Erasmus+ Checklist (2017/2018)

Erasmus+ Checklist (2017/2018) (as of May 2017) What do I have to do? By when? Done Before departure MoveOn online application Complete, upload the required documents and submit the signed online application form to the faculty. Grant Agreement Print two copies, sign them and submit the two original copies to the International Center (IC) (Erasmus Office). The form and details on the submission deadline will be communicated in a separate e-mail! Enrollment at the host university Application deadline Before stay abroad begins Asap The Erasmus coordinator of your department may assist you, if needed. In any case, you need to inform yourself about enrollment procedures through the web pages of the host university. IC will provide you with the relevant certification upon request. Learning Agreement, Section 1 (incl. Table A+B) Complete and submit the (by all parties signed) Learning Agreement to the IC (via e-mail) Before stay abroad begins Further information on Learning Agreements see here If any, attendance to a language course Preparatory language course at the host institution If any, attendance to an intercultural communication course OLS language assessment before mobility The language assessment is compulsory for almost all students. Students will receive an invitation by e-mail. More information here. If necessary, obtain insurance coverage If applicable, apply for international student loan [Auslands-BaföG]. Asap Please inform the IC asap Asap Within the period announced in the e-mail Before stay abroad begins Asap IC will provide you with the relevant certification upon request. If applicable, apply for leave of absence from TUM Before stay abroad begins IC will provide you with the relevant certification upon request. Consult with host university about accommodation Usually after or at the point of enrollment at the host university 1

If necessary, apply for a residence permit and if necessary, contact the Department of District Administration of the City of Munich [Kreisverwaltungsreferat, KVR] to ensure your permit of stay in Germany remains valid. Asap More on visa and entry regulations here If applicable, apply for a special needs grant (only students with disabilities or child(ren)!) No later than 2 months before the stay abroad begins During your stay abroad In the event that amendments are made to course work, please submit the Learning Agreement, (Table A2 + B2) (via e-mail). No later than 7 weeks after the beginning of the semester abroad More on Learning Agreement here If you plan to terminate/ shorten/ extend your stay abroad please immediately contact the TUM Erasmus coordinator and the I.C. Asap, no later than 4 weeks before the end of the original mobility period Important information on changes of the length of stay see here If you attended a preparatory language course, request a certificate with the exact dates of the period of the course. Confirmation of Stay (Aufenthaltsbestätigung) Request a final confirmation of stay from the host university with exact dates of the period of study. At the end of the language course After your stay has been completed Pre-dated certificates without precise details are not accepted. Additionally, private stays or vacation following or prior to the period of study may not be submitted. Transcript of Records Request a Transcript of Records (indicating the number of credits earned through ECTS) from the host university. At the end of your stay The successful completion of at least one term-accompanying course is a prerequisite for the Erasmus+ Grant! After your stay Submit confirmation of stay to the IC (upload in moveon) Submit Transcripts of Records to the IC (upload in moveon) No later than 4 weeks after your return If possible, within 4 weeks after your return Write and submit a freely formulated Post-travel report. No later than 4 weeks after your return Online EU Survey No later than 4 weeks after e- 2

You will receive a request per e-mail. mail request OLS language assessment You will receive a request per e-mail. This concerns only students who took the OLS assessment before departure. Please keep in mind: If you change your departure date, please update it also in OLS in order to receive the invitation in due time. Apply for a subsidy for a preparatory language course Only possible if the language course was taken before departure or within the first month of your stay abroad. Credit recognition for coursework and examinations Your faculty is responsible for recognizing the credits you completed during your exchange. Contact the Erasmus coordinator of your department for more information. Within the period announced in the e-mail No later than 4 weeks after your return To be determined by your school or department General information on Index The Erasmus+ grant... 3 Prolongation/Shortening of your stay... 5 Learning Agreement / Credit Recognition... 5 OLS Language courses... 6 International training courses... 7 Insurance... 7 Leaves of absence... 8 Diploma Supplement... 8 Students with special needs... 9 Accomodation... 9 What do I need to bear in mind in case I am planning a further stay abroad in an European country?... 9 Contact...10 The Erasmus+ grant Duration of stay Within the limit of 12 months per study cycle (bachelor, master, doctorate) students can receive several times financial support for stays in different places, either for study and /or placement mobilities. Minimum length for Erasmus placement mobilities are 2 months, for Erasmus study mobilities 3 months. Exceptions are made for trimesters or terms lasting less than 3 months (concerns only few countries). Grant amounts The Erasmus+ grant is oriented on the respective country category. The EU-Commission divides the destination countries into the following three groups. 3

Country Categories (CC) Group 1 AT, DK, FI, FR, IE, IT, LI, NO, SE, UK Group 2 BE, CY, CZ, ES, GR, HR, IS, LU, NL, PT, SI, TR Group 3 BG, EE, HU, LT, LV, MT, PL, RO, SK, FYROM 9 per day 7 per day 5 per day The Erasmus+ funding period corresponds to the length of stay at the host university for academic purpose. Since the available budget at TUM is not sufficient to cover your entire stay abroad, the IC must fall back on zero-grant* days. During the zero-grant period you are a student within the framework of Erasmus+. However, no financial support is being paid. The Erasmus+ grant is therefore being assigned as indicated in the table below: Number of grantfunded days Grant amount for CC 1 Grant amount for CC 2 Grant amount for CC 3 Mobility period according to Grant Agreement 90 days to 104 days 90 810 630 450,00 105 days to 119 days 105 945 735 525,00 120 days to 134 days 120 1080 840 600,00 135 days to 149 days 135 1215 945 675,00 150 days to 164 days 150 1350 1050 750,00 165 days to 179 days 165 1485 1155 825,00 180 days to 194 days 180 1620 1260 900,00 195 days to 209 days 195 1755 1365 975,00 210 days to 224 days 210 1890 1470 1.050,00 225 days to 239 days 225 2025 1575 1.125,00 240 days to 254 days 240 2160 1680 1.200,00 255 days to 269 days 255 2295 1785 1.275,00 270 days to 284 days 270 2430 1890 1.350,00 285 days to 299 days 285 2565 1995 1.425,00 300 days to 314 days 300 2700 2100 1.500,00 315 days to 329 days 315 2835 2205 1.575,00 330 days to 344 days 330 2970 2310 1.650,00 345 days to 360 days 345 3105 2415 1.725,00 (According to the EU funding guidelines one month corresponds to 30 days.) In case of mobility periods below 90 days that have been approved by the IC (term, force majeure, etc.) the grant amount is being calculated per diem. Method of payment The Erasmus+ grant is paid out in installments and is dependent on the documents submitted to the IC Attention: The grant can only be awarded if at least one term accompanying course has been completed successfully! 4

Payment First installment Second installment Submission to IC of: Grant Agreement, Learning Agreement (Section 1), OLS language assessment before departure - Payment ideally before departure date Transcript of Records from the host university, Confirmation of Stay, EU-Survey, OLS language assessment after the stay In general: Please make sure that all necessary documents are submitted to the IC on your own! Original copies of your documents remain with you and must be kept for 7 years in the event of an audit by the DAAD. By the first installment you will receive 70% of the maximum Erasmus+ grant according to your group and duration of stay in form of a lump-sum payment. By the second installment you will receive the remaining 30 % of the grant, except if the final mobility period confirmed by the host institution differs from the one initially communicated. In this case the dates confirmed by the host institution ( confirmation of stay ) are crucial. The exact amounts can be identified in the table provided in the annex. If the final mobility period is inferior to 90 days or if the length of the stay abroad has been reduced, TUM has the right to claim back all or parts of the financial aid. This also applies if the required documents are not submitted on time to the International Center and/or if the recipient does not complete at least one term accompanying course successfully. If you have already participated in an Erasmus-Program or have been awarded another grant from the EU, we kindly ask you to contact us. The same applies if you have been awarded another grant from a public or private organization since these sometimes exclude each other. Prolongation/Shortening of your stay Preparatory language course abroad If you are planning to attend a language course before the starting of the semester abroad (regardless if at the host university or at an external provider) the course days can be included in your grant. In order to add your language course stay to the grant calculation, you need to include its length in your planned mobility period indicated in your grant agreement. If this is not the case, please inform the IC about the new start date at latest 4 weeks prior to your planned start date as indicated in your grant agreement. Prolongation Any changes on your length of stay exceeding 5 days need to be communicated immediately if possible, at latest 4 weeks prior to your planned end date as indicated in your grant agreement to the IC in writing. If communicated in due time the grant will be recalculated accordingly. Prolongations regarding a whole semester require in addition a prolongation of stay form signed by all parties please ask the IC for details. Shortening Any changes on your length of stay exceeding 5 days need to be communicated immediately if possible, at latest 4 weeks prior to your planned end date as indicated in your grant agreement to the IC in writing. The grant will be recalculated accordingly. Learning Agreement / Credit Recognition As a central feature of the Erasmus+ Program the sending institution recognizes academic work completed at the host institution. Accordingly, together with your TUM departmental coordinator you need to agree on a study program followed by at the host institution and need to list them in the Learning Agreement LA ( Table A + B ). The proposed study program has to be confirmed by signature and stamp of the responsible persons at TUM 5

at the host institution and the student. In the event that the LA needs to be amended for any reason the new courses need to be listed in Table A2 + B2 (Section2, Changes ) and confirmed by all parties. Table A + B Please list in Table A the courses that you are planning to follow at the host institution. These courses should replace courses at TUM and recognition of outcome should be possible. In case of a 1:1 recognition, please list in Table B those courses at TUM that are being replaced by courses enlisted in Table A. Alternatively, you may subsume all courses in Table A as container module, mobility window or the like in Table B. In any case: Please pay attention to an ECTS credits congruency in both tables. Please consult your TUM departmental coordinator for a correct handling. The recognition process (docket system or the like) may differ from department to department. Both Tables A + B need to be filled in. Please do only hand in to the IC LAs that are signed by all three parties (student, TUM departmental coordinator and responsible person at host institution). In case you are planning to waive the recognition of outcome or the courses attended at the host institution cannot be fully recognized at TUM you need to use an Annex and also refer to it in Table B. The annex needs to be signed analog to the LA by all parties and has to be handed in together with the LA to the IC. For further information on how to fill out the LA correctly and guidance on the contact person or responsible person at your school or department please visit: https://www.international.tum.de/en/goingabroad/students/erasmus/ (Documents for the Erasmus grant). The procedure for Section 1 of the LA is as follows: (1) Fill in the Learning Agreement and list chosen courses, then sign it. (2) The LA is signed by the responsible person at your school or department before departure. (3) You or your Erasmus coordinator at TUM forward the LA to the host institution for signature (usually via e-mail). (4) The host institution (responsible person of receiving institution) signs the learning agreement and returns the documents to you. (5) You send the completed and signed LA to the IC prior to the start of your mobility. Changes of the LA (Table A2 + B2): (1) Fill in Table A2 + B2 according to your changes. (2) The Learning Agreement is signed first by the responsible person at the host institution. (3) You forward it to your TUM departmental coordinator, who will either sign it or have it signed by the responsible person at TUM. Your TUM departmental coordinator sends the signed amendments back to you. (4) You send the signed Changes LA to the IC at latest 7 weeks after the beginning of the semester at the host institution. For the recognition of your academic outcome at the host institution, you need to contact your TUM departmental coordinator upon your return and submit official verification of your academic performance at the host institution (usually Transcript of Records) and further documents where applicable. OLS Language courses All students whose main language of instruction during their stay abroad will be Bulgarian, Croatian, Czech, Danish, Dutch, English, Finnish, French, Greek, Hungarian, Italian, Polish, Portuguese, Romanian, Slovak, Spanish or Swedish are required to take an online test compiled by the EU both before and after their stay. Test results will not be used to determine eligibility for the Erasmus program, but serve only to 6

document students level of language proficiency before and after their stay abroad. All students receiving an Erasmus grant are required to take the tests. Based on test results, some students may be eligible to participate in a free, online language course. More information concerning the tests and online courses will be sent to you in a separate e-mail. Students whose main language of instruction during their stay abroad will be their mother tongue or a language which is not available in OLS are not required to make the test. The TUM Language Center offers assistance in preparing your stay abroad at no extra cost. You can find more information about the language offer on the official website: https://www.sprachenzentrum.tum.de/en/homepage/. Alternatively courses are offered by the LMU Language Center. Here you can find a list of the language courses that you can visit as a guest student: http://www.en.sprachenzentrum.unimuenchen.de/index.html Financial support for language courses If you attend a preparatory language course in Munich, which is not offered by the TUM Language Center, or a preparatory language course on the spot with costs, you may apply for a subsidy up to 150. Please request the application form and submit it via e-mail (tumerasmus@zv.tum.de) together with a copy of the original receipt for the paid course fees and your certificate of attendance no later than 4 weeks after your return. Please notice that we subsidize only preparatory language courses taken before departure or within the first two months of your stay abroad. If you are planning to attend a language course before the starting of the semester abroad (regardless if at the host university or at an external provider) the course days can be included in your grant. In order to add your language course stay to the grant calculation, you need to include its length in your planned mobility period indicated in your grant agreement. If this is not the case, please inform the IC about the new start date at latest 4 weeks prior to your planned start date as indicated in your grant agreement. International training courses In order to benefit best from your stay abroad, the TUM Language Center offers intercultural training courses, Intercultural Communication Skills - Basics Fit for the Exchange. The course will be offered on different dates and you can register via TUMonline. Insurance Be sure to inform yourself prior to your mobility about the necessary insurance requirements during your stay abroad (e.g. personal liability insurance, health insurance, accident insurance and travel insurance, incl. baggage and repatriation insurance). In all EU countries including Iceland, Liechtenstein, Norway and Switzerland, the European Health Insurance Card provided by your public health insurance is valid. The EU flag (circle of stars) on the reverse side of your regular insurance card shows whether or not you are currently a member of a state insurance plan and you may hence use this card during your stay abroad. For further information visit: http://ec.europa.eu/social/main.jsp?catid=559&langid=en Students with private insurance coverage should contact their provider prior to the mobility start to clarify the scope of their coverage while abroad. You may also obtain combined health, accident and personal liability insurance as well as baggage insurance through the DAAD. (Policy 726). For more information, visit: https://www.daad.de/versicherung/en 7

Visa and entry requirements Whether or not a TUM student needs to obtain a visa to participate in an Erasmus Study Abroad Program depends on the student s citizenship status as well as on the host country s status and the length and purpose of the stay abroad. Citizens from EU/EFTA States can usually pass a stay abroad within the EU without restraints. However, if you are planning on studying outside of the EU (e.g. Turkey) you must apply for a visa for study purposes. Please request information from the consulate of your host country in advance! Do not travel without the required visa (e.g. do not travel with a tourist visa, which cannot be transferred at a later point in time). Citizens holding European third-country citizenship ususally require a visa to study abroad in one of the other EU Member States. Please request information from the consulate of the country in question in advance. Please get in contact also with the Department of District Administration of the City of Munich [Kreisverwaltungsreferat, KVR] to ensure your permit of stay in Germany remains valid! Important: Please do not buy your plane ticket until you are sure that your visa application has been successful. Unfortunately, TUM cannot speed up the application process! If you incur additional costs due to the visa application process, the International Center can reimburse the costs. Please request the application form and submit it via e-mail (tumerasmus@zv.tum.de) together with an evidence of the need and a copy of the original receipts per e-mail. Leaves of absence All information on leaves of absence are available at http://www.tum.de/en/studies/during-your-studies/leave-of-absence/ Please note: - Student Union and basic SemesterTicket fees will continue to be collected during a leave of absence! - You may submit a request for an official leave of absence from the start of the re-enrollment period up until the first day of the lecture period. - As a rule, leaves of absence can be granted for a total of two semesters of the student s total duration of study at the university. - Semesters for which the student has been granted an official leave of absence are NOT counted as Fachsemester, unless the number of ECTS credits to be awarded is at least 22. - Deadlines for the completion of make-up examinations are not affected by leaves of absence. They continue to apply. An extension of examination deadlines must be requested from the relevant examination committee. Attestations Upon request the IC can deliver you with attestations that are required in some cases: BaföG Amt: Written confirmation on the grant amount and the intended length of stay Student Admission Office (Immatrikulationsamt): Written confirmation on your participation in the exchange program (only necessary in rare cases) Enrollment process at the host institution: Written confirmation on your nomination as TUM Erasmus student Please write an e-mail to tumerasmus@zv.tum.de if an attestation is needed. Diploma Supplement As part of the Bologna reforms, European institutions of higher education are now required to issue an English-language attachment to their academic transcripts, termed a diploma supplement, that provides a summary of the qualifications acquired in the course of the degree program. Based on standardized 8

criteria and designed for use in enrollment or job application contexts, diploma supplements are intended to facilitate the assessment and transferability of European diplomas both domestically and abroad. The DS is composed of 8 chapters. Chapter 6.1 Additional Information summarizes extracurricular activities within the framework of your studies. Accordingly, your stay abroad can be enlisted in this chapter. Mobilities within the framework of Erasmus+ will be automatically transferred to your DS. The data input to TUMonline takes place 4 times a year (March/June/ September and December). After completion students receive an e-mail from the IC. Only completed and confirmed mobilities are being transferred and hence enlisted in the Diploma Supplement. The data set entry in your DS contains the following information: Study related stay abroad Name of the framework of the mobility DD-MM-YYYY DD-MM-YYYY: attended host institution/university in country Students with special needs Students with a disability of minimum 50% as well as students with children who are single parent and hence need to take their children with them during their stay abroad are eligible for additional financial support. For more information, visit: https://www.international.tum.de/en/going-abroad/students/erasmus/ (Benefits of the Erasmus+ program) Please get in touch with us early on in the application process! Accomodation You will find useful information on how to find accomodation for your stay abroad in the post-travel reports of former TUM Erasmus grant recipients, who have already lived in your host country, at: https://tum.moveon4.de/publisher/1/eng. The Facebook pages of the local ESN-Sections and websites such as rooming.eu can also be helpful. Just as you need a place to stay in your host country, exchange students from other countries need one here in Munich. If you are interested in subletting your room or apartment in Munich during your stay abroad please send the offer to the IC (incoming_help@zv.tum.de // Tel. 089-289 -25024). What do I need to bear in mind in case I am planning a further stay abroad in an European country? Important: Please keep in mind that the overall length of your Erasmus+ mobility may not exceed 12 months per study cycle. If you are planning to complete a traineeship before or after your study abroad, the IC can award you an additional grant within the framework of the Erasmus Student Mobility for Placements Program (SMP). The traineeship period needs to last at least two additional months. For details on the IC contact person and more information visit: https://www.international.tum.de/en/going-abroad/interns/erasmus/ In case you want to go abroad once more during your Master or Phd get in touch with us or with your TUM departmental coordinator: With the start of the new ERASMUS+ Program students may get financial support during all of the three study cycles. Please note that the total duration of the mobility period may not exceed 12 months per study cycle. 9

Contact International Center Arcisstraße 21 (Room 0189) 80333 Munich Austria, Bulgaria, Cyprus, Denmark, Estonia, Finland, Greece, Hungary, Ireland, Iceland, Croatia, Lativia, Lithuania, Liechtenstein, Malta, Romania, Slovenia, the Netherlands, Norway, Poland, Sweden, Slovakia, Czech Republic, Turkey, United Kingdom Frauke Denniger Tel.: 089/ 289 22582 denniger@zv.tum.de Belgium, Italy, France, Portugal, Switzerland, Spain Joanna Mederle Tel.: 089/ 289 25461 mederle@zv.tum.de Leaves of absence Student Admission Office Arcisstr. 21 80333 Munich Tel.: 089/ 289 22245 studium@tum.de TUM departmental coordinator (academic advising, recognition of credits earned abroad ): https://www.international.tum.de/en/contact-and-counseling/international-affairs-delegates/ Please make sure that all necessary documents are submitted to the IC on your own! With exception of the Grant Agreement and the Learning Agreement all documents need to be uploaded in MoveOn: https://tum.moveon4.de/form/54d897460f9d30ca5f00000a/eng 10

Addendum: CC1 Mobility period according to Grant Agreement Number of grant-funded days Grant amount for CC 1 First installment (70%) 90 days to 104 days 90 810 567,00 105 days to 119 days 105 945 661,50 120 days to 134 days 120 1080 756,00 135 days to 149 days 135 1215 850,50 150 days to 164 days 150 1350 945,00 165 days to 179 days 165 1485 1.039,50 180 days to 194 days 180 1620 1.134,00 195 days to 209 days 195 1755 1.228,50 210 days to 224 days 210 1890 1.323,00 225 days to 239 days 225 2025 1.417,50 240 days to 254 days 240 2160 1.512,00 255 days to 269 days 255 2295 1.606,50 270 days to 284 days 270 2430 1.701,00 285 days to 299 days 285 2565 1.795,50 300 days to 314 days 300 2700 1.890,00 315 days to 329 days 315 2835 1.984,50 330 days to 344 days 330 2970 2.079,00 345 days to 360 days 345 3105 2.173,50 CC 2 Mobility period according to Grant Agreement Number of grant-funded days Grant amount for CC 2 First installment (70%) 90 days to 104 days 90 630 441,00 105 days to 119 days 105 735 514,50 120 days to 134 days 120 840 588,00 135 days to 149 days 135 945 661,50 150 days to 164 days 150 1050 735,00 165 days to 179 days 165 1155 808,50 180 days to 194 days 180 1260 882,00 195 days to 209 days 195 1365 955,50 210 days to 224 days 210 1470 1.029,00 225 days to 239 days 225 1575 1.102,50 240 days to 254 days 240 1680 1.176,00 255 days to 269 days 255 1785 1.249,50 270 days to 284 days 270 1890 1.323,00 285 days to 299 days 285 1995 1.396,50 300 days to 314 days 300 2100 1.470,00 315 days to 329 days 315 2205 1.543,50 330 days to 344 days 330 2310 1.617,00 345 days to 360 days 345 2415 1.690,50 11

CC 3 Mobility period according to Grant Agreement Number of grant-funded days Grant amount for CC 3 First installment (70%) 90 days to 104 days 90 450,00 315,00 105 days to 119 days 105 525,00 367,50 120 days to 134 days 120 600,00 420,00 135 days to 149 days 135 675,00 472,50 150 days to 164 days 150 750,00 525,00 165 days to 179 days 165 825,00 577,50 180 days to 194 days 180 900,00 630,00 195 days to 209 days 195 975,00 682,50 210 days to 224 days 210 1.050,00 735,00 225 days to 239 days 225 1.125,00 787,50 240 days to 254 days 240 1.200,00 840,00 255 days to 269 days 255 1.275,00 892,50 270 days to 284 days 270 1.350,00 945,00 285 days to 299 days 285 1.425,00 997,50 300 days to 314 days 300 1.500,00 1.050,00 315 days to 329 days 315 1.575,00 1.102,50 330 days to 344 days 330 1.650,00 1.155,00 345 days to 360 days 345 1.725,00 1.207,50 12