erasmus+ paperwork handbook 2020-21 (study placements)

Erasmus+ Paperwork Handbook 2020-21 (Study Placements)

Please note: all information included in this handbook is accurate at time of publication to change

CONTENTS BREXIT AND THE ERASMUS GRANT ....................................................................................................................... 3

WHAT IS THE ERASMUS+ GRANT? ........................................................................................................................ 3

HOW DO I APPLY FOR THE ERASMUS+ GRANT? ..................................................................................................... 3

PAPERWORK FLOWCHART ................................................................................................................................... 4

BANK ACCOUNT DETAILS ...................................................................................................................................... 4

HOW MUCH FUNDING WILL I RECEIVE? ................................................................................................................ 5

ERASMUS+ DISABILITY GRANTS ............................................................................................................................ 6

ERASMUS+ WIDENING PARTICIPATION GRANT ..................................................................................................... 6

HOW ARE THE ERASMUS+ GRANTS CALCULATED? ................................................................................................ 7

WHEN WILL I RECEIVE MY ERASMUS+ GRANT? ..................................................................................................... 8

STUDENTS COMPLETING TWO PLACEMENTS......................................................................................................... 8

BUDGET TEMPLATE .............................................................................................................................................. 9

ONLINE LINGUISTIC SUPPORT ............................................................................................................................... 9

OLS SECOND ASSESSMENT.......................................................................................................................................... 10

OLS ASSESSMENT FOR MULTIPLE MOBILITIES ............................................................................................................ 10

ONLINE LANGUAGE SUPPORT COURSE ...................................................................................................................... 10

WHAT NEEDS TO BE COMPLETED IN ORDER TO RECEIVE THE FIRST ALLOCATION? ............................................... 11

WHAT NEEDS TO BE COMPLETED IN ORDER TO RECEIVE THE SECOND ALLOCATION? ........................................... 11

WHAT OTHER PAPERWORK CONSIDERATIONS ARE THERE?................................................................................. 11

LEARNING AGREEMENT – BEFORE YOUR PLACEMENT ......................................................................................... 12

EHIC CARD ......................................................................................................................................................... 16

A NOTE ABOUT SIGNATURES .............................................................................................................................. 17

ERASMUS+ GRANT AGREEMENT ......................................................................................................................... 18

LEARNING AGREEMENT – DURING YOUR PLACEMENT ........................................................................................ 20

FIRST AND SECOND RECEIPTS ............................................................................................................................. 21

LEARNING AGREEMENT – AFTER YOUR PLACEMENT ........................................................................................... 22

IF I LEAVE MY ERASMUS+ PLACEMENT EARLY WILL I BE EXPECTED TO REPAY THE ERASMUS+ GRANT? ................ 23

ERASMUS+ STUDENT CHARTER .......................................................................................................................... 23

CONTACT US ...................................................................................................................................................... 24


BREXIT AND THE ERASMUS GRANT The UK left the EU at 11pm on Friday 31 January 2020, and has now entered an 11-month transition period. This

provides time for negotiations over the future relationship to take place while the UK remains in the EU's single

market and customs union but will not have a seat in any of the decision-making institutions. Planning for all

eventualities continues at the University, and we’ll continue to keep you fully updated.

Information provided within this handbook, on the website, in presentations, information sessions, group or one to one appointments and other literature is subject to change before and after the UK’s exit from the EU. The University will keep you up to date with information, paperwork and processes relating to the payment of the Erasmus+ grant throughout the lead up to and during your placement.

WHAT IS THE ERASMUS+ GRANT?

Erasmus+ students (students studying and/or working within Europe) have previously been eligible to receive a

mobility grant which is allocated to them from money which comes originally from the EU Commission in Brussels

and passes through the UK National Agency (the British Council) to individual universities. We are awaiting

confirmation that the Erasmus+ grant will be available to students attending an Erasmus+ eligible placement in

2020/21. The Global Opportunities Team is responsible for allocating this money.

The grant amount varies from year to year and is calculated according to each students’ destination country and

length of study or work period abroad. These grants are not means tested and you do not have to repay them,

unless the relevant paperwork is not returned or you leave your placement before the due date.

The grant is intended as a contribution to the costs of your placement only, it is not a full maintenance grant and

will assist but not cover all of the extra expenses of studying abroad.

HOW DO I APPLY FOR THE ERASMUS+ GRANT?

Once you have been allocated an eligible placement you will be asked to complete the Erasmus+ paperwork that will

entitle you to receive the Erasmus+ grant.

Please note that Erasmus+ grants can only be paid for placements where students are in attendance in their host

country and registered for in person classes or a combination of virtual learning and in person attendance.

Erasmus+ grants cannot be paid to students who are undertaking virtual learning or work only whilst they remain

in their home country.

The information contained within this handbook will help you to complete the Erasmus+ paperwork and provides

information about how the grant is paid.


PAPERWORK FLOWCHART

Erasmus+ Learning

Agreement (BEFORE section)

Erasmus+ Grant Agreement

Enter Sterling bank account details into

iExeter

Complete part one of the Online Linguistic Support

assessment

Erasmus+ Learning

Agreement (DURING section,

if applicable)

First receipt

Complete online report – emailed to you from ECAS

email address

Erasmus+ Learning

Agreement (AFTER section)

Complete part two of the Online Linguistic Support

assessment

Second receipt

Transcript of studies

BANK ACCOUNT DETAILS

Before submitting your paperwork you will need to check that you’ve entered your bank details onto iExeter, under

the ‘Student record & registration (SRS)’ tile:


*Please note: the Erasmus+ grant is paid in Sterling only*

HOW MUCH FUNDING WILL I RECEIVE?

In previous years grants have been a contribution towards the cost of the planned Erasmus+ mobility period. The

grant rate is set by the National Agency at the beginning of the year and are as follows:

ERASMUS+ STUDY PLACEMENTS 2020/21 COUNTRY MONTHLY GRANT

Denmark, Finland, Iceland, Ireland, Luxembourg, Sweden, Norway

€420

Austria, Belgium, Germany, France, Italy, Greece, Spain, Cyprus, Netherlands, Malta, Portugal

€370

Bulgaria, Croatia, Czech Republic, Estonia, Latvia, Lithuania, Hungary, Poland, Romania, Slovakia, Turkey

€370

ERASMUS+ WORK PLACEMENTS 2020/21 COUNTRY MONTHLY GRANT

Denmark, Finland, Iceland, Ireland, Luxembourg, Sweden, Norway

€520

Austria, Belgium, Germany, France, Italy, Greece, Spain, Cyprus, Netherlands, Malta, Portugal

€470

Bulgaria, Croatia, Czech Republic, Estonia, Latvia, Lithuania, Hungary, Poland, Romania, Slovakia, Turkey

€470


ERASMUS+ DISABILITY GRANTS

Additional grants have previously been available for students and staff with disabilities and health conditions wishing

to participate in an Erasmus+ placement and where participation would not be possible without extra financial

support. The allowances offered when disabilities or health conditions lead to additional mobility costs which

exceed the maximum grant allocations allowed and which cannot be recovered from other sources. The grant

covers approved actual costs. We are awaiting confirmation that the Erasmus+ grant will be available to students

attending an Erasmus+ eligible placement in 2020/21.

Applications for the Erasmus Disability Grant must be submitted prior to the start of your mobility. Individuals

risk funds not being available if they apply after they have started their mobility.

Your Accessability Coordinator will be able to help you with your application and paperwork, we recommend you

make an appointment to discuss your Study Abroad placement with your coordinator as soon as you know which

institution you will be attending.

To be eligible for the additional funding the following criteria must be met:

The student must have an officially recognised disability and/or special needs;

The application must be supported by a medical practitioner, testifying to the scale of the disability or special

need and the difficulty which it presents to the mobility of the student, i.e. the ability to participate in Erasmus+

not simply with physical mobility;

The application must be submitted prior to the start of the mobility period.

If the application is approved, the National Agency will specify a maximum supplementary allowance. On

completion of the Erasmus+ period a final report of expenditure will be required. If the expenditure is less than the

approved maximum, a recover order will be raised and the difference must be repaid to the National Agency.

If you have any questions or would like an application form for the Erasmus Disability Grant please

contact [email protected].

ERASMUS+ WIDENING PARTICIPATION GRANT

A supplementary grant for disadvantage is usually paid to students defined as disadvantaged and meet the criteria to

receive the Access to Exeter bursary. If you are currently in receipt of the Access to Exeter bursary you will

automatically be eligible for the Erasmus Widening Participation grant and do not need to take any further action.

If you are not currently in receipt of the Access to Exeter bursary but believe that you are now eligible please contact

[email protected] for further information.

mailto:[email protected]



The supplementary Widening Participation grant is as follows:

Students undertaking a study placement €120 per month

Students undertaking a work placement

€20 per month

HOW ARE THE ERASMUS+ GRANTS CALCULATED?

The dates you provide on your Learning Agreement will be used to calculate the total duration in months of your

placement.

The same formula to calculate the grant is used for all students on an Erasmus+ placement from any UK university.

Erasmus+ mobility for study must be between a minimum of three months and a maximum of 12 months per cycle1.

The period of time between the start and the end date of the mobility, without rounding up or down, will be

considered to be the duration of the mobility. The duration will be based on full months of 30 days (regardless of

whether the months are of 28, 29, 30 or 31 days), plus any remaining days. A year is considered as 360 days.

The duration is calculated from the first day the student is required to be at their place of study. For example, this

could be the start date of their first course, a welcoming event organised by the host institution, an information

session for students with disabilities or learning dispensation, a language and intercultural course organised either

by the host institution or other organisations (if the sending institution considers it relevant for the mobility).

If the student chooses to travel to the receiving institution before the date they are required to be at their place of

study, the sending institution will only fund the placement from the date the student is required to be at the place of

study.

The end date is the last date the student needs to be present and may not be the actual date of departure. This is,

for example, the end of exams period, courses or mandatory sitting period.

If the student selects to leave after the date they are required to be present, the sending organisation should only

fund the student until the last date they are required to be present. In the instance where a student departs before

the last date they are required to be at the host organisation, the student will be funded until the date of their

departure.

Important note: no student mobility period, including any extension granted will be funded for more than 12

months (360 days). Students who wish to extend their mobility will not automatically receive additional funding

for the extension of their placement, approval for the extension must be sought from the Global Opportunities

Team.

1 Cycle = level of study at a Higher Education Institution. For example; undergraduate study = 1st cycle, postgraduate taught study = 2nd cycle


WHEN WILL I RECEIVE MY ERASMUS+ GRANT?

Assuming the UK successfully negotiates its continued participation in the Erasmus+ programme post Brexit the first

allocation of the Erasmus+ is usually paid at the end of October, and the second allocation is usually paid at the end

of July2. These dates are estimated based on previous years, the implication of Brexit on payment dates are as yet

unknown and may significantly change these estimated payment dates.

We are unable to start payments of each allocation until we have received the funding from our National Agency.

When the University of Exeter receives the funding from the National Agency varies each year so we will be unable

to provide a precise timeline of when you can expect each allocation. We will however provide updates throughout

your placement as and when we receive them, due to the volume of emails we receive we will not be unable to reply

to individual requests for updates on payment dates.

Please see: WHAT NEEDS TO BE COMPLETED IN ORDER TO RECEIVE THE FIRST ALLOCATION?

WHAT NEED TO BE COMPLETED IN ORDER TO RECEIVE THE SECOND ALLOCATION?

Please note that the Erasmus+ grant is provided from money which originally comes from the EU Commission in

Brussels and passes through the UK National Agency (the British Council) to individual universities. As such there

can sometimes be delays in the University of Exeter receiving the funding in comparison to other UK universities

and the times listed here for payment are estimated and not guaranteed3.

Students will be provided with updates regarding the Erasmus+ grant payment dates as and when we have them.

We will not respond to individuals asking when the next allocation will be paid.

STUDENTS COMPLETING TWO PLACEMENTS

Erasmus+ grant payments for students completing two placements will be paid as follows:

1st allocation of 1st placement

1st allocation of 2nd placement

2nd allocation of 1st placement

2nd allocation of 2nd placement

Please note that the second allocation cannot be paid until we have received funding from the National Agency,

this is usually paid at the end of July. Please budget accordingly.

2 These estimates are based on previous years, the implications of Brexit on payments dates are as yet unknown and may significantly change these estimated payment dates 3 These estimates are based on previous years, the implications of Brexit on payments dates are as yet unknown and may significantly change these estimated payment dates


BUDGET TEMPLATE

EXPENSE (NOT AN EXHAUSTIVE LIST, ADAPT AS APPROPRIATE TO YOUR CIRCUMSTANCES)

COST ESTIMATE

Visa fee

Passport renewal

Orientation expenses (such as airport transfer)

Vaccinations

Airfare

Entry and exit taxes (if applicable)

Language course fees (if applicable)

Meal plans (if applicable)

Housing

Insurance

Books/photocopies and other class related materials

Local commuting/transportation

Personal expenses (toiletries, postage, phone, entertainment)

Holiday/personal travel expenses

Internet

Social activities

Local transportation

Bank account fees

Contingency for emergencies

(Loans or debt you are responsible for paying during your placement)

TOTAL

EXPENSE (NOT AN EXHAUSTIVE LIST, ADAPT AS APPROPRIATE TO YOUR CIRCUMSTANCES)

COST ESTIMATE

Visa fee

Passport renewal

Orientation expenses (such as airport transfer)

Vaccinations

Airfare

Entry and exit taxes (if applicable)

Language course fees (if applicable)

Meal plans (if applicable)

ONLINE LINGUISTIC SUPPORT

The Online Linguistic Support (OLS) is an online platform designed to improve the knowledge of the language you

will be working or studying in before and during your stay abroad. The OLS offers online language assessment and,

where applicable, language courses to any student participating in an Erasmus+ mobility activity with a duration in

excess of two months.

OLS assessments are mandatory for students that are undertaking a mobility in a language that is not in their native

language. For example, if a UK student undertakes a mobility in France but will be working in English, they are not

required to complete the assessment. However, it the UK student intends to work in French they would then need

to complete the assessment and could participate in a language course.


If an overseas student whose first language is not English enrolled at a UK institution is going to undertake a mobility

in English, then they would be required to take the OLS assessment in English.

OLS SECOND ASSESSMENT

The second assessment is mandatory for students who complete the first assessment. The second assessment is

linked to the original assessment and will automatically be issued to you when you reach the end of your mobility. If

you achieved level C2 in your first assessment, you will not be asked to complete a second assessment.

OLS ASSESSMENT FOR MULTIPLE MOBILITIES

If you are undertaking multiple mobilities in the same language you must complete the OLS assessment for each

mobility, regardless of whether you have previously completed the OLS language assessment in the same language

for a previous mobility. For instance, if you undertake a mobility in French and complete the OLS assessment and

then undertake another mobility in French you will need to complete the OLS assessment again.

ONLINE LANGUAGE SUPPORT COURSE

The OLS course (separate to the OLS assessment) is aimed at various levels of proficiency. It is more beneficial to

beginners and intermediates but there are sections for those with a better knowledge of the host language.

If you obtain a result between levels A1 and B1 in your first assessment you will automatically be allocated a

language course licence. If in your first assessment you obtain a higher result than B1 courses are available in the

following languages, at the following levels:

LANGUAGES LANGUAGE

COURSE AVAILABLE

LANGUAGE COURSE LEVEL

English, German, French, Italian, Spanish, Dutch

YES

All levels

Portuguese

YES

Up to B2 level

Bulgarian, Czech, Danish, Greek, Finnish, Croatian, Hungarian, Polish, Romanian, Slovak, Swedish

YES

A1 level

If you are not automatically issued with an OLS course licence you can request one by emailing

[email protected]. Please note that we receive a limited number of licences each year as such they will be

issued on a first come, first served basis.



WHAT NEEDS TO BE COMPLETED IN ORDER TO RECEIVE

THE FIRST ALLOCATION?

1. Sterling bank account details have been entered on iExeter and double checked to ensure the information is

correct

2. ‘Before’ section of the Learning Agreement has been filled out in full. Before submitting to the Outbound Study

Abroad team ensure the following have been completed (see notes on LEARNING AGREEMENT – BEFORE YOUR

PLACEMENT)

a. The Student, The Sending Institution, and The Receiving Institution sections are complete

b. You have filled in the dates of your planned mobility

c. The receiving institution has signed and stamped to confirm the planned dates of your mobility are

correct

d. You have completed TABLE A listing your proposed modules

e. You have included a link to the course catalogue at your host university

f. You have ticked what level of language competence you have or n/a (will be taught in English)

g. Your Study Abroad Coordinator at Exeter has signed your form

h. The Study Abroad Coordinator or Academic Coordinator at your host university has signed your form

i. You have included your insurance policy details

j. You have read through and ticked the necessary permissions

k. You have signed your form

l. Your home and host universities have signed your form

3. You have signed and returned your grant agreement (please scan and return the whole document not just the

signature page)

4. You have completed part one of the Online Linguistic Support assessment

WHAT NEEDS TO BE COMPLETED IN ORDER TO RECEIVE

THE SECOND ALLOCATION?

1. Signed first receipt

2. Completed ‘after’ section of the Learning Agreement

3. Completed online report (emailed to you via the European Commission)

4. Completed part two of the Online Linguistic Support assessment

WHAT OTHER PAPERWORK CONSIDERATIONS ARE THERE?


Transcript of records: Not all universities will automatically issue you with a transcript of records you may have to

formally request a copy, before you leave your placement, we recommend you contact the International Office at

your host university to confirm what their procedure is for issuing transcripts.

Second receipt: Typically your final piece of paperwork to return (but the one that is most overlooked) is your signed

second receipt, returning this document is a compulsory requirement of receiving your Erasmus grant!

LEARNING AGREEMENT – BEFORE YOUR PLACEMENT


Study cycle refers

to your degree

level (see footnote

2 on the

document)

The Erasmus code

for your host

institution can be

found

here:http://eacea.ec

.europa.eu/llp/erasm

us/documents/list_h

olders/euc-for-the-

academic-year-2013-

2014.pdf

Please ensure

you have

inserted your

name in the

header of the

document

http://eacea.ec.europa.eu/llp/erasmus/documents/list_holders/euc-for-the-academic-year-2013-2014.pdf












This section of your

paperwork must be

completed BEFORE

you start your

placement. It is

important that the

dates you include

here are the term

dates of your host

university and do

not include any

additional time in

country before or

after your

placement. The

dates provided

here will be the

dates used to

calculate your

Erasmus grant.

Before section is not

complete until your

host university has

signed and stamped

this section to

confirm your

placement dates are

correct.


Table A needs to be

completed BEFORE

your placement

begins. Here you

will need to list the

modules you will be

taking on your

placement, if you

need additional

space please insert

extra rows into the

word document.

‘Components’ and

‘Educational

components’ are

referring to

modules.

The majority of

our partners

whose modules

are taught in

languages other

than English will

expect a minimum

level of B2, if you

are unsure what

your language

level is you can

self-assess using

the Europass

system found

here:

http://europass.ce

defop.europa.eu/e

n/resources/europ

ean-language-

levels-cefr

http://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr






EHIC CARD An EHIC card alone is not sufficient health insurance cover for your placement abroad, additionally the implications

of Brexit on the validity of the EHIC are not yet known. It is therefore essential that you take out comprehensive

insurance in addition to carrying an in date EHIC card. If you return your paperwork with just your EHIC listed it will

be considered incomplete and will not be sufficient to release the first allocation of the Erasmus+ grant.

Insurance for your

time abroad is

essential!

Please ensure you

have detailed here

the policy you have

taken out for your

placement.


A NOTE ABOUT SIGNATURES

Typed signatures, and signatures drawn onto the Erasmus+ paperwork using a cursor are not valid. If your

paperwork is submitted with anything other than a handwritten signature it will not be valid and will slow down the

payment of your Erasmus grant. Please note that scanned copies of your handwritten, signed documents are

acceptable.

Study Abroad

Coordinator in your

College/Department

at Exeter.

Study Abroad

Coordinator or

Academic

Coordinator at your

host university.

Typing your name

here will not validate

your paperwork, you

must complete your

documents, print,

sign and scan them

back to us.


ERASMUS+ GRANT AGREEMENT

The information you have provided in the ‘before’ section of your Learning Agreement will enable us to generate a

personalised Erasmus+ Grant Agreement which you will need to fill in, sign and return to us. Before we are able to

pay the first allocation of the Erasmus+ grant you will need to complete and return the ‘before’ section of the

Learning Agreement and a signed Grant Agreement in full (do not just return the signature page).

The Erasmus+ Grant Agreement will look like the following document but will be personalised with your information,

placement dates and will detail the amount of Erasmus+ funding you will be eligible for according to the dates you

have provided on your paperwork.


LEARNING AGREEMENT – DURING YOUR PLACEMENT

The ‘during’ section of your Learning Agreement will only need to be completed if you have made changes to any of

the modules you listed in the ‘before’ section.


FIRST AND SECOND RECEIPTS

Please note the second receipt is virtually identical to the above.

Please write the

name of your Host

University or

employer in this

section NOT

‘University of Exeter’

Please indicate if you

are completing a full

year placement, or if

you are completing a

combined placement

please indicate

whether you are

submitting a receipt

for your first semester

placement of your

second semester

placement


LEARNING AGREEMENT – AFTER YOUR PLACEMENT

This section is completed at the end of your placement and must contain the actual dates of your placement

excluding any additional time in country before or after your study placement. It must be signed and stamped by a

representative at your host university. The dates provided here will be used to calculate the second allocation of

your Erasmus grant.

Please ensure your

host university include

their institutional

stamp when signing

the ‘after’ section of

your Learning

Agreement.


IF I LEAVE MY ERASMUS+ PLACEMENT EARLY WILL I BE

EXPECTED TO REPAY THE ERASMUS+ GRANT?

Yes, the grant is only payable for the time that you are on your placement. If you return home early from your

placement due to force majeure or there are other extenuating circumstances and you have met the minimum

requirements for during of placement, the National Agency will decide on a case by case basis if you will be allowed

to retain the Erasmus+ grant.

ERASMUS+ STUDENT CHARTER

The Erasmus+ student charter highlights your rights and obligations and tells you what you can expect from your

sending and receiving organisations at each study of your Erasmus+ experience.

Table C, whilst a

compulsory element of

your paperwork serves

as an example of what

your transcript of

records should include.

Your transcript of

records will be issued by

your host university –

check if you need to

request one before you

leave as not all

universities

automatically issue

them. See also: WHAT

OTHER PAPERWORK

CONSIDERATIONS ARE

THERE?


HIGHER EDUCATION INSTITUTIONS participating in Erasmus+ have committed themselves to respect the principles

of the Erasmus charter for Higher Education to facilitate, support and recognise your experience abroad.

ON YOUR SIDE you commit yourself to respect the rules and obligations of the Erasmus+ Grant Agreement that you

have signed with your sending institution.

THE ERASMUS+ STUDENT AND ALUMNI ASSOCIATION (ESAA) offers you a range of services to support you before,

during and after your experience abroad.

Please read the Erasmus+ Student Charter in full here: http://ec.europa.eu/dgs/education_culture/repository/education/opportunities/higher-education/doc/charter_en.pdf

CONTACT US

: [email protected]

: 01392 724107

Bookable appointments: Throughout term time we hold Study Abroad appointment sessions, each session is 15

minutes and is bookable either at the Career Zone or by emailing [email protected]. We welcome any student

from any year group to these sessions to discuss all things Study Abroad. For appointment availability see:

http://www.exeter.ac.uk/international/studyabroad/outbound/contactus/bookableappointments/

Live chat: When you see the message box below on our website

(http://www.exeter.ac.uk/international/studyabroad/outbound/) a member of the study abroad team is available to

live chat with!

http://ec.europa.eu/dgs/education_culture/repository/education/opportunities/higher-education/doc/charter_en.pdf

http://ec.europa.eu/dgs/education_culture/repository/education/opportunities/higher-education/doc/charter_en.pdf



http://www.exeter.ac.uk/international/studyabroad/outbound/contactus/bookableappointments/

http://www.exeter.ac.uk/international/studyabroad/outbound/

erasmus+ paperwork handbook 2020-21 (study placements)

Documents