Pavol Jozef Šafárik University in Kosice

українська
AIS2

Student mobilities – Traineeship for recent graduates (SMP), Information for the selected students

Contact person:

PhDr. Zuzana Szattlerová 
VoIP (enum): +421 55 234 1129
e-mail: zahrodd@upjs.sk
            zuzana.szattlerova@upjs.sk

Steps before the mobility

Selection procedures

  • are ensured by the faculties/departments/institutes. Each faculty has a set number of mobilities, and based on this number they determine the order of the selected students and the list of substitutes (and possibly rejected students).

Communication of the students with the receiving organisation

  • The student is responsible for the communication with the receiving organisation. The preparation of the program for the traineeship and of the Learning Agreement for Traineeships has to be ensured by the student in cooperation with the receiving organisation.

Delivery of documents

  • The student/graduate has to deliver the following documents to the IRO by the stated deadline:
    • all documents required by the receiving organisation (e.g. application form, ID, passport, curriculum vitae, motivation letter, etc.)
    • all documents required by the sending institution (i.e. learning agreement, bank account details, European Health Insurance Card, copies of the insurance contracts, which confirm that the student is covered by the necessary types of insurance for the whole period of his/her mobility).
  • The deadlines for delivering the necessary documents are announced on the meeting for the selected students.
  • In addition to the documents required by the receiving organisation, the IRO also needs:

The student/graduate delivers the Learning Agreement (LA) to the IRO only when it is signed by the student/graduate and his/her coordinator (in case of the Faculty of Arts it is signed by the departmental and faculty coordinator, and in case of the Faculty of Science it is signed by the institutional and faculty coordinator). The IRO will then ensure the signature of the Erasmus Institutional Coordinator.

  • Recognition of the Erasmus+ mobility – traineeship: Table B in the LA – Before the Mobility:
    • if the traineeship is carried out by a recent graduate, s/he fills in Table nr. 3 in Table B
  • If the receiving organisation does not have its own version of the Learning Agreement document, the student/graduate needs to hand in our version (available in the Documents part)
    •  Bank account details - (the form is available in the Documents part)
  • We need the IBAN form of the bank account number.
    •  European Health Insurance Card
  • must be valid to cover the entire period of the mobility. If the student/graduate travels to a country, where this card is not valid (e.g. Turkey), s/he will have to ensure commercial insurance.
    •  Copies of the insurance contracts, which confirm that the student/graduate ensured the following types of insurance for the whole period of his/her mobility:
      • Health insurance – if the student does not have an European Health Insurance Card
      • Accident insurance
      • Liability insurance
  • New: Erasmus+ insurance - https://www.erapo.sk/
  • Declaration of honour for green travel – more information here 
  • Consent to the processing of a special category of personal data – obligatory only for students with fewer opportunities
  • Confirmation of fewer opportunities – more information here
  • All the documents for the receiving organisation and for the IRO need to be delivered at least two months before the planned date of start of the mobility to the IRO directly, or to the faculty/departmental/institutional coordinators , who send these documents to the IRO.
  • The IRO sends the documents to the receiving university. The students/graduates send their documents to the receiving organisation only if it is required by the receiving university, and the students/graduates need to upload their documents into the online system of the receiving organisation. If that is the case, please inform us about this requirement.
  • Please take your nomination for an Erasmus mobility seriously! In case you withdraw your application for a mobility, inform us about it via an email stating the reason of your withdrawal, and please inform your faculty/departmental/institutional coordinator as well.
  • Grants:

A. Basic rates of individual support for students for a long-term mobility and top-ups:

Target country

Grant/month - study mobility

Denmark, Finland, Ireland, Iceland, Lichtenstein, Luxemburg, Norway, Sweden, Belgium, Cyprus, France, Greece, Netherlands, Malta, Germany, Portugal, Austria, Spain, Italy

670

Bulgaria, Croatia, Czech Republic, Estonia, Lithuania, Latvia, Hungary, Slovenia, Poland, Romania, the Republic of North Macedonia, Serbia, Turkey

620

The mobility participants with fewer opportunities are entitled to a top-up amount of € 250 / month above the basic grant.

Students can opt for green travel. In this case, they will receive a single contribution of EUR 50 as a top-up to the individual support and, if necessary, a maximum of 4 days of additional individual support to cover travel days  for a return trip.

 

Steps before leaving for an Erasmus+ Mobility for recent graduates

Signing the Agreement on Providing Financial Support (Financial Agreement)

  • The financial agreement is signed approximately 1 month before the start of mobility (ideally)
  • The IRO prepares the student/graduate's financial agreement only when:
    • it received all the necessary documents from the student/graduate
    • it received the Learning Agreement  signed by the receiving university as well
    • the student/graduate announces the exact dates of his/her mobility
  • As soon as the financial agreement is signed 80% of the grant will be transferred to the student/graduate (the remaining 20% of the grant will be transferred to the student/graduate after his/her mobility and the fulfilment of all mobility obligations).

 

Completing the language assessment test before the mobility within the OLS system

  • Each student/graduate whose language of study/language of work at the receiving organisation is available in the OLS system is required to complete an online language test prior to the commencement of his/her mobility. Native speakers are an exception to this rule.
  • The invitation to the first language assessment will be sent to the student/graduate’s email address by the IRO after the financial agreement is signed. The test determines the student/graduate’s level of knowledge, but the achieved result does not affect the student/graduate’s mobility.
  • The final test will be sent to the student/graduate by the OLS system automatically at the end of the mobility period. 
  • After submitting the entrance test the student/graduate will have the opportunity to complete an online language course either in the language of his/her mobility, i.e. in which s/he completed the entrance test as well (this option is always available) OR in the language of the receiving country, if the language of the receiving country is available in the online system, and if the student/graduate has reached at least B2 level or above in the entrance test (otherwise, only the language of the entrance test is available).


Steps during the mobility

Changes to the original Learning Agreement- part During the Mobility

  • Changes to the original Learning Agreement are made, when the Before the Mobility part of the LA needs to be modified.
  • The changes in the LA must be consulted by the student/graduate‘s faculty/departmental/institutional coordinator at the UPJŠ and the document must be signed by the student/graduate, the receiving organisation and the coordinator at the UPJŠ. The document with all the necessary signatures needs to be sent to the IRO (the scanned copy is sufficient).
  • In case of force majeure, i.e. any unforeseeable exceptional situation or event beyond the student/graduate's control, which prevents him/her from fulfilling any of his/her obligations under the Learning Agreement, the student/graduate has to report immediately the situation to the International Relations Office of the UPJŠ.

Prolongation of the mobility

  • If the student/graduate decides to prolong his/her mobility, it is necessary to inform the IRO at least 30 days before the end of the mobility based on the date in the financial agreement. The student/graduate has to ensure the consent of his/her coordinator at UPJŠ and the consent of his/her coordinator at the receiving organisation (email forms are sufficient).
  • Subsequently, the IRO will assess the possibility of prolonging the mobility. The student/graduate does not automatically receive financial support for the extended period of the mobility. The UPJŠ decides whether to allocate funds to the student/graduate for the period of extension or to approve the extension of mobility only with zero grant.
     

Steps after the mobility

  • Up to 30 days after the end of the mobility the student/graduate should deliver to the IRO his/her Learning Agreement – part After the Mobility (Traineeship Certificate)
  • The student/graduate should submit his/her EU-Survey online report within 30 days of receiving the email with the call. The email is sent to the student/graduate's e-mail address at the end of the mobility.
  • The student/graduate can submit the second on-line language test at the end of the mobility, but it is voluntary.
  • As soon as the student/graduate delivers his/her Traineeship Certificate, submits his/her online EU – survey and second language test + if the duration of his/her mobility in the Traineeship Certificate is the same as in the financial agreement, the student will obtain the remaining 20% ​​of the grant.


Important information

  • Plan your Erasmus+ mobility – Traineeship in advance.
  • Be ambitious and aim for the “traineeship of your dreams”, which would be evaluated as representative and as of high quality by the prospective employers.
  • Do not get discouraged by the negative answers in the phase of searching for a traineeship. Address as many organisations as possible ensuring by this a positive answer eventually.
  • Send to your chosen organisation a motivation letter and a CV, which is tailored to your needs. Try to “sell” yourself, find information about the organisation and about its running projects, avoid general expressions. 
  • If the student/graduate decides to prolong his/her mobility, it is necessary to inform the IRO at least 30 days before the end of the mobility based on the date in the financial agreement.
  • If the student/graduate decides to shorten his/her mobility, it is possible to do so, but s/he needs to stay abroad at least 2 months (the minimal length of an Erasmus+ mobility for traineeship for recent graduate is 2 months). In case the student/graduate returns from abroad earlier than 2 months, s/he will have to refund the entire grant. If the confirmed duration of the mobility is more than 2 months but less than the agreed period based on the financial agreement, the student/graduate will be required to return the aliquot part of the grant for the remaining period.
  • If the student/graduate decides to withdraw his/her application for a mobility, s/he has to inform the IRO via an email stating the reason of his/her withdrawal.
  • The interruption of a mobility is not allowed. Such interruption can be authorized only by the Erasmus + National Agency in exceptional cases.
  • The documents should be delivered not only to the IRO after the mobility, but it is also necessary to deliver their copies to the faculty/department/institute of the student/graduate.
  • Accommodation in the receiving country and travel is managed by the student in cooperation with the receiving university.
  • Since the Erasmus+ financial support is only a contribution to cover the costs associated with your mobility, please verify other options of funding (salary from the host organization, savings, etc.)
  • The student/graduate is obliged to report any change in his/her contact information (address, telephone number, email address) and changes in his/her bank account details as well.
Last update: 06.10.2022