Possible additional amount to the grant for Erasmus students Funding for participation of Comenius and Grundtvig Assistants

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1 8.4 Erasmus Intensive Language Courses (EILCs) Financial and additional rules for EILC lump sum financing of courses 1. The grant is a lump sum amount granted per course to contribute to the costs incurred by the institution in organising and running the language course 1 for host Erasmus students. This amount must be the same for all the courses organised in the country. 2. In case the NA budget does not allow to support all quality applications, the NA may offer applicants that passed the minimum threshold in the quality assessment to organise a course without a financial contribution of the NA (zero-grant EILC). The applicants have to agree to undertake the IP without grant support according to the conditions set out in the standard grant agreement and in the approved grant application Possible additional amount to the grant for Erasmus students 3. The home institution may award a supplementary grant to an outgoing Erasmus student participating in an EILC, from their SM budget to cover travel and subsistence costs of the students attending the course. An EILC grant is intended to offset a part of the additional costs of taking part in an EILC before the student has started his/her Erasmus period. In case an EILC is held parallel to the Erasmus period, an EILC grant shall under normal circumstances not be awarded. However, there may be circumstances when a supplementary EILC grant may be justified, i.e. when there are extra costs involved in participating in an EILC. The Erasmus student grant for the participation in an EILC and the EILC period shall be recorded in the study or placement grant agreement or in a separate grant agreement Funding for participation of Comenius and Grundtvig Assistants 4. Erasmus students have priority for places in an EILC. If there are further places available in an EILC, Comenius and Grundtvig assistants may participate as well. 5. The participating Comenius and Grundtvig Assistants receive funding from the Comenius or Grundtvig budget of their home country. 1 The Erasmus Intensive Language Courses (EILC) are specialised courses in the less widely used and less taught languages organised in the countries where these languages are used as teaching languages at HEIs. The languages English, German, French and Spanish (Castilian) are not eligible for EILC. The EILCs may take place in the following countries, for the eligible languages in brackets: Belgium (Dutch in the Flemish Community), Bulgaria (Bulgarian), Croatia (Croatian), Cyprus (Greek), Czech Republic (Czech), Denmark (Danish), Estonia (Estonian), Finland (Finnish and Swedish), Greece (Greek), Hungary (Hungarian), Iceland (Icelandic), Italy (Italian), Latvia (Latvian), Lithuania (Lithuanian), Malta (Maltese), the Netherlands (Dutch), Norway (Norwegian), Poland (Polish), Portugal (Portuguese), Romania (Romanian), Slovakia (Slovak), Slovenia (Slovenian), Spain (Basque, Catalan, Galician and Valencian), Sweden (Swedish), Switzerland (Italian) and Turkey (Turkish)..

2 No EILC fees for Erasmus students and Comenius and Grundtvig Assistants 6. Erasmus students can not be charged a study fee for participation in an EILC. However, fees may be charged for excursions and similar optional events and for other charges that Erasmus students normally may be asked to pay. The same rules apply for Comenius and Grundtvig Assistants Duration of an EILC 7. The EILC must have a minimum of 60 teaching hours in total, but at least 15 teaching hours per week (plus self study and language lab). The duration of an EILC shall be 2 to 6 weeks Recommended number of participants 8. Small groups of participants are strongly recommended (around 15 to 20). The minimum number of participants shall be 10. The cost-effectiveness of the EILC has to be ensured. If the final number of participants is less than 10, the NA may reduce the grant amount partially or fully (see section point 4) EILC organising institutions Call for Proposals and selection of EILC organisers 9. The selection of organising institutions (OIs) may take place on the basis of a Call for Proposals published by the NA in addition to the general LLP Call for Proposals. 10. The eligibility/validity period of EILCs is 1 June N to 31 May N Eligible organisers of EILCs are HEIs that are holders of a EUC or other organisations specialised in language training in the less widely known languages of the participating countries. 12. The organising institutions shall have excellent capacities for organising and hosting EILCs. It is an advantage when the institution already has the required infrastructure as well as solid experience in organising this type of event. 13. In selecting course organisers, the NA shall ensure that places are available nationally to students continuing their Erasmus study/placement period at institutions which do not offer EILCs. The calendars for the organisation of EILCs as well as for student application and selection are annexed. 14. The selected EILC organisers shall fill in the "Organising institution's information form" (annexed to the grant agreement on EILC) with information about the EILC for potential participants. The EILC organising institution shall provide accommodation for all participants. The assessment of the performance of the students, as well as issuing certification and ECTS credits are highly recommended.

3 15. The NA organises the grant award procedure in line with section Error! Reference source not found. of the Guide for NAs Grant agreements 16. The NA shall issue and administer grant agreements to OIs as defined under section Error! Reference source not found. of the Guide for NAs, using the compulsory standard grant agreements provided Selection of participants in an EILC Eligible participants 17. Students who have been selected for an Erasmus study/placement period in an EILC-eligible host country/region are eligible. 18. Comenius and Grundtvig Assistants are eligible for participation in an EILC. 19. Courses are held at beginner and/or intermediate level. Students whose main subject of studies is the language of the organising country are normally not eligible for participation Application procedure and deadlines for students 20. Erasmus students apply through their home institution's designated Erasmus office using a standard application form. The home institution's Erasmus office shall be responsible for forwarding the applications by 2 to the selecting institution, together with an electronic confirmation that the applicant has been selected for an Erasmus study/placement period 3. The address to which the application form shall be sent is specified in the organising institution's information form. 21. The home institution shall ensure that the application data required by the organising institution are included in the application form. 22. The home institution decides on its own application deadline for outgoing students (preferably the same as the one which applies to the Erasmus study/placement period), taking into consideration the common deadlines as set out in the annex Responsibility for the selection of students 23. The final selection of students is the joint responsibility of the EILC organising institution and the NA in the host country. 2 3 All applications shall be sent electronically ( ), without any paper copies. All other correspondence (selection results, confirmation of students, etc.) shall be done by only, if possible. If the selection deadline for an Erasmus study/placement period is later than the application deadline of the EILC, the Erasmus status of the student shall be confirmed when the student confirms acceptance on the course.

4 24. The NA in the host country is responsible for monitoring the selection procedure at national level. It is recommended that NAs participate in the selection by attending or organising selection committee meetings or consulting the EILC organiser otherwise at selection time. The course participants shall be selected in a transparent and coordinated way. It is important to ensure balanced participation as regards geographical spread and subject areas. Priority could be given to students who intend to follow courses during their Erasmus study mobility period in the language of the EILC. This could e.g. be done through a joint selection meeting for all course organisers in the same country Specific application procedure for Comenius and Grundtvig Assistants 25. Comenius and Grundtvig Assistants apply directly to the EILC host institution (not through their home institution) using a standard application form (available on the EILC website). A confirmation of the Comenius or Grundtvig Assistant's status from his/her home NA must accompany the application. 26. The Comenius and Grundtvig Assistants are informed individually about the selection results (approval/rejection and possible placement on a reserve list) as soon as possible after the application deadline for summer/autumn courses. 27. For winter/spring courses the same calendar applies to Comenius and Grundtvig Assistants as the one for Erasmus students Other recommendations for selection of students 28. Each NA shall provide all HEIs in its country with information about the EILCs and indicative numbers of places available in the various host countries. 29. Each EILC organiser shall draw up a reserve list and be aware of the possibility of a relatively high number of withdrawals. 30. All applicants (both the selected and rejected applicants) shall be informed individually by the EILC organiser about the selection results (including a possible placement on a reserve list) or about the forwarding of their application to a different OI, as indicated by the applicant in the application form. 31. Information about the selection results must be sent to the students as soon as possible after the selection has been made, usually not later than one month before the start of the course. 32. The OI shall send information on the selected participants to the home institution/na after the student has confirmed acceptance of the place Reporting 33. The participating students and Comenius and Grundtvig Assistants shall fill in a "Final report for students" (annexed to the grant agreement on EILC). This document shall be considered as "minimum requirements".

5 34. The organising institutions shall fill in a "Final report for Organising Institutions" (annexed to the grant agreement on EILC). This document shall be considered as "minimum requirements". 35. The final report from the NA to the Commission will be a part of the yearly NA report of the Commission-NA agreement. For further reporting requirements see section 8.7 of this Guide for NAs.