Lifelong Learning Programme (LLP)

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1 A P P L I C A T I O N G U I D E L I N E S F O R E R A S M U S W O R K P L A C E M E N T S Lifelong Learning Programme (LLP)

2 1. Finding an exchange possibility Contact the coordinator responsible for internationalization of your study program to discuss LLP exchange possibilities for placement. He/she will guide you through the different possibilities. Start planning your mobility as soon as possible 2. Apply and register Once you know where will be conducting your work placement, you can apply for an Erasmus grant. To apply, please click on following link. You will be directed to CAS 1, where you will have to login with your existing EhB username and password (see example below). Example: When logged in correctly, you will be directed automatically to the online application form (see on the next page). 1 De centrale authenticatie service van de Erasmushogeschool Brussel 2

3 Example: Please use your EhB address, otherwise you will not be able to register successfully. - Choose Erasmus Work placement in the field Exchange Programme, select Academic year Fill in all the mandatory fields marked with a red asterisk (*). - You will be asked to fill in the country of destination and the Host organization for work placement. If you are not yet sure of your host organisation, fill in what is most probable, you can always return to the application form and complete or modify the data at a later stage during the application process. At this moment no host organizations have been listed in Mobility Online, you will have to introduce the host organization of your choice yourself. 3

4 In the application form you will have to mention whether or not you will apply for a grant of the Flemish government. Students with such a grant will receive the maximum Erasmus grant, whereas other students will receive the minimal Erasmus grant. If you indicate that you have applied for this grant, you will need to provide the International Office with the official documents confirming this.! A part from the grant of the Flemish government (that is accorded based on the revenue of the parents and that can be applied for from kindergarten on, it has no link with international mobility) all students going on an Erasmus will receive an Erasmus grant. You will be able to apply for an LLP mobility only from February 21 th until May 30 th 2014 (for placements during the first and second semester) and from October 1 st until November 30 th 2014 (only for placements during the second semester). To continue, click on the button Send application. After sending the application, you will be registered and receive an automatic with the subject line Confirmation of registration. In order to continue the application (now or at a later stage), you can access your account: - Via the link in the Confirmation of registration , directing you to Mobility Online, and by using your existing EhB login and password; or - Directly via the CAS website ( by using your existing EhB login and password and clicking on the Mobility icon (appearing only when you are logged in). Both options will take you to the application workflow where you can continue the application process. 4

5 3. Complete your personal data When consulting your online mobility account again, you will see an overview of the steps that you will need to undertake in order to complete your application, as well as the rest of the workflow related to the administrative follow up of your Erasmus stay. You will notice that every time when you complete a step in this workflow, the next step(s) will become available. At some stages in the process, you will be able to continue immediately, sometimes you will have to wait for the international coordinator of your study program or EhB s international office to complete an action, before being able to continue. To continue, you always have to click on an underlined item in the right column. (see below) It is important to take the steps in the given order to ensure a fluent application process. Skipping steps will, often, lead to blocking the application. At this stage, click on Complete personal data, to fill in personal data regarding your contact details. Please fill in all mandatory fields, and click on Create to proceed with your application. 5

6 4. Upload the required documents Once your personal data have been stored, click on Back to the application workflow to return to the workflow and complete the remaining steps of your application. To complete the application, it is recommended to take each step in the given order. Passport photo Please upload a passport photo (maximum size of the picture is 300x300 pixels and 1Mb disk space) Training Agreement Next you will be able to start drafting your Training Agreement, by clicking on the link Complete/edit training agreement in the application workflow. Consult the international coordinator and/or the person responible for your practical training to fill in correctly the training agreement. Everything up to this step should be done by June 15 th semester). (1 st semester) or November 30 th (2 nd Once the Training Agreement is completed, it will have to be approved by the international coordinator of your study programme and by the International Office. 6

7 You will be informed by an automatically generated , once the training agreement is approved. This document needs to be printed and signed, both by you and your international coordinator at the faculty. This EhB-coordinator will also complete the number of credits at the document. Do not forget to take this document with you once you are leaving, because it has to be signed by your placement supervisor in your host organisation as well!! You should upload the signed document (signatures of you, coordinator of internationalization and the placement supervisor) within 7 days upon arrival at the host organisation for work placement 5. Upload of insurance documents Once the application process is finished you will be required to upload some documents regarding your insurance: - a copy of your European Insurance Card (that your health insurance company will deliver free of charge) If you have mentioned in your application form that you applied for a grant from the Flemish government and thus are eligible for a reduced tuition fee for the academic year , you will need to provide the International Office a copy of the official confirmation letter by the Flemish authorities. Please make sure that you have completed these steps by the end of June 2014 or by the end of November Contract After the upload of your training agreement is uploaded, your mobility data will be entered in Mobility Online by the International Office. At this moment your mobility contract will be released. You will be informed by an automatically generated (EhB mail account!). 7

8 You are now required to print the contract, which consists of the placement agreement, the general conditions and the Erasmus Student Charter and check if all information mentioned is correct. Should something be unclear, please get in touch with the International Office, otherwise sign the contract and upload it in Mobility Online. 7. First installment As soon as you have uploaded the signed contract, you may expect a first installment (80% of the total grant) to be transferred into your bank account within the next 2 weeks. 8. Work place certificate & Transcript of work Before leaving your work placement, at the end of your stay, you will have to contact the placement supervisor to fill in 2 documents: - The work placement certificate: in which he/she will confirm that you have been executing a work placement at the organisation/company - Your transcript of work: which is an evaluation of the work done during the work placement You can print both documents from Mobility Online, have them filled, signed and stamped by your supervisor. Send the transcript of work to your international coordinator to fill in the number of credits obtained and upload both documens. 9. Final report Not only your supervisor is expected to evaluate the work placement, you are now required to make an evaluation as well. Therefor you can download the final report, complete it and upload it. 8

9 10. Online report Upon your return you will receive an inviting you to participate in an online survey on your Erasmus experience. This is sent by EPOS, the national agency responsible for the implementation of the European Life Long Learning programme (of which Erasmus is a component) in Flanders. Your participation in this survey is mandatory and for you it is the last step in the workflow. 11. Final payment of the grant As soon as the Work placement certificate, the Transcript of Work and your Final Report have been received by the International Office and when you have filled out the EPOS survey, the final amount of the Erasmus grant will be recalculated by the International Office, taken into account the actual duration of your Erasmus stay. If this amount is bigger 2 than the first installment you have already received, than you may expect the second payment to be executed within 2 weeks. Should the amount be smaller 3 than the first installment (because you have shortened your stay considerably), then you will receive an official communication requiring the reimbursement of the sum that has been paid undue, as agreed upon in the Erasmus contract. 2 Which will be the case if you did not change the duration of your stay or if you prolonged your Erasmus stay. 3 This will only be the case when you decided to shorten your Erasmus stay. 9

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