Mobility Step by Step
For more information contact the International Relations Office
- E-mail: firstname.lastname@example.org
- Tel.: +351 21 790 3000
- Offices: 1S07 - 1S13
- Open from 10:30 to 12:30 pm and 2:30 pm to 4:30 pm
Who can apply?
All students who are officially enrolled in a regular course at Iscte can apply. Therefore, students of any nationality may apply as long as they are enrolled full-time at Iscte.
Another condition is that they must have completed their first year of studies at Iscte, meaning the year in which the student is enrolled and not the number of enrollments.
Students enrolled in the 1st cycle can only participate in a mobility program from the 2nd year of their course. Students enrolled in the 2nd and 3rd cycles can only participate in a mobility program during the 2nd semester of the 1st year.
Self-funded students in the Erasmus Mundus Masters program must be attending Iscte at the time of application or have completed 30 ECTS (done in person at Iscte). Under other conditions, they must apply for an Erasmus+ scholarship in the consortium countries where they have already taken ECTS or are attending when applying.
New higher education graduates may also participate in the mobility internship program,
- selected by the respective HEI during their last year of studies - the application must be submitted in the last year of the respective study cycle.
- They must attend and complete the internship abroad within 12 months after the end of the respective study cycle.
How to apply?
To formally apply for the Erasmus+ Study Program and/or International Cooperation Protocols, the student must submit an application to the System Fénix.
Along with the application, you must submit Curriculum Vitae and documentation proving the specific requirements demanded by the Universities to which you are applying. For example, if the applying university/s requires the submission of TOEFL or IELTS, the student must upload these certificates.
To formally apply for the Erasmus+ Internship Program, the student or recent graduate of Iscte must submit an application to the System Fénix.
Along with the application, you must submit the Curriculum Vitae and a Letter of Acceptance - Erasmus+ Traineeships from the host entity, mentioning the start date for the end of the internship and attesting that the internship is unpaid (if so, you must note the value earned by the participant).
General criteria are defined as full reimbursement.
Deadlines are announced by the International Relations Unit each year and can be consulted on the link Placement and Application.
Students who apply outside the deadlines will be considered candidates after the deadline and, therefore, will be dependent on vacancies and will not be guaranteed scholarships.
Choice of University/Hosting Entity and length of stay
How many Erasmus+ mobilities are allowed?
The same student can benefit from multiple mobility periods that do not exceed 12 months for each cycle, regardless of the number and type of activities.
The duration of an internship for recent graduates counts towards the maximum period of 12 months of the cycle during which they apply for the internship.
It should be noted that any previous experience under the PALV/Erasmus counts toward 12 months for each cycle of studies.
Study mobility - What are Iscte´s partner Universities?
The Erasmus+ Program for study purposes is based on bilateral agreements that Iscte celebrates with several European Universities, providing for the mobility of students.
In addition to these, Iscte offers otherInternational Cooperation Protocolsestablished with several Universities outside Europe.
The International Relations Unit (URI) is responsible for opening applications and disseminating the partner universities’ list in Placements and Applications.
The interested party can apply to up to 5 possible Universities in order of preference.
When selecting universities, students should look for those corresponding to their school, field of study, and degree.
The protocol does not guarantee the student academic recognition, so there must be other indicators when choosing the University.
The choice may initially be based on the student's preference. In that case, it is essential that, through detailed consultation of the official websites of the respective universities, the student ensures that the selected university:
- Offers subjects that are of interest to them and are similar to those in their course of studies at Iscte;
- Provides a set of subjects taught in a language that you know or hope to master before the mobility program starts;
- Has an academic calendar that does not overlap with the one practiced by Iscte;
- Determines a set of requirements for the mobile student who has or expects to have before enrolling, namely, language certification.
Usually, partner universities provide guides and information packages specially prepared for international students.
At URI, the student can also look for information or contacts from other students who have already participated in a mobility program.
Once properly informed, the student will be able to apply, indicating up to 5 selected Universities in order of preference.
At a later time, you should obtain information/orientation from your academic coordinator and formalize the Learning Agreement for Studies.
Internship Mobility - Finding a Host Entity?
The Mobility Internship is organized by the Erasmus+ Program.
URI does not have a list of internship opportunities in its portfolio. Therefore, it is the responsibility of the student/new graduate to find and propose to URI an eligible host organization:
- Host organizations established in a Program country (other than Portugal), a Higher Education Institution participating in the Erasmus+ Program, or any public or private organization active in the labor market or the fields of education, training, and youth.
- Examples are companies or other public or private organizations; social partners or other representatives of working life (including chambers of commerce, professional associations, and trade union organizations); research institutes; foundations; Educational institutes, NGOs; bodies that provide career guidance services, etc.
- Are excluded: Institutions or other bodies, including specialized agencies and EU Program managing organizations, such as national agencies (to avoid possible conflicts of interest and/or double funding).
If the interested party does not yet have a defined Host Entity, they should immediately contact the Career Service Services of their respective School at Iscte by emailing:
- ECSH email@example.com;
- ESPP firstname.lastname@example.org;
- IBS email@example.com;
The interested party may also opt for the following possibilities:
- Establish direct contact with the Entities of interest;
- Consult opportunities on websites that provide internship offers. Examples are ErasmusIntern; EURES; Europamentation; Expertise in Labor Mobility (ELM);iNow; Placements UK.
How long is the mobility program?
The period of study at the host university can be carried out in the 1st semester, in the 2nd semester, or during one academic year. Students who benefit from Erasmus+ studies mobility must respect the minimum and the maximum number of months. The duration of mobility can range from 3 months (90 days) to 12 months.
The duration of the Erasmus+ internship mobility is a minimum of 2 months (60 days) and a maximum of 12 months.
Combined and multi-destination
mobility Whenever mobility has multiple destinations, the participant must respect a minimum of 3 months in each host country. Mobility programs must take place consecutively in the same academic year (only separated by the weekend, school/company holidays, or public holidays).
Combined mobility (includes a period of studies and an internship) can take place simultaneously or consecutively (only separated by the weekend, school/company holidays, or public holidays) in the same academic year. The combined period is subject to a funding amount for mobility studies, according to the table of values recommended by AN Erasmus+ and the criteria for granting scholarships.
For the ranking of students applying for the Erasmus+ program, general criteria are defined in an outgoing mobility regime presented in the “ISCTE-IUL Rules of the Erasmus+ Program.” Additionally, in the ranking of students applying for international mobility, it is necessary to deepen the application of the guiding principles recommended by the European Union for the Erasmus+ program. Therefore, it is necessary to prioritize students who have not yet undergone a period of mobility, providing equity and equal opportunities, which should recognize the individual academic merit of each student and the reference group where the student is integrated.
For detailed information about the seriation criteria, please consult the Erasmus+ Program Iscte Norms, the Erasmus Seriation Process, and the Exceptional Fit of the Erasmus Seriation Processapplied to 2021/2022 due to the restrictions imposed on the evaluations.
Definition of the study/internship plan
How do I choose the study/internship plan?
All areas of study have an Academic Manager who will guide the student/new graduate in selecting the study/internship plan and ensure academic recognition.
In the first phase, the choice of the study/work plan is the participant’s responsibility, who must consider their plan at Iscte, the offer of the Host Entity, and their personal interests.
- Study mobility: to the set of subjects that would have to take place at Iscte (in the semester/year in which the mobility takes place), the student must match a set of subjects in the host HEI. This correspondence is done as a block and does not discipline the discipline, although each Academic Coordinator can advise the participant in another direction.
- Mobility Internship: The participant must define the work plan and submit it to their academic coordinator, who will grant validation and/or recognition.
For Erasmus+ Program participants, the total number of ECTS performed at the host HEI must always be equal to or greater than the total required at Iscte.
In a standard period, the participant is expected to take 30 ECTS per semester. However, you can take late courses, but never more than those allowed at Iscte, which is a maximum of 84 ECTS per academic year.
Before starting their mobility program, the participant will formalize a Study and/or Internship Contract with their Coordinator, which describes the individual study/internship program and facilitates full academic recognition. One of the following:
- Learning Agreement for Studies(mobility within the Erasmus+ Program for study purposes);
- Credit Recognition Plan(mobility under an International Cooperation Protocol, for study purposes);
- Learning Agreement for Traineeships(mobility within the Erasmus+ Program, for internship purposes).
A copy of the duly signed Study/Internship Agreement must be sent to URI to be attached to the mobility process.
Will I be able to carry out an Erasmus study plan with more or less than 30 ECTS credits during a semester or 60 during an academic year?
As a rule, you should prepare a study plan corresponding to 30 ECTS (for one semester) and 60 ECTS (for one academic year), trying to balance the workload as much as possible that will be carried out at the host University and the equivalent credits at Iscte (according to the institutional rule).
Under the international cooperation protocols, students in international mobility programs for universities without an ECTS system must match the subjects according to the number of hours.
What are ECTS credits?
ECTS (European Credit Transfer System) is a European Credit Transfer System.
It is an instrument applied to student mobility, recognized at the European level, and intended to create transparency and facilitate academic recognition.
Under ECTS, one academic year is equivalent to 60 ECTS credits, one semester to 30 ECTS credits.
It is considered that 1 ECTS credit corresponds to approximately 25 to 28 hours of student work.
As a rule, you should prepare a study plan corresponding to 30 ECTS (for one semester) and 60 ECTS (for one academic year), trying to balance as much as possible the workload that you will carry out at the host University and the equivalent credits at Iscte (according to with the institutional rule, imbalance/difference, when inevitable, cannot be believed).
Under the international cooperation protocols, students in international mobility for universities without an ECTS system must match the subjects according to the number of hours.
Does the period of studies/internship at the University/Hosting Entity replace the equivalent period at Iscte?
Yes, you will have full academic recognition if you comply with the stipulated study, fully complete the internship contract signed by the parties and successfully complete your study/internship plan at the University/Hosting Entity.
At the end of your mobility period, the host University sends us the Transcript of Records with your grades and the corresponding ECTS credits (European Credit Transfer System). From this moment on, you will be able to trigger the academic recognition process with your Academic Manager at Iscte.
We would like to emphasize that, within the scope of the academic recognition process and transcription of academic results to our assessment scale, there are different methodologies/approaches that can be adopted, and this process is the sole responsibility of the respective Academic Responsible for each area of studies.
The academic recognition process is subsequently sent to the URI, which will record any lack of mandatory documents and will be responsible for forwarding them to the Academic Services, where the notes will be released.
Recognition of internship mobility is done using the Europass Mobility document, which records any period of time spent by its holder in another European country; for the purposes of education or general vocational criteria are defined training (European apprenticeship path): an internship in a company; a quarter of studies as part of an exchange program or a voluntary placement with an NGO.
The European journey is monitored by two organizations, one based in the country of origin and the other in the host country. Both partners define the aim, content, and duration of the European learning pathway, and a tutor is appointed in the host country.
In Portugal, the document is issued by the Centro Nacional Europass (CNE) at the request of the URI from Iscte.
Considering that the Europass Mobility document aims to recognize skills acquired during the mobility period by employers and/or recruitment entities, national and/or foreign, and to be a facilitating document in the search for a job, the document will be issued in English.
General criteria are defined.
Where does the assessment take place?
The assessment takes place at the University/Hosting Entity.
To fully reimburse the evaluated, you will have to take the exams and present the work or other assessment forms to the University/hosting entity.
What if I fail courses at the host University?
If you fail a course unit, you will be without equivalence to the corresponding one(s) in Iscte. In this case, there will always be the possibility of taking the exams at Iscte at the time of appeal or if the responsible teacher allows it (this situation is not advisable, since you did not attend classes and the subject will never be precisely the same).
It is important to point out that if you do not succeed during your Erasmus+ study period if you fail academically, you will have to fully return the Erasmus+ scholarship you were awarded and will automatically lose your Erasmus student status.
Do I need to have some language preparation before departure?
Participants are encouraged to invest themselves in language preparation before arrival and start as soon as possible.
Most host Universities offer courses in the respective language at the beginning of the semester (which we encourage you to attend); however, linguistic preparation before departure is essential to guarantee the success of the mobility period. In this regard, it is expected that you will be able to correctly assess your knowledge/language skills and make the necessary linguistic preparation, bearing in mind that you will have to undergo the various assessment methodologies at the destination University/Entity.
Online Linguistic Support - OLS
Within the scope of the Erasmus+ Programme, the European Commission (EC) added an online linguistic support service (Online Linguistic Support – OLS) for participants in mobility programs, in the case the primary language of study and/or work be German, Bulgarian, Czech, Coata, Danish, Slovak, Slovenian, Spanish, Estonian, Finnish, French, Greek, Hungarian, English, Italian, Latvian, Lithuanian, Polish, Dutch, Portuguese, Romanian or Swedish unless you are a native speaker.
The OLS will consist of the following:
- Test 1 to assess the student's linguistic competence
- It is mandatory for all participants who undertake Erasmus+ mobility activities, whose primary language of study or work is one of the languages identified above unless they are native speakers ;
- The participant will receive a license from the GRI to perform test 1 after the availability of this license by AN. If you are unable to take the assessment online, the participant must immediately inform URI;
- If the participant does not comply with the provisions of point 1, the allocated funding will not be paid.
- Language course
- It is optional and can be given depending on the level of linguistic competence demonstrated by the student in Test 1 of the evaluation;
- The participant will automatically receive from OLS a license to undertake the language course whenever the level of language competence demonstrated in the assessment test 1 is the following: (a) marks between A1 and B1 for German, Spanish, English, Italian, Dutch or Portuguese; (b) A1 classification for Bulgarian, Coata, Danish, Slovak, Slovenian, Estonian, Finnish, Greek, Hungarian, Latvian, Lithuanian, Polish, Romanian or Swedish; (c) Rating between A1 and A2 for Czech.
- In the remaining cases, based on the level of language competence demonstrated by the participant in assessment test 1, URI will decide whether or not to award the language course to the participant.
- If it is decided to give the participant the language course, they should attend it at the beginning of the mobility period.
- Test 2 for the assessment of the student's linguistic competence
- It is mandatory for all participants foreseen in the provisions of point 1;
- The participant will automatically receive from OLS a license to perform test 2 at the end of mobility;
- If the participant does not comply with the provisions of point 3, the allocated funding will be refunded.
Please be advised that assessment tests and OLS language courses are free of charge for participants.
For additional information about OLS, we recommend consulting the Erasmus OLS Presentation and the link OLS FAQ.
Will I have to present a certificate attesting to my language skills?
More and more foreign universities are requesting the presentation of language certificates as an integral and mandatory part of the application process. Each University must have this indication on its official website. Therefore, careful consultation is recommended.
Whenever this situation occurs, the student must be prepared to present these documents.
In the case of internships, it is up to the Host Entities to assess the candidate's skills by presenting a certificate or conducting an interview.
In any case, it is important to note that URI may request proof of your linguistic competence or conduct an interview for this purpose.
Scholarships and Awards Criteria
The distribution of funding granted under the Erasmus+ Program is defined by the Rectory and executed by URI.
Scholarships are distributed according to the country of destination, the number of months of mobility, and the amount stipulated in the National Erasmus+ Education and Training Agency table.
Participants of an Erasmus+ mobility program for study purposes will initially be awarded a mobility grant for four months.
Participants in an Erasmus+ mobility program for internship purposes will be awarded a mobility grant, the amount of which will depend on the duration of the internship (paid internships are excluded, subject to approval). In principle, the maximum time period to be considered for funding purposes will be up to 5 months.
Students of a nationality equal to the host country will not be granted Erasmus+ funding (mobility with zero scholarship).
All students who benefit from mobility under International Cooperation Protocols will not have any funding.
The value of Erasmus+ scholarships varies depending on the destination country and the number of months of mobility. It should be noted that Erasmus+ grants are not subsistence grants but mobility grants, which are intended solely to compensate the student/new graduate for the difference in living standards in the country where they were selected.
Thus, Erasmus+ grants are not intended to cover the entirety of average living expenses but additional expenses resulting from a period of study/internship in another country. The National Erasmus+ Education and Training Agency defines the value of scholarships and can be consulted in the Table_Bolsas_Erasmus.
Exceptional funding due to COVID-19
Costs related to the COVID-19 tests:
As the COVID-19 tests have increasingly become a prerequisite for physical mobility abroad, and in order to facilitate such mobility, costs related to these tests will be reimbursed.
Participants who incur (exceptional) costs with COVID-19 tests within the scope of mobility under the Erasmus+ Program may request a full refund of the same amount, provided they present proof of this obligation and respective invoices.[Text Wrapping Break]
These documents must be delivered to the URI before the mobility program starts.
Is there any additional funding for participants with socio-economic difficulties and/or special needs?
Yes, if you participate in an Erasmus+ mobility program (studies or internship), there is the possibility of benefiting from financial support for people with socio-economic difficulties and/or financial support for people with special needs.
Erasmus+ financial support for people with socio-economic difficulties
Participants awarded funding under the Erasmus+ Program and who are scholarship holders of the Iscte Social Action Service (SAS) will benefit from a monthly supplement for the approved mobility period.
For more information, see the Erasmus+ Program ISCTE-IUL Rules and contact URI.
Erasmus+ financial support for people with special needs
The Erasmus+ Program determines the increase in funding allocated by HEIs to support the additional costs incurred by participants with special needs. Special needs are defined as health conditions, physical or mental, which may generate additional costs for the participant during their stay in the host country.
To benefit from this financial support, the participant must present objective evidence attesting to the type and/or degree of special need (physical, mental, or health), and which constitutes an obstacle to participation in Erasmus+ mobility, by sending the following documents:
- Declaration original and legible medical, describing in detail the type and/or degree of special need and its impact on mobility;
- Statement from the University and/or host company that they are aware of the beneficiary's special needs and that they have appropriate facilities, support, and equipment for their host;
- Erasmus Application Form -SEN, fully and duly completed original dated, signed, and stamped;
Any formal documents that complement the requested information will be considered.
The documents mentioned above must be delivered to URI 90 days before the beginning of the beneficiary's mobility program, with the deadline of May 31 of each academic year.
The calculation of financial support for people with special needs is the responsibility of the Erasmus+ Education and Training National Agency and depends on the budget requested in the application, on the type and/or degree of the participant's special needs, lack of any other specific need or not, duration and country of destination.
For more information, see the Erasmus+ Program ISCTE-IUL Rules and contact URI.
If I don't get a scholarship or grant, do I have to give up?
The Erasmus+ participant can become a "zero grant" participant, maintaining the Erasmus+ status and signing a mobility agreement, which specifies the duration of the period and other rights and obligations.
All participants who benefit from mobility under International Cooperation Protocols will not have any funding.
In this context, the decision to undertake a period of mobility should also involve the parents or those on whom they depend financially; it is expected that they will prepare for this experience well in advance and in accordance with their socio-economic reality.
URI only manages scholarships within the scope of the Erasmus+ Program, not knowing the existence of others.
However, whenever URI becomes aware of other funding sources, it will be disclosed by email to potentially interested parties.
It should also be noted that the Erasmus+ Program does not allow for double funding unless the grant that the participant receives is not funded by the European Commission. For example, a participant who receives a grant from Iscte's Social Action Services can continue to receive it, together with the Erasmus+ mobility grant.
Are fees paid at the host university?
No, mobility students are exempt from paying tuition fees or other enrollment fees at the destination University.
However, Iscte continues to charge tuition fees to students during the period of study abroad, so the student must continue to pay the tuition fees within the stipulated deadlines.
Registration and payment of tuition fees follow a schedule, which non-compliance entails the payment of fines! URI is not responsible for disclosing student calendars, deadlines, or other duties to Iscte, so the student must remain informed.
Do I have to sign up for Iscte for the year I participate in the mobility program?
Yes, the student must obligatorily register with Iscte, as he always did, complying with the same deadlines and other obligations.
Registration and payment of tuition fees follow a schedule, which non-compliance entails the payment of fines! URI is not responsible for disclosing student calendars, deadlines or other duties to Iscte, so the student must remain informed.
New graduates participating in internship mobility are excluded.
In this case, the participant will not have to be enrolled at Iscte during the mobility program, and the internship must be completed within a maximum of 12 months after obtaining the respective degree by the student.
Who takes care of accommodation?
After applying and being selected, the student/new graduate's data is sent to the University/Hosting Entity, together with a request to forward the process to the respective accommodation services, if any.
Finding accommodation in the place where the participant will carry out the mobility is the task of the participant, assisted, whenever possible, by the University/Hosting Entity.
Once selected for a mobility program, the University/Hosting Entity will send the participant additional information, which will allow them to book accommodation before the mobility starts.
Upon request, URI will provide contacts of ex-participants who can also help you and give you some tips on this topic.
For mobility studies, URI recommends consulting the websites of the Universities, where the participant can find helpful information about accommodation, namely, if they have university residences, accommodation in shared apartments, their own associations that help the participant in this task, tips, sites, associações de estudantes, etc.
Who takes care of the trip?
The booking and payment of the trip are the participant's responsibility. Within the scope of the mobility programs promoted by URI, the participant does not receive specific support for traveling to the host country.
URI strongly recommends that the booking of the trip be made only after the University/Hosting Entity has formally accepted the participant.
The participant must schedule the trip to be at the University/Hosting Entity before the academic/internship activities start.
What insurance should I have?
Before departing, participants must ensure that they have health insurance, which guarantees them medical assistance during their entire stay in the host country(including travel).
Experience tells us that good insurance coverage can be decisive during mobility due to the constraints that can arise from unexpected harmful situations, some misfortune or the need for additional assistance abroad.
In EU and European Economic Area (EEA) countries, participants are covered by the European Health Insurance Card (CESD), which allows them to benefit from the local health system during their mobility. The CESD must be requested at the Regional Social Security Center in your area of residence or at the Loja do Cidadão (Government Office).
CESD does not cover repatriation or specific medical interventions, so it may be helpful and recommended to carry out additional private insurance that includes these and other coverages, including travel, civil liability, health, and personal accident insurance (including temporary disability and permanent) and life insurance (including repatriation expenses in the event of death).
In the mobility for an internship, the participant must also ensure that they have civil liability insurance that obligatorily covers damages caused by the participant during their mobility period, regardless of whether or not they are in the workplace, and a work accident insurance, which covers at least the damage caused by the participant at the internship location.
Mobilities to countries outside the EU or the European Economic Area (EEA)require participants to take out private insurance with basic healthcare coverage abroad. It can also be helpful, and it is recommended to carry out private insurance that includes other coverage, namely travel insurance, civil liability, health and personal accident (including temporary and permanent disability), and life insurance (including repatriation expenses in case of death).
Many students may be able to benefit from the international agreements to which Portugal is a party, to gain access to the health system in the host country, namely within the scope of the accords signed with Andorra, Argentina, Australia, Brazil, Cape Verde, Canada, States United States of America, Guinea-Bissau, Morocco, Venezuela, and Uruguay.
For example, students moving to Brazil, who are beneficiaries of the Portuguese Social Security System, can request the appropriate form at the Regional Social Security Center in their area of residence or at the Loja do Cidadão to benefit from the social security agreement between Portugal and Brazil.
For more information about these agreements, students should contact Social Security Services.
Although the participant is responsible for safeguarding medical coverage during their stay abroad, proof must be given to URI prior to departure.
What are the procedures before departure abroad?
Before departing for their University/Hosting Entity, the participant must comply with the "Before departure" procedures:
- Send by e-mail to firstname.lastname@example.org, in PDF format:
(documents must be properly identified with the student's name and type of document, e.g., AnaSilva78978_LearningAgreement)
- Copy of Learning Agreement for Studies(applicable to Erasmus+ studies Program) or Credit Recognition Plan(applicable to International Cooperation Protocols) or Learning Agreement for Traineeships (applicable to the Erasmus+ Internship Program) signed by the Coordinator;
- The Declaration of Commitmentduly signed;
- The Representative Declaration, duly signed;
- A proof of NIB/Swift and IBAN indicating that the student holds the account (only applicable to the Erasmus+ Program);
- A proof of health insurance, valid in the host country (e.g. a copy of the European Health Insurance Card or health insurance);
- Copy of the civil liability insurance policy (applicable only to the Erasmus+ internship program);
- Proof of travel reservation.
- Register for the “Traveller Registration” application using the online form, using the android or iOS application.
- As soon as requested (only applicable to the Erasmus+ Program)
- Complete Test 1 for the assessment of the student's linguistic competence (OLS),
- Sign the Contract at the International Relations Unit.
- If necessary, the participant should still process this with a visa at the Embassy or Consulate.
During the stay
Can I withdraw and return home before completing the mobility period?
The participant can cease mobility at any time and, if this happens, they must immediately notify URI and the host entity upon written justification (by paper or e-mail).
However, as they did not take advantage of their mobility period, the participant will not have academic recognition at Iscte.
For Erasmus+ study and/or internship program participants:
Withdrawal due to force majeure, that is, any unpredictable or exceptional situation or event, regardless of the participant's will and not attributable to error or negligence on your part, duly proven by documents, it must be communicated to URI within a maximum period of 30 days, after the mobility period has been interrupted or as soon as there is knowledge of it.
In possession of this information, the URI will communicate to the National Erasmus+ Education and Training Agency which, after due analysis of the reported situation, will determine the final value of the scholarship to be awarded to the participant. In these cases, the participant will be entitled to receive the grant amount corresponding to the effective mobility period. Any remaining monies will have to be refunded.
In all other cases, if the participant terminates the contract before the end of the contract period, they will have to proceed with the full reimbursement of the paid scholarship amount.
Can I extend the mobility period?
Mobility participants under the Erasmus+ Program or an international cooperation Protocol may extend their mobility to the 2nd semester of the same academic year, provided that:
- There is prior agreement from the coordinator regarding academic recognition of the disciplines/internship program that the participant intends to carry out in the 2nd semester;
- The organization and agreement for the extension of the period of studies/internship is made before the end of the period of studies/internship in progress;
- The extension period must immediately follow, and without any interruption, the study/internship period in progress (except for school holidays or termination of the placement organization);
- The mobility period, including the extension period, cannot exceed 12 months, and the contractual period;
- URI receives a written statement from the host institution confirming that it has accepted the participant's stay for another semester;
- The new, reformulated Study/Internship Contract, signed by the host institution coordinator, is sent to URI.
In case of extension, the Erasmus+ Study and/or Internship Program participant must sign an Addendum to the Erasmus+ Contract.
The allocation of financing to extensions depends on the existence or not of a balance, which is why it is not a guaranteed situation for the participant. In principle, for participants in mobility under the Erasmus+ Program who request an extension, the 2nd semester will be considered zero scholarship.
What are the procedures during the stay?
After arriving at the Host Entity, the participant must email URI their contacts in the host country (address and telephone) to email@example.com.
Signing and sending the Declaration of Stay
- The participant must ask the Host Entity to complete and sign the first part of the Declaration of Stay(referring to the start date of the mobility period, which will coincide with the 1st day on which the participant will have to be present at the Host Entity for academic/training purposes). The declaration must be sent to URI by email to firstname.lastname@example.org within ten days after the mobility starts.
- Near the end of the stay, the student must ask the Host Entity to complete and sign the second part of the Declaration of Stay(referring to the end date of the mobility period, which will coincide with the last day on which the participant will have to be present at the Host Entity for academic/training purposes). The declaration must be delivered to the URI or sent by email to email@example.com within 15 days after the end of the mobility program.
To Erasmus+ study/internship program participants:
- If it is found that the period of stay at the Host Entity will be longer or shorter than that initially contracted. In that case, during the mobility, the participant must end the mobility program or send a Confirmation of Expected End Date to the URI that is completed and signed by the Host Entity, with the expected date for the end of the mobility program.
- In possession of the above information, URI will write (while still during the mobility) an Addendum to the initial Mobility Contract: to confirm the total duration of the study/internship period and to adjust the final scholarship amount to be awarded (if applicable).
- Note: under the terms of the Financial Agreement signed with the National Agency, Addendums to finished mobilities cannot be issued! Thus, the lack of the confirmation mentioned above or communication after the end of the mobility period prevents the issue of the Addendum and, consequently, any additional days cannot be financed.
Changing the Study/Internship Plan
The Learning Agreement for Studies/Credit Recognition Plan/Learning Agreement for Traineeshipsprovides for the possibility of introducing changes to the previously agreed program.
In cases where this situation occurs, the participant must promptly contact his coordinator proposing the necessary changes. All exchanged correspondence must be saved and attached to the equivalence process at the end of the mobility program. The absence of documents may be reflected in the failure to obtain the proposed recognition.
Soon after, the participant must formalise the changes to the Learning Agreement for Studies/Credit Recognition Plan/Letter of Acceptance - Erasmus+ Traineeships and sign it at the Host Entity. At the end of the mobility, the participant must be accompanied by the original document, duly signed.
Changes to the study/internship program can be made within a maximum period of 30 days from the date of arrival at the University/Hosting Entity.
Any changes that occur during the mobility must be immediately communicated to URI via e-mail firstname.lastname@example.org.
Examples are partial withdrawal from mobility and extension of the study/internship period.
What are the procedures after returning?
Closing of the mobility process
After the mobility is completed, the student must:
Within 15 days after the end of the mobility
- Deliver at the URI the original of the Learning Agreement for StudiesorCredit Recognition PlanorLearning Agreement for Traineeships, including amendments (if applicable) signed by host entity;
- Deliver at URI the Declaration of Stay duly filled in and signed by the Host Entity;
- Take Test 2 for the OLS language competence assessment (information made available to each participant on the OLS website) - applicable only to participants of mobility programs under the Erasmus+ Programme.
Up to 30 days after the end of the mobility program
- Deliver the URI Transcript of Records(certificate of notes) or Internship Certificate issued by the host entity. If the document is sent directly to URI, the student will be informed by email.
- Fill in the Final Erasmus+ Student Report, using a link sent to each student after the end of the mobility program, by the European Commission platform ECAS/Mobility Tool, through the e-mail email@example.com - applicable only to participants of one mobility under the Erasmus+ Programme.
Once the URI process has been regularised, the student must gather the documents necessary for the academic recognition process.
Academic recognition process (accreditation)
It is the student's responsibility to trigger the academic recognition process with the Erasmus+ coordinator or the School. For this, the student must have the following documents:
- Transcript or RecordsOriginal, issued by the host Entity;
- Copy of the Learning Agreement for Studies/Credit Recognition Plan/Letter of Acceptance - Erasmus+ Traineeships
- CreditRecognition_AfterMobility duly completed and signed by the student
The Credit Recognition process is the exclusive responsibility of the School or its delegate.