Pavol Jozef Šafárik University in Kosice

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APPLICATION PROCEDURE FOR ERASMUS+ INCOMING STUDENTS

Before you come to study to Pavol Jozef Šafárik University in Košice, we have to go through some procedure together. Please, read carefully the following step-by-step guide:

1.    BILATERAL AGREEMENT

Contact the International Relations Office of your home University and find out whether your department or University has a Bilateral Agreement with Pavol Jozef Šafárik University in Košice for the respective academic year. You can also refer to our list of Partner Universities (Partner Universities according to Countries, Partner Universities according to Field of Study). If your department or university has a Bilateral Agreement with the Pavol Jozef Šafárik University in Košice, you have to be officially nominated by your home University as Erasmus Student. 

2.    NOMINATION

The nominations are done by your home coordinator via 
e-mail to zahrodd@upjs.sk.

Information which needs to be sent:

Name and Surname:
Date of Birth:
Sex:
Country of origin:
Nationality (if different):
Field of study to which the student applies (ISCED CODE):
Level of study:
Duration:
(winter, summer, winter and summer)

Deadlines for nomination for study:
15th May for the winter semester and the whole academic year 
15th November for the summer semester
 
Deadlines for nomination for traineeships:
There are no deadlines for the nomination for the traineeships, we accept students during the whole academic year.

Deadlines for applications for study are:
30th June for the winter semester / the whole academic year 
30th November for the summer semester

ATTENTION FOR THIRD COUNTRY NATIONALS 

The Intra-European mobility of third country nationals

As of 1 May 2018, new simplified rules of mobility of third country nationals within EU are applicable in Slovakia, which enable students with a residence permit in one of the EU member states to carry out short-term stays in Slovakia without the need to obtain a temporary residence in Slovakia, we would like to ask our partner universities to include information about country of origin and nationality about their students in the nomination, because students who are holders of a residence permit for the purpose of university studies in one of the member states are allowed to carry out a mobility (short-term stay) in Slovakia for a maximum of 360 days without the need to apply for a temporary residence in Slovakia

For this purpose we need following documents to be sent us before the mobility and uploaded to online application form:

  1. scan of a residence card for the purpose study, issued by a member state valid for whole duration of the mobility in Slovakia (a uniform format for all EU Member States, the purpose of a residence is stated in the „Note“ of the residence card), 
  2. scan of a passport
  3. proof of financial coverage of stay - short confirmation of the sending higher education institution stating duration and that the student will be provided with sufficient resources to cover the costs of living, study costs and travel costs for the return to the member state. Document must be issued by the home university and translated to Slovak language by official translator. 

Slovak embassies may provide the translation of documents intended for the use in Slovakia, if such a service is available. No further verification is required in case the documents have been translated by the embassy/consulate. If the translation has been made by a foreign translator abroad, the embassy/consulate can verify the accuracy of the translation from the official language of the country to Slovak. 

A list of official translators in Slovakia is available at obcan.justice.sk.

Once authenticated (superlegalised or apostilled), public documents translated to Slovak by an official translator do not require any further verification and may be presented to Slovak institutions.

The higher education institution is obliged to report the Foreign Police in writing any change influencing the mobility in Slovakia, within three working days of learning about them. 

Note: If a student plans to carry out a part of his/her study in Slovakia in accordance with the above mentioned points, and if he/she has been granted a temporary residence in another EU Member State for a purpose other than study or research and development, it is not possible to apply the simplified procedure of the Intra-European mobility. In this case the student has to apply for a temporary residence for the purpose of special activity at the Slovak embassy/Consulate in a EU Member State where he/she has been granted the current temporary residence.

Please read carefully ENTRY, STAY AND EMPLOYMENT OF FOREIGNERS IN SLOVAKIA - guide to administrative duties. 

3.    LEARNING AGREEMENT

We are using the Online Learning Agreement (OLA) for incoming students.

The Online Learning Agreement tool is safe to use and approved by the European Commission as a valid tool in the Erasmus+ programme. It facilitates the preparation and signing of the learning agreement. 

PROCEDURES FOR OLA: 

  1. The student starts the process by filling out the OLA, he or she signs online, and the OLA is sent to the home coordinator.

Please fill in there following persons:

Responsible person: Mgr. Mária Vasiľová, PhD., Institutional Erasmus+ Coordinator, maria.vasilova@upjs.sk, +421 55 234 1159

Contact person: PhDr. Zuzana Szattlerová, Erasmus+ coordinator for incoming students, zuzana.szattlerova@upjs.sk, +421 55 234 1129

  1. The home coordinator either signs or rejects the OLA, leading the OLA to the host coordinator or back to the student, who starts over again.
  2. Finally, the OLA is sent to the host university to the coordinators listed above for their online signature.
  3. The OLA can be signed or rejected, leading the OLA to the students (with feedback or suggestions, if necessary).
  4. The OLA must be downloaded as a pdf and uploaded in the on-line application form.

If you can´t use OLA, please use our regular form: Learning Agreement for studies.  

For the traineeships is possible to prepare only our form of the Learning Agreement for the traineeships.

For further information about your study programme, please look at the relevant ECTS Information Package.

When choosing your courses please use Course Catalogue.

4.    LANGUAGE CERTIFICATE

Our faculties, departments and institutes can also require a language certificate.

Please note that the required level of English or Slovak language knowledge (depending on the language of studies/traineeships) of Erasmus students is B1 or B2 according to the Common European Framework of Reference - depending on the requirements of a given PJŠU faculty, department or institute. Information about the recommended language skills (language(s) of instruction and CERF level) is available in the Erasmus+ Inter-institutional agreement signed between UPJŠ and your home university by which you are nominated (in case you have any doubts or questions, please contact us).

In case you come for a traineeship and there is no Inter-institutional agreement between your institutional and our university, it depends on an individual agreement.  
In case a language certificate is required, please upload the certificate to online application (we accept all types of language certificates). In case you do not have a language certificate, please make sure that you and your coordinator fill out the Language Proficiency Form

Native speakers and Czech students who want to study courses in Slovak language do not need to submit a language certificate. 

5.    ONLINE APPLICATION FORM

Please submit the online application form. It is only possible to submit it once, so please make sure you have prepared the following necessary documents, which needs to be uploaded:

  1. Learning Agreement signed by you and your home coordinator (downloaded form Online Learning Agreement or our form of the LA).
  2. Language certificate or language proficiency form
  3. Photo of yours
  4. Other documents, if needed (for example students from non EU countries – passport, residence card, proof of the financial coverage in English and in Slovak language)

If you have prepared all the necessary documents, which need to be uploaded, please fill in the online application form.

6.    BUDDY PROGRAMME

We offer Erasmus Buddy Programme for every incoming student  at the beginning of their student mobility in Košice. They will offer you services and useful tips before the beginning of your studies in Košice. 

Read more information about the programme.

7.    ACCOMMODATION

Information about accommodation will be available later.

8.    BEFORE ARRIVAL

After you have been accepted as an Erasmus Student by our University, please keep in touch with our IRO.

Before making any arrangement regarding your travel to Slovakia, please carefully study the following document: ENTRY, STAY AND EMPLOYMENT OF FOREIGNERS IN SLOVAKIA - guide to administrative duties or contact the nearest Slovak Republic Embassy. We also recommend you to carefully study the following document: INTERNATIONAL STUDENT´S GUIDE TO SLOVAKIA.

Arrange your travel ticket, health insurance, prepare all documents needed for stay in Slovakia (passport, visa – for non-EU countries, permission for a temporary residence in Slovakia if needed).

If you wish to study Slovak language, we will try to arrange a course for you (it usually depends on the number of interested students).

Inform the IRO about the exact date of your arrival.

9.    FIRST DAY

The beginning of the winter semester of the academic year 2022/2023 is September 19, 2022. This date you will start your studies. Introductory meeting will be held this day, too. More information about the meeting will be available later.

If you need to visit the foreign police for registration or completing materials for stay in Slovakia, the International Relations Office will arrange a person, who will accompany you on this first visit.

10.     DURING YOUR STAY

We will try to help you with all issues concerning your stay at our University. The Departmental Coordinator will help you with the academic issues.

Your obligations during the mobility:

  1. Send us via e-mail your Confirmation of Arrival (form from your home university) to zuzana.szattlerova@upjs.sk.  The confirmed document will be sent to your home coordinator and to you via e-mail.
  2. If you need to make a changes to your Learning Agreement, you need to prepare the second part of the Learning Agreement called - During the mobility.  
  3. Prolonging your stay (from winter semester to the whole year) – only if approved by the coordinators at your home institution as well as UPJS coordinators, within limits of existing Inter-Institutional Agreements. Changes to LA have to be made and approved.
  4. Register with the Police office for foreigners. 

Please follow the steps for:

  1. registration with Police office within 10 working days after arrival ,  document “Notice of   stay” is needed to be submitted
    • this is usually ensured by the accommodation provider if you are accommodated in a hotel, hostel or dormitory 
    • If you are accommodated in private accommodation (e.g. in a private rented apartment or at a friends' place), you need to  submit the Notice of  the stay at the competent foreign police office (either in person or via a registered postal service). The form is available in 6 languages; however, must be completed in the Slovak language
  2. if you stay in Slovakia for less than 3 months
    • no other administration duties are necessary
  3. if your  stay in Slovakia is longer than 3 months:
    • once the period of three months is over, you need to apply for the registration of residence in Slovakia within the  next 30 days
    • to register the residence of an EU/EEA/Swiss national you need:

to come in person to the foreign police office during the office hours and present the following documents  after online reservation available on this website: https://www.minv.sk/?objednavaci-system-na-ocp - click on „Prejsť na rezervačný systém“:

  1. completed form "Application for registration of right of residence of Union Citizen" (must be completed in the Slovak language),
  2. valid ID/passport,
  3. a document proving the purpose of your stay in Slovakia and/or sufficient financial resources:
    1. a.    in the case of employment in the territory of the Slovak Republic – an employment confirmation or a commitment of the employer,
    2. b.    a document proving you dispose of sufficient resources for you and your family members not to become a burden on the social assistance system of the Slovak Republic and a certificate of health insurance in Slovakia or a certificate of insurance reimbursement for medical expenses in the territory of the Slovak Republic,
    3. c.    in the case of study in Slovakia – a confirmation of study or an admission letter to a school in Slovakia and a statutory declaration of sufficient financial resources,
    4. d.    in case you assume to be employed in Slovakia – a statutory declaration on a continuing search for a job in Slovakia and a proof of medical insurance,
    5. e.    in case you are a family member of an EU citizen, you will accompany or join - a certificate of registration of the EU citizen, and a birth or marriage certificate, or a proof of your permanent relationship.

If you are interested in obtaining a Residence card of an EU citizen, you are need to submit the following:

  • two recent photographs (3 x 3,5 cm),
  • document in Slovak proving provision of accommodation (e.g a confirmation from your accommodation provider or a rental agreement with officially notarized signatures).
  • Fee: 4.50 EUR for the issue of an EU national residence card
  • Only online reservation via the electronic service will be handled at workpaces of the Foreign Police Departments
     

VISA information: https://www.mzv.sk/web/en/consular_info

  1. registration with Police office within 10 working days after arrival ,  document “Notice of stay” is needed to be submitted
    • this is usually ensured by the accommodation provider if you are accommodated in a hotel, hostel or dormitory 
    • If you are accommodated in private accommodation (e.g. in a private rented apartment or at a friends' place), you need to  submit the Notice of  the stay at the competent foreign police office (either in person or via a registered postal service). The form is available in 6 languages; however, must be completed in the Slovak language
  2. If your stay in Slovakia will be less than 90 days: 
    • no other administration duties 
  3. If your stay in Slovakia will be longer than 90 days
    • there are two possibilities: 

If you are a holder of a residence permit for the purpose of university studies in one of the member states (exept for the United Kingdom, Ireland and Denmark) you are allowed to carry out a mobility (short-term stay) in Slovakia for a max of 360 days WITHOUT the need to apply for a temporary residence in Slovakia, if: 

  • you will carry out a part of your studies in Slovakia within an EU programme (e.g. Erasmus+), Slovak governmental programme (e.g. National scholarship programme), a multilateral programme supporting mobility (e.g. CEEPUS) or within an agreement between higher education institutions, and
  • you will carry out a part of their studies during the validity period of the residence permit granted by the other EU Member State
  • higher education institution in Slovakia, where you will carry out your studies, notifies the Ministry of Interior thereof in advance and submits:
    • proof of the fact, that a student will carry out a part of his/her studies in Slovakia within an EU programme (e.g. Erasmus+), Slovak governmental programme (e.g. National scholarship programme), a multilateral programme supporting mobility (e.g. CEEPUS) or within an agreement between two or among more higher education institutions,
    • proof of admission to studies,
    • copy of a residence card issued by a member state (a uniform format for all EU Member States, the purpose of a residence is stated in the „Note“ of the residence card),
    • copy of a passport,
    • information about the start and finish dates of mobility, and
    • proof of financial coverage of stay in the amount of subsistence minimum for every month of stay or a confirmation of the higher education institution stating that the student will be provided with sufficient resources to cover the costs of living, study costs and travel costs for the return to the member state.

Procedure – obligations of receiving organizations

The receiving higher education institution in Slovakia is obliged to notify the Ministry of Interior (Bureau of Border and Foreign Police of the Presidium of the Police Force) of the intention to host student/s who are residents of another member state during their mobility in advance. If the Ministry of Interior does not raise any objection, the mobility of the third-country student/s with residence permit in another member state may take place at any moment within the period of validity of the authorisation.
The receiving higher education institution’s notification shall be sent in advance. Based on the notification the Ministry of Interior may object to the mobility of the researcher/s to its territory within 30 days from having received the complete notification.
The higher education institution is obliged to report the Foreign Police in writing any change influencing the mobility in Slovakia, within three working days of learning about them.
 Note:
If a student plans to carry out a part of his/her study in Slovakia in accordance with the above mentioned points, and if he/she has been granted a temporary residence in another EU Member State for a purpose other than study or research and development, it is not possible to apply the simplified procedure of the Intra-European mobility. In this case the student has to apply for a temporary residence for the purpose of special activity at the Slovak embassy/Consulate in a EU Member State where he/she has been granted the current temporary residence.
 

Students from third countries staying in Slovakia for longer than 90 days shall apply for a temporary residence for the purpose of studies if conditions of Intra-EU Mobility are not fullfilled (including those who will attend a language or professional training for university studies organised and implemented by a higher education institution). 
Only online reservation via the electronic service will be handled at workplaces of the Foreign Police Departments: https://www.minv.sk/?objednavaci-system-na-ocp - click on „Prejsť na rezervačný systém“:
 

Required documents for the application:
•    completed application form "Application for the temporary residence" (has to be filled in the Slovak language)
•    2 recent full face photographs 3 × 3.5 cm
•    valid passport (a police officer will make a copy of it),
•    document proving the purpose of your stay (in Slovak) - a confirmation of studies letter from a state authority (respective ministry) or a host university, or a confirmation from an organisation administering a scholarship/mobility programme approved by the government or an EU programme under a contract with the competent state authority (scholarship award letter),
•    document proving sufficient financial resources for your stay (in Slovak) (e.g. your bank account balance statement, a letter of award stating the amount of your scholarship, a confirmation of the financial coverage, or an affidavit issued by another  person about the provision of financial resources together with that person's bank account balance statement,
•    criminal record extract (apostilled or superlegalised) from your country of origin and from every country where you have stayed for more than 90 days during 6 consecutive months within the last 3 years (if any). High school students are exempted from this obligation.
Students who will study at a higher education institution in Slovakia do NOT have to enclose a confirmation on accommodation.

Note:

Each document issued in a language other than Slovak (except for documents issued in Czech) has to be translated to Slovak by an official translator. The list of official translators can be found here. In case the translation is done abroad, the competence of the translator must be attested by the Slovak embassy/consulate.
Please note that the documents proving the purpose of your stay, financial resources or no criminal record CAN NOT be older than 90 days on the day of submitting the application for a temporary residence.

Fee: 4.50 € for the residence card

If applying for a temporary residence directly at a competent foreign police in Slovakia the police officer in charge will confirm a receipt of your application (last page of the application form). Within 30 days from the date of submitting a complete application, the Foreign Police shall issue either a negative decision or a notification of granting the temporary residence. The foreign police officers will ask you to provide a mobile phone number (you can write the number on your application form). You will be notified by a text message in Slovak when your residence card is ready. You can collect the residence card at the Foreign Police in person or you can appoint somebody else with a power of attorney to do it for you. When applying for a temporary residence abroad at an embassy/consulate, it is advised to consult with them the way of notification on granting the residence.
If you apply for a temporary residence longer in advance and the Foreign Police decides on your application earlier than 30 days prior to starting your planned activity (the purpose of stay), the Foreign Police will set the starting date of your temporary residence exactly 30 days before the starting date of your planned activity (the purpose of stay). If the time between the decision of the Foreign Police on granting the temporary residence and the commencement of your planned activity (the purpose of stay) is shorter than 30 days, the day of commencement of the granted temporary residence will be the same as the date of the decision.
Once you are granted a temporary residence, you are obliged to submit a medical certificate confirming that you do not suffer from any disease threatening public health within 30 days from the collection of your residence card. The certificate cannot be older than 30 days. It can be obtained in specific medical centres only and a fee will be charged.
The police department shall grant a temporary residence for the purpose of study for the expected period of the study, for a maximum of 6 years. The temporary residence for the purpose of study remains valid for up to 30 days after the completion of university studies for the purpose of job searching. The university diploma and the state examination certificate serve as a proof of the completed studies.
 


Report changes

Third-country national staying in Slovakia is obliged to report any change regarding your place of residence within five working days from the day when the change occurred.
If you have been granted a temporary residence, you are also obliged to report to the police department if:

  • you will reside outside the Slovak territory for more than 180 days continuously (in writing)
  • you will stay away from the place of residence stated in the granted temporary residence for more     than 30 days continuously
  • the purpose of stay, for which the temporary residence was granted has ceased to exist
     

Police Office For Foreigners: 

Address: Trieda SNP 35, Košice, 1st floor 
  GPS: N 48.71505371 E 21.235499534
  Email: kosicec@minv.sk
  Phone: +421-9619-31209
    +421-9619-31209
See more information.
Important  - Call 112 in case you need medical help, police assistance, etc.


 

 

 

 

 

 

11. END OF YOUR STAY

At the end of your stay you will need confirmation about your passed exams - the Transcript of records – After the mobility part of the Learning Agreement, which will be prepared and filled out by our faculty/departmental/institute coordinator according your field of study, after the end of your exams period. Please inform your coordinator at our university when you finish all exams and ask him/her for Transcript of record, which has to be sent to me for signature of our Institutional Coordinator. Please inform us also about the exact day of the end of your mobility. Then I will send you signed and stamped Transcript, but first we would like to ask you to send us following documents:

  1. Confirmation from the University Library
    • we need it also in case if you have never even visited the library. You can find one of its facilities right behind the Rectorate building (plan of buildings). You can also ask for confirmation via e-mail: kniznica@upjs.sk (filled form).
  2. Confirmation from the Halls of Residence 
    • only students accommodated in dormitory
  3. Survey about the mobility
    • we would like to ask you to give us your valuable feedback about your Erasmus experience at our university. 

 
Please send me these documents via e-mail or hand in to our faculty/departmental/institute coordinators and they will send them to us together with your Transcript of records.

After we receive these documents we can confirm you the Certificate of Attendance. Please, if you have your form issued by your home university, enclose it to your documents. Please make sure, that you filled it out with your name and other information.
We will send the signed and stamped Transcript of records and Certificate of Attendance to you and your home coordinator by e-mail and by regular mail as well to the address which you prefer.
Please send us the exact address (your home address or your home coordinator address).

 

We will try to help you with all issues concerning your stay at our University. The Departmental Coordinator will help you with the academic issues.

If you need to visit the IRO out of office hours, please make an appointment via email in advance. We are looking forward to you!


CONTACT DATA TO THE INTERNATIONAL RELATIONS OFFICE (IRO) 
Address: Pavol Jozef Šafárik University in Košice
  Rectorate
  Šrobárova 2, 041 80 Košice, Slovakia
Email: zahrodd@upjs.sk
Office hours: Monday, Tuesday: 12.00 – 15.00
  Thursday, Friday: 8.00 – 11.00
Contact person for incoming students: 
Zuzana Szattlerová, zuzana.szattlerova@upjs.sk, +421 55 234 1129



 

Last update: 13.06.2022