Pavol Jozef Šafárik University in Kosice

українська
AIS2

Student mobilities - Traineeship (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 have to be ensured by the student in cooperation with the receiving organisation.
     

Delivery of documents

  • The student 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 delivers the Learning Agreement (LA) to the IRO only when it is signed by the student 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 embedded in the curriculum, or if a course at the home institution can be accepted for the traineeship abroad, the student fills in Table nr.1 in Table B
    • if the traineeship is voluntary, the student fills in Table nr. 2 in Table B – in this case the IRO adds to the student’s list of courses for the actual academic year an additional course Erasmus traineeship abroad (elective course/C/3 ECTS)
    • 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 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 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 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 – zaktívniť a vložiť dokument v prílohe, 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 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 send their documents to the receiving organisation only if it is required by the receiving university, and the students 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.

 

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

Participants of short-term mobilities (5-30 days) are entitled to individual support for physical mobilities, including travel days, regardless of the target country:

Target country

Day 1-14

Day 15-30

Grant/day

Grant/day

All programme countries

70

50

 

Mobility participants with fewer opportunities are entitled to a top-up amount of € 100 above the basic rate for a physical mobility lasting 5-14 days and of € 150 for a physical mobility lasting 15-30 days.

Support for travel costs is granted to participants with fewer opportunities. The travel grant is covered by a special range of fixed amounts according to the distance bands valid for the whole program:m:

 

Distance band

Standard travel

Green travel

From 10 to 99 km:

23 EUR/participant

 

From 100 to 499 km

 180 EUR/participant

210 EUR/participant

From 500 to 1 999 km:

275 EUR/participant

320 EUR /participant

From 2 000 to 2 999 km:

360 EUR/participant

410 EUR /participant

From 3 000 to 3 999 km:

530 EUR/participant

610 EUR /participant

From 4 000 to 7 999 km:

820 EUR/participant

 

8 000 km or more:

1 500 EUR/participant

 

Other participants are not entitled to support for travel costs. Distance calculator is available here.vel costs.

  • Types of support for the students with fewer opportunities – Erasmus+:

Group

Description

Type of support

Proof possibilities

Disability

As a person with a severe health disability (hereinafter referred as a person with a SHD) is considered a person with a functional impairment rate of at least 50% .

Top-up and real costs (if top-up is not enough)

ŤZP card (Disability card)

Health problems

As a person with a health problem is considered a person with a chronic illness or psychiatric illness.

Top-up

Medical report and/or financial contribution decision from ÚPSVaR (labor office) and/or a student with special needs status - Counseling Center report

Economic barriers

• low standard of living, low income (eg. family in social need) • dependence on the social security system (eg. orphan's pensioner, unemployment benefits)

Top-up

Social scholarship and/or - confirmation of material need from the ÚPSVaR (labor office)

Social barriers

Social adaptation difficulties:                                                                          • a single parent with a child (ie. a single woman or a single man who is permanently taking care for a child under the age of 15), • discrimination barriers

Top-up

Depending on the situation: Statutory declaration

Others

Different types of barriers (eg. ethnic origin, migrants, etc.) - depending on the university’s decision

Top-up

Depending on the situation: Statutory declaration

Financial Support

The financial support is not intended to cover all the costs of a traineeship abroad, but to cover part of the increased mobility costs. It is necessary therefore to think about additional financial participation, or try to agree with the employer. The lump sum per month includes both the student's subsistence and travel costs.

  • Student mobilities to the United Kingdom:

    • Grant: 720 EUR/month

    • Students need to implement their mobilities by 31.5.2023

    • Available only for long-term traineeships

Steps before leaving for an Erasmus+ Mobility

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's financial agreement only when:
    • it received all the necessary documents from the student
    • it received the Learning Agreement  signed by the receiving university as well
    • the student 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 (the remaining 20% of the grant will be transferred to the student 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 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’s email address by the IRO after the financial agreement is signed. The test determines the student’s level of knowledge, but the achieved result does not affect the student’s mobility.
  • The final test will be sent to the student by the OLS system automatically at the end of the mobility period. 
  • After submitting the entrance test the student 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 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‘s faculty/departmental/institutional coordinator at the UPJŠ and the document must be signed by the student, 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's control, which prevents him/her from fulfilling any of his/her obligations under the Learning Agreement, the student has to report immediately the situation to the International Relations Office of the UPJŠ.

Prolongation of the mobility

  • If the student 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 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 students do not automatically receive financial support for the extended period of the mobility. The UPJŠ decides whether to allocate funds to the student 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 should deliver to the IRO his/her Learning Agreement – part After the Mobility (Traineeship Certificate)
  • The student 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's e-mail address at the end of the mobility.
  • The student can submit the second on-line language test at the end of the mobility, but it is not obligatory.
  • As soon as the student 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.  
  • Students cannot participate in an Erasmus+ mobility for traineeship, if their study at the UPJŠ is interrupted.
  • Students have to finish their Erasmus+ mobility for traineeship before the date of the state examinations, if they participate in an Erasmus+ mobility during their last year in the study cycle.
  • Before leaving for an Erasmus+ mobility for traineeship the student should find out what are his/her responsibilities at the home faculty/department/institute that are connected to his regular studies at the home institution.
  • If students want to participate in an Erasmus+ mobility for traineeship during their last year in the study cycle, it is necessary to find out at the faculty/department/institute whether it is possible to participate taking into consideration the responsibilities before finishing their studies and attending state examinations.
  • If the student 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 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 is 2 months). In case the student 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 will be required to return the aliquot part of the grant for the remaining period.
  • If the student 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.
  • 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 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