A P P L I C A T I O N G U I D E L I N E S F O R O U T G O I N G E R A S M U S S T U D E N T S (S T U D Y)

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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 O U T G O I N G E R A S M U S S T U D E N T S (S T U D Y)

2 1. Finding an exchange possibility Contact the coordinator responsible for internationalization of your study program to discuss LLP exchange possibilities for studying abroad. He/she will guide through the different possibilities. Start planning your mobility as soon as possible. To search for LLP exchange possibilities please click here. You can search through the use of one or more of the available filters (country, study field, ). - The exchange programme is Erasmus Student Exchange - Select your study field - Academic year is Select study level - Do not select Continent - Select country - Select partner institution Now click on the box show exchange details to see the results matching your search criteria. Exchanges marked with a green LED light are open for application, while those with a red LED light are not accepting applications at this time. Example: Outgoing Mobility 2

3 2. Apply and register To apply, please click on the green LED next to your choice, select the correct study field in case of multiple choices. You will be directed to CAS 1, where you will have to login with your existing EhB username and password (see example below). Example: You will be directed automatically to the online application form (see example below). Please fill in all the mandatory fields marked with a red asterisk (*). To continue, click on the button Send application. Example: 1 De centrale authenticatie service van de Erasmushogeschool Brussel Outgoing Mobility 3

4 Please use your EhB address, otherwise you will not be able to register successfully. In the application form you will have to mention whether or not you will apply for a grant of the Flemish government 2. 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 19 February 2014 until 30 April 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 always 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 (https://cas.ehb.be), by using your existing EhB login and password and clicking on the Mobility icon (appearing once you are logged in). Both options will take you to the application workflow where you can continue the application process. Please do log out from CAS when doing this in a public space. Otherwise the student coming immediately after you might be entering your flow 2 Studietoelage van de Vlaamse gemeenschap Outgoing Mobility 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. For moving on in the workflow, you always have to tick an underlined item in the right column. (see below) 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. Outgoing Mobility 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 and academic records Please upload: - a passport photo (maximum size of the picture is 300x300 pixels and 1Mb disk space); and - your academic records (preferably in English) transcript of records/studievooruitgang Outgoing Mobility 6

7 Learning Agreement Once the passport photo and academic records are uploaded, you will be able to complete the Learning Agreement, by clicking on Complete Learning Agreement. This is a very important step in the workflow, since the Learning Agreement, that contains your study program abroad, is one of the main documents concerning your mobility. Please take the time to enter the data on your study program carefully. Click on the icon next to No courses found! Please select left icon to enter a new course to add a course. For each course you are planning to take at your host institution, you will have to fill in the mandatory fields (marked in white) and you will have to indicate what EhB course it is replacing. When you are done click on Create. You can add more courses by clicking on Enter next record. When a course is replacing two or more EhB courses, you should enter that course more than once. The first time, you add the actual amount of ECTS credits of the course at the home institution, afterwards you mention the name of the course and you put 0 ECTS. At EhB we do not use course n, you can leave that field blank. Some of our partner institutions do use them, so if you can find the information, fill it in. But if it is hard to find, we will send the learning agreement without course n should the partner require this information, then you will always be able to add it at a later stage. Outgoing Mobility 7

8 An example: The first time you enter the correct name of the course at the host institution and the actual number of ECTS credits, as well as the first EhB course it is replacing and the corresponding number of ECTS. Afterwards you only put the name of the course, and 0 ECTS credits and you add the second EhB course it is replacing and the corresponding number of ECTS. You are able to add as many courses as needed and in the end you will obtain the following list, meaning that French at the host institution is replacing 3 EhB courses, namely Frans1, Frans schrijven en schrijfopdracht. This can be done the other way around as well, should 1 EhB course be replaced by several courses at the host institution. When you have finished adding all courses, you can return to the workflow by clicking on the Reload Application Workflow button on the top right side of the screen. Outgoing Mobility 8

9 Your learning agreement now has to be checked and approved by the coordinator responsible for internationalization of your study program and by the international office. Should there be any problems, then they will get in touch with you and ask to make the necessary modifications. Once the learning agreement is approved by both the coordinator and the international office, your application will need to be transferred to the host institution. Therefore you will be asked to print the learning agreement and have it signed by you and your coordinator and to upload it in Mobility Online. (preferable as PDF-document) Many of the partner institutions will require that you apply electronically in their system as an incoming student as well. You will be informed on the precise deadlines and procedures by the International Office. In most cases you will have to enter your learning agreement in that system as well. This step should be finished by 30 April At the latest, but please be aware that deadlines of the partner institutions might be earlier (especially if you re going to the northern part of Europe). Should this be the case for you, then you will be informed on this in time by the International Office. The International Office will then send your application and learning agreement to the host institution for approval. An automatic will confirm the acceptance of your application by the host institution. Outgoing Mobility 9

10 5. Uploading insurance documents Once the application process is finished and your application has been accepted by the host institution you will be required to upload documents regarding your insurance: - a copy of your European Insurance Card (that your health insurance company will deliver free of charge) - a proof of your individual travel insurance. If you do not consider taking one, you will need to confirm this, If you have mentioned in your application 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 workflows by the end of June Outgoing Mobility 10

11 6. Contract Before the start of the academic year, 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!). You are now required to print the contract, that consists of the financial agreement, studentenovereenkomst voor studie and the Erasmus Student Charter and check if all information mentioned in it is correct. Should this not be the case, please inform the International Office. Before signing the contract, - tick the correct box on page 1, article 3 of the financial contract, confirming that you will or will not receive an Erasmus grant - tick the correct box on page 1 of the studentenovereenkomst voor studie, confirming a second time that you will or will not receive an Erasmus grant: - answer the 4 questions on page 3 of the studentenovereenkomst voor studie : Should something be unclear, please get in touch with the International Office, otherwise sign the contract and upload it in Mobility Online. This is the last step before your departure, these steps should be completed before the start of the academic year and before the start of your mobility. Outgoing Mobility 11

12 7. Final learning agreement Once arrived at your host institution, it is crucial to immediately check whether you need to make changes to your learning agreement. Find out as soon as possible: - if all courses mentioned on the learning agreement are organized - if the ECTS mentioned on the learning agreement are correct - if it is feasible to follow the selected courses (no overlap, no problems of getting from one campus to another in time,.) - if the content of the courses is matching your expectations. It is your responsibility to check this upon arrival! Please go to your workflow in Mobility Online and indicate whether or not you want to make changes to your learning agreement. If no changes need to be made, you should confirm this. Tick the correct box and click forward to update to continue If you desire to make changes to your learning agreement, please get in touch with your home coordinator to inform him/her on the reasons why you would want to make changes to the LA and inform him/her on the courses you would like to drop and the ones you would like to add. As soon as you come to an agreement with your coordinator, you can make the changes in Mobility Online by clicking on Complete Learning Agreement changes. You can either - modify the information in one of the records, by clicking on the sheet icon before the name of the course, - delete courses by clicking on the dustbin icon in front of the name of the course - add new courses by clicking enter further courses Outgoing Mobility 12

13 The coordinator responsible for the internationalization of your study program will need to approve the changes as well as the International Office. Once this is done, you will be able to print your final learning agreement. Sign it and let it get signed by the International Officer of your host institution. The signed final learning agreement should be uploaded in Mobility Online no later than on the 24 th of October (for first semester study programmes) and 22 nd February (for second semester study programs) First installment As soon as you have uploaded the correct final learning agreement, you may expect a first installment (70% of the total grant) to be transferred into your bank account within the next 2 weeks. 3 This means that you can have modifications twice when going on Erasmus for a whole academic year. But please note that you will not be able to make changes to your first semester program after October 24 th. Outgoing Mobility 13

14 9. Certificate of attendance Before leaving the host institution at the end of your stay, you will have to obtain a certificate of attendance at the International Office of your host institution. Enter your Mobility Online workflow where you will be able to print the certificate: Print the certificate and visit the International Officer at your host institution to have it filled out, stamped and signed. Then upload the certificate as a proof of your stay at the host institution. The International Office of your host institution will send a Transcript of Records, mentioning the results obtained, to EhB s International Office so that your results can be recognized by EhB. This will be done directly between both institutions. 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 Certificate of Attendance and the Transcript of Records 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 4 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 5 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. 4 Which will be the case if you did not change the duration of your stay or if you prolonged your Erasmus stay. 5 This will only be the case when you decided to shorten your Erasmus stay. Outgoing Mobility 14

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