Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Erasmus+ Pre-Departure Meeting Semester 1,2 & Full Year 2015-2016

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Erasmus+ Pre-Departure Meeting

Semester 1,2 & Full Year 2015-2016


What will be covered..

As you know, this is the second year of the all new ERASMUS+ programme….

And because of that there have been delays in getting the required

information for the implementation of the programme…



The good news is that this presentation will provide information

on applying for the grant…



The bad news is there will be a quiz at the end….



To pass the quiz your are encouraged to read the slides, as well as the forms

contained in the pack of the email. Ready????


ERASMUS Office Contact Details

• If you have any queries on Non-Academic, Administrative or Financial matters in relation to the programme contact

• Peter Dalton& Marion Bienert– 143 – 149 Rathmines Road Lower– Rathmines – Dublin 6– Ph: +353 1 402 3404– Email: [email protected]

• EMAIL IS THE BEST WAY TO CONTACT THE OFFICE• If you have any queries on Module/class suitability contact

your DIT Academic Coordinator. Who is my Academic Coordinator?

• ALL forms requested must be submitted to [email protected]. Original hard copy with signature is required for the Grant Contract.

http://www.dit.ie/study/erasmusandexchange/outgoingstudents/academiccoordinators/

mailto:[email protected]


What on EARTH does Non-Academic mean

• It means that if you need a letter confirming you as an erasmus student, or details on form submission to date or so on you contact Marion and Peter.

• If however you want to know if a module is relevant for your degree, or what happens if you fail, this is an Academic matter and you need to contact your DIT Academic Coordinator.


REGISTRATION

• You must be fully registered with DIT and pay any fees due to the institute

• www.dit.ie/registration • Your grant will not be paid until you are fully registered. .

http://www.dit.ie/registration


Forms…

• Before you Go: – Grant Contract– Erasmus Protocol – Confirm Insurance Policy– EHIC– “Before”Learning Agreement

• When you Arrive/During: – Confirmation of Arrival– “During” Learning Agreement


Attached to the Email

• Grant Contract• Confirmation of Arrival• During Learning Agreement• Grant Receipt for Payment • Erasmus Student Charter• Please check the pre-filled forms have your

correct details• Notify [email protected] where there are errors and

advise the correct entries. New versions will need to be sent.


Before – Grant Contract

• Check your details • Enter your IRISH bank

details (Current Accounts only)

• Select an erasmus insurance policy and initial in the box provided

• Sign, date and place on page 6

• Read the document in full• Submit the final form to us

in hard copy with original signature

• Incomplete forms will be returned to you


Before - Insurance

In order to participate in the ERASMUS+ programme outgoing students must select a dedicated erasmus travel insurance policy which has been developed in conjunction with Marsh Ireland, AIG and ACE insurances.

The Erasmus insurance policy is mandatory for all outgoing students regardless of insurance coverage currently held. This is non-negotiable.

Students will be provided with detailed coverage document upon receipt of the completed Grant Contract


Before – Insurance Cover Breakdown

*still under negotiationFull details on the policies will be issued to all students once they have selected their preferred insurance cover. All information is at http://www.dit.ie/study/erasmusandexchange/outgoingstudents/insurance/

Insurer & Policy

1 semester 1 Full Year DIT

Contribution*AIG – Basic

Travel99 170 15%

ACE – Extended

Travel130 239 20%

http://www.dit.ie/study/erasmusandexchange/outgoingstudents/insurance/

http://www.dit.ie/study/erasmusandexchange/outgoingstudents/insurance/


Before - EHIC

• EHIC – Mandatory for all EU students– Please provide a copy / scan of your

card prior to departure – Must be valid for your entire stay– Temporary Replacements / Confirmation

of Application cannot be accepted.– Apply for you EHIC card herehttp://www.ehic.ie

http://www.ehic.ie/

http://www.ehic.ie/


Before - Erasmus Protocol

• Please read the form

• Sign your name at the bottom & date form

• Return the complete form to the office electronically or in hard copy (addresses are on the form!)

• Incomplete forms will be returned to you


Before - Learning Agreement – Annex 1Proposed Mobility Programme

• Review the instructions on the front of the form

• Submit a COMPLETED version PRIOR to your departure from Ireland

• If this does not happen you will need to complete the form on arrival and ensure EVERYONE pre-dates the form to before you left. – This form was sent in

May/June to your email


During– Confirmation of Arrival

• Please have this signed and stamped by your host organisation on arrival

• Return a complete version as soon as possible to [email protected]



During - Annex 1-Learning Agreement - Exceptional Changes to the Proposed Mobility Programme

• Review the instructions on the front of the form

• Confirm your modules and Learning agreement within 3 weeks of arrival.

• Your combined Before & During Learning Agreement MUST accurately reflect the courses on your transcripts at the end of your mobility.


During - Annex 1-Learning Agreement - Exceptional Changes to the Proposed Mobility Programme

• If there is no change as per what was is specified in the before learning agreement you need to email [email protected] to confirm that there is no change in your learning agreement.

• If there is a change in your learning agreement you must complete and submit this during learning agreement to [email protected]




Hang on a second I can’t scan when I’m away….

• All Organisations should have a student accessible scanner (PDF multipage is best)

• If not you can scan using your MOBILE PHONE


FREE Mobile Phone Scanning Apps

• iTunes:

• Android & Microsoft:


Not Acceptable Scans

File too small

Background too dark. Edges cut off.


Not Acceptable

• INCOMPLETE Forms– Missing entries i.e. no dates, name of

signatories– Incorrect entries – duration, months etc– Missing signatures– Scanned copy of Grant contract NOT

acceptable Original must be submitted to the Erasmus Office


After – Final Forms – Just before you leave

• Confirmation of Departure

• Have completed just before you leave the host organisation.

• Ensure you are happy with end date before you submit the form. This cannot be amended later.

• Submit via email just before the end of your mobility


After – Final Forms – on your return

• Final Report – Online SurveyWhen we receive your confirmation of departure you will be sent a link by the EU to the final report. You must complete the final report before we can approve your second payment.


Stage 3 – Final Forms – on your return

• Grant Receipt– Return to

[email protected] when requested and before second payment made



The Mysterious Erasmus+ Grant

• Grant Amounts set by HEA• Final total amount due to a student is based on

ACTUAL duration in host organisation.• For the moment we can only estimate your

duration in the host organisation. • Therefore your grant allocation can go UP or

DOWN depending on your final duration in the host organisation.Type Countries Per Month

Group 1 Denmark, Ireland, France, Italy, Austria, Finland, Sweden, United Kingdom, Liechtenstein, Norway

250EUR

Group 2 Belgium, Czech Republic, Germany, Greece, Spain, Croatia, Cyprus, Luxembourg, Netherlands, Portugal, Slovenia, Iceland, Turkey, Bulgaria, Estonia, Latvia, Lithuania, Hungary, Malta, Poland, Romania, Slovakia, former Yugoslav Republic of Macedonia

200EUR


Completed Forms = Grant PaymentsAllocation 1 requirements

Forms When to submit

Original Grant Contract Before You Leave

ProtocolBefore You Leave

EHIC CopyBefore You Leave

Learning Agreement: “Before” Before You Leave

Confirmation of ArrivalOn Arrival

Learning Agreement: “During”On Arrival


Completed Forms = Grant PaymentsAllocation 2 requirements

Forms When to submit

Confirmation of Departure On your return

Final Report On your return

Grant Receipt On your return


Final Report

• On submission of your departure form the European Commission will send you an email to complete a final report.

• This email will only be sent to you after your departure date and once your Erasmus is complete. You will not receive your final payment until you submit your departure form and completed the final report.

• * ensure you check your spam inbox for this email


Grant Payment Schedule

• Grant Payments are made ONCE a month• 15th of each month cut off date for submission of

forms (except December)- any documents submitted after the 15th will not be considered for payment that month.

• Students who complete the form requirements will be considered eligible for payment.

• Students who fail to submit even one form by the cut off will NOT be considered eligible for payment that month.

• Eligible students will receive their grant by the END of that month


Grant Payment Schedule (cont’d)

• Students who are not eligible for payment will have to wait until the following month for payment (and only subject to receipt of all forms)

• It is your responsibility to ensure your forms are received

• These rules apply whether you are eligible for grant allocation one or grant allocation two

• Allocation two can be positively or negatively affected by the final date given in your confirmation of departure document.

• The final end date cannot be changed after it has been processed.


Grant Allocations

*You submit the forms ONCE. Not every month and only receive 2 payments – When you arrive and when you leave

Given in 2 Allocations – 2 Payments*

1.80% paid while you abroad subject to receipt of documents

2. 20% (or remainder) paid on return


Remember

• All the requested completed forms must be received by the international office.

• All Scans must be clear, complete and readable.

• Any incomplete/unreadable forms will be returned.

• Keep track of your form submissions, this will save EVERYONE time and energy.

• The Erasmus Insurance is mandatory


Remember

• The cut off date for submission of forms is NOT the date the grant is paid.

• If you are unsure if you have submitted a form, submit it again. Your grant will be withheld if we are missing a form but not if we have 2.

• No form that requires DIT/Host approval or signature should be altered after that approval or required signatures have been obtained.

• You can only submit one confirmation of departure, the date on this form will be considered your final end date in the host organisation.


Finally….

• Your grant is paid on your time in the host organisation NOT host country

• Please ensure we have a working email address for you

• Keep in contact with your Academic Coordinator!!• When something is due we will contact you.• FINAL date for form submission is August 1st each

year, however earlier dates might be set.• As the programme is only new some details outlined

will be subject to change.


• We advise you to register with the Dept. of Foreign Affairs https://www.dfa.ie/travel/citizens-registration/

• If you have a medical condition- do ensure that you bring with your prescription and or sufficient medicine to cover your trip.

• Remember you are Ambassadors for both Ireland and DIT.

https://www.dfa.ie/travel/citizens-registration/





• If you have applied for a SUSI grant and are going to be awarded please complete the following google form Here

• ONLINE LINGUISTIC SUPPORTPlease go to Article 6 of your grant contract and complete the following if applicable. • Link

https://docs.google.com/a/dit.ie/forms/d/1V6FAqdntNmUmyQmwIgpcbaBcGQBlGDftIxOVI4Sj_EU/viewform

https://docs.google.com/a/dit.ie/forms/d/1jc6mVRI4T26fML5iE8UH6sEztKSskZtbuEAEVVmDZ_c/viewform


QuizTime

• In order to be eligible for the grant you will also have to take the quiz to ensure you understand the Erasmus+ programme.

• If you get less than 70% you will need to take the test again. Grant will not be paid until completed

• The test can be found here:• Link to quiz- click here or go to http://

www.surveygizmo.com/s3/2238818/5fb7f7e3c1b0

http://www.surveygizmo.com/s3/2238818/5fb7f7e3c1b0




Questions?

The Erasmus office would like to wish you every success on

your Erasmus

Documents

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Erasmus+ Pre-Departure Meeting Semester 1,2 & Full Year 2015-2016