International Office Erasmus Guidelines for Departmental Erasmus Coordinators and staff responsible for Erasmus student mobility September 2013 (Version 1) 1
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INDEX 1. INTRODUCTION TO ERASMUS 3 What is Erasmus? Participating Countries Organisational Structure Outline of responsibilities 2. OUTGOING STUDENT MOBILITY 7 Exchange agreements Period of study abroad (undergraduate) Period of study abroad (postgraduate) Academic content Accreditation Recruitment and selection of participants Costs and the Erasmus grant Language skills Accommodation, visas and insurance Outgoing Student Mobility Cycle Outgoing Student FAQs 3. INCOMING STUDENT MOBILITY 16 Exchange agreements Period of study Academic content, accreditation and recruitment Failed modules Language skills Costs Accommodation, visas and insurance Incoming Student Mobility Cycle 4. STAFF MOBILITY 20 5. EXAMPLE ERASMUS DOCUMENTATION 21 Bilateral Agreement Learning Agreement Guidelines on establishing new agreements Staff Mobility Teaching/Training Work Plan 4
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1. INTRODUCTION TO ERASMUS What is Erasmus? Erasmus is the European Commission's flagship educational exchange programme for Higher Education students, teachers and institutions. It was introduced with the aim of increasing student mobility within Europe. Erasmus forms part of the EU Lifelong Learning Programme (2007-2013). Erasmus has developed beyond an educational programme - it has acquired the status of a social and cultural phenomenon. It gives many European university students their first chance to live and thrive abroad. Two million students have benefited from Erasmus grants to date, and the European Commission hopes to reach a total of three million by 2013. University of Leicester has been involved in Erasmus since its inception. We currently have over 150 agreements with other European Universities. What s in a name? The programme is named after the philosopher, theologian and humanist Erasmus of Rotterdam (1465-1536), known as an opponent of dogmatism. Erasmus lived and worked in several parts of Europe, in quest of the knowledge, experience and insights which only such contacts with other countries could bring. By leaving his fortune to the University of Basel, he became a precursor of mobility grants. The acronym ERASMUS may also be read as European Region Action Scheme for the Mobility of University Students. Erasmus student exchanges involve individual students from one Higher Education Institution (HEI) exchanging places with other students from a partner Erasmus HEI for either a full year or one semester. Exchanges are between two academic departments in the same field of interest, and there are a maximum number of exchange places per academic year, dictated by an interinstitutional bilateral agreement. Students on exchange use a Learning Agreement, which lists their Erasmus modules and is endorsed by both universities to formalise their Erasmus activity and are issued with a transcript at the end of their exchange studies. Examples of Learning agreements and bilateral agreements can be found in section 5. Erasmus staff exchanges of 1 to 6 weeks are now available to academic staff (teaching mobility) or administrative staff (training mobility). Full details can be found at (cfs log-in required) https://swww2.le.ac.uk/offices/international/staff/europe/funding-for-visits-to-europeanuniversities. The European Commission has announced that the Erasmus+ Programme will replace the Lifelong Learning Programme from 2014 (to 2020). The student and staff exchange activities are likely to continue in a similar format. A full update will be provided once more is known. 6
Erasmus Programme Participating Countries Erasmus students, teachers and staff can go to any of the countries listed below: Austria Belgium Bulgaria Croatia Cyprus Czech Republic Denmark Estonia Finland France Germany Greece Iceland Hungary Ireland Italy Latvia Liechtenstein Lithuania Luxembourg Malta Netherlands Norway Poland Portugal Romania Slovak Republic Slovenia Spain Sweden Switzerland Turkey The Leicester year (or semester) abroad OUTSIDE Europe is coordinated by the Study Abroad Team studyabroad@le.ac.uk. The Study Abroad Team is based in the International Office, next to the Erasmus Team. External Organisational Structure Erasmus Organisational Structure The European Commission sustains the Erasmus programme; including setting rules and regulations and 7
providing funding for Erasmus activity. http://ec.europa.eu/education/lifelong-learning-programme/erasmus_en.htm The British Council is the UK s national agency for Erasmus. British universities participating in Erasmus have to follow the British Council s guidelines and receive their budget from the British Council. http://www.britishcouncil.org/erasmus.htm Each university participating in Erasmus has an Erasmus code, which identifies its location. The University of Leicester Erasmus Code is: UK LEICEST01 Internal Organisational Structure The Erasmus Programme is managed at institutional level in the International Office: Cleo Bowen, Erasmus Institutional Coordinator Tel: +44 (0)116 252 2476 Fax: +44 (0)116 252 5127 Email: erasmus@le.ac.uk; cll22@le.ac.uk In the absence of Cleo Bowen, you can approach Caroline Feeley or Natalie Cunningham. Natalie can particularly help with matters relating to bilateral agreements and finances. Tel: +44 (0)116 252 1899 or +44 (0)116 252 2608 Nalina Pattni, Erasmus Assistant Tel: +44 (0)116 252 5142 Fax: +44 (0)116 252 5127 Email: erasmus@le.ac.uk; nm49@le.ac.uk The Erasmus Team is supported by Departmental Coordinators and Administrators, selected from within their academic department. The Team acts as a link between the department in Leicester and partner academic departments and institutions. Erasmus Team deals with aspects of administration that do not have academic implications Academic Department deals with academic aspects Publicly available information about Erasmus at Leicester is kept on the International Office website: https://swww2.le.ac.uk/offices/international/overseas-exchange Students already enrolled on the Erasmus programme access their information and relevant paperwork on the Erasmus course on Blackboard. 8
Outline Of Responsibilities Main responsibilities for the Institutional Coordinator: To maintain bilateral agreements with partner universities and to update databases To liaise with partner universities, students and academic/administrative departments, ensuring that all activities comply with the principles and regulations of the University Erasmus Grant Agreement and the Erasmus Operational Handbook To apply for Erasmus funding To allocate grants to students and staff To undertake financial accounting and to manage the administrative funding To prepare statistical and financial reports to the British Council and for internal uses To prepare and distribute information for incoming and outgoing students To provide a central contact for staff, students and parents To run attendance checks for outgoing non-eu Erasmus participants, for UK immigration purposes To inform Departmental Erasmus Coordinators on new developments and procedures To undertake internal promotional activities Main responsibilities of the Departmental Coordinator: To act as main point of contact for the department for all Erasmus matters To promote Erasmus within the department (with the Erasmus Institutional Coordinator) to students, advising of opportunities available To have a good knowledge of the partner institutions (and languages of teaching) in order to advise to Leicester students interested in taking part To deal with all academic queries on module choices and accreditation To ensure that a Transcript of Records is sent to incoming Erasmus students and that the Transcripts of Records are received from outgoing Leicester students or from their host institutions To provide academic information to the Erasmus institutional Co-ordinator 9
2. OUTGOING STUDENT MOBILITY Student Mobility at Leicester is open to Undergraduate, Masters and PhD students. The vast majority of participants are undergraduates. We can send and receive doctoral students for placements if a suitable supervisor is available at the host. Although Masters-level mobility is popular in continental Europe, there has been almost no interest from one-year Masters students at Leicester. Departments interested in Masters-level agreements should discuss this with the Institutional Erasmus Coordinator. EXCHANGE AGREEMENTS AND MONITORING VISITS An Erasmus exchange partnership is established when two institutions, each in possession of an Erasmus University Charter (ie. permission to participate in Erasmus activity) sign an interinstitutional Erasmus bilateral agreement. (see section 5 for an example). Erasmus agreements are signed in the International Office by the Head of International Mobility. Departments may wish to keep copies of all agreements and can request these from the International Office. The bilateral agreement states: the agreed number of students exchanged each academic year the number of months the subject areas / departments involved. A list of existing Erasmus agreements is available at: http://www2.le.ac.uk/offices/international/overseas-exchange/outgoing/erasmus/countries/erasmuspartners. (to be updated November 2013) The University of Leicester is a desirable Erasmus partner and receives very frequent requests to set up new exchanges. We are under no obligation to accept a request, and new partnerships need to fit in with the strategic priorities. If departments are approached directly, they should contact the Institutional Erasmus Co-ordinator for advice. If there is a definite need for a new exchange, then there are two parallel processes which need to be followed, namely one for the College Academic Committee and the other for the International Office. Please see overall guidance in section 5. Partnerships should never: exist to meet the wishes of an individual student or staff member create imbalances of incoming and outgoing students be sustained out of habit. There should always be clear benefits of either active exchanges, research synergy, generation of income through PG students or similar. For any new Erasmus partnerships, teaching content, reciprocity and student services need to be discussed with the prospective partner. The academic department is often i n the best position to do this. A member of Leicester staff will need to visit the university before any agreement can be signed. Funding for this may be available through the British Council under Preparatory Visits, if applied for a minimum of 6weeks before the trip. 10
The most effective Erasmus exchanges are those where the Department is familiar with their partners strengths, specialism and way of working. One of the ways to maintain this is by undertaking monitoring visits to partners. You could also combine the trip with other types of collaboration or university activity. Contact the Erasmus Team to see what funding is available. PERIOD OF STUDY ABROAD (UNDERGRADUATE) An Erasmus placement should be fully integrated into the degree programme. There are two University of Leicester models: 4-year degree programme (a full year abroad) This is the most common model, which allows students on three-year degrees 1 to add an intercalated year to their degree after year two, spent at one of our Erasmus Partner Universities. Students then return to Leicester in their fourth year to complete their degree. Students undertaking a full-year placement need to change their degree from a three-year programme to a four-year degree. In the School of Modern Languages students may go to two different universities (one semester each). 3 year degree programme (a semester abroad) This is a variation, meaning that the intercalated year is not added, and students exchange one semester (ordinarily semester two of year two) at Leicester for one semester at a partner university. The degree remains three years in length. For information on existing degree programmes please refer to the Academic Regulations. 1 Students on 4-year undergraduate masters degrees such as MChem are able to spend a year abroad within their 4-year course, or alternatively can intercalate, making their degree 5 years in length. PERIOD OF STUDY ABROAD (POSTGRADUATE) For Masters degrees, the Erasmus placement would be fully accredited to the degree programme the student would need to undertake and pass the same number of credits as if they had remained at Leicester. The placement period would not usually exceed one semester. For PhD programmes, the Erasmus placement forms part of the students research. The Erasmus period can be between 3-12 months. ACADEMIC CONTENT It is up to the academic department to make decisions about the content of the year abroad. Some departments are prescriptive about which modules can be studied at the host university; in other cases students are given flexibility to study areas not covered in their Leicester degree. Students will normally select their modules from a module database provided by the host university; content may change from year to year. Students are expected to have 60 ECTS per academic year (120 Leicester credits). ECTS (European Credit Transfer System) is a common credit transfer system that most European universities have adopted. 10 ECTS = 20 Leicester credits. 11
ACCREDITATION (UNDERGRADUATE) With the three-year degree model, the study placement is fully accredited to the student s final degree classification the student would need to undertake and pass the same number of credits as if they had remained at Leicester. The placement period is usually during the second year of study. With the four-year model, the study placement may be accredited to the student s final degree classification or there may be pass/fail criteria. The placement year is the third year of study. Accreditation has traditionally worked on the following basis, although in recent years alternative accreditation systems (such as a 10% year abroad) have been introduced by departments. a) Fully accredited Year Abroad degree - weighted 0%:20%:30% :50%. The Erasmus year is the third year of the degree and therefore counts towards 30% of the degree. b) Pass/fail Year Abroad degree - the student needs to pass the year in order to be awarded a Year Abroad degree. If the student fails, the Erasmus placement is not recognised within the degree title. The marks obtained during the study placement are not accredited to the final degree classification. RECRUITMENT AND SELECTION OF PARTICIPANTS Undergraduate students can opt for an Erasmus year (or semester) by the end of their first year. Many students arrive at Leicester with no knowledge that they can undertake a year abroad, and certainly with no knowledge of what Erasmus is. The role of the departmental co-ordinator is therefore crucial in recruiting more participants. The selection process and assigning of students to universities is the responsibility of the academic department. You may use for example: A motivation letter In/formal interview First come, first served (!) A presentation Please note that record-keeping showing how students were selected (in a fair and transparent manner) forms part of the UK Erasmus audit process. Overall we have fewer participants than our bilateral agreements allow (ie. Under-subscription). Apart from the most popular destinations, there should be opportunities for most willing students to take part. Please encourage the students to be open-minded about where they will go. The lesser-known destinations may offer the most memorable Erasmus experience. Selling points for less popular destinations: Stands out more on a CV Cost of living may be lower Teaching may be in English Universities look after their Erasmus students if few in number Local people are curious and welcoming towards incomers Target country grant of 400 It is important that the Erasmus Coordinator, and/or personal tutor has discussed the student s reasoning for taking a year abroad prior to their nomination to the Erasmus Team. Most departments will not permit students with an average of less than 60% to undertake an Erasmus year: the demands of a year abroad may be too much if not coping academically. 12
Preferably students need to be selected during their first year of undergraduate study so that they can start language courses in their second year. Late student nominations can be accepted but need to be discussed with the Institutional Erasmus Coordinator. LANGUAGE SKILLS Ideally students would speak, write and understand the language of their host country to a good standard (eg. A-Level). In reality, this is rare. For many students learning the language is a key part of the Erasmus experience. We encourage students to start developing their foreign language skills whilst at Leicester. Languages@Leicester provides Beginner, Intermediate and Advanced classes in European languages for a fee. This is subsidised 50% by the Erasmus Team during second year of study. Intensive Language Courses are available as a top-up. These are courses for Erasmus students to study in the host country before their Erasmus period starts. Many Erasmus partner universities teach in English. Careful consideration needs to be given before nominating a student without the requisite skills to a university which does not teach in English; particularly if their degree programme is accredited. As a Departmental Coordinator you should keep aware of the language requirements at partner institutions. COSTS AND THE ERASMUS GRANT 2013/14 Country Monthly grant Supplementary one-off allowance Priority country Supplementary one-off allowance Widening participation BAND 1 Bulgaria, Romania (we currently have no exchanges in these countries) BAND 2 Croatia, Cyprus, Czech Republic, Estonia, Greece, Hungary, Latvia, Lithuania, Malta, Poland, Slovakia, Slovenia, Turkey BAND 3 Austria, Belgium, Denmark, Finland, France, Germany, Iceland, Ireland, Italy, Liechtenstein, Luxembourg, Netherlands, Norway, Portugal, Spain, Sweden, Switzerland 275 315 375 400 500 During the Erasmus year, students need to take the following areas into consideration: Cost of living Higher or lower than in the UK Tuition fees at UoL 1,250 for a full year abroad, unchanged for one semester abroad as part of a 3-year degree Tuition fees at host university Free Erasmus grant 375 per completed month, or 315 depending on country Student loans and grants Eligible Students with disabilities are eligible for additional funding if participation is not possible without it. We should always encourage take-up from under-represented groups and the Erasmus Team is always available for advice and guidance. ACCOMMODATION, VISAS AND INSURANCE The University of Leicester, like other UK HEIs, is not responsible for finding accommodation for outgoing students. The host university should provide guidance, and many - but not all - partners have a university 13
accommodation service. Advice from previous students and from host universities is posted on Blackboard. Nowadays students actively use Facebook groups, the Erasmus Society and the European Student Network for finding accommodation. They also need to make their own travel arrangements independently. UK/EU citizens do not need a visa to study in another EU country, but international students may well need one for the Erasmus year. The Erasmus Team will make initial contact with the Host University regarding visas. Non-EU students do remain University of Leicester responsibility for UKBA monitoring purposes. The International Office runs attendance check-points throughout the year. Most countries require students to register with a civil authority on arrival. This applies to EU students, too. All students receive University of Leicester Travel and Health Insurance during the Erasmus period, this covers travel, loss of personal items and injury. Students should ensure they have a European Health Insurance Card (EHIC): https://www.ehic.org.uk Outgoing Student Mobility Cycle For 2013-2014 we have 174 students undertaking an Erasmus period (202 separate study placements and 10 Modern Languages work placements). The Erasmus cycle for outgoing students is as follows: 1st Year September/October November November-April May July August The Erasmus Team participate in the Freshers Fair at the Student Union. Some Erasmus Departmental Coordinators have information sessions during induction. The Erasmus and Study Abroad Teams promote studying abroad with the Study Abroad and Erasmus Fair. (21 November 2013.) Erasmus Coordinators give departmental talks to promote the programme to new students. Students inform the Departmental Coordinator if they are interested in participating. The Departmental Coordinator to lead on the selection of students and to inform the students. Coordinators to maintain a list of students who are interested. Students must then be formally nominated to the Erasmus Team, including semester-abroad students, by the end of year 1. Students confirmed on the Erasmus programme can change on to the 4-year Year Abroad variant of their degree. They need to collect a Change of degree form from Fielding Johnson reception, obtain departmental signatures and return the form to Registry. Erasmus Team will inform Languages@Leicester of the list of outgoing students eligible for a fee discount. 2 nd Year September SEMESTER-ABROAD STUDENTS ONLY: Students undertaking Semester 2 abroad as part of a three-year degree should be nominated to the host university by now. They can visit the Erasmus Team for assistance with applications. 14
October If students have not changed to the four-year degree yet, the start of term is a good time to do so (see July, above). 1 st week of October This is the deadline for the department to nominate students to Erasmus Team. Otherwise students will miss out on their chance to participate in the Languages@Leicester classes. October October November November December December January January/February January/February February/March March onwards March-July May May Language classes start at the beginning of Semester one. If numbers are low or there are unfilled places, this is a good time to hold another Erasmus information meeting to recruit students. The Erasmus Team will send out Departmental Notification forms to departments. Students complete these and the department signs to confirm that the student will be participating in the Erasmus Programme. This is the first official paperwork. The Erasmus Team will add students to the Erasmus module on Blackboard. They can then access information about their host country, university and practical advice. Students will be sent an Erasmus timeline. Deadline date for return of Departmental Notification forms (end of term). SEMESTER-ABROAD STUDENTS ONLY: Pre-departure meeting with the Erasmus Team. Final opportunity for students have to complete the Change of Degree form (if required). SEMESTER-ABROAD STUDENTS begin their Erasmus placement. The first general briefing session for students. This outlines the process and what students need to do in order to prepare for their year in Europe. (Information about applications, accommodation and grants.) Students will be nominated by the Erasmus Team to the Host University (cc d to Departmental Coordinator). If there are any discrepancies please let the Erasmus Team know. It is recommended that a provisional Learning Agreements is signed towards the end of year 2. However it may be difficult to obtain the list of modules and not every department requests this. First the Departmental Coordinator checks the module choices and signs, then the Erasmus Institutional Coordinator can sign. Students will start to receive application forms, accommodation details and other information. Pre-Departure Session for Students (COMPULSORY). This will be the last full group meeting of all Erasmus students and will cover practical matters, preparations, expectations, finance and culture shock. Departments will need to provide assistance in module choices. Erasmus Intensive Language Courses (EILCs) are advertised by the Erasmus Team. Departmental Coordinators to encourage participation. 15
June July/August July/August The Erasmus Team holds Country Briefing Sessions. Information covers the education system, culture, shopping, banking, accommodation, post/telephone, safety, welfare and insurance. SEMESTER ABROAD STUDENTS finish their Erasmus placement (see 4 th Year for next steps). During the Summer period, the Erasmus team inform Registry and Insurance of outgoing Erasmus participants. If students withdraw due to exam marks or other circumstances the Departments need to email the Erasmus Team, even if student contacts the Erasmus Team directly. August August Registry will issue a letter confirming that the student is going on an Erasmus placement. The student may need this for Student Loans Company or their LEA. Students receive their University of Leicester Insurance policy. August The Erasmus Team emails the Erasmus Grant Guide to the students. This includes all the paperwork that the students need to submit to the Erasmus Team for their Erasmus grant (slightly different for work placements). Deadlines apply. Document Mobility agreement Bank Transfer form Arrival Form Contact Details Form Finalised Learning Agreement EILC form (if applicable) If changing destinations after semester 1: Departure form Online feedback report Arrival Form Contact Details Form Finalised Learning Agreement Departure form Online feedback report Erasmus Team enrolls all relevant students on an Erasmus course on Blackboard, where they can access template documents and a Grant Guide. 3 rd Year - Erasmus placement 16
July September September/October Students may attend European Intensive Language Courses in-country. The students start their Erasmus placement at their Host University. Students confirm arrival with Leicester Erasmus Team. Some students may change their minds and want to return to Leicester. This feeling is often temporary. Please contact Erasmus Team for advice with such queries. If the placement is terminated at the very beginning, the academic department should support the student s transfer back to a 3-year programme at Leicester where possible. IMPORTANT: Anyone returning within the first three months will need to pay back the Erasmus grant in full. October Throughout Throughout June/July The students send their finalised Learning Agreement to the Erasmus Team and/or Department, to be checked and signed. Erasmus Team scans and emails this to the student and to the host University. IMPORTANT: Nearly all students experience module changes after arrival, due to timetable clashes or cancellations. Issues with accidents/theft of personal belongings or health issues are dealt by the Insurance Team. Contact information is available on the insurance documents sent to the student by the Insurance Team, Estates Office. Anything relating to the Erasmus Grant or any Erasmus paperwork is dealt with by the Erasmus Team. The Erasmus Grant is paid in October and in July. Students will be emailed by the Finance Office when payment is made. At the end of the placement it is the student s responsibility to ensure the Learning Agreement is correct and that the Host University have the right modules listed on their system. The students also have to complete the departure forms before they leave. In some universities, Students may be able to pick up their Transcript of Records from the Host University. Final payment of the Erasmus grant will only be made if all the paperwork is received by the Erasmus Team. This includes the Online Feedback Report. July/August Transcripts from partner universities may be sent to the International Office, or directly to the department. The Erasmus Team will send the original to the department, a copy to the student and will keep a copy in file. 4 th Year Students return for their final year of study September October International Office encourages all returners to become Erasmus Ambassadors and to set up the Erasmus Society. These students can support Departmental talks on request. The latest time for students to provide their department with their academic transcript from the Erasmus placement. 17
November January-June Students help to run the Study Abroad/Erasmus Fair. Student Ambassadors help with briefing second year students. Outgoing Students - Frequently-Asked Questions 1. What modules can I take in the host university? It can be difficult to find the modules! These often appear on the partner university website late in the summer, or they are not announced until the term starts. Most students have to make changes after their arrival, even if they have submitted a provisional learning agreement to Leicester in the spring of year 2. 2. Why should I do Erasmus? The Erasmus programme can bring many benefits to our students: An enhanced CV, with potential of higher earnings after graduation Skills essential for employability: communication, networking, flexibility, overcoming challenges A chance to learn a new language A chance to gain a European network of contacts New ways of thinking; on an academic level as well as a personal level Experience of living a different culture and studying in a different system Added maturity and strength of character (to name just a few) 3. Can I do an Erasmus Work Placement? Erasmus programme can involve work or study abroad, as part of a degree. Currently Erasmus work placements are only approved by the School of Modern Languages and departments which permit a year in industry. However there is growing interest in this area of activity. If approved by the department at Leicester, the student will need to find a suitable employer in an Erasmus country and have the prerequisite language skills for the placement. The Erasmus Team can offer further guidance. 3. Where can I go? Can I go to a place not on the list? You can only go to universities where the department already has a partnership. The departmental coordinator should have a list and information about the available partnerships. A list is also on the International Office Website: http://www2.le.ac.uk/offices/international/overseasexchange/outgoing/departments- contacts/departmental-links. We would not set up a new partnership simply because one student was interested in a certain destination or HEI. Occasionally a student is permitted to undertake their exchange at one of our existing partners in a different, but similar, subject area for example, a Computer Science student may be placed under a Mathematics link or a Physics student under a Chemistry link. For this to happen, there has to be an unused place at that university, as well as a good reason for the student to be allowed this alternative partner. This is not recommended for any degree which has a significant academic weighting for the year abroad. 18
3. INCOMING STUDENT MOBILITY University of Leicester receives Erasmus exchange students each year through our partnerships. The relationship with the students is different as the jurisdiction over their degree remains with their home university. We are also only in touch with them for 1-2 academic cycles. EXCHANGE AGREEMENTS Each incoming Erasmus student is assigned to a Home Department according to the bilateral agreement. The number of students we can receive is dictated by the Bilateral Agreement. If a university nominates students in excess of the total, we will usually decline. Maintaining a balance is crucial for financial reasons. PERIOD OF STUDY This is determined by the home university, but we can only accept students for the full academic year or a single Leicester semester. Unlike in the UK, some students can come on Erasmus exchange during the final year of their degree. ACADEMIC CONTENT, ACCREDITATION AND RECRUITMENT This is decided by the home university. We make it clear to the sending university that the students are expected to be flexible about their choices. FAILED MODULES Incoming Erasmus students occasionally contact the department asking for a re-sit after they have failed a module. The department is NOT under any obligation to make these arrangements. During re-sits, the student is no longer registered at UoL and therefore the better way is for s/he to discuss the situation with the sending university and submit additional work to their own department in home country. LANGUAGE SKILLS For undergraduate study, there is no pre-requisite English language qualification for Erasmus study. This is less shocking when one considers the relative language skills of our own outgoing students. Students need to state their language qualifications in their application and the home university confirms that their English is sufficient. For postgraduate study, students have to meet the requirements of the University of Leicester for postgraduate study, which may include taking an IELTS or similar test. COSTS Erasmus students do not pay tuition fees to the University of Leicester. The sending university pays the Erasmus grant to the student. ACCOMMODATION, VISAS AND INSURANCE Erasmus students can apply for accommodation through Accommodation Services; or for private accommodation. Erasmus students tend to be assigned to Mary Gee Houses. One or two Erasmus students each year do not have an EU passport, so require a visa. These students need to identify themselves to the Erasmus Team as soon as possible so visa arrangements can be made in time. EU students can register with the NHS and use an EHIC. Incoming Student Cycle At Leicester, we have approximately 240 incoming students for the 2013-2014 Academic year. : SEPTEMBER ENTRY APPLICATION PROCESS (For January starters this process takes place in the summer or autumn) February May Incoming students are nominated by their Host University to Leicester, in a given 19
academic field. Erasmus Team will check compliance and maximum mobility as per Bilateral Agreement. Additional students have the opportunity to come as fee-payers via the Study Abroad Programme. March March May June The Erasmus Team emails out Erasmus application forms to nominated students with additional information (e.g. module list). Students return the forms by post or email to the Erasmus Team. Erasmus Assistant checks semester dates are correct and provisionally compares module choices against the online Module Database. Form is then forwarded to the Admissions Office. Admissions Office add the student data on SITS and provide a student number, before adding a front sheet and forwarding to the Department. The Departments are required to confirm module choices on the front sheet. If student has chosen modules in different departments it is the Home Department s responsibility to obtain confirmation of module choice from other departments. If alternative modules are available these should be considered before returning the paperwork back to the Admissions Office. Please note that additional documents may be attached like Learning Agreements (with amendments) and ECTS Application Forms. These need to be signed and returned to the Erasmus Team. June/July August September The Admissions Office sends out offer letters directly to the student with accommodation details by email. Erasmus Team emails out information on International Student Welcome Programme (ISWP). At the beginning of September the Study Abroad/Erasmus Team ask the departments to provide available dates for Erasmus student module registration. Typically this would be a designated 2 hours minimum at the start of term. ARRIVAL (for January starters, this process takes place from mid-january) September Some students arrive early to attend the Study Skills course. On the last week of September students attend International Students Welcome Programme (ISWP). Students may come to Departmental offices early with their paperwork from the Home University, but it is recommended that paperwork is not completed until they have attended their Registration Talk during ISWP. September/October A Registration Talk takes place during ISWP, conducted by the Erasmus Team. After this session students will approach departments with: Learning Agreement Module Registration Form These documents need to be checked and signed by the Departmental Coordinator before the Erasmus Team is in receipt of these documents. 20
Module Registration Form (pink form) should have their name, student number and list of modules (with departmental signatures). Students should take 60 Leicester credits each semester (30 ECTS credits). Some students will want to take more credits and others will want to take less. Students definitely cannot take more modules but you can allow students to take less (as far as it is within reason i.e. they should be doing at least 40 Leicester credits per semester). In the past, we have forced all students to take 60 Leicester credits but this has created problems of absenteeism and plagiarism which is disruptive and creates more work for the academic departments. We do recommend an email from the department stating the reason for student to choose fewer credits. First day of term After the student has been to the department the students need to see the Erasmus Team, based in the Sports Hall for two days. Registration of Erasmus students consists of giving them their student/library card in exchange for their Module Registration Form and proof that they have registered online. The Erasmus Team also signs: Learning Agreement Arrival/Attendance Form Registration normally takes place the first week of October. At the end of the first week of registration, the Module Registration Forms are sent to the Registry Office who will update the SITS database. The Erasmus Team does not hold a database of student modules. October/January If the student changes modules after handing in their Registration Forms they would need to complete a Change of Module form from the Fielding Johnson Reception. The students need to complete, and ask the Departmental Coordinator to sign and return it back to the Fielding Johnson Reception. Registry will update the SITS database. Erasmus Team will ask the students not to change modules after 14 th October (2013 deadline) so as not to miss out too much. If students require letters from the University of Leicester for student status (eg opening bank account) these are provided by the Registry Office. Forms can be obtained from the Fielding Johnson Building Reception. The Erasmus Team can issue any letters confirming their arrival, attendance or departure. DEPARTURE January/June At the end of the study period the student need to complete Departure Forms, which the Erasmus Team will sign. The Erasmus Team will only sign for the last date the student is on campus. Departments need to provide a Transcript of Records of all the modules the students have selected. This is done by the end February for first semester students or end July for second semester and full year students. If students have chosen modules in different departments, this needs to be chased by the home department and added to one transcript. Contact details for different departments are available on the International Office website. http://www2.le.ac.uk/offices/international/overseasexchange/outgoing/departments-contacts 21
All incoming Erasmus students are expected to sit the exams at the end of their study period unless the coordinating department has received confirmation from the home university that this is not required. Departments are not obliged to change the rules for Erasmus students. However the obligation towards the student ends at the end of the academic year and there is no expectation to facilitate re-sits. 4. STAFF MOBILITY Staff Mobility is managed by the Institutional Erasmus Coordinator, however you are welcome to promote these opportunities to colleagues. Erasmus staff mobility aims to create mutual learning and sharing of best practice across Higher Institutions in Europe. It is intended to improve the skills of a staff member for their job role. The activities often include short stays in a partner institution on secondments, job-shadowing, workshops, courses or conferences. The process is outlined on the International Office website and you can direct colleagues to the following link (log-in is required) : https://swww2.le.ac.uk/offices/international/staff/europe/funding- for-visits-toeuropean-universities/document_view. A template for the work programme (which effectively acts as a proposal for a staff exchange) is attached at the end of this document. General information Any staff member with an employment contract can take part, including Graduate Teaching assistants and non-teaching staff Academic staff must include 5 hours of teaching in their visit Setting up new agreements for teaching exchanges is fairly simple and quick The visit must be five days minimum Staff of any nationality are eligible Applications cannot be made retrospectively Documentation is required before, during and after the visit By setting up an Erasmus bilateral agreement for staff exchange, your department is also agreeing to host a member of staff from the same university should they wish to visit Leicester. It is not compulsory for visits to be reciprocated and many of our 'exchanges' are one-way. 22
5. EXAMPLE ERASMUS DOCUMENTATION (Until July 2014) University of Leicester details Inter Institutional Agreement Inter Institutional agreement valid for the academic years 2013-2014 Lifelong Learning Programme: HIGHER EDUCATION (ERASMUS) Departmental Staff Details between (name and ERASMUS ID code) Institutional contact person (name, department, address, phone, fax, e- mail) Departmental contact person (name, department, address, phone, fax, e-mail) and (name and ERASMUS ID code) contact person (name, department, address, phone, fax, e-mail) UNIVERSITY OF LEICESTER UK LEICEST01 Natalie Cunningham, Head of International Mobility, International Office, University Road, Leicester UK. Tel: +44 116 252 2476 Email: erasmus@le.ac.uk Dr Rabah Aissaoui, Modern Language Coordinator Email: ra75@le.ac.uk UNIVERSIDAD DE VALLADOLID E VALLADO01 Luis A Santos Dominguez, Institutional Coordinator, Rector for Institutional Affairs, Plaza de Sant Cruz 8, 47002 Valladolid, Spain Tel: 34 983423250 email: relint@uva.es full legal name of the institutions in their national languages and ERASMUS ID codes The above parties agree to co-operate in the ERASMUS activities shown below. Both parties agree to abide by the principles and conditions set out in the LLP Guidelines for Applicants and will work according to the principles of the Erasmus University Charter. The agreement is on the understanding that both parties are receipt of an Erasmus University Charter as of 2014. Both parties will share information on any issue that can facilitate the mobility of students and staff. Both parties undertake to abide by the bilaterally agreed terms of this co-operation agreement. SM: student mobility Subject Area 2221 2221 ERASMUS subject area Level Country Total number Course title Modern Languages Modern Languages X X Student mobility Doctorate From To Students UK ES ES UK 4/8 4/8 40 40 Student months (= sum) TM: teaching staff mobility Subject Area Staff Mobility (optional) Topic(s) taught Level Country Total number Undergraduate Postgraduate Undergraduate Postgraduate Doctorate From To Teachers Teaching hours per week Signatures of the heads of institutions / legal representatives of both institutions: Name of institution: University of Leicester UK LEICEST01 Name of institution: Name and status of the official representative: Natalie Cunningham Head of International Mobility Name and status of the official representative: Signature: Date: International Office at Leicester to sign and stamp Signature: Date: 23
Check Partner university details are correct Check carefully Module choices (total 30 ECTS per semester) 10 Leicester credit = 5 ECTS Your signature 24
Establishing New Bilateral Agreements for Erasmus Student Mobility Initial Considerations Student mobility agreements should only be set up if there is a real need and the department has followed the correct procedure. The procedure exists to safeguard the students, the department and University of Leicester as a whole. This way we can ensure the quality of the academic programme for our outgoing students, as well as the support available with the host university. IMPORTANT: the University of Leicester internal programme approval process should happen hand in hand with the consideration of potential partner universities. There are two routes to a new partnership, depending on whether the department already offers a programme with a year abroad. Procedure For advice, please contact your College Academic Advisor. Does the department already offer this degree with a year abroad? YES: approach the College Academic Committee NO: Programme Approval Process, managed by the Quality Office: http://www2.le.ac.uk/offices/sas2 /courses/create In parallel, you will need to complete the proposal form for the International Office, Erasmus Co-ordinator 25
Proposal If an Erasmus exchange is to be pursued, an Erasmus Proposal Form (SM9.0) should be completed by the proposing member of staff at Leicester, for review by the University s Erasmus Coordinator. The proposal form asks for details of the suggested Partner University, curriculum, facilities, and potential for reciprocity amongst other things. If there is a definite need for this exchange then we would need to visit the proposed partner university (if we haven't already) before any agreement could be put into place. If you are setting up an agreement with a new partner university, someone from Leicester will need to visit the University. This should be someone from the academic department but if no-one from the academic department is available an International Officer could go on their behalf. Site Visit When preparing to set up a bilateral agreement for student mobility, the International Office needs to consider the following: 1. The type of student exchange envisaged (UG/PGT/research) 2. The programme or modules that our students will be studying 3. The expected length of student exchanges (academic calendar) 4. The language of instruction 5. Student learning and support facilities are available for our students 6. General student facilities available for our students 7. Why this University would be a good choice of exchange destination for our students 8. The benefits to the University of Leicester in having this exchange A visit to the (potential) host university would need to address the following eight points in detail. Please note: these questions are suggested by the International Office and do not replace the questions set by the Programme Approval Process. 1. The type of student exchange envisaged (UG/PGT/research) What level would students coming to Leicester be at? Leicester can only offer undergraduate modules, or PhD placements (if agreed). What year of study would undergraduate students coming to Leicester be coming in? Would they have compulsory modules? Could we accommodate these? Would any incoming students have expectations of doing research projects/dissertations or unsupervised research whilst at Leicester (this is not normally accommodated)? 2. The programme or modules that our students will be studying Is there a specific programme for exchange/erasmus students? Or do they chose modules from a range of programmes. Will there be a wide enough range of modules and/or options for our students at the appropriate level? How many modules will students need to take to make up the standard number of credits? Will this mean a significantly increased/decreased workload? Does the host university use ECTS credits (60 ECTS = 120 Leicester credits)? 3. The expected length of student exchanges (academic calendar) Does the university accept students for one semester/full year (if applicable)? 26
What is the semester/term system? Is this compatible with the University of Leicester academic year and any other key dates [from a departmental perspective]? 4. The language of instruction What level of language skills are our students expected to have upon arrival? Are there pre-sessional, or in-sessional language classes? Is all teaching in the same/host language? Can essays be submitted in English? Is any admin (eg. application form, on-site support) delivered in English? 5. Student learning and support facilities are available for our students What are lectures/classes like [sitting in on a lecture if possible]? What is the library like? Are the enough copies of core texts? Is there material in English? Are there other useful facilities for students (PC rooms, group work areas..?) Where do students go with queries about their programme of study/learning agreement etc? 6. General student facilities available for our students Is there an induction programme? Is there an orientation programme specifically for Erasmus/exchange students? What is the university/module registration procedure at the start of the year? Does it take place before classes begin or concurrently? Where can students go with problems relating to their exchange? Is there a University Accommodation Service? How do students apply? What is the success rate? [preferably including a visit to an accommodation site] If there is not an accommodation service, what is the recommended way for students to find accommodation for periods of less than 12 months? What does the local area have to offer? 7. Why this University would be a good choice of exchange destination for our students Does the exchange department have any specialisms/strengths/collaborations that our students could benefit from? Does the University have any particular areas of strength/facilities/opportunities that our students could benefit from? What makes it distinctive from other universities in the region/country? 8. The benefits to the University of Leicester in having this exchange A meeting, or meetings, with the host Departmental Coordinator/Manager (for programme information) and their International/Erasmus Office (for general information) should answer the above questions. The host university s team will most likely reciprocate enquiries with regards to Leicester. The Site Visit Report should include these findings, more detailed information on the university s location and transport links, campus/local area, and any other information which would be of significance to students, or those administering the exchange at Leicester. If the main purpose of a visit is to explore a future bilateral agreement for student exchange, the site visit could be funded by Erasmus. To discuss this further, please contact Cleo Bowen in the International Office pk202@le.ac.uk. Two processes need to be completed concurrently: Erasmus Proposal Forms and Site Visit Reports should be submitted to the International Office. Separate paperwork is needed for the Programme Approval Process. Please consult http://www2.le.ac.uk/offices/sas2/courses/create. 27