Erasmus

Nominations

After you have successfully passed the selection process, a nomination awaits you. Students are usually nominated by the faculty/rector’s coordinator for a host university and then this university contacts you (you will probably have to fill in an application form for this university).

Formalities

It is also necessary to complete several formalities before your departure. Please follow the steps below:

2

Contact with the foreign university

  1. Student application form
  2. CV
  3. Cover letter
  4. Certificate of language knowledge
  5. Transcript of Records
  6. Subjects (LA)
  7. Accommodation
  8. Orientation Week
  9. Language courses before the beginning of the semester

3

Participation Agreement

A grant to study at a foreign university will be provided to you on the basis of a duly concluded Participation Agreement.

The Participation Agreement is signed after uploading the entry documents to the student card in the Mobility cvut application.

Details on the above terms can be found in the Terms and important documents section. If the above information made you nervous, do not be afraid – during the nominations for a foreign university, we are organizing collective information meeting, where everything is clarified.

Example of PRESENTATION from the information meeting on Erasmus 12.06.2020 here.


CONTACT WITH THE FOREIGN UNIVERSITY

After receiving your nomination for exchange at a foreign university from the faculty coordinator, the host university should contact you to update you with all the information, to arrange various organizational issues with you and to request all necessary documents. After the discussion, the university should issue an official Letter of Acceptance, which will be sent to you together with the Learning Agreement.

After receiving the Letter of Acceptance and approved Learning Agreement (LA), it is necessary to start arranging other formalities – health insurance, finances, accommodation, arrival, language courses, etc.

Accommodation

Follow the instructions of the host university and send in time the accommodation forms that can be found on its website, or that will be sent to you together with the Letter of Acceptance. At some universities it is necessary to book accommodation well in advance. Some universities (Spain, Italy) do not have dormitories or the accommodation provided by the university is too expensive, so students arrange their own private accommodation. For more information see student’s reports.

Orientation Week

Many universities organize an Orientation Week for their incoming students before the start of the semester. It is an introductory week dedicated to completing the necessary formalities, registrations, to get acquainted with the university, with the place and with other exchange students. We recommend you to participate in this event. The orientation week (OW) is reimbursed as part of your grant, but must be recorded in the Learning Agreement (LA) – that is, if OW is in August, then LA must start in August. It does not need to be entered into LA as a subject, only the months must match together.

Language courses before the beginning of the semester

Some universities organize language courses before the start of the semester. We recommend you to participate in this event. The language course is reimbursed as part of your grant, but it must be recorded as one of the subjects in LA and the foreign university must provide you a certificate of completion with dates from/to. At the end of the mobility, when submitting the Confirmation of Study Period, the duration of this course must be taken into account in your study period.


PARTICIPATION AGREEMENT

A grant to study at a foreign university will be provided to you on the basis of a duly concluded Participation Agreement.

Before signing:

  1. Read it carefully at home (Participation Agreement 20/21)
  2. Please pay close attention to the Methodological guideline No. 1/2015 for the confirmation of learning agreement for study abroad within the Erasmus+ programme
  3. Read also the Qualification conditions of the Erasmus+ programme for mobility of CTU students
  4. You must have correctly filled in and updated all data and documents (see below) in the card at https://mobility.cvut.cz database.

Contract signing

To sign the contract, you must come in person:make an appointment, preferably via doodle. Please enter your full name and faculty.

Before signing the contract, you must pass a mandatory language entrance test in the language of the study in the OLS component. You will be invited to this test by email as soon as you make an appointment via doodle to sign the contract. It takes about 2 hours to complete the test, so do not leave it until the appointment of the contract signing.

Necessary documents

  • Letter of Acceptance from the host university
  • Confirmation of study period at the partner school – show us the academic calendar or invitation to Orientation Week, details of the dates of the language course, if it is organized by the partner school before the mobility and you have registered for it…
  • Confirmation of health insurance for the study period (upload it to the student’s card at mobility.cvut.cz) – can be done right before departure
  • Confirmation of enrollment in a given  academic year (upload it to the student’s card at mobility.cvut.cz) – can be done right before departure
  • Learning agreement signed by all parties (upload it to student card at mobility.cvut.cz)

Erasmus _Charta_studenta is the annex to Participation Agreement.

Several issues need to be handled during your mobility and just before departing from the foreign university. Don’t forget to deal with them in time and in advance. Here is the list (a more detailed explanation of each item below):

A) Upon arrival at the foreign university

1

Register your residence

Register your residence with the relevant authority (local office/foreign police)

2

Enrollment in studies

The receiving (foreign) institution will inform you about the form and date of enrollment and all other entry formalities.

3

LA Changes

The Learning Agreement must 100% match what you are currently studying, so keep it up-to-date! For more info see below.

4

Shortening of stay

To shorten your stay, fill in the request.

Always send everything to the International Office of the CTU Rector’s Office. For more info see below.

B) Before departing from the foreign university

1

Extension of stay

It is necessary to agree with the International Office at least one month in advance whether there are grant resources. Then fill in the request (the request requires the consent of the faculty).

2

Confirmation of Erasmus+ study period

Request the original Confirmation of Study Period form before returning to the Czech Republic. For more info see below or in the section “After mobility”

3

Transcript of records

At the end of your mobility, it will be issued at the foreign department of the partner university. For more info see below or in the section “After mobility”


Register your residence

Visa requirement for our citizens to enter EU countries has been lifted after joining the EU. It is obligatory to register your residence at the foreign police department of the given country within the first 30 days after arrival. The International Office of the CTU Rector’s Office will prepare a confirmation of participation in the programme and the award of the ERASMUS+ programme grant to all our students participating in the Erasmus+ programme on the day when the participation agreement is signed. In some countries students register their residence by themselves, in others they are registered by the university/dormitory in bulk. Find out upon arrival.

FBE students will send Confirmation of Erasmus+ registration to the faculty coordinator confirmed by the foreign coordinator. This confirmation is not required for students of other faculties.

Enrollment in studies

The receiving (foreign) institution will inform you about the form and date of enrollment and all other entry formalities.

Learning Agreement changes 

If there are any changes to your Learning Agreement compared to the originally approved Learning Agreement after your arrival at a foreign university, you must officially report these changes as soon as possible – by filling in the relevant page of the Learning Agreement “During Mobility” and by signing it by both parties. LA-changes form here.
Consult the changes first with your faculty, preferably again with the vice-dean for study. Send a copy of the confirmed and changed LA by e-mail at the beginning of the semester.
A new updated Comparison spreadsheet must be attached to each LA changes.

How to fill in LA-changes?

In “During mobility” section, list the items you will be changing and tick either “Component deleted” or “added”, the relevant reason and credits. You can gradually create several change sheets during the studies, but all of them need to be approved and then uploaded to the card at mobility.cvut.cz. But it is important that the latest version of LA corresponds identically to what you have in Transcript of Records (!).
CTU methodological guideline


Extension or shortening of stay

If you need to shorten or extend your mobility, contact the International Office of the CTU Rector’s Office

In case of extension of the stay, the faculty must agree with the extension. The stay can be extended also by one semester. The amount of grant for the extended part depends on the amount of available funds (full increase of the grant is not automatically guaranteed, it is necessary to verify). The student must first complete the request. After its approval by all parties, an amendment to the contract will be signed with the Rector’s Office.

In case of shortening of the stay, the student will have to reimburse part of all the grant according to the terms of the contract. It is also necessary to first fill in the request and then sign an amendment to the contract.

Confirmation of Erasmus+ study period

is another form that you must fill in during your stay abroad. It must be confirmed by the relevant foreign department of the partner university at the end of the mobility. You must submit the ORIGINAL of this confirmation to the International Office of the CTU Rector’s Office (8th floor) no later than 10 days after the end of the mobility end date specified in the participation agreement.
The study period entered in this confirmation must match the period in concluded Participation Agreement. If a shorter stay is documented, you will have to reimburse the relevant grant amount according to the number of undocumented days.
It is possible to first upload the scanned confirmation to the card at mobility.cvut.cz and notify eva.kopecka.2@cvut.cz by email that you delivery the original document later.

Transcript of records (ToR) (confirmation of courses completion)

It is issued by the relevant foreign department of the partner university at the end of the mobility. Please upload also this document to the card at mobility.cvut.cz as soon as possible. You do not need to deliver the original.

You can find the templates for the required documents in the “Important documents” „ section.

Submission of documents from the study abroad within the ERASMUS+ programme is a necessary condition for the successful completion of your mobility within the programme.

1

Confirmation of Erasmus + study period

The original of Confirmation of Erasmus + study period must match the period in concluded Participation Agreement

2

Transcript of Records

The Transcript of Records (ToR, confirmation of completion of courses) will be issued to you by the foreign university. If the university does not issuee you its own transcript, you can use this template. Upload the document to the card at mobility.cvut.cz. If the foreign university is not able to issue the ToR within 14 days after the end of your stay, it is necessary to inform the International Office of the CTU Rector’s Office.

3

Recognition of foreign study

Proof that CTU has recognized the subjects you have confirmed at ToR. Remember that LA must match ToR.

4

Final reports

  • NAEP
  • EU Survey

5

OLS test after return 

Applies to all students who had a lower result than C2 in the OLS before the mobility

You can find the templates for the required documents in „the Important documents„ section.

FINAL THESIS

In case of working on bachelor, master or dissertation thesis, a confirmation from the foreign supervisor on the letterhead of the foreign school is needed, confirming that you worked on this thesis under his supervision in the period from… to… – exactly in accordance with your participation agreement. Then there is no need to submit ToR or CoSP.

Confirmation of Erasmus+ study period

You must complete the Confirmation of Erasmus+ study period (CoSP) during your stay abroad and it must be confirmed by the relevant foreign department of the partner university at the end of the mobility. The study period entered in this confirmation must match the period in concluded Participation Agreement. If a shorter stay is documented, you will have to reimburse the relevant grant amount.


You must submit the ORIGINAL of this confirmation to the International Office of the CTU Rector’s Office (8th floor) no later than 10 days after the end of the mobility end date specified in the participation agreement.
It is possible to first upload the scanned confirmation to the card at mobility.cvut.cz and notify eva.kopecka.2@cvut.cz by email that you delivery the original document later.

STUDY ABROAD REPORTS

You should write a report on your stay abroad within 14 days after the end of your stay. Students who will study abroad in the coming years and our International Office will be able to draw on your experience.
It is necessary to fill in two reports from the stay:

  1. NAEP
    Each student will receive username and password for filling in the Czech report to their e-mail (listed as the student’s primary in the card). A new electronic form for study abroad reports is available at http://erasmus-databaze.naep.cz/modules/erasmus/ .
  2. EU Survey
    Starting with the academic year 2013/14, students must complete a report in English on the European Commission’s website. Instructions for filling in the report (username and password) will be sent to each of the participants of the mobility on the day of the official end of the stay to their e-mail address listed as the primary in the student card in the mobility.cvut.cz database (email will come from replies-will-be -discarded@ec.europa.eu and often falls into spam, look for it). If you can’t manage the 14-day period, because you don’t have the ToR yet, it doesn’t matter, try to fill in at least that part of the report without the recognition report. You will then receive the recognition report notification from the address – EU-CORPORATE-NOTIFICATION-SYSTEM@ec.europa.eu

FME students often have trouble receiving email for this reason.


DO NOT FORGET! If…

  • you do not submit, within the agreed deadlines or after agreement with the International Office – Transcript of Records, confirmation of the bachelor/master/dissertation thesis and other documents,
  • the subjects in the Learning Agreement and the Transcript of Records will not match
  • the confirmed study period will not match with the period specified in the grant agreement,
  • study abroad reports will not be filled in,
  • you will not be able to prove that minimum number of approved credits for studying abroad has been recognized at least by the Vice-Dean

you will have to reimburse the grant money in accordance with the participation agreement.


By the way…

 … are you already wondering where to go next?

How about going further than just to Europe, into the world?  Or rather something shorter?

Or is a traineeship waiting for you?

Or after all, will you stay at home? So get involved in international events at CTU so you would not miss it!

Možnosti výjezdu do zahraničí
Studuj ve světě s ČVUT