of standard or qualification type and is used to facilitate transfer and progression throughout the Union. ECTS also includes a standard grading scale, intended to be shown in addition to local (i.e. national) standard grades In case of universities (PIM & Bilateral agreements), which do not use ECTS system there is a conversion table from local credit system into ECTS. You may ask for further information Ms. Agata Augustyniak 19

19 LEARNING AGREEMENT It is mandatory to declare courses for 30ECTS/ semester (or 20ECTS/trimester). The maximum number of ECTS for courses not related to study major (for example for language courses) is 10 ECTS and min. 20 ECTS for major-related courses. In case of trimesters student needs to take all credits for major-related courses IMPORTANT during stay abroad student should take courses related to his/her major of studies especially if exchange is done in the last semesters of studies. * It s possible to take just 24ECTS /semester in case student has a surplus of credits from previous semesters. 20

20 PROCEDURES STEP BY STEP 21

21 1ST VISIT AT DPM Student delivers: Learning Agreement (2 original copies) Exchange request (2 original copies) ATTENTION! DPM accepts only documents filled in on computer and printed on both sides! Documents that are not prepared according to the guidelines will not be accepted. Leaving without delivering required documents will result in not recognising of such study period abroad. 22

22 VISIT IN DEAN S OFFICE! Signed documents (LA + exchange request) student picks up from DPM and delivers them to his/her Dean d Office (to contact person) to obtain Dean s signature!! Picking up documents from Dean s Office 1 original copy of LA is left at Dean s Office, 2nd copy of LA student takes to partner university to obtain the signatures. Student has to bring it back to receive the recognition of study abroad period 23

23 2ND VISIT AT DPM Delivery of the set of documents: Copy of LA Exchange request (original copy) Student s commitment Letter of Acceptance Erasmus+ taking online language test before departure (OLS) 24

24 FINANCIAL DOCUMENTS ERASMUS+ Binding for all students with Erasmus+ grant including CEMS and Double Degree students Templates of the documents as well as deadlines for delivering them will be announced on our website and also sent by Financial documents have to be delivered within specified dates to the brown wooden box in front of DPM (between rooms 13 & 14) Remember to pick up your copy of financial agreement after it s signed by all parties (after return from exchange) 25

25 CONFIRMATION OF PARTICIPATION IN STUDY abroad The issue of the confirmation (for insurance, visa etc.) takes place after student delivers all the required documents. To receive the confirmation student needs to contact his/her contact person at DPM 26

26 INSURANCE 3RD VISIT AT DPM Delivering personally or by of the copy of mandatory health insurance (EHIC for Erasmus+) and accident insurance (e.g. ISIC or Euro26) not later than 2 weeks before student's departure In case of Erasmus+ students lack of such confirmation will delay the grant transfer We suggest to buy insurance covering loss due to theft In case of going to exotic countries students are required to check information on necessary or suggested vaccination 27

27 GRANT TRANSFER Transfer of grant takes place after delivering all required documents approx. 2 weeks before student s departure 28

28 GRANT RATES Group of Countries Grant rate / month Austria, Denmark, Finland, France, Ireland, Liechtenstein, Norway, Sweden, United Kingdom and Italy Belgium, Croatia, Czech Republic, Greece, Spain, the Netherlands, Iceland, Germany, Portugal, Slovenia and Turkey Bulgaria, Estonia, Lithuania, Latvia, Romania, Slovakia and Hungary 500 EUR 400 EUR 300 EUR In 2016/2017 there will be no scholarships from Fundusz Stypendialny i Szkoleniowy (Scholarship and Training Fund) for students going to Iceland, Norway and Liechtenstein 29

29 ERASMUS+ IMPORTANT INFORMATION Duration of stay on Erasmus+ must not be shorter than 3 months and the stay has to take place during one and the same academic year. It is allowed to go for mobility shorter than 3 months only in case of the academic year based on trimesters. In case the mobility will be shorter than it was included in the financial agreement between the student and SGH (but not shorter than 3 months) student may be called to return part of the grant. In case the period of stay at partner university will be shorter than 3 months (and there is no trimester organisation) student will have to return the whole grant. 30

30 DEPARTURE VS. RECOGNITION OF PREVIOUS SEMESTER Do not leave the exams for the last moment i.e. for the re-sit session!!! Student who fails exams in the semester preceding his/her leave for study abroad will have to obtain Dean s consent for such leave (in writing). In case of deleting the student from the list of SGH students due to failing the exam student will have to come back from abroad and return whole Eramus+ grant. 31

31 MILESTONE DEPARTURE 32

32 PROCEDURES DURING STAY abroad CONTACT INFO FORM (form to be downloaded from the website) at latest 2 weeks from the beginning of classes at host university CHANGES TO LEARNING AGREEMENT at latest 1 month from the beginning of classes at host university: Bachelor students by (special form to be downloaded from website), Master students through Virtual Dean s Office In case of notifying about later/additional changes to LA (modules, midterms) it is necessary to inform Dean s office about this in the initial period of 1 month from the beginning of classes at host university COURSE EQUIVALENTS gathering of course outlines Getting STAMP and SIGNATURE of the Coordinator at host university on LA (in case of changes to LA 2 stamps and 2 signatures) GETTING THE LETTER OF CONFIRMATION SIGNED (Erasmus+, CEMS and double degrees with grant) at the end of stay 33

33 IMPORTANT Failure to declare changes to Learning Agreement on time as well as making changes to LA without obtaining prior consent of the Dean will cause serious consquences with deleting from list of students and return of the grant inclusive!!! 34

34 AFTER RETURN Student s report (electronic version sent by to contact person at DPM) ERASMUS+: Mandatory online survey on EC website (on the basis of financial agreement signed by student) OLS language test at the end of stay 35

35 SETTLEMENT OF STUDY abroad 4TH VISIT AT DPM TRANSCRIPT OF RECORDS sent by host university (Attention! Sometimes student needs to ask for it) Current list of grade and credits conversion into ECTS points is available at DPM website COURSE APPROVAL FORM LEARNING AGREEMENT original copy with signatures from host university + changes to Learning Agreement (Changes to Learning Agreement form) COURSE EQUIVALENT PROPOSAL FORM (if applicable) in case of changing the courses done abroad into SGH courses course outlines signed by course Coordinator or tutor of the major DELIVERED TO DEAN S OFFICE LETTER OF CONFIRMATION (issued by host university on SGH template) signed at the end of mobility 36

36 SETTLEMENT WITH DEAN S OFFICE DPM delivers to Dean s office approved documents Dean s Office finalises settlement of student s study abroad period (entering the courses and grades to VDO, recognition of semester) 37

37 LANGUAGE TUTORIALS VS. STUDY abroad Bachelor level Before leaving for studies abroad student is obliged to notify about it his/her language tutor. In case of leaving for the last semester of language tutorials (4th semester) student needs to contact SGH language centre (CNJO) to enrol for the final exam. After return student in order to have his/her tutorial(s) recognised has to go to SGH language centre (CNJO) where he/she fills special form. Then the form with the consent of respective coordinator needs to be delivered by student to contact person at Dean s Office (Ms. K. Smolińska) Master level In case of master students the study abroad takes place usually on the 3rd and 4th semester, that is after the language tutorials are finished. In case of leaving on 2nd semester student should contact SGH language centre (CNJO) to arrange the details of recognition of tutorial. Double degree students are waived from language tutorials. 38

38 REQUIRED DOCUMENTS

39 DPM DOCUMENTS REQUIRED BEFORE LEAVE Contact form with picture Letter of Acceptance Exchange request (Copy) Learning Agreement Student s commitment Copy of health and accident insurance ERASMUS+ financial agreement 40

40 FLOW OF DOCUMENTS Each student needs to deliver to DPM 2 original copies of Learning Agreement (printed on both sides) & 2 original copies of exchange request as a set of documents to get them signed by exchange coordinator. ATTENTION! Learning Agreement and exchange request delivered separately will not be accepted. Signed documents student needs to deliver to respective Dean s Office. Student picks up from Dean s Office 1 copy of LA and 1 copy of exchange request accepted by the Dean. Student delivers to DPM following documents: Signed by Dean exchnage request original copy, Copy of Learning Agreement signed by Dean, Acceptance Letter, student s commitment, and Copy of health and accident insurance at latest 2 weeks before leave. 41

41 COURSE EQUIVALENTS Undergraduate Graduate EQUIVALENTS Course Equivalents Proposal Form should be delivered to Dean s Office before or after the study abroad period. Student needs to obtain outlines of the courses he/she wants to have recognised as equivalents at SGH, and have them accepted by the course instructor, major course coordinator or minor s tutor and deliver to Dean s Office. Course Equivalents Proposal Form should be delivered to Dean s Office after the study abroad period, before delivering the study abroad settlement documents to DPM. The Form has to contain signatures of coordinators of relevant courses as well as Dean s consent before the form is attached to study abroad settlement documents. It is possible to arrange the recognition of the course equivalents before the leave. Please remember that in case of recognition of course equivalents the course will receive the ECTS credits valid for certain course at SGH and not at the university at which the course has been taken 42

42 COURSE EQUIVALENTS To receive the recognition of the course done abroad as SGH course equivalent it is necessary to obtain the acceptance of the course outline Course outline has to be accepted by course coordinator (in case of basic courses) or by tutor of major or minor (major and minor courses). Student has to attach accepted course outlines to Course Equivalent Proposal Form which is available on DPM website (pre-departure procedures section) 43

43 DEADLINES OF DELIVERING DOCUMENTS TO DPM DOCUMENTS (final with all required signatures and stamps) Exchange request + Learning Agreement + Letter of Acceptance + Student s commitment to be delivered to DPM Erasmus+ financial documents (delivered to brown wooden box between rooms 13 and 14 in build. A) Delivering of the copies of health and accident insurance for the period of stay abroad FALL TERM Until SPRING TERM BEGINNING BY Until Dates will be announced at a later date in correspondence and on website SPRING TERM BEGINNING AFTER Until At latest 2 weeks before the leave (delivered personally or sent by to Ms. Agata Kowalik or MS. Agata Augustyniak depending on the programme) 44

44 IMPORTANT During the study abroad period students maintain rights and obligations of SGH student (social scholarships, scholarships for academic performance, etc.; for details please check the website of the Student Union). Despite having all the mandatory courses done at SGH (absolutorium) student is not waived from taking certain amount of courses and ECTS credits abroad. It is not possible to receive Dean s leave for the period of study abroad 45

45 LANGUAGE COURSES Some universities may organise language courses before the beginning of mobility. Interested students need to check information on such courses (rules, dates, fees etc.) on university s website. ATTENTION!!! Erasmus+ students do not receive the grant for the participation in language courses that take place before the beginning of the semester. 46

46 ERASMUS+ ONLINE LANGUAGE SUPPORT (OLS) Online Linguistic Support (OLS) is mandatory for Erasmus student mobilities within program countries (it does not include students going with Erasmus+ grant to non-european countries). It applies to students who will study or work during placement in one of the following languages: English, French, Spanish, Dutch, German or Italian. Before the beginning of mobility each student going for study or placement abroad is obliged to fill in the online language test. ATTENTION! Link to the test will be sent to students SGH address and OLS account must be established on this address. 47

47 ERASMUS+ ONLINE LANGUAGE SUPPORT (OLS) On the basis of the test s result the university may award the interested students with the licence for online language course. The course will be available during student s mobility period. ATTENTION students whose result will be B1 or lower will receive such licence and will be obliged to take the online course (OLS system automatically award the licence). Before the end of mobility students will receive the link to the second language test the link will be valid only for few days. The test has to be taken immediately [remember to check your SPAM folder] Tests before and after the mobility are mandatory. Students who will fail to take any of these tests will have to return the whole Erasmus+ grant. 48

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