Before the mobility

FOR ERASMUS+ SCHOLARSHIP WINNERS FOR THE AUTUMN SEMESTER OF THE 2021/22 ACADEMIC YEAR 

Puublished 03/05/2021
The documentation procedure presented below is extraordinary and it is applied for students with Erasmus+ scholarship for the Autumn semester of the 2021/22 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.
For every scholarship winner:
According to the ELTE Epidemiological Operational Coordinating Board (JOKT) briefing issued on 29 July 2020 - which is still in effect - student mobilities are supported if it is a long-term, in case of traineeships at least 2 months, in case of studies at least 3 months physical mobility. Physical mobility:  a mobility period spent physically in the host country, with virtual or physical/ personal activity. As of 2020 autumn fully physical and blended mobilites can also be carried out. Blended mobility: if the student spends part of his mobility in the host country and part of it at home (virtual part) fulfilling his mobility obligations. Scholarships can only be paid for the physical part of the mobility. The planned physical period of the mobility has to be at least 2 months in case of traineeships, and 3 months in case of studies. 
When planning your mobility period inform yourself and check with your host institution about the possibilities (online courses, online work). You can also go abroad even if there is no possibility for face-to-face studies/traineeship, but you can agree with the host institution that you can study/work online. If you wish to postpone your mobility from a previous semester, please contact your faculty international coordinatorBe sure to wait until you receive the necessary information from the receiving institution. In the current exceptional situation, partner institutions have to make difficult decisions about the education modality and the reception of exchange students. Please, wait patiently until all information is available from the receiving institution, check the continuously updated https://covid.uni-foundation.eu/ website and the website of the host institution. On the basis of this information, choose whether you are planning a fully physical or blended mobility and start the administrative process as described below.
If,
despite the prior agreement, it turns out that you cannot be hosted in person or that there is no possibility for online learning/working, do not travel and do not start your mobility, but contact the host institution to discuss the possibility of postponing your mobility.
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 Erasmus+ grant may be not enough to cover all incurred costs. 
For students going to the United Kingdom:
For more information on the Brexit-related changes affecting Erasmus mobility, see the Erasmus+ in the United Kingdom menu.  
For after the graduation traineeship students:
We would like to draw the attention of students preparing for traineeship after graduation to that the time frame of the completion of the traineeship changed from 12 months to 18 months. The concession applies for students who are unable / could not start their traineeship in connection with COVID-19 and they inform their international coordinator in writing before the planned start of the mobility. If you would like to take advantage of the concession, please write an e-mail to your faculty coordinator
The e-mail must include the following information:
- name; 
- Neptun-code;
- duration of the mobility grant awarded (in months);
- date/expected date of graduation/ pre degree certificate (in case of traineeship after completion give the /expected/ date of pre degree certificate, in case of traineeship after graduation give the /expected/ date of graduation);
- justification (in the text of the e-mail briefly describe the circumstances that prevent you from starting your traineeship);
Optional attachment (if the subject of the justification so requires, please attach a certificate to your letter)
- written certificate (for example: an e-mail from the host organization stating that they are not yet able to receive you due to the COVID-19 situation; a rejection letter referring to the COVID-19 situation; etc.)
You will be informed about the result by the Department of Erasmus+ and International Programmes in an e-mail sent from erasmus.out@dep.elte.hu 
For students preparing for study mobility:
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. 
Information sessions::The Department of Eramus+ and International Programees also organizes a administrative information session and a housing information session for outgoing students. The Administrative sessions are 2 hours, where the administrative tasks related to the whole scholarship period are overviewed and talk about how to deal with them. During the session there will be time to discuss individual problems and cases. The Housing sessions are 90 minutes sessions, where issues of housing abroad are discussed, possible ideas/experiences are gathered. During the session we also discuss how to spot and avoid housing scams. If necessary students will be connected with ELTE students who have travelled to the same city in previous years in order to help them find accommodation.
Administrative information session May 14 11:30 Teams
Housing information session May 27 11:30 Teams

I. 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)


A) For physical mobility

1. OLS ASSESSMENT

An invitation can be requested for the language test by filling in the OLS form. If you do not receive the invitation within 5 working days after filling it in, let us know at the e-mail address erasmus.out@dep.elte.hu!

For students who have postponed their Erasmus+ mobility planned for the spring semester of the 2020/21 academic year to the autumn semester of the 2021/22 academic year and the host institution have confirmed their intention to host: If you have a completed OLS test and a valid OLS licence for the mobility planned for the spring semester, you do not need to take a new OLS test. In this case, please do the following: log in to your OLS account and change the mobility period according to the new mobility period.
If you are not sure whether your receiving university can host you in the autumn semester, contact your faculty international coordinator.

2. LEARNING AGREEMENT

Should be filled by the Online Learning Agreement:
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. Click on the linked page or download it from Google Play / App Store!

3. INSURANCE

Health insurance can be certified by having an EU health insurance card valid for the whole mobility period or any other health insurance that is valid in the host country during the whole mobility period. In case of traineeship mobilities, it is the student's responsibility to select and take out appropriate liability and accident insurance if it is needed.

For students going to the United Kingdom:: As of 1 January 2021, the European Health Insurance Card (EHIC) will no longer entitle you to emergency medical treatment in the UK, therefore other comprehensive travel/health insurance for the duration of the mobility is needed. Please note that students who have been awarded an Erasmus+ scholarship for mobility to the UK starting after 1 January 2021 must have health insurance valid for the entire mobility period in order to receive the Erasmus+ grant and to start their mobility.

4. FORM

After caesar identification the form can be reached here.

Parts of the form:

  • Declaration of status
  • Declaration of Campus Application
  • Declaration of the planned start and end of mobility and the mandatory quarantine
  • Declaration of OLS assessment
  • Declaration of promotion activity
  • Data declaration for the Grant Agreement

5. 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 international coordinator:

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

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 Department of Erasmus+ and International Programmes 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 Programmes of ELTE. The Learning Agreement and insurance documents will be checked and forwarded, and the 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.  We undertake the above deadlines only in case of complete documentation and completion, if amendation 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 by 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. 

  • 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!

II. GUIDELINES ON THE DOCUMENTATION

1. LEARNING AGREEMENT 

  • What is this? The Annex 1 of the Grant Agreement, in which the Erasmus+ student agrees with his/her sending international coordinator and the receiving institution on the study/traineeship plan to be undertaken abroad.
  • Why is this important? Until this document is not signed by all parties, the Grant Agreement is not valid and you cannot start your mobility.

Guidelines on the Learning Agreement:

  • Should be filled by the Online Learning Agreement:
    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
  • Provide all requested mobility data, both for yourself and for the sending and host institutions. Even if the Responsible Person and the Administrative Contact Person are the same, both sections must be completed.
  • 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 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 the OLS website.The list of the available languages and levels.
          If you have any problems with either the test or the course, you can find solution here.

  • Why it is important? Once you win the scholarship, it is obligatory to take an online language assessment before the mobility.
    In case the main mobility language is German/English/Spanish/French/Italian/Dutch/Portuguese, and the assessment result is between A1 and B1, you will automatically receive a course in the same language. In case of B1 or above result you can participate in a course in the main language of the mobility or in the official language of the host country, provided that it is available in the language in that level.
    If the main language of mobility is Bulgarian/Czech/Danish/Estonian/Greek/Croatian/Latvian/Lithuanian/Hungarian/Polish/Romanian/Slovakian/Slovenian/Finnish/
    Swedish and the assessment result is under A2, you will automatically receive a course in the same language. In case of any other result you can participate in a course in the main language of the mobility or in the official language of the host country, provided that it is available in the language in that level.
    For example: If a student is going to Italy, but will be studying in English, he or she will have to take the OLS asessment in English. If the assessment result is below B2, he/she will automatically receive an English language course. If the result is at B2 or above, the student can choose to take an English language course to improve his/her language skills or an Italian language course to learn the local language.
  • How do you access the language test and course?
    You can request access to the OLS platform by filling out the OLS form. Select the language of the mobility (this is the language in which you will receive the language test). Based on this questionnaire, the Erasmus + and International Programs Department will send you a license related to the OLS platform, which you will receive by e-mail. You will then need to create an OLS profile where you will need to indicate the host country, the language of the mobility and the languages you would learn as part of the OLS course (the system will only offer the language of the mobility and / or the official language (s) of the host country). You can then start completing the language test and depending on the result, also take the OLS language course, which you will automatically gain access to.
  • My mother tongue is the mobility language. Do I need to complete the OLS language test?
    You do not have to complete the OLS test itself, but you do need to complete the OLS form. Select the "native language" option here. If the language of the studies / traineeship does not correspond to the language of the host country, it is still possible to take an OLS course in the language of the host country. The Erasmus + and International Programs Department will contact you separately in each case.

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. More information about the European Health Insurance Card here.

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, and needed for the Grant Agreement.
  • Why it is important? By filling the form, you submit your official declarations related to your mobility to the Department of Erasmus+ and International Programmes; 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 status

  • What is it? Depending on the scholarship type you have been awarded, you have to prove your status during the mobility at ELTE. In case of study mobility student has to declare that will establish active student status for the whole mobility period. In case of traineeship after graduation student declares that the traineeship does not last longer than 12 months after the graduation/pre degree certificate.
  • 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/pre degree certificate.

Please note that one of the basic conditions of the Erasmus scholarship is that the student has an active student status during the scholarship period in Hungary (it does not apply to students participating in traineeship after graduation). Please declare your active status in Neptun as usual (if you extend your Erasmus scholarship for the next semester, you will also need to activate that semester). If you have missed this, report it urgently to the faculty student administration. Passive students are not eligible for an Erasmus scholarship, failure to declare the active students status will result in a refund of the full amount of the grant awarded.

Declaration of Campus Application

What is it? Campus Mundi is a scholarship available for Hungarian students. In case you are a non-Hungarian student, please choose the 3rd option from the answers "As I am a non-Hungarian student, I did not apply for Campus Mundi Scholarship".

Declaration of 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 promotional activity

  • What is it? The aim of the promotional activity is to promote the Erasmus programme within the framework of ELTE by sharing the experiences gained during the mobility period. Students undertaking promotional activities can choose the form in which they would contribute to this.The submitted promotional materials may be published. In case of personal experience report/presentation students may be asked to present their experiences. Promotional activities are not obligatory.

Data declaration for 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 be begin.

Guidelines to the form:

  • Field of Studies: find at Neptun/Studies/Training Data next to "Training"
  • Residence address in Hungary: it is only necessary to fill in if the permanent address given in Neptun is not in Hungary.
  • E-mail address: enter an e-mail address that you are currently using and check regularly
  • Study cycle: Select from the drop-down list.
  • Number of completed years of higher education whole number, rounded down. In the case of MA training, the number of BA years is included (even if you have graduated from another higher education institution).
  • Year of study: how many grades you complete during the mobility at the given study cicle
  • Previous Erasmus participation: only at the same study cicle (eg.Erasmus at BA level not to be indicated in case of MA mobility), rounded up to the nearest month.
  • Mobility type: select from the drop-down menu.
  • ISCED-F code: 4-digit code of the area closest to your field of study (help here)
  • Education ID: A series of 11 digits number beginning with 7. Find it at Neptun/My Data/Personal Information/Education ID.
  • Campus Mundi: Please choose the 3rd option.
  • The start and end dates of mobility: You only need to fill in the mandatory quarantine and virtual part data if you have such a part of your mobility. Enter the dates exactly. 
    • the planned physical period of the mobility has to be at least 2 months in case of traineeships, and 3 months in case of studies. 
    • if you want to indicate whole months, the date must be as in the example (eg 10/01/2000 - 9/04/2000).
  • Place of mobility: indicate the country and the city separately.
  • Erasmus code of the host institution: as it appears in Neptun/Administration/Erasmus/Application 
    If you do not find it in Neptun, put the name of the higher education institution and the keyword "Erasmus code" into the browser. For example, the code of ELTE is: HU BUDAPES01.
  • Bank account data: 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.
    Fill in the required information completely and precisely. In case of error, bank details can be changed before the first transfer is initiated by writing an e-mail to erasmus.out@dep.elte.hu. After that only with the amendment of the contract (after the mobility).
    • Bank account holder: Enter the exact name associated with the account
    • BIC / SWIFT code: the bank's 8- or 11-character identification code (eg OTPVHUHB), available on the bank's website
    • bank account number with IBAN code: consists of the letter code of the country (HU in case of a Hungarian bank account) and two numbers, followed by the bank account number (24 digits in the case of a Hungarian bank account); help here.
    • indication of the bank account number based on HUF or foreign currency (the transfer is always made in euros, if the account is based on HUF, the bank holding the account will convert the amount of the scholarship at the EUR-HUF exchange rate valid on the day of the transfer)
  • Insurance data: In case of study mobility, only the data of health insurance, in case of traineeships the data of all three insurances (health insurance, liability insurance, accident insurance) have to be filled in.
    • Of the three types of insurance, traineeship mobility students are only required to take out health insurance, while the other two can be omitted, depending on traineeship activity, but are recommended. If you do not wish to take out insurance other than health insurance, you can enter health insurance data for both liability insurance and accident insurance, but this does not mean that you have valid liability or accident insurance.
    • It is not mandatory to enter EU health insurance, if you have other insurance, enter its name and number. (The EU insurance number is the 20-digit number at the bottom left of the health insurance card, so do not enter the TAJ number!)
    • Make sure that the insurance taken out covers the entire duration of the mobility! If your insurance (eg your EU card) expires earlier than the end date of the mobility, don't forget to renew it and send the new card to the e-mail address erasmus.out@dep.elte.hu by scanning it!
  • OLS assessment: select from the drop-down list.
    • You must provide the result of the OLS assessment for this mobility, not of a previous OLS mobility or a language exam.
    • If the mobiity langage is your native language select native language. If the mobility language does not have an OLS test, select the +OLS assessment is not available in the mobility language".

5. GRANT AGREEMENT

  • What is this? This is an official contract between the scholarship winner and Eötvös Loránd University about the conditions of the study/traineeship period and the amount of grant.
  • Why is this important? It contains all the conditions for the mobility and you cannot start your physical mobility, 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 Programmes 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 Programmes 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. The Department of Eramus+ and International Programees also organizes a administrative information session and a housing information session for outgoing students

How do I know if I won the scholarship?

Applications for Erasmus+ scholarships were decided by the Student and Teacher Mobility Committee (HOMB) at the end of April. Applicants received the decision via Neptun message on May 4. The exact result (institution, semester, duration) can be viewed in the Neptun/Administration/Erasmus menu. If you have won the Erasmus + scholarship, you will see status "Ösztöndíjas" under the supported application (application for alternative places will have the status of "elutasítva"). The faculty international coordinator can provide further information on the decision.

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 contact the Erasmus/International coordinator of the host institution / the host institution and ask about the academic calendar, the education modality and the plans for the next semester.and to start preparing your Learning 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. 

  • 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

FOR SCHOLARSHIP WINNERS FOR 2020/2021

Updated: 4th of November 2020
Attention! Scholarship amounts for the 2020/21 academic year have increased for some country categories. For more information 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 students preparing for traineeship after graduation to that the time frame of the completion of the traineeship changed from 12 months to 18 months. The concession applies for students who are unable / could not start their traineeship in connection with COVID-19 and they inform their international coordinator in writing before the planned start of the mobility. If you would like to take advantage of the concession, please write an e-mail to your faculty coordinator
The e-mail must include the following information:
- Name; 
- Neptun-code;
- Duration of the mobility grant awarded (in months);
- Date/expected date of graduation/ pre degree certificate (in case of traineeship after completion give the /expected/ date of pre degree certificate, in case of traineeship after graduation give the /expected/ date of graduation);
- Justification (in the text of the e-mail briefly describe the circumstances that prevent you from starting your traineeship);
Optional attachment (if the subject of the justification so requires, please attach a certificate to your letter)
- Written certificate (for example: an e-mail from the host organization stating that they are not yet able to receive you due to the COVID-19 situation; a rejection letter referring to the COVID-19 situation; etc.)
You will be informed about the result by the Department of Erasmus+ and International Programmes in an e-mail sent from erasmus.out@dep.elte.hu
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

5. 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 international 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 Department of Erasmus+ and International Programmes 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 Programmes 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!
Note that due to financial closing at ELTE between December and January, the scholarship payment pauses for a month.

We would like to draw the students' attention to the fact with sending the documents by 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. 

  • 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!

II. GUIDELINES ON THE DOCUMENTATION

1. LEARNING AGREEMENT 

  • What is this? The Annex 1 of the Grant Agreement, in which the Erasmus+ student agrees with his/her sending international coordinator and the receiving institution on the study/traineeship plan to be undertaken abroad.
  • Why is this important? Until this document is not signed by all parties, the Grant Agreement is not valid and you cannot start your mobility.

Guidelines on the Learning Agreement:

  • Should be filled by the Online Learning Agreement:
    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
  • Provide all requested mobility data, both for yourself and for the sending and host institutions. Even if the Responsible Person and the Administrative Contact Person are the same, both sections must be completed.
  • 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 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 the OLS website.The list of the available languages and levels.
          If you have any problems with either the test or the course, you can find solution here.

  • Why it is important? Once you win the scholarship, it is obligatory to take an online language assessment before the mobility.
    In case the main mobility language is German/English/Spanish/French/Italian/Dutch/Portuguese, and the assessment result is between A1 and B1, you will automatically receive a course in the same language. In case of B1 or above result you can participate in a course in the main language of the mobility or in the official language of the host country, provided that it is available in the language in that level.
    If the main language of mobility is Bulgarian/Czech/Danish/Estonian/Greek/Croatian/Latvian/Lithuanian/Hungarian/Polish/Romanian/Slovakian/Slovenian/Finnish/
    Swedish and the assessment result is under A2, you will automatically receive a course in the same language. In case of any other result you can participate in a course in the main language of the mobility or in the official language of the host country, provided that it is available in the language in that level.
    For example: If a student is going to Italy, but will be studying in English, he or she will have to take the OLS asessment in English. If the assessment result is below B2, he/she will automatically receive an English language course. If the result is at B2 or above, the student can choose to take an English language course to improve his/her language skills or an Italian language course to learn the local language.
  • How do you access the language test and course?
    You can request access to the OLS platform by filling out the OLS form. Select the language of the mobility (this is the language in which you will receive the language test). Based on this questionnaire, the Erasmus + and International Programs Department will send you a license related to the OLS platform, which you will receive by e-mail. You will then need to create an OLS profile where you will need to indicate the host country, the language of the mobility and the languages you would learn as part of the OLS course (the system will only offer the language of the mobility and / or the official language (s) of the host country). You can then start completing the language test and depending on the result, also take the OLS language course, which you will automatically gain access to.

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. More information about the European Health Insurance Card here.

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, and needed for the Grant Agreement.
  • Why it is important? By filling the form, you submit your official declarations related to your mobility to the Department of Erasmus+ and International Programmes; 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. 

Please note that one of the basic conditions of the Erasmus scholarship is that the student has an active student status during the scholarship period in Hungary (it does not apply to students participating in traineeship after graduation). Please declare your active status in Neptun as usual (if you extend your Erasmus scholarship for the next semester, you will also need to activate that semester). If you have missed this, report it urgently to the faculty student administration. Passive students are not eligible for an Erasmus scholarship, failure to declare the active students status will result in a refund of the full amount of the grant awarded.

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? The aim of the promotional activity is to promote the Erasmus programme within the framework of ELTE by sharing the experiences gained during the mobility period. Students undertaking promotional activities can choose the form in which they would contribute to this.The submitted promotional materials may be published. In case of personal experience report/presentation students may be asked to present their experiences. Promotional activities are not obligatory.

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 be 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 study/traineeship period and the amount of grant.
  • Why is this important? It contains all the conditions for the mobility and you cannot start your physical mobility, 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 Programmes 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 Programmes 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?

If you have won the Erasmus + scholarship, your Erasmus application will have the status of a "Ösztöndíjas" in addition to your application to the supported host institution (your application for alternative places will have the status of "elutasítva"). The faculty international coordinator.can provide further information on the decision

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 contact the Erasmus/International coordinator of the host institution and ask information about the academic calendar, the ppropriate 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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