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Erasmus+ Paperwork Handbook 2020-21 (Study Placements)
Please note: all information included in this handbook is accurate at time of publication to change
CONTENTS BREXIT AND THE ERASMUS GRANT ....................................................................................................................... 3
WHAT IS THE ERASMUS+ GRANT? ........................................................................................................................ 3
HOW DO I APPLY FOR THE ERASMUS+ GRANT? ..................................................................................................... 3
PAPERWORK FLOWCHART ................................................................................................................................... 4
BANK ACCOUNT DETAILS ...................................................................................................................................... 4
HOW MUCH FUNDING WILL I RECEIVE? ................................................................................................................ 5
ERASMUS+ DISABILITY GRANTS ............................................................................................................................ 6
ERASMUS+ WIDENING PARTICIPATION GRANT ..................................................................................................... 6
HOW ARE THE ERASMUS+ GRANTS CALCULATED? ................................................................................................ 7
WHEN WILL I RECEIVE MY ERASMUS+ GRANT? ..................................................................................................... 8
STUDENTS COMPLETING TWO PLACEMENTS......................................................................................................... 8
BUDGET TEMPLATE .............................................................................................................................................. 9
ONLINE LINGUISTIC SUPPORT ............................................................................................................................... 9
OLS SECOND ASSESSMENT.......................................................................................................................................... 10
OLS ASSESSMENT FOR MULTIPLE MOBILITIES ............................................................................................................ 10
ONLINE LANGUAGE SUPPORT COURSE ...................................................................................................................... 10
WHAT NEEDS TO BE COMPLETED IN ORDER TO RECEIVE THE FIRST ALLOCATION? ............................................... 11
WHAT NEEDS TO BE COMPLETED IN ORDER TO RECEIVE THE SECOND ALLOCATION? ........................................... 11
WHAT OTHER PAPERWORK CONSIDERATIONS ARE THERE?................................................................................. 11
LEARNING AGREEMENT – BEFORE YOUR PLACEMENT ......................................................................................... 12
EHIC CARD ......................................................................................................................................................... 16
A NOTE ABOUT SIGNATURES .............................................................................................................................. 17
ERASMUS+ GRANT AGREEMENT ......................................................................................................................... 18
LEARNING AGREEMENT – DURING YOUR PLACEMENT ........................................................................................ 20
FIRST AND SECOND RECEIPTS ............................................................................................................................. 21
LEARNING AGREEMENT – AFTER YOUR PLACEMENT ........................................................................................... 22
IF I LEAVE MY ERASMUS+ PLACEMENT EARLY WILL I BE EXPECTED TO REPAY THE ERASMUS+ GRANT? ................ 23
ERASMUS+ STUDENT CHARTER .......................................................................................................................... 23
CONTACT US ...................................................................................................................................................... 24
Please note: all information included in this handbook is accurate at time of publication to change
BREXIT AND THE ERASMUS GRANT The UK left the EU at 11pm on Friday 31 January 2020, and has now entered an 11-month transition period. This
provides time for negotiations over the future relationship to take place while the UK remains in the EU's single
market and customs union but will not have a seat in any of the decision-making institutions. Planning for all
eventualities continues at the University, and we’ll continue to keep you fully updated.
Information provided within this handbook, on the website, in presentations, information sessions, group or one to one appointments and other literature is subject to change before and after the UK’s exit from the EU. The University will keep you up to date with information, paperwork and processes relating to the payment of the Erasmus+ grant throughout the lead up to and during your placement.
WHAT IS THE ERASMUS+ GRANT?
Erasmus+ students (students studying and/or working within Europe) have previously been eligible to receive a
mobility grant which is allocated to them from money which comes originally from the EU Commission in Brussels
and passes through the UK National Agency (the British Council) to individual universities. We are awaiting
confirmation that the Erasmus+ grant will be available to students attending an Erasmus+ eligible placement in
2020/21. The Global Opportunities Team is responsible for allocating this money.
The grant amount varies from year to year and is calculated according to each students’ destination country and
length of study or work period abroad. These grants are not means tested and you do not have to repay them,
unless the relevant paperwork is not returned or you leave your placement before the due date.
The grant is intended as a contribution to the costs of your placement only, it is not a full maintenance grant and
will assist but not cover all of the extra expenses of studying abroad.
HOW DO I APPLY FOR THE ERASMUS+ GRANT?
Once you have been allocated an eligible placement you will be asked to complete the Erasmus+ paperwork that will
entitle you to receive the Erasmus+ grant.
Please note that Erasmus+ grants can only be paid for placements where students are in attendance in their host
country and registered for in person classes or a combination of virtual learning and in person attendance.
Erasmus+ grants cannot be paid to students who are undertaking virtual learning or work only whilst they remain
in their home country.
The information contained within this handbook will help you to complete the Erasmus+ paperwork and provides
information about how the grant is paid.
Please note: all information included in this handbook is accurate at time of publication to change
PAPERWORK FLOWCHART
Erasmus+ Learning
Agreement (BEFORE section)
Erasmus+ Grant Agreement
Enter Sterling bank account details into
iExeter
Complete part one of the Online Linguistic Support
assessment
Erasmus+ Learning
Agreement (DURING section,
if applicable)
First receipt
Complete online report – emailed to you from ECAS
email address
Erasmus+ Learning
Agreement (AFTER section)
Complete part two of the Online Linguistic Support
assessment
Second receipt
Transcript of studies
BANK ACCOUNT DETAILS
Before submitting your paperwork you will need to check that you’ve entered your bank details onto iExeter, under
the ‘Student record & registration (SRS)’ tile:
Please note: all information included in this handbook is accurate at time of publication to change
*Please note: the Erasmus+ grant is paid in Sterling only*
HOW MUCH FUNDING WILL I RECEIVE?
In previous years grants have been a contribution towards the cost of the planned Erasmus+ mobility period. The
grant rate is set by the National Agency at the beginning of the year and are as follows:
ERASMUS+ STUDY PLACEMENTS 2020/21 COUNTRY MONTHLY GRANT
Denmark, Finland, Iceland, Ireland, Luxembourg, Sweden, Norway
€420
Austria, Belgium, Germany, France, Italy, Greece, Spain, Cyprus, Netherlands, Malta, Portugal
€370
Bulgaria, Croatia, Czech Republic, Estonia, Latvia, Lithuania, Hungary, Poland, Romania, Slovakia, Turkey
€370
ERASMUS+ WORK PLACEMENTS 2020/21 COUNTRY MONTHLY GRANT
Denmark, Finland, Iceland, Ireland, Luxembourg, Sweden, Norway
€520
Austria, Belgium, Germany, France, Italy, Greece, Spain, Cyprus, Netherlands, Malta, Portugal
€470
Bulgaria, Croatia, Czech Republic, Estonia, Latvia, Lithuania, Hungary, Poland, Romania, Slovakia, Turkey
€470
Please note: all information included in this handbook is accurate at time of publication to change
ERASMUS+ DISABILITY GRANTS
Additional grants have previously been available for students and staff with disabilities and health conditions wishing
to participate in an Erasmus+ placement and where participation would not be possible without extra financial
support. The allowances offered when disabilities or health conditions lead to additional mobility costs which
exceed the maximum grant allocations allowed and which cannot be recovered from other sources. The grant
covers approved actual costs. We are awaiting confirmation that the Erasmus+ grant will be available to students
attending an Erasmus+ eligible placement in 2020/21.
Applications for the Erasmus Disability Grant must be submitted prior to the start of your mobility. Individuals
risk funds not being available if they apply after they have started their mobility.
Your Accessability Coordinator will be able to help you with your application and paperwork, we recommend you
make an appointment to discuss your Study Abroad placement with your coordinator as soon as you know which
institution you will be attending.
To be eligible for the additional funding the following criteria must be met:
The student must have an officially recognised disability and/or special needs;
The application must be supported by a medical practitioner, testifying to the scale of the disability or special
need and the difficulty which it presents to the mobility of the student, i.e. the ability to participate in Erasmus+
not simply with physical mobility;
The application must be submitted prior to the start of the mobility period.
If the application is approved, the National Agency will specify a maximum supplementary allowance. On
completion of the Erasmus+ period a final report of expenditure will be required. If the expenditure is less than the
approved maximum, a recover order will be raised and the difference must be repaid to the National Agency.
If you have any questions or would like an application form for the Erasmus Disability Grant please
contact [email protected].
ERASMUS+ WIDENING PARTICIPATION GRANT
A supplementary grant for disadvantage is usually paid to students defined as disadvantaged and meet the criteria to
receive the Access to Exeter bursary. If you are currently in receipt of the Access to Exeter bursary you will
automatically be eligible for the Erasmus Widening Participation grant and do not need to take any further action.
If you are not currently in receipt of the Access to Exeter bursary but believe that you are now eligible please contact
[email protected] for further information.
Please note: all information included in this handbook is accurate at time of publication to change
The supplementary Widening Participation grant is as follows:
Students undertaking a study placement €120 per month
Students undertaking a work placement
€20 per month
HOW ARE THE ERASMUS+ GRANTS CALCULATED?
The dates you provide on your Learning Agreement will be used to calculate the total duration in months of your
placement.
The same formula to calculate the grant is used for all students on an Erasmus+ placement from any UK university.
Erasmus+ mobility for study must be between a minimum of three months and a maximum of 12 months per cycle1.
The period of time between the start and the end date of the mobility, without rounding up or down, will be
considered to be the duration of the mobility. The duration will be based on full months of 30 days (regardless of
whether the months are of 28, 29, 30 or 31 days), plus any remaining days. A year is considered as 360 days.
The duration is calculated from the first day the student is required to be at their place of study. For example, this
could be the start date of their first course, a welcoming event organised by the host institution, an information
session for students with disabilities or learning dispensation, a language and intercultural course organised either
by the host institution or other organisations (if the sending institution considers it relevant for the mobility).
If the student chooses to travel to the receiving institution before the date they are required to be at their place of
study, the sending institution will only fund the placement from the date the student is required to be at the place of
study.
The end date is the last date the student needs to be present and may not be the actual date of departure. This is,
for example, the end of exams period, courses or mandatory sitting period.
If the student selects to leave after the date they are required to be present, the sending organisation should only
fund the student until the last date they are required to be present. In the instance where a student departs before
the last date they are required to be at the host organisation, the student will be funded until the date of their
departure.
Important note: no student mobility period, including any extension granted will be funded for more than 12
months (360 days). Students who wish to extend their mobility will not automatically receive additional funding
for the extension of their placement, approval for the extension must be sought from the Global Opportunities
Team.
1 Cycle = level of study at a Higher Education Institution. For example; undergraduate study = 1st cycle, postgraduate taught study = 2nd cycle
Please note: all information included in this handbook is accurate at time of publication to change
WHEN WILL I RECEIVE MY ERASMUS+ GRANT?
Assuming the UK successfully negotiates its continued participation in the Erasmus+ programme post Brexit the first
allocation of the Erasmus+ is usually paid at the end of October, and the second allocation is usually paid at the end
of July2. These dates are estimated based on previous years, the implication of Brexit on payment dates are as yet
unknown and may significantly change these estimated payment dates.
We are unable to start payments of each allocation until we have received the funding from our National Agency.
When the University of Exeter receives the funding from the National Agency varies each year so we will be unable
to provide a precise timeline of when you can expect each allocation. We will however provide updates throughout
your placement as and when we receive them, due to the volume of emails we receive we will not be unable to reply
to individual requests for updates on payment dates.
Please see: WHAT NEEDS TO BE COMPLETED IN ORDER TO RECEIVE THE FIRST ALLOCATION?
WHAT NEED TO BE COMPLETED IN ORDER TO RECEIVE THE SECOND ALLOCATION?
Please note that the Erasmus+ grant is provided from money which originally comes from the EU Commission in
Brussels and passes through the UK National Agency (the British Council) to individual universities. As such there
can sometimes be delays in the University of Exeter receiving the funding in comparison to other UK universities
and the times listed here for payment are estimated and not guaranteed3.
Students will be provided with updates regarding the Erasmus+ grant payment dates as and when we have them.
We will not respond to individuals asking when the next allocation will be paid.
STUDENTS COMPLETING TWO PLACEMENTS
Erasmus+ grant payments for students completing two placements will be paid as follows:
1st allocation of 1st placement
1st allocation of 2nd placement
2nd allocation of 1st placement
2nd allocation of 2nd placement
Please note that the second allocation cannot be paid until we have received funding from the National Agency,
this is usually paid at the end of July. Please budget accordingly.
2 These estimates are based on previous years, the implications of Brexit on payments dates are as yet unknown and may significantly change these estimated payment dates 3 These estimates are based on previous years, the implications of Brexit on payments dates are as yet unknown and may significantly change these estimated payment dates
Please note: all information included in this handbook is accurate at time of publication to change
BUDGET TEMPLATE
EXPENSE (NOT AN EXHAUSTIVE LIST, ADAPT AS APPROPRIATE TO YOUR CIRCUMSTANCES)
COST ESTIMATE
Visa fee
Passport renewal
Orientation expenses (such as airport transfer)
Vaccinations
Airfare
Entry and exit taxes (if applicable)
Language course fees (if applicable)
Meal plans (if applicable)
Housing
Insurance
Books/photocopies and other class related materials
Local commuting/transportation
Personal expenses (toiletries, postage, phone, entertainment)
Holiday/personal travel expenses
Internet
Social activities
Local transportation
Bank account fees
Contingency for emergencies
(Loans or debt you are responsible for paying during your placement)
TOTAL
EXPENSE (NOT AN EXHAUSTIVE LIST, ADAPT AS APPROPRIATE TO YOUR CIRCUMSTANCES)
COST ESTIMATE
Visa fee
Passport renewal
Orientation expenses (such as airport transfer)
Vaccinations
Airfare
Entry and exit taxes (if applicable)
Language course fees (if applicable)
Meal plans (if applicable)
ONLINE LINGUISTIC SUPPORT
The Online Linguistic Support (OLS) is an online platform designed to improve the knowledge of the language you
will be working or studying in before and during your stay abroad. The OLS offers online language assessment and,
where applicable, language courses to any student participating in an Erasmus+ mobility activity with a duration in
excess of two months.
OLS assessments are mandatory for students that are undertaking a mobility in a language that is not in their native
language. For example, if a UK student undertakes a mobility in France but will be working in English, they are not
required to complete the assessment. However, it the UK student intends to work in French they would then need
to complete the assessment and could participate in a language course.
Please note: all information included in this handbook is accurate at time of publication to change
If an overseas student whose first language is not English enrolled at a UK institution is going to undertake a mobility
in English, then they would be required to take the OLS assessment in English.
OLS SECOND ASSESSMENT
The second assessment is mandatory for students who complete the first assessment. The second assessment is
linked to the original assessment and will automatically be issued to you when you reach the end of your mobility. If
you achieved level C2 in your first assessment, you will not be asked to complete a second assessment.
OLS ASSESSMENT FOR MULTIPLE MOBILITIES
If you are undertaking multiple mobilities in the same language you must complete the OLS assessment for each
mobility, regardless of whether you have previously completed the OLS language assessment in the same language
for a previous mobility. For instance, if you undertake a mobility in French and complete the OLS assessment and
then undertake another mobility in French you will need to complete the OLS assessment again.
ONLINE LANGUAGE SUPPORT COURSE
The OLS course (separate to the OLS assessment) is aimed at various levels of proficiency. It is more beneficial to
beginners and intermediates but there are sections for those with a better knowledge of the host language.
If you obtain a result between levels A1 and B1 in your first assessment you will automatically be allocated a
language course licence. If in your first assessment you obtain a higher result than B1 courses are available in the
following languages, at the following levels:
LANGUAGES LANGUAGE
COURSE AVAILABLE
LANGUAGE COURSE LEVEL
English, German, French, Italian, Spanish, Dutch
YES
All levels
Portuguese
YES
Up to B2 level
Bulgarian, Czech, Danish, Greek, Finnish, Croatian, Hungarian, Polish, Romanian, Slovak, Swedish
YES
A1 level
If you are not automatically issued with an OLS course licence you can request one by emailing
[email protected]. Please note that we receive a limited number of licences each year as such they will be
issued on a first come, first served basis.
Please note: all information included in this handbook is accurate at time of publication to change
WHAT NEEDS TO BE COMPLETED IN ORDER TO RECEIVE
THE FIRST ALLOCATION?
1. Sterling bank account details have been entered on iExeter and double checked to ensure the information is
correct
2. ‘Before’ section of the Learning Agreement has been filled out in full. Before submitting to the Outbound Study
Abroad team ensure the following have been completed (see notes on LEARNING AGREEMENT – BEFORE YOUR
PLACEMENT)
a. The Student, The Sending Institution, and The Receiving Institution sections are complete
b. You have filled in the dates of your planned mobility
c. The receiving institution has signed and stamped to confirm the planned dates of your mobility are
correct
d. You have completed TABLE A listing your proposed modules
e. You have included a link to the course catalogue at your host university
f. You have ticked what level of language competence you have or n/a (will be taught in English)
g. Your Study Abroad Coordinator at Exeter has signed your form
h. The Study Abroad Coordinator or Academic Coordinator at your host university has signed your form
i. You have included your insurance policy details
j. You have read through and ticked the necessary permissions
k. You have signed your form
l. Your home and host universities have signed your form
3. You have signed and returned your grant agreement (please scan and return the whole document not just the
signature page)
4. You have completed part one of the Online Linguistic Support assessment
WHAT NEEDS TO BE COMPLETED IN ORDER TO RECEIVE
THE SECOND ALLOCATION?
1. Signed first receipt
2. Completed ‘after’ section of the Learning Agreement
3. Completed online report (emailed to you via the European Commission)
4. Completed part two of the Online Linguistic Support assessment
WHAT OTHER PAPERWORK CONSIDERATIONS ARE THERE?
Please note: all information included in this handbook is accurate at time of publication to change
Transcript of records: Not all universities will automatically issue you with a transcript of records you may have to
formally request a copy, before you leave your placement, we recommend you contact the International Office at
your host university to confirm what their procedure is for issuing transcripts.
Second receipt: Typically your final piece of paperwork to return (but the one that is most overlooked) is your signed
second receipt, returning this document is a compulsory requirement of receiving your Erasmus grant!
LEARNING AGREEMENT – BEFORE YOUR PLACEMENT
Please note: all information included in this handbook is accurate at time of publication to change
Study cycle refers
to your degree
level (see footnote
2 on the
document)
The Erasmus code
for your host
institution can be
found
here:http://eacea.ec
.europa.eu/llp/erasm
us/documents/list_h
olders/euc-for-the-
academic-year-2013-
2014.pdf
Please ensure
you have
inserted your
name in the
header of the
document
Please note: all information included in this handbook is accurate at time of publication to change
This section of your
paperwork must be
completed BEFORE
you start your
placement. It is
important that the
dates you include
here are the term
dates of your host
university and do
not include any
additional time in
country before or
after your
placement. The
dates provided
here will be the
dates used to
calculate your
Erasmus grant.
Before section is not
complete until your
host university has
signed and stamped
this section to
confirm your
placement dates are
correct.
Please note: all information included in this handbook is accurate at time of publication to change
Table A needs to be
completed BEFORE
your placement
begins. Here you
will need to list the
modules you will be
taking on your
placement, if you
need additional
space please insert
extra rows into the
word document.
‘Components’ and
‘Educational
components’ are
referring to
modules.
The majority of
our partners
whose modules
are taught in
languages other
than English will
expect a minimum
level of B2, if you
are unsure what
your language
level is you can
self-assess using
the Europass
system found
here:
http://europass.ce
defop.europa.eu/e
n/resources/europ
ean-language-
levels-cefr
Please note: all information included in this handbook is accurate at time of publication to change
EHIC CARD An EHIC card alone is not sufficient health insurance cover for your placement abroad, additionally the implications
of Brexit on the validity of the EHIC are not yet known. It is therefore essential that you take out comprehensive
insurance in addition to carrying an in date EHIC card. If you return your paperwork with just your EHIC listed it will
be considered incomplete and will not be sufficient to release the first allocation of the Erasmus+ grant.
Insurance for your
time abroad is
essential!
Please ensure you
have detailed here
the policy you have
taken out for your
placement.
Please note: all information included in this handbook is accurate at time of publication to change
A NOTE ABOUT SIGNATURES
Typed signatures, and signatures drawn onto the Erasmus+ paperwork using a cursor are not valid. If your
paperwork is submitted with anything other than a handwritten signature it will not be valid and will slow down the
payment of your Erasmus grant. Please note that scanned copies of your handwritten, signed documents are
acceptable.
Study Abroad
Coordinator in your
College/Department
at Exeter.
Study Abroad
Coordinator or
Academic
Coordinator at your
host university.
Typing your name
here will not validate
your paperwork, you
must complete your
documents, print,
sign and scan them
back to us.
Please note: all information included in this handbook is accurate at time of publication to change
ERASMUS+ GRANT AGREEMENT
The information you have provided in the ‘before’ section of your Learning Agreement will enable us to generate a
personalised Erasmus+ Grant Agreement which you will need to fill in, sign and return to us. Before we are able to
pay the first allocation of the Erasmus+ grant you will need to complete and return the ‘before’ section of the
Learning Agreement and a signed Grant Agreement in full (do not just return the signature page).
The Erasmus+ Grant Agreement will look like the following document but will be personalised with your information,
placement dates and will detail the amount of Erasmus+ funding you will be eligible for according to the dates you
have provided on your paperwork.
Please note: all information included in this handbook is accurate at time of publication to change
Please note: all information included in this handbook is accurate at time of publication to change
LEARNING AGREEMENT – DURING YOUR PLACEMENT
The ‘during’ section of your Learning Agreement will only need to be completed if you have made changes to any of
the modules you listed in the ‘before’ section.
Please note: all information included in this handbook is accurate at time of publication to change
FIRST AND SECOND RECEIPTS
Please note the second receipt is virtually identical to the above.
Please write the
name of your Host
University or
employer in this
section NOT
‘University of Exeter’
Please indicate if you
are completing a full
year placement, or if
you are completing a
combined placement
please indicate
whether you are
submitting a receipt
for your first semester
placement of your
second semester
placement
Please note: all information included in this handbook is accurate at time of publication to change
LEARNING AGREEMENT – AFTER YOUR PLACEMENT
This section is completed at the end of your placement and must contain the actual dates of your placement
excluding any additional time in country before or after your study placement. It must be signed and stamped by a
representative at your host university. The dates provided here will be used to calculate the second allocation of
your Erasmus grant.
Please ensure your
host university include
their institutional
stamp when signing
the ‘after’ section of
your Learning
Agreement.
Please note: all information included in this handbook is accurate at time of publication to change
IF I LEAVE MY ERASMUS+ PLACEMENT EARLY WILL I BE
EXPECTED TO REPAY THE ERASMUS+ GRANT?
Yes, the grant is only payable for the time that you are on your placement. If you return home early from your
placement due to force majeure or there are other extenuating circumstances and you have met the minimum
requirements for during of placement, the National Agency will decide on a case by case basis if you will be allowed
to retain the Erasmus+ grant.
ERASMUS+ STUDENT CHARTER
The Erasmus+ student charter highlights your rights and obligations and tells you what you can expect from your
sending and receiving organisations at each study of your Erasmus+ experience.
Table C, whilst a
compulsory element of
your paperwork serves
as an example of what
your transcript of
records should include.
Your transcript of
records will be issued by
your host university –
check if you need to
request one before you
leave as not all
universities
automatically issue
them. See also: WHAT
OTHER PAPERWORK
CONSIDERATIONS ARE
THERE?
Please note: all information included in this handbook is accurate at time of publication to change
HIGHER EDUCATION INSTITUTIONS participating in Erasmus+ have committed themselves to respect the principles
of the Erasmus charter for Higher Education to facilitate, support and recognise your experience abroad.
ON YOUR SIDE you commit yourself to respect the rules and obligations of the Erasmus+ Grant Agreement that you
have signed with your sending institution.
THE ERASMUS+ STUDENT AND ALUMNI ASSOCIATION (ESAA) offers you a range of services to support you before,
during and after your experience abroad.
Please read the Erasmus+ Student Charter in full here: http://ec.europa.eu/dgs/education_culture/repository/education/opportunities/higher-education/doc/charter_en.pdf
CONTACT US
: 01392 724107
Bookable appointments: Throughout term time we hold Study Abroad appointment sessions, each session is 15
minutes and is bookable either at the Career Zone or by emailing [email protected]. We welcome any student
from any year group to these sessions to discuss all things Study Abroad. For appointment availability see:
http://www.exeter.ac.uk/international/studyabroad/outbound/contactus/bookableappointments/
Live chat: When you see the message box below on our website
(http://www.exeter.ac.uk/international/studyabroad/outbound/) a member of the study abroad team is available to
live chat with!