Erasmus+ International Credit Mobility programme - Coronavirus guide for incoming students being on their mobility

08.06.2020. Following the guidelines issued by Tempus Public Foundation on 05.06.2020

The following instructions have been issued by the Department of Erasmus+ and International Programmes in accordance with the measures of the ELTE Epidemiological Operative Coordinating Body and the Tempus Public Foundation. For more information on the academic and administrative measures of Eötvös Loránd University, please visit the following website: https://www.elte.hu/en/coronavirus. Furthermore, please pay attention to the information issued on the website of WHO and the Hungarian Ministry of Foreign Affairs and Trade:
https://www.who.int/emergencies/diseases/novel-coronavirus-2019 
http://abouthungary.hu/news-in-brief/coronavirus-heres-the-latest/

As you are already aware, in light of the recent global health events, starting from March 23 the University classes are exclusively taught on distance learning platforms. Students are not permitted in the University buildings (including the faculties, libraries, registrar’s offices, eateries, Quaestura offices etc.) during this period, and as long as the restrictions are in place.

For details and the current decisions check regularly the University’s website, which is kept up-to-date at https://www.elte.hu/en/coronavirus 

All academic and administrative matters are to be settled electronically. For validating student cards, requesting student loans and health insurance see https://qter.elte.hu/Hirdetes.aspx?hirdetes_id=346

You are however allowed to stay in Hungary, and remain a student of the University as well. If you live in one of the dormitories, you are allowed to stay there as well. You are also free to travel to your home country, but strongly suggested to not travel anywhere else. In case you return to your home country, you should follow the directive in your country and stay there. You must not return to Hungary unless otherwise directed, in accordance with the ELTE epidemiological guidelines. If you decide to give up your place in the dormitory by moving out, you are not guaranteed a place upon return.

In case you decide to travel home, you must immediately inform the Department of Erasmus+ and International Programmes (erasmus.icm@dep.elte.hu), your Faculty Coordinator (by email) and if you are a resident, the dormitory as well. While you are in your home country, it is your responsibility to ensure your access to any and all distance learning platforms your courses may require.

The suspension of current ongoing mobilities (returning home before the intended closing date) will be handled as vis major (Article III.) - this means that you may apply for reimbursement on an equitable basis for all your extra expenses regarding the vis major situation so that you would not have any financial loss over non-refundable expenses already payed for. In the case of the vis major suspension of the mobility, the participant is entitled to receive the amount of their scholarship that is proportionate to the length of the completed mobility. If the participant has non-refundable expenses for the whole original mobility that exceed the pro rata grant, in order to avoid financial loss (eg. you has mandatory prepayment of your housing in advance, you had to buy plane ticket or had to finance your getting home in other ways with extra cost), the participant can apply for an equity claim to reimburse their extra costs. The sum of approved vis major costs and the grant calculated on your realised mobility duration may exceed the original grant stated in your grant agreement.

Please follow the instructions issued by ELTE during your stay in Hungary (Article I.). If you wish to suspend your mobility and return home earlier, make sure to notify the responsible persons of the Department of Erasmus+ and International Programmes (DEP) at erasmus.icm@dep.elte.hu. The e-mail subject must include the term ‘vis major’. Once you have notified ELTE DEP about the suspension of your mobility, please follow the regulations and steps of the guide below (Article II-III.).

Please be aware that there are no office hours currently at ELTE, personal customer service for students is not available. See more about this and the scheduling of distance education here: https://www.elte.hu/en/coronavirus.

All students are advised to inform themselves thoroughly about current situations, travel possibilities and circumstances (some airports and borders are closed) before leaving for home. Be prepared that your return home might be challenging. You can learn more about the situation in Hungary at https://www.elte.hu/en/coronavirus (in Hungarian), if you are experiencing difficulties or troubles, contact your home country’s consulate in Hungary.

Considering the uncertainty of the current situation, we advise students against casual travel, no matter if the purpose is a casual visit home or touristic.

I. If you decide to stay in Hungary and finish your mobility as planned:

  • If your mobility can be finished and there is a good chance to achieving the learning outcomes of your learning agreements, you are entitled for the grant. Please monitor closely and follow the instructions and advices of ELTE and the local authorities in Hungary.
  • Please do not forget to ask for a mobility period certificate!
  • You are free to make decision on a possible interruption even later during this global pandemic, you do not have to worry, the current mobility scheme provides a stable framework for your mobility.
  • All students are advised to inform themselves thoroughly about current situations, travel possibilities and circumstances (some airports and borders are closed) before leaving for home. Be prepared that your return home might be challenging. You can learn more about the situation in Hungary at https://www.elte.hu/en/coronavirus (in Hungarian), if you are experiencing difficulties or troubles, contact your home country’s consulate in Hungary.
  • Considering the uncertainty of the current situation, we advise students against casual travel, no matter if the purpose is a casual visit home or touristic.

II. If you decide to suspend your mobility and travel home:

A) You are able to achieve the learning outcomes in your learning agreement by following courses online and by doing assignments:

  • If you wish to suspend your mobility and return home earlier, make sure to notify the responsible persons at erasmus.icm@dep.elte.hu.
  • According to the current guidelines of the Tempus Public Foundation, mobility grant can only be issued for the period spent in Hungary (proved by e.g. a mobility period certificate).
  • If you can continue your studies remotely by following courses online, please do so, try to achieve your planned learning outcomes.
  • Please do not forget to ask for a mobility period certificate and a transcript of records from your host faculty of ELTE.
  • If you have extra costs related to travelling home that are not attributable to you (e.g. mandatory prepayment of your housing for a longer period), you may apply for reimbursement on an equitable basis (vis major – Article III).

B) You are not be able to continue your studies even by means of online courses

  • If you wish to suspend your mobility and return home earlier, make sure to notify the responsible persons at erasmus.icm@dep.elte.hu.
  • According to the current guidelines of the Tempus Public Foundation, mobility grant can only be issued for the period spent in Hungary (proved by e.g. a mobility period certificate).
  • Please do not forget to ask for a mobility period certificate and a transcript of records from your host faculty of ELTE.
  • If you have extra costs related to travelling home that are not attributable to you (e.g. mandatory prepayment of your housing for a longer period), you may apply for reimbursement on an equitable basis (vis major – Article III).

III. Vis major – equity claim (from 5 June 2020)

The suspension of current ongoing mobilities (returning home before the intended closing date) will be handled as vis major - this means that you may apply for reimbursement on an equitable basis for all your extra expenses regarding the vis major situation so that you would not have any financial loss over non-refundable expenses already payed for. In the case of the vis major suspension of the mobility, the participant is entitled to receive the amount of their scholarship that is proportionate to the length of the completed mobility. If the participant has non-refundable expenses for the whole original mobility that exceed the pro-rata grant, in order to avoid financial loss (eg. you has mandatory prepayment of your housing in advance, you had to buy a plane ticket or had to finance your getting home in other ways with extra cost), the participant can apply for an equity claim to reimburse their extra costs. The sum of approved vis major costs and the grant calculated on your realised mobility duration may exceed the original grant stated in your grant agreement.

Please submit your claim to the erasmus.icm@dep.elte.hu address by following the steps below:

  1. Vis major form excel sheet
    • Fill in the details applicable, indicate the contractual and the realised start- and closing dates of your mobility.
    • If you do not have the details included in the Grant Agreement, please contact Ms Zsóka Kovács at erasmus.icm@dep.elte.hu.
    • In the "Justification" section of the application, please provide a brief and comprehensible description of the circumstances in order to make the occurrence of your expenses understandable and substantiated.
    • Please list all your expenses, indicated in euro. If you can provide proof of payment (with an invoice or other documents) of the amount paid for already in a different currency (forint, pound, etc.) you can calculate the sum in euro using the European Commission’s official exchange rate (InforEuro, https://ec.europa.eu/budget/graphs/inforeuro.html), based on the exchange rate from August 2019 (e.g. 1 HUF = 0.00305 EUR)
    • Indicate the type of proof that you are enclosing. Scanned copies of the documents, receipts, certificates will suffice (or a legible photo captured by the camera of your phone), but they must be clearly related to the mobility that you wish to receive a reimbursement for. Please name and indicate the documents clearly in your claim. For further information consult Article III, point 2 (Expenses that can be reimbursed) and Article III. point 3 (Compulsory attachments).
    • Please name the finished Excel sheet according to the following: “lastname_firstname_vis_maior_claim”
    • Print the Excel sheet, sign it, scan it and save it in a pdf format as well, similarly to the saved Excel sheet: “lastname_firstname_vis_maior_claim”. If you do not have the opportunity to print (e.g. because of home quarantine), indicate this obstacle in your e-mail, and the e-mail will replace the signed claim.
  2. Expenses that can be reimbursed:
    • Please note that only non-refundable expenses, which connect closely to your mobility, can be reimbursed! Please try to ask for refund from the travel and accommodation providers (you have to prove by emails that you have acted so).
    • Accommodation, guarantee, travel expenses (flight ticket, train ticket, bus ticket, car hire, etc.), insurance, or other non-refundable expenses can be reimbursed.
  3. Compulsory attachments:
    • Vis major form as an excel sheet
    • Signed vis major form in a pdf format. If you do not have the opportunity to print (e.g. because of home quarantine), indicate this obstacle in your e-mail, and the e-mail will replace the signed claim.
    • A certificate that the expenses which you have listed are non-refundable (e-mail, website link).
    • Documents that are proof of your vis major expenses: Scanned copies of the documents, receipts, certificates will suffice (or a legible photo captured by the camera of your phone), but they must be clearly related to the mobility that you wish to receive a reimbursement for. Please name and indicate clearly the documents used as proof in your claim,
      • Certificate of travel expenses (plane-, train-, bus ticket): if your mobility has been cancelled, you can prove your expenses by presenting your ticket and receipt, or with the confirmation (usually electronic) of your reservation. Make sure that your name, the location (to and from), the actual dates of your travel, and the price of the ticket is visible.
      • Certificate of accommodation: the certificate should include the address, the time of your stay, the price of the room and either your name or e-mail address.
      • Insurance: name, period of validity, prices must be visible.
    • Certificate of attendance from the host faculty of ELTE (if available)
  4. Please submit your equity claim with all the attachments to erasmus.icm@dep.elte.hu (subject of the e-mail: „vis major”).

According to the University’s position and proposal, the Tempus Public Foundation will assess the claims individually in each case, approximately every three weeks.

Coronavirus guide for incoming Erasmus+ International Credit Mobility students (March 2020 - 4 June 2020)

26.03.2020. Following the guidelines issued by Tempus Public Foundation on 20.03.2020

The following instructions have been issued by the Department of Erasmus+ and International Programmes in accordance with the measures of the ELTE Epidemiological Operative Coordinating Body and the Tempus Public Foundation. For more information on the academic and administrative measures of Eötvös Loránd University, please visit the following website: https://www.elte.hu/en/coronavirus. Furthermore, please pay attention to the information issued on the website of WHO and the Hungarian Ministry of Foreign Affairs and Trade:
https://www.who.int/emergencies/diseases/novel-coronavirus-2019 
http://abouthungary.hu/news-in-brief/coronavirus-heres-the-latest/

As you are already aware, in light of the recent global health events the University moved the Spring Break forward to next week, from March 16 to March 22. Starting from March 23 the University classes will be exclusively taught on distance learning platforms. Students are not permitted in the University buildings (including the faculties, libraries, registrar’s offices, eateries, Quaestura offices etc.) during this period, and as long as the restrictions are in place.

For details and the current decisions check regularly the University’s website, which is kept up-to-date at https://www.elte.hu/en/coronavirus 

All academic and administrative matters are to be settled electronically. For validating student cards, requesting student loans and health insurance see https://qter.elte.hu/Hirdetes.aspx?hirdetes_id=346

You are however allowed to stay in Hungary, and remain a student of the University as well. If you live in one of the dormitories, you are allowed to stay there as well. You are also free to travel to your home country, but strongly suggested to not travel anywhere else. In case you return to your home country, you should follow the directive in your country and stay there. You must not return to Hungary unless otherwise directed, in accordance with the ELTE epidemiological guidelines. If you decide to give up your place in the dormitory by moving out, you are not guaranteed a place upon return.

In case you decide to travel home, you must immediately inform the Department of Erasmus+ and International Programmes (erasmus.icm@dep.elte.hu), your Faculty Coordinator (by email) and if you are a resident, the dormitory as well. While you are in your home country, it is your responsibility to ensure your access to any and all distance learning platforms your courses may require.

The suspension of current ongoing mobilities (returning home before the intended closing date) will be handled as vis major (Article III.) - this means that you may apply for reimbursement on an equitable basis up to the full amount of the scholarship for the mobility period, so that you would not suffer any financial losses over non-refundable expenses already payed for. In case of the vis major suspension of the mobility, the participant is entitled to receive the amount of their scholarship that is proportionate to the length of the completed mobility. If the participant has non-refundable expenses covered by their individual grant during the completed mobility that exceed the pro rata grant, the participant can apply for an equity claim.

Please follow the instructions issued by ELTE during your stay in Hungary. If you wish to suspend your mobility and return home earlier, make sure to notify the responsible persons of the Department of Erasmus+ and International Programmes (DEP) at erasmus.icm@dep.elte.hu. The e-mail subject must include the term ‘vis major’. Once you have notified ELTE DEP about the suspension of your mobility, please follow the regulations and steps of the guide below (Article I).

Please be aware that there are no office hours currently at ELTE, personal customer service for students is not available. See more about this and the scheduling of distance education here: https://www.elte.hu/en/coronavirus.

All students are advised to inform themselves thoroughly about current situations, travel possibilities and circumstances (some airports and borders are closed) before leaving for home. Be prepared that your return home might be challenging. You can learn more about the situation in Hungary at https://www.elte.hu/en/coronavirus (in Hungarian), if you are experiencing difficulties or troubles, contact your home country’s consulate in Hungary.

Considering the uncertainty of the current situation, we advise students against casual travel, no matter if the purpose is a casual visit home or touristic.

I. If you decide to stay in Hungary and finish your mobility as planned:

  • If your mobility can be finished and there is a good chance to achieving the learning outcomes of your learning agreements, you are entitled for the grant. Please monitor closely and follow the instructions and advices of ELTE and the local authorities in Hungary.
  • Please do not forget to ask for a mobility period certificate!
  • You are free to make decision on a possible interruption even later during this global pandemic, you do not have to worry, the current mobility scheme provides a stable framework for your mobility.
  • All students are advised to inform themselves thoroughly about current situations, travel possibilities and circumstances (some airports and borders are closed) before leaving for home. Be prepared that your return home might be challenging. You can learn more about the situation in Hungary at https://www.elte.hu/en/coronavirus (in Hungarian), if you are experiencing difficulties or troubles, contact your home country’s consulate in Hungary.
  • Considering the uncertainty of the current situation, we advise students against casual travel, no matter if the purpose is a casual visit home or touristic.

II. If you decide to suspend your mobility and travel home:

A) You are able to achieve the learning outcomes in your learning agreement by following courses online and by doing assignments:

  • If you wish to suspend your mobility and return home earlier, make sure to notify the responsible persons at erasmus.icm@dep.elte.hu.
  • According to the current guidelines of the Tempus Public Foundation, mobility grant can only be issued for the period spent in Hungary (proved by e.g. a mobility period certificate). However, this regulation may be subject to change, the Tempus Public Foundation is being consulted in this matter.
  • If you can continue your studies remotely by following courses online, please do so, try to achieve your planned learning outcomes.
  • Please do not forget to ask for a mobility period certificate and a transcript of records from your host faculty of ELTE.
  • If you have extra costs related to travelling home that are not attributable to you (e.g. mandatory prepayment of your housing for a longer period), you may apply for reimbursement on an equitable basis (vis major – Article III).

B) You are not be able to continue your studies even by means of online courses

  • If you wish to suspend your mobility and return home earlier, make sure to notify the responsible persons at erasmus.icm@dep.elte.hu.
  • According to the current guidelines of the Tempus Public Foundation, mobility grant can only be issued for the period spent in Hungary (proved by e.g. a mobility period certificate). However, this regulation may be subject to change, the Tempus Public Foundation is being consulted in this matter.
  • Please do not forget to ask for a mobility period certificate and a transcript of records from your host faculty of ELTE.
  • If you have extra costs related to travelling home that are not attributable to you (e.g. mandatory prepayment of your housing for a longer period), you may apply for reimbursement on an equitable basis (vis major – Article III).

III. Vis major – equity claim

The suspension of current ongoing mobilities (returning home before the intended closing date) will be handled as vis major - this means that you may apply for reimbursement on an equitable basis up to the full amount of the scholarship for the mobility period, so that you would not suffer any financial losses over non-refundable expenses already payed for. In case of the vis major suspension of the mobility, the participant is entitled to receive the amount of their scholarship that is proportionate to the length of the completed mobility. If the participant has non-refundable expenses covered by their individual grant during the completed mobility that exceed the pro rata grant, the participant can apply for an equity claim.

Please submit your claim to the erasmus.icm@dep.elte.hu address by following the steps below:

  1. Vis major form excel sheet
    • Fill in the details applicable, indicate the contractual and the realised start- and closing dates of your mobility.
    • If you do not have the details included in the Grant Agreement, please contact Ms Zsóka Kovács at erasmus.icm@dep.elte.hu.
      All expenses must be indicated in euro in the Excel sheet. If you can provide proof of payment (with invoice or other documents) of the amount paid for already in a different currency (forint, pound, etc.) you can calculate the sum in euro using the European Commission’s official exchange rate (InforEuro, https://ec.europa.eu/budget/graphs/inforeuro.html), based on the exchange rate from August 2019 (e.g. 1 HUF = 0.00305 EUR)
    • Fill out the “Justification” section as well, clearly and concisely.
    • Indicate the type of proof that you are enclosing. Scanned copies of the documents, receipts, certificates will suffice (or a legible photo captured by the camera of your phone), but they must be clearly related to the mobility that you wish to receive a reimbursement for. Please name and indicate the documents clearly in your claim. For further information consult Article III, point 2 (Expenses that can be reimbursed) and Article III. point 3 (Compulsory attachments).
    • Please name the finished Excel sheet according to the following: “lastname_firstname_vis_maior_claim”
    • Print the Excel sheet, sign it, scan it and save it in a pdf format as well, similarly to the saved Excel sheet: “lastname_firstname_vis_maior_claim”. If you do not have the opportunity to print (e.g. because of home quarantine), indicate this obstacle in your e-mail, and the e-mail will replace the signed claim.
  2. Expenses that can be reimbursed:
    • Please note that only non-refundable expenses, which connect closely to your mobility, can be reimbursed! Please try to ask for refund from the travel and accommodation providers (you have to prove by emails that you have acted so)! As an alternative to the emails, you can provide a link to the website where it is clearly stated that your claim for refund is denied.
    • Accommodation, travel expenses (flight ticket, train ticket, bus ticket), insurance, or other non-refundable expenses can be reimbursed. Meal and leisure expenses (e.g. theatre- or cinema tickets) cannot be reimbursed.
  3. Compulsory attachments:
    • Vis major form as an excel sheet
    • Signed vis major form in a pdf format (does not have to be submitted in case of an obstacle, subject to individual assessment)
    • A certificate that the expenses which you have listed are non-refundable (e-mail, website link).
    • Documents that are proof of your vis major expenses: Scanned copies of the documents, receipts, certificates will suffice (or a legible photo captured by the camera of your phone), but they must be clearly related to the mobility that you wish to receive a reimbursement for. Please name and indicate clearly the documents used as proof in your claim,
      • Certificate of travel expenses (plane-, train-, bus ticket): if your mobility has been cancelled, you can prove your expenses by presenting your ticket and receipt, or with the confirmation (usually electronic) of your reservation. Make sure that your name, the location (to and from), the actual dates of your travel, and the price of the ticket is visible.
      • Certificate of accommodation: the certificate should include the address, the time of your stay, the price of the room and either your name or e-mail address.
      • Insurance: name, period of validity, prices must be visible.
    • Certificate of attendance from the host faculty of ELTE (if available)
  4. Please submit your equity claim with all the attachments to erasmus.icm@dep.elte.hu (subject of the e-mail: „vis major”).