ERASMUS+ PROGRAMME AND SWISS MOBILITY PROGRAMME GUIDE ACADEMIC YEAR 2016/17

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1 ERASMUS+ PROGRAMME AND SWISS MOBILITY PROGRAMME GUIDE ACADEMIC YEAR 2016/17

2 ERASMUS+ PROGRAMME AND SWISS MOBILITY PROGRAMME GUIDE ACADEMIC YEAR 2016/17 EU Countries participating in the Erasmus+ programme The 27 European Union Member States: Austria, Belgium, Bulgaria, Cyprus, Croatia, Denmark, Estonia, Finland, France, Germany, Greece, Ireland, Latvia, Lithuania, Luxembourg, Malta, The Netherlands, Poland, Portugal, the United Kingdom, the Czech Republic, Romania, Slovakia, Slovenia, Spain, Sweden and Hungary. The 3 Countries of the European Economic Area (EEA): Island, Liechtenstein and Norway. The accession candidate countries: Turkey, the Republic of Macedonia.

3 FIRST OF ALL Please, note that: AlmaRM is the web-based UNIBO tool used to manage students mobility. AlmaRM allows the management of all the administrative procedures related to your Erasmus+ mobility (just the application to the partner University is not managed by AlmaRM) In order to hold you Erasmus+ student status and the related Erasmus+ scholarship you have to spend at least 90 days abroad and you have to get the recognition at least of one didactic activity by the Degree Programme Board. Please, follow step by step this quick guide: you ll be able to easily fulfil all administrative paperwork.

4 INDEX 1. BEFORE YOU LEAVE 2. DURING YOUR STAY ABROAD 3. AFTER YOU RETURN 4. IN EVENT OF WITHDRAWAL 5. GRANTS 6. USEFUL CONTACTS 7. ADDITIONAL REFERENCE DOCUMENTS & FAQs

5 1. BEFORE YOU LEAVE A. VISA AND HEALTH INSURANCE B. APPLICATION PROCEDURE C. LEARNING AGREEMENT APPROVAL D. SUBMISSION OF THE MOBILITY AGREEMENT E. RENEW THE REGISTRATION AT UNIBO F. OLS RETURN: TO INDEX

6 A. VISA AND HEALTH INSURANCE Students with EU citizenship Students with non-eu citizenship RETURN TO: BEFORE YOU LEAVE

7 Students with EU citizenship Exchange in a EU country: your Italian identity card will be enough. Check that it has not expired and will not expire during the period spent abroad Exchange in a EEA countries, candidate countries, Switzerland: please, go to the Embassy or Consulate of the country well in advance to check the procedures to be completed before leaving (visa, residence permit, health cover, etc.) Health insurance: you must have your European health insurance card - EHIC; however this is used in different ways depending on the country of destination: please ask to the partner University RETURN TO: VISA AND HEALTH INSURANCE

8 Students with non-eu citizenship Non-EU students enrolled at the University of Bologna must always refer to the Embassy or Consulate of the country well in advance in order to check the procedures to be completed before leaving (visa, residence permit, health cover, etc.). The International Relations Office is able to issue a formal confirmation of the assignment of the exchange place, if required by the consulate in order to grant a visa. Please contact us at in order to know how to get it. RETURN TO: VISA AND HEALTH INSURANCE

9 B. APPLICATION PROCEDURE The European mobility office will communicate to the partner university that you have been selected as Erasmus+ student (nomination). Then, you must send to the partner University several documents which consist in your application. You must applicate within the partner University deadlines. Please, verify if further paperwork by the partner university are requested before you leave and verify their deadlines (onto the partner University web site and/or its international relations office). Application page 1/2

10 B. APPLICATION PROCEDURE Documents you would be asked to provide while you are preparing your Application Procedure: application form transcript of records (certificate of exams passed at Unibo - you can print it from the your Studenti Online page on the UNIBO portal) learning agreement IMPORTANT! the learning agreement sent to the host university using their model DOES NOT REPLACE the one you have to submit to your Degree Programme board via AlmaRM. Language certificate(s) Accommodation request You are personally liable for the consequences of any omissions (also concerning deadlines), which could lead to your refusal by the host university. Pay the utmost attention to these formalities. Application page 2/2 RETURN TO: BEFORE YOU LEAVE

11 C. LEARNING AGREEMENT APPROVAL The Learning Agreement is your study plan listing all the activities to be completed abroad. Activities can be: - courses - Internship (as expected by your study plan) - Dissertation preparation The approval procedure is done on-line via AlmaRM and is as follows : SUBMISSION OF THE LEARNING AGREEMENT (L.A.) VALIDATION OF THE L.A. BY YOUR EXCHANGE SUPERVISOR APPROVAL OF THE L.A. BY YOUR DEGREE PROGRAMME BOARD Some Schools set their own deadlines for obtaining approval. Preparation requires a lot of time, so make sure you act quickly! Important: the Learning Agreement does not replace your individual study plan, which must be submitted as usual by the deadline set by your School. RETURN TO: BEFORE YOU LEAVE

12 D. SUBMISSION OF THE MOBILITY AGREEMENT The mobility agreement is an official contract you are signing with the University of Bologna. You must fill in and print the mobility agreement via AlmaRM. To the International Relations Office in Bologna or on the other Campuses, depending on your place of study, you must submit: Mobility agreement for studies; A photocopy of your Learning Agreement approved by your Degree Programme Board and signed by you, too (you can download it onto AlmaRM at the paragraph «documento di approvazione»); Copy of your ID card or passport (if you want to submit the documents by fax, post or certified ) You must submit these documents within your departure and no later than 27/01/2017, if you will leave during the second semester. After this date you will automatically lose your Erasmus+ exchange place. RETURN TO: BEFORE YOU LEAVE

13 E. RENEW THE REGISTRATION AT UNIBO The Erasmus+ and mobility in Switzerland programmes exempt students from paying fees at the host university, but not the fees due to their home institution. You must renew your registration for AY 2016/2017 within the set deadline. If you submitted your application for future studies and you will go abroad as first-year students of a 2nd cycle programme, you must complete your registration to the 2nd cycle programme and you may leave only in the 2nd semester. RETURN TO: BEFORE YOU LEAVE

14 F. OLS The Erasmus+ programme provides On Line Linguistic Support (OLS), or rather the possibility for students with Erasmus+ status and grant to use an online platform to assess their proficiency in the following languages: German, English, Spanish, French, Dutch, Polish, Czech, Danish, Greek, Portuguese, Swedish. If you requested an OLS licence while you were accepting the Erasmus + position, you will be assigned of it by the international relations office. The assessment stage involves two tests: one before leaving and the other one within a month after returning. The assessment tests are mandatory for all students receiving a licence and those failing to sit a test will be asked to repay their last Erasmus + monthly grant payment. If you ll obtain a grade lower than B2 in your pre-mobility assessment test you will automatically receive a licence for the online language course which, unlike the tests, is not mandatory. The licences will be assigned as soon as the Erasmus + National Agency informs us of the number of licences allocated to our university, presumably not before July. The OLS is not envisaged for students going to Switzerland. RETURN TO: BEFORE YOU LEAVE

15 2. DURING YOUR STAY ABROAD A. CERTIFICATE OF ATTENDANCE ARRIVAL B. UPLOAD OF YOUR APPROVED LEARNING AGREEMENT C. AMENDMENT OF YOUR LEARNING AGREEMENT D. EXTENSION REQUEST E. CERTIFICATE OF ATTENDANCE DEPARTURE F. TRANSCRIPT OF RECORDS (TOR) RETURN TO: INDEX

16 A. CERTIFICATE OF ATTENDANCE ARRIVAL WITHIN THE FIRST WEEK after your arrival at the host university, you must have certified the START DATE OF THE STUDY PERIOD (the date of registration at the host university). You must download the «certificate of attendance» form available onto your AlmaRM home page, in the «arrival notification» section (it will be active after you will submit the mobility agreement). Then, you must upload the pdf file of your certificate of attendance, duly signed and filled in by the host university, onto AlmaRM. Please note: you will receive your Erasmus+ grant only after the upload of the certificate of attendance on AlmaRM Pay attention to the date certified by the host university as this certification is used as a basis for calculating the effective study period and the amount of the grant. You must have any errors in the certificate concerning the date of arrival corrected immediately, before uploading the certificate on AlmaRM. YOU WILL NOT BE PERMITTED TO SUBSTITUTE IT LATER ON. N.B. The Erasmus+ grant is calculated according to the effective start and end dates of your study period! RETURN TO: DURING YOUR STAY ABROAD

17 B. UPLOAD OF YOUR APPROVED LEARNING AGREEMENT After verifiyng you do not need to modify the activities in your LA and within your return, you must: Sign the LA approved by the Degree Programme Board (you can print it out from AlmaRM under approval document in the Learning Agreement section) Ask the partner university to approve it and to sign and stamp it Upload it onto AlmaRM. N.B.: The form to be uploaded, duly approved by both universities and signed by the student, must be the one available onto AlmaRM. If you need to change the Learning Agreement, upload just the changed version once approved by your Degree Programme Board and signed by the partner university onto AlmaRM RETURN TO: DURING YOUR STAY ABROAD

18 C. AMENDMENT OF YOUR LEARNING AGREEMENT You can modify the Learning Agreement no more than twice, repeating the same procedure as the initial Learning Agreement (see procedure). When you are modifying the LA, more than one variation may be requested. You are strongly recommended to submit any requests for modifying your Learning Agreement within 5 weeks the starting date of the courses at the host university. The School undertakes to approve (or notify its refusal) of the modification to the Learning Agreement within two weeks starting from the day you submitted the request for modification in AlmaRM. Modifications to the learning agreement are exceptional and, as a rule, only one modification is permitted per semester. This means that, generally, two modifications are only permitted for exchange periods lasting more than one semester. You must check the deadlines set by your own School and contact the international relations office of your school for further information. RETURN TO: DURING YOUR STAY ABROAD

19 D. EXTENSION REQUEST During your period abroad, you may extend your study period. You must: Have the approval of extension by the host university, by having signed the Request for Extension form which you can download from AlmaRM, in the "REQUEST FOR EXTENSION" section; please note that extensions can be requested independently of funding Upload onto AlmaRM the pdf version of the document duly signed and stamped by the partner University You must request the extension no later than one month before the set end date. I.E.: if you have been selected for a 6 months-exchange and your period has started on 15/09/2016, you have to close the Erasmus period on 15/03/2017. In this case, the extension request must be uploaded onto AlmaRM within 15/02/2017. You must notify the exchange coordinator at the University of Bologna of your intention to request an extension. EXTENSION REQUEST page 1/2

20 D. EXTENSION REQUEST Important note regarding the extension: At you will be informed if a grant for the extended period will be available. This will be notified on December Extensions undertaken without prior authorisation will not be paid anyway, but will be included in the calculation of the 12/24 month exchange period per study programme, as laid down in the Erasmus+ regulations.; The extension request may be refused if: the mobility period exceeds the 12/24 months limit permitted in the programme (for students who are beneficiary of another Erasmus mobility in the same study cycle). Please note that this rule doesn t apply to Swiss mobility programme. the extension request is uploaded on AlmaRM later than the maximum limit of one month from the end date of the initially stated period (please, see previous information) The Erasmus period must, in any event, end by 30/09/2017 EXTENSION REQUEST page 2/2 RETURN TO: DURING YOUR STAY ABROAD

21 E. CERTIFICATE OF ATTENDANCE DEPARTURE Before leaving the partner University, once your Erasmus + period will be finished, you must have certified the study end date. You can download the Certificate of Attendance from the AlmaRM section: DEPARTURE NOTIFICATION and ask the partner University to use it to certify the end of your Erasmus + period. Pay attention to the date certified by the host university as this certification is used as a basis for calculating the effective study period and the amount of the grant. You must have any errors in the certificate concerning the date of arrival corrected immediately, before uploading the certificate on AlmaRM. YOU WILL NOT BE PERMITTED TO SUBSTITUTE IT LATER ON. N.B. The Erasmus+ grant is calculated according to the effective start and end dates of your study period! RETURN TO: DURING YOUR STAY ABROAD

22 F. TRANSCIPT OF RECORDS (TOR) At the end of the period, you must get information from the host university concerning the issue of the Transcript of Records (the certificate listing the learning activities undertaken, with the relative credits and scores). This is required in order to apply for recognition of these activities, according to the Learning Agreement, after your return. Many universities send the Transcript of Records after several weeks, either directly to you or to the International Relations Office (in this case you will be notified by to collect it or have it sent by post). You are in any case responsible for obtaining the transcript from the partner University. You have to urge it in order to avoid delays in having the credits obtained abroad recognised and registered in your career. Students preparing their dissertation need to get a headed paper letter signed by their supervisor at the host university stating the activities carried out and containing an evaluation of the research work, upload it onto AlmaRM and apply for the recognition of the activity. RETURN TO: DURING YOUR STAY ABROAD

23 3. AFTER YOU RETURN A. CERTIFICATE OF ATTENDANCE DEPARTURE, FINAL REPORT AND ERASMUS+ PARTICIPANT REPORT B. APPLICATION FOR RECOGNITION RETURN: TO INDEX

24 A. CERTIFICATE OF ATTENDANCE DEPARTURE, FINAL REPORT AND ERASMUS+ PARTICIPANT REPORT Within 15 DAYS of the end of your study period abroad (AND IN ANY CASE NO LATER THAN OCTOBER 7TH,2017) you must: Upload onto AlmaRM your Certificate of Attendance Departure. This certification is used as a basis for calculating the effective study period. We will notify you the effective duration of your study period after your certificate of attendance validation. Print the Final Report from AlmaRM, following the instruction published onto your AlmaRM page, sign and submit it to the International Relations Office in Bologna or on the other Campuses, depending on your place of study. (N.B.: you can print your final report just once you saved as dratf your Application for Recognition). Fill-out the Erasmus+ individual participant report after receiving an , sent automatically to your institutional address, at the end of the study period. The online questionnaire will be sent to you from an institutional European Union address with the subject Erasmus+ individual participant report request. Failure to complete the questionnaire may lead to the revocation of the Erasmus grant. (Please note that this rule doesn t apply to Swiss mobility programme) RETURN TO: AFTER YOU RETURN

25 B. APPLICATION FOR RECOGNITION In order to apply for the recognition of the activity you undertook during your Erasmus+ stay you must: Obtain your Transcript of Records from the host university; this document must be uploaded on the specific section of AlmaRM and validated by the teaching / international office of your School (you must present the original document) Submit the Application for recognition, in AlmaRM, no later than 16/01/2018, unless another deadline is set by the School in line with the instructions published on Alma RM. N.B. Recognition by the Degree Programme Board is necessary for updating your career and it must also be done in order to receive the grant, which otherwise will be revoked. Students who have prepared their dissertation abroad must in any case apply for recognition of the activities RETURN TO: AFTER YOU RETURN

26 4. IN EVENT OF WITHDRAWAL If you decide not to leave, access AlmaRM, go to the detail in the box OUTGOING MOBILITY and click on Withdraw. Withdrawals registered within 31/07/2016 will allow the next student in the ranking list to fill the place. If you decide to withdraw after your departure or after you carried out your Erasmus+ exchange and you already received your Erasmus+ grant, you will be asked to pay back the scholarship. You will receive an official on your institutional address with the relative instruction. The withdrawal before, during and after the mobility allows you to apply to the next Erasmus+ call. RETURN: TO INDEX

27 5. GRANTS All the updated information related to the Erasmus+ grant are available at: Erasmus/Erasmus-funding Please, have also a look to the files collected into the box «attachments» ANY ADDITIONAL GRANTS grant for ER.GO. beneficiaries (ex-arstud). For information, contact ER.GO. (Via Santa Maria Maggiore 4, Bologna, tel , (not applied to mobility to Switzerland) Special grants for disabled students may be funded by the European Commission. For information, contact the Campus or Study Mobility Office. If you are a disabled student and wish to receive information concerning these additional grants, you must state this when accepting the place by sending a fax to You will be sent all the information available concerning this grant once it has been notified by the Agency (not applied to mobility to Switzerland) Any special grants for financially disadvantaged students will be awarded through a specific call for application issued only for students who have been awarded an Erasmus+ grant for the AY 2016/17. You are therefore advised to monitor the website (not applied to mobility to Switzerland) RETURN: TO INDEX

28 6. USEFUL CONTACTS Mobility agreement and final report have to be submitted to the International Relations Office in Bologna or on the other Campuses, depending on your place of study. You can submit documents: personally during the walk-in hours By fax By post By certified - PEC Documents sent by will not be accepted Should you decide to send documents by fax, post or certified you must attach a copy of your identity card or your passport. Please, find here contacts and information regarding international relations offices of Bologna and Campuses: Erasmus/erasmus-office-directory/erasmus-office-directory RETURN: TO INDEX

29 7. ADDITIONAL REFERENCE DOCUMENTS & FAQs Erasmus Student Charter: Learning Agreement guide: available on your AlmaRM home page FAQ: RETURN: TO INDEX

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