Procedure for incoming students

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1 INFORMATION ON ERASMUS TRAINEESHIP FOR FACULTY MEMBERS Procedure for incoming students INTRODUCTION The Erasmus gives students the opportunity to do a traineeship at a department at a foreign university. The purpose of the traineeship is to give students practical experience with the tasks at a university, e.g. clinical rotations, teaching, research, laboratory studies etc. As a faculty member you are given the title of Responsible Person/Supervisor in regards to Erasmus. Responsibilities and duties as Responsible Person/Supervisor: Contact person and supervisor before and during the traineeship Deciding, in cooperation with the student, what tasks and activities should be included in the traineeship Signing the Learning Agreement for Completing, signing, and sending of the Certificate after the traineeship is completed Initial contact Erasmus is arranged directly with the department or research group of interest to the student, meaning that the student is responsible for the initial contact with the relevant professor or researcher and for arranging the traineeship. The University of Copenhagen receives a lot of requests from students interested in Erasmus. Some of these requests are of varying quality and professionalism. If a request from a student is considered irrelevant for the student or the department, the request from the student may be declined politely. If the students are asking for general information about Erasmus please forward them to the following link where the process is explained in English: Here, the students will also find links to search for relevant researchers and professors. THE PROCESS When the student and the Responsible Person from the relevant department or research group have agreed upon carrying out the Erasmus a Learning Agreement for must be filled out and signed. Learning Agreement for The sending and receiving institution must in cooperation with the student, agree upon the activities and tasks entailed in the Erasmus before the beginning of the traineeship. Therefore a Learning Agreement for must be completed ( 1

2 The Learning Agreement defines learning outcomes, the period of the Erasmus and lists the rights and duties of the parties involved. The Learning Agreement for must be signed by the student, the sending institution and the Responsible Person/Supervisor from the department or research group at UCPH responsible for the student during the traineeship. The Learning Agreement should also include contact information on the following persons: Contact Person: International Education & Grants / ) Mentor: a person at the receiving institution, who can provide support, encouragement and information on everyday working life at the university PLEASE NOTE: The role as Responsible Person and the role as mentor could be undertaken by the same person The Learning Agreement consists of three parts: Part 1 is to be completed before the beginning of the. Part 2 is to be completed if and when there are any changes to the agreement during the traineeship. Part 3 is to be completed at the end of the traineeship. A flow chart on page 9 in the Learning Agreement for will take you through the process. Enrolment The completed and signed Learning Agreement for should be sent to The student will then receive an containing a link, where the student has to fill out personal information needed to complete the official enrolment. The student will receive a confirmation letter of enrolment at the Erasmus programme and will receive an enrolment letter with information regarding an ID card, residence permit etc. Certificate After the Erasmus period has ended, the receiving institution must fill out the Certificate found in the Learning Agreement for. The Responsible Person/Supervisor at the receiving university is responsible for completing, signing and sending the Certificate no later than 5 weeks after the completion of the traineeship. Please note Students enrolled in the Erasmus programme at UCPH are not allowed to sign up for courses UCPH is not allowed to assign ETCs for an Erasmus and will not receive STÅ (Full-time equivalent) Internationalisation grant: All international students enrolled at UCPH for more than three months generate an internationalisation grant of app DKK (Please note: time range and amount according to Myndighedskrav of September 1 st, 2013) Housing: Assistance is given under the current rules for Erasmus students enrolled at UCPH Erasmus s in Medicine Individual clinical rotations at one of the University Hospitals as an Erasmus student can only take place during the summer holiday (approx. from mid-june to mid-september) when the clinical departments do not teach Danish medical students. 2

3 Students must arrange the clinical placements during the summer holidays directly with the clinical departments. The general procedure is as mentioned above. Please note that the period of traineeship must be of a duration of minimum 2 months. For information on the medical programme of the Faculty of Health and Medical Sciences please visit the website: Who is eligible for Erasmus Students registered in a Higher Education Institution and enrolled in studies leading to a recognised degree can participate in Erasmus. Recent higher education graduates may also participate in the traineeship. Recent graduates must be selected by their institution during their last year of study and must carry out and complete the traineeship abroad within one year of obtaining their degree. The sending and the receiving institution must be awarded an Erasmus Charter for Higher Education*. However, there is no demand for a bilateral agreement between the two institutions. Participating institutions must be established in a Programme Country. Mobility between Programme and Partner Countries will be launched at a later stage of Erasmus+. See list of Programme and Partner Countries at the end of this document. Duration The traineeship must be of a duration of minimum 2 months and maximum 12 months pr. study cycle (BA, MA, Ph.D.). The same student may receive grants for mobility periods totalling up to 12 months maximum pr. cycle of study (traineeship and studies). Insurance Trainees are strongly recommended to take out liability and accidence insurance cover on their own. According to Danish legislation, Danish universities are generally not allowed to take out insurance cover. This means that the trainee will not be covered by any accidence or liability insurance taken out by the University of Copenhagen during the traineeship. Please note: This might change in the case where a trainee receives a financial support. See next section. Financial support The student will receive an Erasmus grant during the traineeship paid out by the sending university. The Erasmus grant will be between 250 and 700 Euro per month depending on which country the student is from. In addition to this it is possible to give the student a financial support provided that: 1. The Responsible person/supervisor estimates that the budget allows it (the financial support is to be paid by the department or research group responsible for the traineeship) 2. According to the legal advisors at the University of Copenhagen there should be substantial grounds for paying the student a financial support (e.g. that the trainee replaces other needed workforce or that the trainee contributes in no small matter to the work at the department or faculty in question) 3

4 If you consider paying the trainee a financial support you should contact your faculty, because the insurance coverage for the student might change when a financial support is paid to the trainee. The Erasmus grant paid to the trainee is not affected by the fact that a financial support is paid out to the trainee by the receiving university (UCPH). In case you want to provide the trainee with a financial support this - alongside with the amount pr. month - must be stated in the Learning Agreement for (p.3). Living in Copenhagen Useful information for international student at the University of Copenhagen (housing, insurance, Residence Permit etc.) can be found here: List of Programme- and Partner Countries Programme Countries: Belgium, Bulgaria, Czech Republic, Denmark, Germany, Estonia, Ireland, Greece, Spain, France, Croatia, Italy, Cyprus, Latvia, Lithuania, Luxemburg, Hungary, Malta, The Netherland, Austria, Poland, Portugal, Romania, Slovenia, Slovakia, Finland, Sweden, England, F.Y.R Macedonia, Iceland, Liechtenstein, Norway, Switzerland, Turkey Partner Countries: Armenia, Azerbaijan, Belarus, Georgia, Moldova, Ukraine, Algeria, Egypt, Israel, Jordan, Lebanon, Libya, Morocco, Palestine, Syria, Tunisia, Albania, Bosnia, Bosnia and Herzegovina, Kosovo, Montenegro, Serbia, Russia * List of the Higher Education Institutions awarded an Erasmus Charter for Higher Education - 4

5 ERASMUS TRAINEESHIP - FLOW CHART for Responsible Person/Supervisor Initial contact from student interested in Erasmus Student requests further information Web: change/admission/eras mus-traineeship/ Request deemed low quality or not professionally well-founded Request from student declined Before Request from student is well argumented and serious - Deciding in cooperation with the student what tasks and activities should be included in the traineeship - Signing the Learning Agreement for - Learning Agreement to: During Modifications to Learning Agreement for NOT needed Modifications to Learning Agreement for are needed Changes are agreed upon and approved by all three parties via if possible After Completing, signing and sending the Certificate after the traineeship is completed 5

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