Information for OutgoingNUI Galway Students

Mary LyonsInternational Affairs Officer

3rd April, 2014

Studying abroad on the

ERASMUSprogrammein 2014/15

International Affairs Office Staff dealing with Erasmus• Gisèle Farrell

• Room 103 downstairs

• Mary Lyons • Institutional Erasmus Coordinator• Room 201 upstairs

How to contact us:• Call to 7 Distillery Road• e-mail: erasmus-office@nuigalway.ie• Tel: +353 91 493749• Web pages: www.nuigalway.ie/erasmus/outgoing

ERASMUS (Erasmus of Rotterdam, 1466-1536)

EuRopean Community Action Scheme for the Mobility of University Students

So far, across Europe, over 3,000,000 students have participated.

Bilateral Agreements between universities in various subject areas allow EXCHANGE of students – NO TUITION FEES.

Workload of study period abroad is set out in student’s LEARNING AGREEMENT and is recognised by the Home

University.

MOBILITY GRANT may be available to assist with costs.

Documents available to download

1. Information Brochure• Read carefully!

2. NUI Galway Application Form• i.e. your application for the Erasmus Grant • Obtain Academic Coordinator’s signature.• Return to our office by 30th April (for Semester 1 or

Full Year) or 28th November (for Semester 2).

Both documents can be downloaded fromwww.nuigalway.ie/erasmus/outgoing

Type or write your address continuously

across page to prevent form running onto 2nd

page

This form should ideally be typed.

You must give exact dates: see info that was sent to you from host university or check its

website

Your Grant Application Form

Is available to download in Word or pdf.

Ideally it should be typed. If completing by hand, use BLOCK

CAPITALS. It should only occupy one single

page, so please ensure that you do not hit the “RETURN” key when typing your home address, for instance.

Grant Application Form

If you do not submit your form by the 30th April deadline, you will not be considered for an Erasmus grant.

... You may be approved to study

abroad as a zero-grant student, but you will not be eligible for an Erasmus grant.

Completing the Application Form

Please ensure it is clearly legible. Advisable to use the form of your name

that appears on your passport. Irish or English form? Use one and stick

to it for all paperwork. Double-check your Bank Details and note

the account number you’ve given us if you’ve more than one account.

(Grant payments processed online by bank transfer: essential that info. you provide is accurate! Notify us of any change!!)

Completing your application (continued)

Home address: a permanent address, please!

Double-check your e-mail address• @nuigalway.ie AND alternative address

Departmental Coordinator Signature• Form not accepted without this

signature Return to Int’l Office by 30th April.

Remember ...

Grant application form not received on time:

NO GRANT!!!

DEADLINE: 30TH APRIL(or 28th November if you are going on Erasmus in Sem. 2)

Application to Host University

Check their deadline and adhere to it.

Your academic coordinator will advise. Or check the website.

Our Erasmus Code: IRLGALWAY01 Accommodation: Will you require

university housing/room in a student residence? If so, get your application in before the deadline!

BA students

If you are required to provide transcripts with your application:

Obtain a statement of your Semester 1 results from each

department/discipline on official headed notepaper, and include your

official First Year transcript.

Other things you should do in plenty of time ...

Make sure you are clear about ECTS requirements – ask your academic coordinator if unsure.

Research your host university and the town where you’ll be living.- University websites- Reports from our former students- Erasmus students here

- www.monetos.co.uk/ & www.justlanded.com/

More things you should be doing in advance ...

Sort out your EHIC and investigate insurance options.

Make sure your passport will be valid for the duration of your study visit!

Set up online banking (credit card also useful).

Think of getting an ISIC.

Remember ...

Grant application form not received on time:

NO GRANT!!!

DEADLINE: 30TH APRIL

Insurance You must hold an EHIC (see www.ehic.ie) You will also need private insurance. May be TRAVEL or HEALTH INSURANCE. Existing policy (e.g. Inclusion on parents’

health policy) MAY suffice. You MUST ensure you are covered for

(i) personal accident, (ii) medical treatment and

(iii) repatriation. If you intend travelling outside the EU on

completion of your Erasmus studies, check whether your policy is EU-specific.

What we’ll send you before you go

Letter of nomination from NUI Galway confirming your Erasmus student status

Two copies of the institution-student agreement

Learning Agreement Erasmus Student Charter

Institution-Student Agreement

Your Erasmus “contract” Two copies – 1 for you, 1 for us Personal details Host uni. details Bank details SIGNATURE!!!

The Learning Agreement A list of all courses and modules you will take Get sign-off by host university Return it promptly to NUIG Should be approved/signed by NUIG coordinator Page 2 if there are subsequent changes

To whom should I send my Learning Agreement?

In most cases, directly to your Academic Coordinator (see list of university links at back of brochure).

ONLY IF you are B.A. non-language, send it to the International Office and we will ensure it reaches your two academic departments for review and approval.

Essential for all B.A. students

Ensure that your TWO sending departments/disciplines are aware of, and have approved, your choice of courses.

Ensure you take sufficient credits. Get approval in writing (i.e. Learning

Agreement, plus e-mail from 2nd department).

Other paperwork

Grant acknowledgement form – for each instalment – AMOUNT and SIGNATURE, please!

Student Final Report – at end

Certificate of Attendance – have this signed and stamped before you come home.

Grant instalments will be withheld if paperwork missing!!!

Your Registration status at NUI Galway

You must be registered at NUI Galway for the academic year 2014/15.

You will register online – be sure to do this before starting your studies abroad!

Go to www.nuigalway.ie/registration and follow instructions, making sure that the relevant fee is paid to NUI Galway.

The Erasmus Grant

Amounts vary according to host country: 2 “bands” of countries.

Main instalment at beginning, FY usually receive further instalment in January, with top-up at end. Single-semester students usually get 2 instalments.

2014/15 Grant Amountsbut grant is not guaranteed for every student – we will know more in

June

€250 per month for Denmark, France, Italy, Austria, Finland, Sweden, UK

€200 per month for Belgium, Czech Republic, Germany, Spain, Netherlands, Turkey, Hungary, Malta

Local Authority Grants

Higher education grant maintenance cheques• Will be unable to collect grant in person• Download the Unable to Collect Cheque Form

from the Fees Office website: www.nuigalway.ie/student-fees/grants-scholarships-fellowships-

finanical-supports/cannot-collect-what-do-i-do/ and return it to Fees Office.

• This authorises the Fees Office to forward your grant cheque to your bank account.

• IMPORTANT TO REGISTER AT NUI GALWAY

If you are in receipt of an Erasmus Grant, you may have to forfeit it if

you fail to complete agreed study programme; you fail to complete a minimum of three

months abroad.• If you return home without completing agreed study

period (but have completed 3 months), you can be asked to return a proportion of grant.

• Returning home without completing “International” year also has implications for your subsequent studies, your final degree and your fees at NUI Galway.

What is meant by “3 months”?

1st September to 30th November or

5th February to 4th May

In other words: Day x of month n until day (x-1) of month (n+3)

EILC

Erasmus Intensive Language Courses Less widely-used languages – e.g.

Dutch, Swedish, Finnish, Flemish, Maltese (and also Italian!)

Short course before academic year No tuition fee Small additional grant (€300) Will be advertised in May

Disability grant

If you have a severe disability or exceptional special needs, you might be eligible for a grant to assist with the associated additional costs involved in completing an Erasmus study period.

International Office will advise in June/July.

Students with disabilities ...

Students who are registered with the Disability Service should inform the Disability Officer that they are going to study abroad.

Accommodation

Standards may vary! Research areas/prices in advance. Bring enough money to pay a deposit if

renting in private sector. Good idea to record and report any

existing damage or anything missing at the time of moving in.

Our advice: Do not enter into any subletting arrangements!

BEWARE OF SCAMS!!!

Remember: Erasmus Academic Coordinator at host

university Be sure you have name and contact details!

Keep a copy of your Learning Agreement. Keep a copy of your Cert of Attendance. Find out what happens at the host university re.

Exam Results – your responsibility!

@nuigalway.ie e-mail account – our means of communication with you while abroad• Check regularly & ensure inbox not full!

Language Courses

You may have to pay a fee for language courses you are required to attend, especially in Spain.

Keep all receipts and evidence of attendance! You may be able to claim some assistance with the cost later in the year – Int’l Office will advise.

More points to remember

Assimilate with native and other international students e.g. when arranging accommodation.

Language students: this is your best opportunity to practise the language – use it!

Be brave, go for it – this is a life-changing experience.

Be open-minded! Travel, experience the culture. Cultural differences ... …

Important note about personal safety

When you arrive in the host country with a large amount of luggage, be extremely vigilant at railway or bus stations!!!

Exercise caution generally when out and about, especially at night. Look out for each other!

Don’t look conspicuous or carry valuables or large amounts of cash

Alcohol ...

Safety & Welfare

Good idea to note local emergency numbers just in case ...

Register with a doctor in the host town or city.

If you have a medical condition, take translated copies of any documentation and ensure you will be able to get your medication.

Remember also … You are an ambassador for your country

& university. Homesickness:

• You are not alone! It’s very common & should pass.• Feel free to contact us if you have problems

adjusting.• Students most homesick initially often do not want to

return home at the end of their studies abroad! If problems arise, do not hesitate to

contact either:• International Affairs Office (erasmus-

office@nuigalway.ie) or• NUI Galway Dept. Coordinator or• Home

**Contact your family on a regular basis!**

Remember ...

Grant application form not received on time:

NO GRANT!!!

DEADLINE: 30TH APRIL

GOLDEN RULES – DO NOT FORGET!!!

DO NOT MISS THE DEADLINE OF 30TH APRIL.

DEAL WITH PAPERWORK PROMPTLY.  NEVER LEAVE A BLANK ON A FORM. MAKE SURE TO REGISTER AT NUI

GALWAY BEFORE YOU GO. KEEP COPIES OF ALL IMPORTANT

DOCUMENTS.

ENJOY YOUR ERASMUS EXPERIENCE!