During the mobility

During the mobility

Updated: 29th of October 2020

FOR SCHOLARSHIP WINNERS FOR 2020/2021 AUTUMN SEMESTER

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.

I. TO-DO WITHIN THE 30 DAYS AFTER ARRIVAL

Please send the following documents to your faculty coordinator (via email)

  1. Certificate of arrival/Registration (signed by the receiving faculty coordinator/supervisor)

  2. Learning Agreement – During the mobility section if there are any changes to the Before the mobility section (signed by all parties). Should be filled by the Online Learning Agreement, in particularly justified cases on paper: for studies / for traineeships

Besides the active student status we also recommend  (does not apply to students participating in traineeship after graduation) to check whether your Erasmus + status has been set up in Neptun. If not, notify your faculty coordinator.
This is important because: 

  • facilitates the Erasmus credit transfer process (Pursuant to Clause 3.10 of your Grant Agreement for Studies, Participant must iniciate the credit transfer process upon return to Hungary);
  • students with Erasmus status are granted exemption from the performance based reallocation process;
  • in case of credit exceedance no tuition fee should be paid after credits completed during the Erasmus period.
II. CONTRACT AMENDMENT OPTIONS DURING THE MOBILITY

A) CHANGING BANK ACCOUNT NUMBER

It is possible to change the bank account number (for example, in case of a newly opened bank account to which you would like to receive the scholarship of the extended period).

For this, you must fill in the relevant part (bank account data) of the GRANT AGREEMENT AMENDMENT FORM found in section B / 2.

B) PROLONGING MOBILITY

Students have the opportunity to extend the duration of their mobility according to the following conditions:

The extension can only take place for the physical part of the mobility! No contract amendment is required to extend the (virtual) period spent in Hungary, but please inform your faculty coordinator and the Erasmus + and International Programs Department (erasmus.out@dep.elte.hu) via e-mail.

Minimum physical duration of the extension is 1 month (30 days).

Documents required for extension:

1. LEARNING AGREEMENT (LA) During the mobility part

 Should be filled by the Online Learning Agreement, in particularly justified cases on paper: for studies / for traineeships

How to fill it? The LA During the mobility section must be completed according to the same principles as the LA Before the mobility document. As the document is used to report changes for the entire period, there is no need to indicate the deletion of items in the first semester, only the addition of items taken in the second semester. The document must be signed by all three parties.

2. GRANT AGREEMENT AMENDMENT FORM

The form can be reached after caesar identification here.

Parts of the form:
a) basic data required for identification
b) data required to change the bank account number
c) data required to the preparation of the Contract Amendment for the extended period

How to fill it?
b) data required to change the bank account number

  • Need to be filled only in case of changing your bank account number.
  • All fields need to be filled.

c) data required to the preparation of the Contract Amendment for the extended period

  • The start date cannot be later than the start date in the original Grant Agreement. Only enter a date earlier than the original date if you have actually started the mobility earlier, and this will be confirmed by the host institution at the end of the mobility.
  • The end date should be the end date of the extended period. 
IMPORTANT! The amount of your scholarship for the new period will be recalculated, the pre-financing installment of the increased scholarship amount will be transferred, thus at the end of the mobility the modified, full period must be certified. If the certificate does not include the newly entered dates and certifies a shorter period (less than 5 days does not count), your scholarship will be reduced pro rata temporis and you may have to repay the amount awarded.

HOW TO SUBMIT THE MOBILITY PERIOD EXTENSION REQUEST

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!

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

  • A pdf version of the Online Learning Agreement During the Mobility part signed by all three parties

The Grant Agreement amendment will be prepared and sent to the student by the Department of Erasmus+ and International Programmes based on the submitted form and the documents approved and forwarded by the faculty coordinator. 4 signed, original copies of the Grant Agreement amendment must be mailed to the Erasmus + and International Programs Department of the Eötvös Loránd University Education Directorate (1056 Budapest, Szerb u. 21–23) and be sent a scanned version of the signed contract to erasmus.out@dep.elte.hu.

IMPORTANT INFORMATION

1. When should I submit my extension request?

You must notify your faculty coordinator and the Erasmus + and International Programs Department (erasmus.out@dep.elte.hu) by e-mail no later than 1 month before the original closing date. You can submit the documents required for the extension no later than the original closing date, but we recommend that you do so 6-8 weeks in advance so that you can receive your scholarship in time for the extended period.

2. When is the scholarship transferred for the extended period?

As soon as the 4 copies of the Grant Agreement Amendment (original, signed in blue pen) have been received by the Department of Erasmus + and International Programs of the Eötvös Loránd University Education Directorate, the transfer process will begin and the amount is expected to be received within 4 weeks of receiving the documents. The scholarship for the duration of the extension will be paid in such a way that the difference between the 90% pre-financing installment of the recalculated total scholarship will be awarded.

3. Does the extended scholarship amount include the additional financial support (social and/or the one for students with disabilities or long-term illnesses)?

You are automatically entitled to receive the previously awarded additional social support (€100 or €200 per month) for the extended period too.

The scholarship for the extended period may also include the additional financial support for students with disabilities or long-term illnesses, provided that the student certifies that the previous amount of support has been spent in accordance with the rules. For more information, please write to erasmus.out@dep.elte.hu!

4. Is it possible to extend from study mobility to traineeship mobility or from traineeship mobility to study mobility?

Yes, in this case the mobility will have a "combined" status. In this case the amount of scholarship is determined according to the scholarship rates for study mobility for the entire duration of the mobility!

Important: No more than 1 month can elapse between the two mobilities.(If more than 1 month elapses between the two mobilities, those are considered two separate mobilities and not extension. Accordingly, the student must have an approved application for the second mobility and re-submit the complete pre-departure documentation.)

5. With how many months the mobility can be extended?

Every student is entitled to 12 Erasmus+ months per study cycle (BA, MA, PhD), which they are free to combine. Thus, it is possible that a BA student goes to Erasmus study mobility for 5 months, which he/she extends with 4 months, then apply for a 3 months traineeship mobility at the end of his/her studies. At MA level this student is entitled for another 12 month in any combination. Therefore the most important in planning the extension is to not exceed the 12-month (360 day) of mobility that can be used in a given study cycle. Students in one-tier (master) programme can apply for a total of 24 months of Erasmus mobility.


MORE INFORMATION ABOUT THE ERASMUS+ PROGRAMME

European Commission
Tempus Poublic Foundation

FOR SCHOLARSHIP WINNERS FOR 2019/2020 ACADEMIC YEAR

I. TO-DO WITHIN THE 30 DAYS AFTER ARRIVAL

Please send the following documents to your faculty coordinator (via email)

  1. Certificate of arrival/Registration (signed by the receiving faculty coordinator/supervisor)
  2. Learning Agreement – During the mobility section if there are any changes to the Before the mobility section (signed by all parties)
II. APPLICATION FOR PROLONGING YOUR MOBILITY

If you are planning to prolong your mobility please note that the prolonged period should be at least 1 month (30 days), but your mobility should not last more than 12 months per study cycle.

You should submit the documents mentioned below to your faculty coordinator until not later than 8 weeks before the end of the original mobility period:

1. CONTRACT MODIFICATION FORM (4 copies, signed with BLUE inked pen)

What is this document? 

The modification of the original Grant Agreement where you can indicate the modified period of your mobility.

How can you fill it out?

First of all you have to save the document save the document to your computer, make sure you open it with Adobe  Reader and fill out electronic all of all the headings which you are able to modify. After finishing the filling out process please print out the Grant Agreement in 4 copies and sign all of the copies on the in the section „For the Participant”.

Your mobility starting date should be not later as mentioned on the original Grant Agreement!

Where should you know the ID number of the Grant Agreement from?

It is shown on your original Grant Agreement and you can also ask it from your faculty coordinator.

ATTENTION! Your scholarship will be recalculated according to the new mobility period you have now indicated. The new end date have to be validated on the Certificate of Attendance document after your mobility. If there is any difference between the dates indicated in the Grant Agreement and the days you have certified after the mobility, the scholarship valid for the missing period will be deducted from your second grant instalment. Maximum of 5 days difference is tolerated without any deduction. 

2. LEARNING AGREEMENT  
(1 copy, a scanned version is enough)

What is this document? 

The Learning Agreement – During the mobility section contains the new (or modified) tasks or courses during your mobility abroad.

How can you fill it out?

You can do that by completing the During the mobility part on the Online Learning Agreement platform, and it also has to be validated by all the parties (scanned signature is accepted as well).

DEADLINES FOR SUBMITTING YOUR MODIFICATIONS

8 weeks before the original closing day of your mobility.

HOW CAN YOU SUBMIT YOUR APPLICATION FOR PROLONGING?

The modified Grant Agreement document should be printed out in 4 copies and signed by all parties (with BLUE inked pen), the Learning Agreement – During the mobility in 1 copy (signed by you, scanned version is enough). Please put these documents in one envelope and send it to your faculty coordinator until the above mentioned deadline!

If you are sending your documents without any mistakes and until the deadline, your scholarship status will be prolonged automatically.

If you can not make it until the deadline,  please write an email for the Erasmus+ & International Programmes Department (erasmus.out@dep.elte.hu) before the deadline and indicate the reason of the delay!


HU