EXCHANGE STUDIES PRACTICAL INFORMATION. Kadri Toom International Relations Office, Tallinn University of Technology

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1 EXCHANGE STUDIES PRACTICAL INFORMATION Kadri Toom International Relations Office, Tallinn University of Technology Tel

2 STEP 1: SELECTION By exchange committees in faculties After selection you are: the representatives of TUT and future ERASMUS / exchange studies ambassadors

3 STEP 2 : NOMINATION Erasmus: first contact between the two universities by the Erasmus coordinator Your personal information (name, date of birth, address, study field and level) is sent to the partner university abroad Confirmation in some form is expected. (Usually, student would receive further instructions from the receiving university by )

4 STEP 3: APPLYING TO THE PARTNER UNIVERSITY Online Application form or paper application. Supporting documents (may vary): Transcript of Records in English, signed/stamped, from your Dean s Office Language certificate Copy of ID document Copy of EU Health Insurance card or other Proof of Health Insurance CV Learning Agreement

5 LEARNING AGREEMENT (LA) Courses that you plan to take abroad For TUT student, consists of 2 docs: Learning Agreement Exchange Studies Plan LA Signed by the head of your study programme and the Erasmus coordinator Then sent to the receiving university for signing When complete, there are 5 signatures 1 from student;2 from home university; 2 from the receiving university + stamps from both universities

6 LLP Erasmus ( ) LA Unless the receiving university requires the new form, this may still be used in 2014/2015. Available at us-forms Signature of the HEAD OF YOUR STUDY PROGRAMME at home university Signature of the departmental / academic coordinator of the host university Signature of the Erasmus coordinator of home university (Kadri Toom) Signature of the Erasmus coordinator of host university

7 Erasmus Plus ( ) LA If your receiving university requires this new form, please contact TUT Erasmus Office in room II-201 for assistance. Please note: TUT Erasmus code is EE TALLINN 04 Erasmus Plus general info: mmes/erasmusplus/index_en.htm

8 EXCHANGE STUDIES PLAN TUT document, basis for the credit transfer! Two columns to indicate the transfer plan To be approved and signed by the head of your study programme at TUT Stays in the TUT Dean s Office Used in the credit transfer process after your exchange

9 Local TUT document. Only signed by you and the head of your study programme at TUT. Stays in your Dean s office. Keep a copy!

10 STUDY LOAD Exchange students are required to complete a minimum of 15 ECTS per semester, however your receiving university may set higher requirements You also have to follow the TUT / faculty requirements according to your student status! Additional information: 6._Study_load Consult with your Dean s office to make sure you are aware of all requirements!

11 STEP 4 -SENDING THE APPLICATION DOCUMENTS Application documents must be completed and submitted to room II-201 at least a week before the application deadline Copies of application documents are kept in the IRO Keep copies for your own use Keep all your exchange studies documents the LA, the financial agreement, the confirmation letters etc safe they will be needed later!

12 STEP 5 CONFIRMATION OF ACCEPTANCE May be in the form of: Official Acceptance Letter by mail Pdf copy of the official acceptance letter Confirmation of acceptance via Signed Learning Agreement The acceptance letter is a basis for signing the financial agreement Bring the acceptance letter along with a copy of the academic calendar of the receiving university when you come to sign the Financial Agreement

13 STEP 6 THE FINANCIAL AGREEMENT States the amount of your scholarship Calculated according to your study months at the receiving university Exact dates from the acceptance letter or the academic calendar of the receiving university If you return early, you may be required to return a part of the Erasmus grant The Financial agreement is signed shortly before the beginning of the exchange, from August. However there may be a delay in receiving the money this year, 2014, since we are moving into a new phase in the Erasmus programme If you go on exchange for the whole academic year, your second term scholarship is paid only after your second term Learning Agreement has been signed. Upon receiving the confirmation of acceptance, travel arrangements should be made

14 ERASMUS MONTHLY GRANTS TUT outgoing Erasmus students will receive a monthly grant, depending on their destination: Group 1 (countries with high living costs) AT, DK, FI, FR, IE, IT, LI, NO, SE, UK : 500 Eur Group 2 (countries with medium living costs) BE, HR,CZ, CY, DE, GR, IS, LU, NL, PT, SI, ES, TR : 450 Eur Group 3 (countries with lower living costs) BG, EE, HU, LT, LV, MT, PL, RO, SK, FYROM: 400 Eur Please note: (1) double financing is not allowed. If you receive another grant from the European Commission or the Estonian Government, you will participate in Erasmus programme without a scholarship. (2) For student exchange destinations outside of the Erasmus programme there are no automatic grant offers from TUT. (3) Switzerland does not take part in Erasmus programme in 2014/2015.

15 STEP 7 REGISTERING IN OIS Register in OIS by the red line day Go to Applications and fill in an APPLICATION TO A VISITING STUDENT PLACE Enter the name of the host university and duration of the exchange If you have questions, contact your Dean s Office

16 CONTACTS in Dean s Offices Civil Engineering Ms Betra Leesment, III-201, Tel: , Mechanical Engineering Ms Jana Saidla, VI 221, Tel: , Power Engineering Ms Ülle Valtna, VII 231, Tel: , IT Ms Merike Siidoja, ICT- 407, Akadeemia tee 15A,Tel: , Ms Katri Kadakas Tel: , Chemistry Ms Marju Hõimla, IV 201,Tel: , Science Ms Aili Hirvesoo, IV 208, Tel: , Social Sciences Ms Elve Vunn, X 339, Akadeemia tee 3, Tel: , Mr Archil Chochia, X 325, Akadeemia tee 3, Tel: , Economics (incl. Int. Relations) Ms Jelena Sõrmus, X-254, Akadeemia tee 3, Tel: , Ms Annela Mets, X 247, Akadeemia tee 3, Tel , Colleges College Erasmus coordinator

17 STEP 8 - CHANGING THE LEARNING AGREEMENT Within one month from the beginning of exchange studies Fill in the Changes to Learning Agreement form and correspondingly the Changes to Exchange Studies Plan Sign the form and get signatures from the receiving university Send back ALL THREE (pdf copies are fine): The original Learning Agreement (which was sent with application) The Changes to Learning Agreement Changes to Exchange Studies Plan

18 STEP 9 - END OF PERIOD CERTIFICATE OF ATTENDANCE Official Confirmation of Study Period Document that confirms your ACTUAL study period NB! The number of months has to be in accordance with your financial agreement! STUDENT FINAL REPORT Within one month of your return

19 STUDY RESULTS TRANSCRIPT OF RECORDS Official document will be sent from university to university. (Original belongs to the student, copies to Dean s office and Erasmus coordinator) Find out WHEN the results will arrive! NOTIFY YOUR DEAN S OFFICE if they might not arrive by the end of June!

20 STEP 10 - CREDIT TRANSFER Once you have the Official Transcript,fill in the Credit Transfer form in ÕIS Print out the form Get a signature from the Head of your study programme Hand it in to your Dean s Office along with the Official Transcript Students on paid places at TUT: credit transfer through APEL after your studies abroad: APEL fees:

21 REQUIRED DOCUMENTS These five documents are required to complete your exchange: 1. Erasmus Financial Agreement 2. Learning Agreement + Changes (if needed) 3. Confirmation of study period 4. Transcript of Records 5. Student Report NB! Because of the new phase of Erasmus programme in Autumn 2014, there might be some changes in documentation. We will inform you!

22 Residence permit, Visa requirements Non-EU students: If holding a residence permit in Estonia and you wish to stay outside Estonia for more than 183 days per year, you will have to register your staying away with the Estonian Police and Border Guard Board either on the spot or by post: Non-EU students going to EU universities: Visa may be required. Please check with the receiving university or the closest consulate of the chosen country: Additional info: &language=7$en#morethan

23 EU nationals going to EU universities If your stay in another EU country is longer than 3 months, you will be required to apply for a residence document confirming your right to live there Please note: in some countries you may have to report your presence upon arrival Information: e/documents-formalities/registeringresidence/index_en.htm. Consult with the receiving university!

24 INSURANCE Students from EU countries: EU Health Insurance Card required! Easier access to medical services, although it does not cover all medical expenses All exchange students: additional insurance is recommended or required by many universities! Follow the receiving university s instructions!

25 SUMMARY - NEXT STEPS Check the application deadline Follow the instructions of the receiving university Compile the application package Prepare the Exchange Studies Plan and the Learning Agreement Bring documents to room II-201 at least one week before the application deadline!

26 FUTURE RESPONSIBILITIES Promoting the exchange studies Among your friends Study Abroad Fair Info sessions Facebook group: Tallinn Tech Students Abroad (you can join it today if you wish!) TUT International Club Buddies Events, competitions, parties Trips

27 Thank you! Kadri Toom, IRO II , ttu.ee/studyabroad

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