Erasmus Grant Information Booklet 2012/13 This booklet explains how you claim your 2012/13 Erasmus grant and the forms you have to complete. Lancaster University is required to comply with external regulations relating to the grant money it receives and these are subject to change. We will notify you of any changes during the course of the year. Please check your Lancaster email and the Study Abroad Facebook page (http://www.facebook.com/lancasterstudyabroad) on a regular basis for updated information Applying for an Erasmus Grant... 2 Summary of Grant Information... 2 How to apply... 4 BEFORE YOU GO... 4 PREPARE BEFORE YOU GO... 4 DURING YOUR PLACEMENT... 4 AFTER YOUR PLACEMENT... 5 Which Form for Which Placement?... 6 Priority Country Funding... 8 Erasmus Intensive Language Courses (EILCs)... 9 Extra Allowances for Students with Disabilities... 9 Payments... 9 Some useful tips for your time abroad... 10. 1
Applying for an Erasmus Grant As you prepare for your study period abroad it is important that you understand the process of the grant allocation in order for you not to miss out on the funding. Lancaster University supports two types of placements: Study at an Erasmus partner university and/or Work placements abroad which are approved by your department. You must never claim for any other European Community funding during the time of your Erasmus placement. This applies, for example, to Comenius Assistantships. If you claim for other European Community funding, we will have to withdraw all grants and you may lose any special tuition fee arrangements for studying or working abroad. The amount you receive is proportionate to the number of days you study or work abroad. Please note that the Erasmus grant is not university funded therefore all the rules and deadlines are NOT flexible as they are set by the UK National Agency (British Council based in Cardiff) which distributes the funding. Summary of Grant Information Funding is available to students who spend a minimum of 3 months studying in an Erasmus partner institution or undertaking an approved work placement in an Erasmus participating country. The total duration of all Erasmus mobility periods during your higher education may not exceed 24 months. You can claim one study and one work grant in the same or different years or You can claim two study periods in the same or different years or You can claim two work periods in the same or different years. If you are unsure whether you are eligible, please give full details on Form 1: Personal Details (see below) and we will advise you on what you can apply for. 2
The initial student grant rate for placements in 2012/13 will depend on where you undertake your placement. Band 1 countries are: Bulgaria and Romania: 270 per month Band 2 countries are: Croatia, Cyprus, Czech Republic, Estonia, Greece, Hungary, Latvia, Lithuania, Malta, Poland, Slovakia, Slovenia, Turkey: 310 per month Band 3 countries are: Austria, Belgium, Denmark, Finland, France, Germany, Iceland, Ireland, Italy, Liechtenstein, Luxembourg, Netherlands, Norway, Portugal, Spain, Sweden, Switzerland: 370 per month For partial month periods, a partial allocation is made. Grant payments will be made at four dates in the year, in November, February, May and July. Please be aware that your payment will not be automatically made to you as soon as you return all your forms. You will receive your grant after the next payment deadline and your forms have been checked and approved by us. We will pay you the grant amount you are due for the full duration of your placement(s). We do not pay in instalments. If you return early from your study or work period you may be required to repay some or all of your grant as decided by the National Agency. This also applies in the unlikely event of your eligibility status being reviewed by the National Agency. These decisions will not be taken by Lancaster University. If you are eligible for a Student Loan, you do not pay tuition fees to Lancaster University if you are spending the whole year abroad through the Erasmus programme in 2012/13. You do not pay tuition fees to your host university. Other questions regarding finance and student loans etc should be directed to Student Finance, The Base, A floor, University House, email: studentfunding@lancaster.ac.uk or telephone 01524 (5)94848. 3
How to apply In order to apply for an Erasmus Grant there are several forms to complete. We cannot pay you the grant until we have received all the required forms for your placement. These forms must be signed by you and by the Erasmus Team in the International Office. If the forms are not signed by both parties before you start your placement, you will not be eligible for the Erasmus grant. We will distribute these forms to you and you can download them from the Lancaster University website at http://www.lancs.ac.uk/study/international-students/study-abroad/outgoing/erasmus-outgoing/ You can get the forms signed in the Study Abroad resource area in the Library on Monday, Wednesday or Friday afternoon of week 29, 18-22 June 2012. Otherwise you will have to come to the International Office, C Floor, in University House. If we hold any future signing sessions in the resource area in the Library we will publish this on our Facebook page. Please note that the deadlines given in this booklet are final and we cannot make exceptions. We can accept scanned copies of the forms as long as the signature is original and not electronic, i.e. you have scanned the original hard copy which you have signed with a pen. You must also return the originals to us. BEFORE YOUR PLACEMENT Please complete Forms 1-5 BEFORE YOU GO. Form 1: Erasmus Student Grant Personal Details Form 2012/13 Form 2: Study Mobility Agreement and/or Form 3: Work Mobility Agreement Forms 2 and/or 3 are your contract with the International Office. Form 4: Learning Agreement (for Study Placements) and/or Form 5: Training Agreement (for Work Placements) These forms confirm that your study and/or work placement is part of your degree and are a crucial part of your application. Please complete Form 4 and/or Form 5 with advice from your Year Abroad Tutor in your Department, get it signed by your Tutor and then the Erasmus Team will sign it. These must be signed before you start your placement, otherwise you will not be eligible for the Erasmus grant. You will find your host university's Erasmus ID in Annex A on page 11 of this booklet: Erasmus University ID Codes 2012-13. DURING YOUR PLACEMENT Once you have arrived and registered at your host university/company you will need to get signatures on Forms 4 and/or 5. The forms must be signed within TWO MONTHS of the start of your placement or you will not be eligible for the Erasmus grant. 4
Form 6: Certificate of Arrival and Departure This form is in 2 parts. Part 1 (Certificate of Arrival) must be completed and signed by your host institution or company as soon as you arrive. We use this form to calculate the exact amount of money you will be paid for your grant, therefore it must be completed accurately. Please check the Study Abroad and Erasmus Facebook page regularly for updates and reminders of deadlines, etc. The payment of your grant is dependent on the return of all these forms. You will not receive a payment for your placement until you have returned them. The National Agency reserves the right to reclaim payments should the formal application be incomplete AFTER YOUR PLACEMENT Form 6: Certificate of Arrival and Departure Part 2 must be completed at the end of your placement and should confirm the dates given in Part 1. The dates on Parts 1 and 2 of the Certificate of Arrival and Departure confirm the time you are on work/study placement and are used to confirm the amount of grant you are entitled to. If the dates on Parts 1 and 2 are different, we reserve the right to adjust your grant payment and you may be asked to repay some of it. Student Report (Study Period)/ Student Report (Work Placement) This is a report which you must complete at the end of your placement. It is an online survey and is a compulsory part of your Grant Application. We will email the details to you and post them on the website and the Facebook page as soon as they are confirmed. Please complete this as soon as possible at the end of your placement. 5
Which Form for Which Placement? For students doing 1 Study Placement You will need to complete: Form 1 (Erasmus Student Grant Personal Details Form) Form 2 (Study Mobility Agreement) sign, and return them to the International Office as soon as possible and BEFORE you start your placement. You will also need to complete: Form 4 (Learning Agreement) with your Year Abroad tutor. Get it signed by your Department and the Erasmus Team and then get it signed by your host university after you have arrived, when you have registered for your courses. Form 6 Part 1 (Certificate of Arrival). This must be signed and stamped by your host university within TWO MONTHS of your arrival date. Return Form 4 and Form 6 Part 1 to the International Office as soon as possible after arrival at your host university. Finally please get Form 6 Part 2 (Certificate of Departure) signed on the day you complete your placement (or a few days before) and return it to us immediately. For students doing 2 Study Placements You will need to complete one of the following: Form 1 (Erasmus Student Grant Personal Details Form) Form 2 (Study Mobility Agreement) Sign and return them to the International Office as soon as possible and BEFORE you start your placement. You will then need to complete two of the following, one set for each university: Form 4 (Learning Agreement) with your Year Abroad tutor. Get it signed by your Department and the Erasmus Team and then get it signed by your host university after you have arrived, when you have registered for your courses. Form 6 Part 1 (Certificate of Arrival). This must be signed and stamped by your host university within TWO MONTHS of your arrival date. Return Form 4 and Form 6 Part 1 to the International Office as soon as possible after arrival at your host university. Finally please get Form 6 Part 2 (Certificate of Departure) signed on the day you complete your placement (or a few days before) and return it to us immediately. 6
For students doing 1 Work Placement You will need to complete: Form 1 (Erasmus Student Grant Personal Details Form) Form 3 (Work Mobility Agreement) Sign and return them to the International Office as soon as possible and BEFORE you start your placement. Form 5 (Training Agreement) with your Year Abroad tutor. Get it signed by your Department. Form 6 Part 1 (Certificate of Arrival). This must be signed and stamped by your host company within TWO MONTHS of your arrival date. Return Forms 5 and 6 to the International Office as soon as you start at your host company. Finally please get Form 6 Part 2 (Certificate of Departure) signed on the day you complete your placement (or a few days before) and return it to us immediately. For students doing 2 Work Placements You will need to complete one of the following: Form 1 (Erasmus Student Grant Personal Details Form) Form 3 (Work Mobility Agreement) Sign and return them to the International Office as soon as possible and BEFORE you start your placement. You will then need to complete two of the following, one set for each company: Form 5 (Training Agreement) with your Year Abroad tutor. Get it signed by your Department Form 6 Part 1 (Certificate of Arrival). This must be signed and stamped by your host company within TWO MONTHS of your arrival date Return Forms 5 and 6 to the International Office as soon as you start at your host company. Finally please get Form 6 Part 2 (Certificate of Departure) signed on the day you complete your placement (or a few days before) and return it to us immediately. 7
For students doing 1 Study Placement and 1 Work Placement You will need to complete: Form 1 (Erasmus Student Grant Personal Details Form) Form 2 (Study Mobility Agreement) Form 3 (Work Mobility Agreement) Sign and return them to the International Office as soon as possible and BEFORE you start your placement. For your study placement complete: Form 4 (Learning Agreement) with your Year Abroad tutor, and get it signed by your Department and the Erasmus Team and then get it signed by your host university after you have arrived, when you have registered for your courses. Form 6 Part 1 (Certificate of Arrival) and get it signed and stamped by your host university within TWO MONTHS of your arrival date. Return Forms 4 and 6 to the International Office as soon as you start at your host university. Finally please get Form 6 Part 2 (Certificate of Departure) signed on the day you complete your placement (or a few days before) and return it to us immediately. For your work placement complete: Form 5 (Training Agreement) with your Year Abroad tutor, and get it signed by your Department. Form 6 Part 1 (Certificate of Arrival). This must be signed and stamped by your host company within TWO MONTHS of your arrival date. Return Forms 5 and 6 to the International Office as soon as you start at your host university. Finally please get Form 6 Part 2 (Certificate of Departure) signed on the day you complete your placement (or a few days before) and return it to us immediately. Contact details: Amanda Bebbington International Office University House Lancaster University Lancaster LA1 4YW Email: llperasmus@lancaster.ac.uk Tel: +44 (0)1524 592036 Fax: +44 (0)1524 593907 8
Priority Country Funding Students undertaking places in the less-visited Erasmus countries will now be eligible for a one-off supplementary grant of 400. For 2012/13, the countries eligible for this supplementary funding are: Bulgaria, Croatia, Cyprus, Czech Republic, Estonia, Greece, Hungary, Latvia, Lithuania, Malta, Poland, Romania, Slovakia, Slovenia and Turkey. One payment can be made per student, regardless of the number of placements you undertake. Erasmus Intensive Language Courses (EILCs) EILCs are specialized courses in the less widely used and less taught languages of participating countries, and you may be able to claim for an additional study grant for attendance on one of these courses. The EILC must be approved by your department and the course can last 2 to 6 weeks. This time will be added to your total placement duration. You must go directly from the EILC to a placement in the same country. Eligible host countries for EILC grants are: Belgium (Dutch), Bulgaria, Croatia, Cyprus (Greek), Czech Republic, Denmark, Estonia, Finland (Finnish and Swedish), Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Malta (Maltese), the Netherlands (Dutch), Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain (Basque, Catalan, Galician and Valencian), Sweden, Switzerland (Italian) and Turkey. If your main subject of study is the language of the EILC, you will not usually be eligible for these grants. If you are planning to complete an EILC, please email us at llperasmus@lancaster.ac.uk before you start your placement, as we will need to send you a special form for EILC participants. Extra Allowances for Students with Special Needs Additional grants are available to students with special needs which apply in cases where the disability leads to costs which exceed your maximum grant allowance. These grants must be applied for through a separate application process. If you would like to apply, please email llperasmus@lancaster.ac.uk for further information. Payments You will not receive the payment for your placement until you have returned all your forms and you have registered your UK bank at https://www.cisinfo.lancs.ac.uk/onlinedebitcredit/ Please contact us if you do not have a UK bank account. We will pay grants in November, February, May and July and will pay you the full amount that you are due according to the dates you have confirmed on Form 6. The deadlines for the payment runs are: 31 st October for the November payment run 31 st January for the February payment run 30 th April for the May payment run 30 th June for the July payment run (this is the FINAL payment run) Please note that the deadlines cannot be extended. You will be sent an email telling you when your grant will be paid into your bank account and how much this will be. We are unable to guarantee exact payment dates so please do not rely on the payment of the grant to cover any specific expense. Your student loan/grant can still be used for your year abroad. 9
Please be aware that your grant allocation is in Euros but this will be converted to Sterling using the exchange rate of the day that Lancaster University received the funds from the National Agency, NOT the exchange rate of the day you are paid. In the event of any change to your personal details or placement period, please contact the International Office as soon as possible. Original signed forms should be returned to: Amanda Bebbington in the International Office details below. Some useful tips for your time abroad If you are not an EU national, you must check with the Embassy or Consulate of your host country to make sure that you have permission to enter and spend your placement there. Embassy details can be obtained on the website http://www.studystay.com/htm/essentials/embassies.htm Please remember that your payment will be made into a UK bank account. You are advised to check with your bank about the easiest and most cost-effective way of accessing your money when you are abroad. Regulations relating to the grant payments are set by the National Agency and these are non negotiable. We will use your Lancaster email address as the primary way of contacting you, so please check your emails regularly. Bookmark the relevant pages on the Lancaster University website so you can access the booklet, forms and information. Make a note of the details of your department s Erasmus Co-ordinator Good luck for your year abroad! Amanda Bebbington and Kerstin Hammes International Office University House Lancaster University Lancaster LA1 4YW Email: llperasmus@lancaster.ac.uk Tel: +44 (0)1524 592036 Fax: +44 (0)1524 593907 All pictures taken from www.britishcouncil.org/erasmus Updated 25 June 2012 10
ANNEX A ERASMUS UNIVERSITY ID CODES 2012/13 Partner University Country Erasmus Code Karl-Franzens-Universitat Graz (University of Graz) AUSTRIA A GRAZ01 Wirtschafts Universitat (Vienna University of Economics & Business) AUSTRIA A WIEN05 Université Catholique de Louvain BELGIUM B LOUVAIN01 Technical University of Sofia BULGARIA BG SOFIA16 University of Zagreb CROATIA HR ZAGREB01 Masaryk University (Brno) CZECH REPUBLIC CZ BRNO05 Univerzita Pardubice CZECH REPUBLIC CZ PARDUB01 Charles University, Prague CZECH REPUBLIC CZ PRAHA07 Copenhagen Business School DENMARK DK KOBENHA05 University of Oulu FINLAND SF OULU01 University of Tampere FINLAND SF TAMPERE01 Université de Franche-Comté FRANCE F BESANCO 01 Universite Lumiere Lyon 2 FRANCE F LYON02 Université Jean Moulin Lyon 3 FRANCE F LYON03 Ecole de Management, Lyon FRANCE F LYON23 Universite Paul Valery - Montpellier III FRANCE F MONTPEL03 Université de Nancy 2 FRANCE F NANCY02 Ecole des Mines de Nantes FRANCE F NANTES 37 Ecole Superieure de Commerce de Paris/EAP FRANCE F PARIS100 Universite de Poitiers FRANCE F POITIER01 Reims Management School FRANCE F REIMS06 Universite Rennes 2 - Haute Bretagne FRANCE F RENNES02 Johann Wolfgang Goethe-Universitat, Frankfurt am Main GERMANY D FRANKFU01 Ernst-Moritz-Andt Universitat Greifswald GERMANY D GREIFS01 Leibniz Universitat Hannover GERMANY D HANNOVE01 Ruprecht-Karls- Universitat Heidelberg GERMANY D HEIDELB01 Friedrich-Schiller-Universitat Jena GERMANY D JENA01 WHU (Wissenschaftliche Hochschule Unternehmensfuhrung) - Otto Beisheim School of Management GERMANY D KOBLENZ03 Universitat Leipzig GERMANY D LEIPZIG01 University of Mannheim GERMANY D MANNHEI01 Reutlingen University GERMANY D REUTLIN02 Universität Siegen GERMANY D SIEGEN01 Universität Trier GERMANY D TRIER01 Hochschule Zittau/Gorlitz (FH) GERMANY D ZITTAU01 National Technical University of Athens (N.T.U.A) GREECE G ATHINE02 Technological Educational Institution (T.E.I.) of Athens GREECE G ATHINE34 University of Patras GREECE G PATRA01 Aristotle University of Thessaloniki GREECE G THESSAL01 Haskoli Islands (University of Iceland) ICELAND IS REYKJAV01 Universita degli studi de Cagliari ITALY I CAGLIAR01 Università degli studi di Ferrara ITALY I FERRARA01 Universita degli Studi de Firenze ITALY I FIRENZE01 11
Università Cattolica del Sacro Cuore ITALY I MILANO03 Università Commerciale Luigi Bocconi ITALY I MILANO04 Universita degli Studi di Palermo ITALY I PALERMO01 Universita Degli Studi di Parma ITALY I PARMA01 University of Pavia ITALY I PAVIA01 Universita di Pisa ITALY I PISA01 Universita degli Studi de Trento ITALY I TRENTO01 Universita' Ca' Foscaro Venezia ITALY I VENEZIA 01 University of Bergen NORWAY N BERGEN01 NHH - Norwegian School of Economics NORWAY N BERGEN02 University of Tromso NORWAY N TROMSO01 Adam Mickiewicz University of Poznan POLAND PL POZNAN01 Graduate School for Social Research, Institute of Philosophy & Sociology, Polish Academy of Sciences POLAND PL WARSZAW62 Católica-Lisbon Schl. of Bus. & Econ. (was Uni. Católica Portuguesa) PORTUGAL P LISBOA01 Slovak University of Technology in Bratislava SLOVAKIA SK BRATISL 01 University of Primorska SLOVENIA SI KOPER03 Universidad de Deusto SPAIN E BILBAO02 Universidad de Córdoba SPAIN E CORDOBA01 Universitat de Girona SPAIN E GIRONA02 Universidad de Granada SPAIN E GRANADA01 Universidad de Leon SPAIN E LEON01 Universitat de Lleida SPAIN E LLEIDA01 Universidad Pontificia Comillas de Madrid (ICADE) SPAIN E MADRID02 Universidad Rey Juan Carlos SPAIN E MADRID26 Universidad de Sevilla SPAIN E SEVILLA01 Linkopings Universitet SWEDEN S LINKOPI01 Lund University SWEDEN S LUND01 Université de Genève SWITZERLAND CH GENEVE01 Universität St. Gallen SWITZERLAND CH ST-GALL09 Universitat Zurich SWITZERLAND CH ZURICH01 ETHZ (Swiss Federal Institute of Technology) SWITZERLAND CH ZURICH07 VU University Amsterdam THE NETHERLANDS NL AMSTERD02 University of Twente THE NETHERLANDS NL ENSCHED01 Universiteit Leiden THE NETHERLANDS NL LEIDEN01 Universiteit Maastricht THE NETHERLANDS NL MAASTRI01 Rotterdam School of Management THE NETHERLANDS NL ROTTERD01 Wageningen University THE NETHERLANDS NL WAGENIN01 12