Before the mobility

Before the mobility

Before the mobility

Updated: 27th of October 2020
Attention! Scholarship amounts for the 2020/21 academic year have increased for some country categories. For more informattion visit: CALL FOR APPLICATION: ERASMUS+ SCHOLARSHIP FOR STUDIES AND TRAINEESHIP IN THE 2020/21 ACADEMIC YEAR

FOR SCHOLARSHIP WINNERS FOR 2020/2021

The documentation procedure presented below is extraordinary and it is applied for students with Erasmus+ scholarship for the 2020/21 academic year. It is recommended to start the administration 6-8 weeks before the start of the mobility so the scholarship arrives by the start date of the mobility. In case of later administration the scholarship will also be paid later.

Student mobilities are supported for the 2020/2021 Academic Year in case of long-term mobilities.The minimum period of physical mobility must be at least 3 months for studies and 2 months for traineeships. 
Please stay informed about the epidemiological situation in the country of destination when you begin organising your trip and also immediately before your departure, using the following website:
reopen.europa.eu/en
If entry to the destination country is advised against or prohibited by the local authorities or the destination country’s authorities, do not begin your departure. Please notify your faculty coordinator about this fact.
Attention! Scholarships can only be paid for the physical part of the mobility. The planned physical period of the mobility should be at least 2 months in the case of internships, and 3 months in the case of mobilities with study purposes. If the minimum period is not met through no fault of the student (eg. due to a coronavirus outbreak), will be considered as vis major. In this case, the settlement of the scholarship depends on the outcome of the vis major procedure initiated by the student by submitting an individual equity claim. Details here.
Given that, in the current situation of uncertainty, the duration of the planned physical mobility and the corresponding amount of scholarship may vary, a refund obligation is more likely to arise. In order to avoid the resulting conversion costs (as the scholarship is always paid in euros), we recommend that you open a euro-based account for your Erasmus + scholarship.
In addition, please pay special attention to the retention of travel-related documentation (eg boarding pass, train ticket; invoices, etc.) as it may be necessary to justify the period of physical mobility or vis major.
All obligations related to travelling and staying abroad (travel, accommodation, visa, residence permit, etc.) should be managed and paid by the scholarship holder. You acknowledge the fact that amount of the financial support may be not enough to cover all incurred costs.

We would like to draw the attention of our students preparing for traineeship after graduation to that the time frame of the completion of the traineeship changed from 12 months to 18 months for those who completed their studies in the 2019/2020 Academic Year or before and they could not start their mobility due to the COVID-19 pandemic. 

You may ask your faculty Erasmus+ coordinator about any details regarding the Erasmus+ scholarship documentation. List and contact of faculty coordinators are available on this link.

NOMINATION: The students who have won Erasmus+ scholarship for study purpose are nominated to their host institution by their faculty/institute coordinators. Please note that the nomination process and deadline is different in each host institution, thus we advise you to consult the nomination deadline in your host institution and ascertain that you are nominated by the deadline. The host institution always confirm whether they can receive the nominated student for the semester and field of studies given. 

DOCUMENTS BEFORE THE MOBILITY 

The documents need to be addressed in the order mentioned below. Please read Section II. carefully before you fill the documents. The submission of documents and the administration takes place online and by mail as it is detailed below.

A) For physical mobility
B) For blended mobility (mobility consist of virtual and physical component)
C) For those who have not have information about the modality of the mobility yet


A) For physical mobility

1. LEARNING AGREEMENT

Should be filled by the Online Learning Agreement:
If you started filling out the Online Learning Agreement before 17th of October 2020 click on ELDER OLA and log in to your profile.
For Learning Agreement for Studies click LOG IN, register, then click New Learning Agreement and prepare your Learning Agreement.
For Learning Agreement for Traineeships click FOR TRAINEES and prepare your Learning Agreement.

Guidelines to fill the Learning Agreement
Learn more about the signment process.
We advise you to download the Erasmus+ App which can help during the Erasmus+ mobility.

2. OLS ASSESSMENT

How to get an assessment? Please fill out this formWe send the assessments manually thus it can take up to 5 days to receive it. 

3. INSURANCE 

Health insurance can be verified with an EU health insurance card valid for the duration of the mobility or other, e.g. health insurance with an insurance company. In case of traineeship, it is the student's responsibility to select and take out appropriate liability and accident insurance.

4. FORM 

The form can be reached after caesar identification at Form for scholarship winners for 2020/2021 

Parts of the form:

  • DECLARATION OF STATUS AT EÖTVÖS LORÁND UNIVERSITY
  • DECLARATION ON THE PLANNED START AND END OF MOBILITY AND THE MANDATORY QUARANTINE
  • DECLARATION OF OLS ASSESSMENT
  • DECLARATION ON PROMOTION ACTIVITY
  • DATA DECLARATION OF THE GRANT AGREEMENT

3. GRANT AGREEMENT

The pdf version of the Grant Agreement will be sent to all students by e-mail, tailored to the information submitted on the form. Please read the Grant Agreement carefully and check the information in it! If you find everything is fine, print it out in 4 copies and sign each one with a blue pen.

The documents must be submitted in the following procedure and order:

1. The form must be finalized electronically with the "Submit" button.
If you wish to correct / modify something in the data provided on the form afterwards, please inform us by e-mail at erasmus.out@dep.elte.hu, DO NOT fill in the form again!

2. To be sent by e-mail to the faculty coordinator:

  • A pdf version of the Online Learning Agreement signed by all three parties
  • Copy of document (s) proving the existence of insurance (s) (eg. EU health insurance card

3. 4 signed, original copies of the Grant Agreement prepared by Department of Erasmus+ and International Programmes based on the submitted form, and received by e-mail must be mailed to the Erasmus + and International Programs Department of the Eötvös Loránd University Education Directorate (1056 Budapest, Szerb u. 21–23).

The personalized Grant Agreement will be prepared and sent to the student only after completing steps 1 and 2 completely and correctly, and the documents sent in step 2 have been approved by the faculty coordinator and forwarded to Department of Erasmus + and International Programs of ELTE. The Learning Agreement and insurance documents will be checked and forwarded, and personalized Grant Agreement will be prepared within 5 working days of receipt (completion of Step 2). The scholarship is expected to be awarded within 4 weeks of the receipt of the signed Grant Agreement submitted in full according to step 3. Attention! We undertake the above deadlines only in case of complete documentation and completion, if emendation is needed the Grant Agreement will be sent with some delay!

We would like to draw the students' attention to the fact with sending the documents py post they undertake to finalize the documents and the data contained in them. If they want to change anything afterwards, they can only do so by amending the contract. 

B) For blended mobility (mobility consist of virtual and physical component)

Features of blended mobility:

  • The student only receive Erasmus + scholarship for the physical part of the mobility (for the period spent abroad). The duration of the physical part:

    • in case of studies a minimum of 3 months,

    • in case of traineeships must be at least 2 months. 

  • Scholarships can only be paid for the physical part of the mobility. 
  • Subjects completed in the form of blended mobility at the host institution are accreditted at ELTE (a credit transfer process must be requested by the student, see More practical information).
  • The virtually completed periods are not counted as Erasmus months (maximum 12 months per study cycle)
  • Mobility should be closed in the same way as physical mobility. The duration of the virtual and the physical part should be justified separately.

The documentation must be handled as described in section A) PHYSICAL MOBILITY!

C) For those who have not have information about the modality of the mobility yet

Wait until you receive the necessary information from the host institution. Based on the information received, select the procedure for you from those described in sections A) to B).

In the current situation the partner institutions have to make difficult decisions about the form of education and the reception of foreign students. Please wait patiently for more information from the host institution and consult the constantly updated website https://covid.uni-foundation.eu/ or the host institution's website. If your autumn mobility semester fails and have to be cancelled, you have the option to postpone the mobility to the spring semester, please notify the faculty coordinator of this intention.

II. GUIDELINES ON THE DOCUMENTATION

1. LEARNING AGREEMENT 

  • What is this? This is the official document which contains the content of the mobility.
  • Why is this important? Until this document is not signed by all parties, the Grant Agreement is not valid and you can not start your mobility.

Guidelines on the Learning Agreement:

  • Should be filled by the Online Learning Agreement:
    If you started filling out the Online Learning Agreement before 17th of October 2020 click on ELDER OLA and log in to your profile.
    For Learning Agreement for Studies click LOG IN, register, then click New Learning Agreement and prepare your Learning Agreement.
    For Learning Agreement for Traineeships click FOR TRAINEES and prepare your Learning Agreement.
  • Guidelines LA for Studies
  • Guidelines LA for Traineeships
  • The Erasmus code of ELTE is: HU BUDAPES01.
    The Erasmus code of the host institution can be found online using the "name of the host institution" and the "Erasmus code" keywords in the search engine.
  • Before the mobility you only need to fill the Before the Mobility  part of the Learning Agreement.
  • Neither Table "A" (Study Programme at the Receiving Institution) nor Table „B” (Recognition at the Sending Institution) should be left blank.
  • Table "A" should contain 20 ECTS at the minimum. Students going to PHD studies can fill it with research activities if they will not have any subject.
  • The ECTS of each Table should be summed and the number should be written into the cell "Total".
  • After the Study purpose mobility all of the subjects found in Table B should be asked to be acknowledged by ELTE.
  • The knowledge of the language of studies/traineeship should also be marked.
  • In case of Traineeships the programme plan should be detailed and be subject to prior consultaion with the coordinator
  • The Learning Agreement should contain all the 3 signatures of the parties (Student, Sending Institution, Receiving Institution).
    Learn more about the signment process.

2. OLS ASSESSMENT

  • What is this? Online Linguistic Support (OLS) is a free online language learning platform designed for Erasmus+ participants. With OLS, you can test your current level in the language you will use while you are abroad. Your results will not prevent you from taking part in an Erasmus+ mobility, but will give you access to an OLS language course! OLS complements face-to-face teaching, allowing you to develop your skills outside the classroom. It also provides you with collaborative and peer learning opportunities. Once you win the scholarship, it is obligatory to take an online language assessment before and after the mobility. This test is only to give you feedback on your current level and provide you with a free online language course if necessary or requested.

          For more information about the test, visit: https://erasmusplusols.eu/en/
          Should you have any question about the test or the course visit: https://support.erasmusplusols.eu/hc/en-gb

  • Why it is important? Once you win the scholarship, it is obligatory to take an online language assessment before and after the mobility. In case of assessment lower than B2 a language course will automatically given you in the tested language. In case of assessment B2 or above it is possible to get course of the tested language (if a higher level course is available in the language) or if exists such a language course in the OLS system of the official language(s) of the host country. 

3. COPY OF THE NEEDED INSURANCE(S) (e.g. European Health Insurance Card /Blue card)

  • What is it? A photo/scan/printscreen of the health (in case of traineeship health, libality and accident) insurance coverage for the whole period of the mobility. 
  • Why it is important? In the event of any health problem, illness or accident, it is necessary for the student to have adequate insurance to cover any costs that may be incurred.

What you should pay attention to:

  • You added the same insurance information (type and number) on the form as you sent to your faculty coordinator. 
  • The insurance should cover the whole mobility period.
  • If you have European Health Insurance Card (in case you are an EU citizen) both sides of the card should be scanned or photographed. 
  • In case of any other type of insurance please upload the photo/scan/printscreen of the insurance contract. the photo/scan/printscreen must includes the validity, preferably the type or at least the name of the insurance. 
  • The photograph taken of the insurance must be legible.

4. FORM

  • What is it? An online platform which partly replaces the documents previously to be handed in on paper in physical form.
  • Why it is important? By filling the form, you submit your official declarations related to your mobility to the Erasmus + and International Programs Department of ELTE; enter the data which will help to prepare your Grant Agreement. Completion of the form is mandatory in order to implement your mobility.

 Parts of the Form:

 DECLARATION OF YOUR STATUS AT EÖTVÖS LORÁND UNIVERSITY

  • What is it? Depending on the scholarship type you have been awarded, you have to prove your status during the mobility at ELTE.
  • Why it is important? In case the student does not have active student status at ELTE throughout the mobility period, the student is not entitled to the Erasmus+ grant. A criterion of the Erasmus+ Traineeship after graduation is that it must not extend beyond 12 months after the graduation. 

For Studies and Traineeship NOT after graduation: In the beginning of the mobility you must take a printscreen of your active student status for the semester of the mobility in Neptun and send to your faculty international coordinator. You can find more information about it in the During the Mobility section.  

DECLARATION ON THE PLANNED START AND END OF MOBILITY AND THE MANDATORY QUARANTINE

  • What is it? A declaration, based on the information provided by the host institution of the planned start and end dates of the mobility and of the existence and duration of any mandatory quarantine.
  • Why is it important? Scholarships can only be awarded for the expected duration of your stay. It is the responsibility of the student to obtain relevant information in advance. It is also possible to receive a scholarship for the duration of the mandatory quarantine, therefore it is necessary to declare this data.

DECLARATION OF OLS ASSESSMENT

  • What is it? A declaration about the fact that you have the OLS assessment.
  • Why it is important? Your declaration confirms that your OLS assessment is ready and it helps the Department of Erasmus+ and International Programmes. 

DECLARATION ON PROMOTION ACTIVITY

  • What is it? Outgoing students for the 2020/21 academic year will have the opportunity to participate in the promotion of the Erasmus + program within the framework of Eötvös Loránd University by sharing their experiences gained during the Erasmus + scholarship period.
    Students undertaking promotional activities can choose the form of promotion. Erasmus gifts will be raffled among students undertaking the promotional activity and their submitted promotional materials will be published, if they have undertaken a personal experience report / presentation to present their experiences. The Department of  Erasmus + and International Programs of the Eötvös Loránd University's Directorate of Education reserves the right to check the materials and, if necessary, edit them before publication.
    The Department for Erasmus + and International Programs of the Eötvös Loránd University's Directorate of Education contacts the students who undertake the promotional activity - especially the report written on the basis of the directed questions / topics.

DATA DECLARATION OF THE GRANT AGREEMENT

  • What is it? The form is used to create a personalized Grant Agreement. There you must enter all the data required for this.
  • Why it is important? Without the Grant Agreement physical mobility cannot begin.

5. GRANT AGREEMENT

  • What is this? This is an official contract between the scholarship winner and Eötvös Loránd University about the conditions of the scholarship. 
  • Why is this important? It contains all conditions of the mobility and you can not start your Erasmus+ studies/traineeship abroad, nor receive the scholarship without this document.
     
  • The pdf version of the personalized Grant Agreement will be sent to all students by e-mail, based on the information submitted on the form. The number of days supported and the amount of the grant will be calculated by the Department of Erasmus + International Programs on the basis of the dates you specify and the rate table published by the European Commission (the amounts can be found in the call for application).
  • Please read the Grant Agreement carefully and check the information in it! If you find everything is fine, print it out in 4 copies and sign each one with a blue pen and mail to the Department of Erasmus + and International Programs of ELTE Education Directorate (1056 Budapest, Szerb u. 21–23).
  • If you notice any mistake in the contract, do not send them, but report the problem - precisely - to the e-mail address erasmus.out@dep.elte.hu!

III. WHAT IS HAPPENING WITH THE DOCUMENTS?

  • Documents without any mistake or missing information will be administrated in the system by the DEP and prepare the grant transfer process.  
  • The DEP forwards the transfer documents to the competent offices to sign. 
  • The Finance and Monitoring Department records the data for the grant transfer, re-checks the entire documentation, and requests the grant transfer from the Hungarian State Treasury. The Hungarian State Treasury forwards the transfer request to the Hungarian National Bank.
  • The Hungarian National Bank transfer the grant which will be credited to your bank account.
  • For all Hungarian state budget bodies, these are the necessary steps for the transfer.
  • The whole process takes 4 weeks.

IV. OTHER PRACTICAL INFORMATION

The outgoing students are primarily supported by their faculty international coordinators in the documentation process before, during and after the mobility. The contact information of the faculty international coordinator can be found here
It is also possible to request an online consultation session from the DEP about administrative and general affairs related to the mobility. To request such consultation write to Ms. Julia Deli at julia.deli@dep.elte.hu 

How do I know if I won the scholarship?

The Erasmus+ applications are evaluated by the Students and Staff Mobility Committee. Applicants receive a Neptun message  about the decision. Besides that Erasmus+ status can be checked in Neptun/Administration/Erasmus menu. Information can be also asked from your faculty international coordinator

What is the nomination?

The scholarship winners (for Studies) are being nominated to their receiving institution. Please make sure that you have been nominated to the right receiving institution. The host institution always confirm whether they can receive the nominated student for the semester and field of studies given. 

Should I apply/register to the host institution on my own too before the mobility? 

If the host institution asks to do so, or you find this information on the website, students should apply/register on their own to the host institution, according the instructions given by the partner or found on its website.
At the same time it is advisable to contact the Erasmus/International coordinator of the host institution and start the administrative process of the Learning Agreement and finalise the starting and closing dates of the mobility. Also advisable to consult students who already studied at the same university or to ask the opinion of the Erasmus/International coordinator of the host institution to give advice about the appropriate starting and closing dates of the mobility, given that the amount of the grant is calculated by tthe exact days of the mobility written in the Grant Agreement. 

More practical information:

  • The scholarship winners should keep themselves informed about accommodation facilities of the receiving institution and arrange an accommodation, with the help provided by the host institution. It is also possible to request an online consultation session from the DEP about housing affairs related to the mobility. To request such consultation write to Ms. Julia Deli at julia.deli@dep.elte.hu 

  • The scholarship winner takes care about the travel arrangements and the insurance covering the whole mobility period according to the insurance requirement of the host institution/university/placement of traineeships. 

  • Students agree (preferably in writing eg.: e-mail) with the professors of the sending institution (ELTE) upon the requirements of completing the subjects to which they are enroled at ELTE during the mobility period and request a uniquely tailored study arrangement.

  • The subjects studied at the host institution are needs to be accreditted in accordance with rules governing credit transer in the sending institution. To this end a credit transfer process must be requested by the student. For more information about the process contact your faculty international coordinator and/or Faculty Student Administrative Office

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