Study periods abroad in the academic year 2013/2014 ****************************************************************************************** * ****************************************************************************************** Through the LLP/Erasmus programme (Lifelong Learning Programme / Erasmus), several hundred each year travel from Charles University (CU) for a study period abroad in another Europea institution. In 2013/2014 more than 1500 bilateral agreements have been prepared for stude covering over 2000 places for one- or two-semester study periods abroad. They include dest the countries that have joined the LLP/Erasmus programme. Organising study periods abroad through the LLP/Erasmus programme requires an administrati which has been simplified by CU’s on-line system. Through this system every participant in programme can follow the individual administrative steps and the current position, downloa documents in pdf format, check the date and the amount of the financial support sent to th The Erasmus programme on-line system uses data from the Student Information System (SIS) a about the bilateral agreement on the basis of which a student is nominated for a study per • Taking part in the LLP/Erasmus programme • Selection procedures and nomination of students in 2013/2014 • Applying through the on-line system • Study plan • Application Form • Transferring grants to a Komerční banka technical bank account • EILC - Erasmus Intensive Language Courses • Decision of the Dean to Award a Grant • Financial Agreement • Health insurance • Studies abroad, changes to the study plan, extending the study period • Obligations after returning ****************************************************************************************** * Taking part in the LLP/Erasmus programme ****************************************************************************************** According to the Erasmus programme Qualifying Conditions students are eligible for a study they: • are enrolled in an accredited study programme at CU at bachelor, master, or doctor level • are properly enrolled at least in the second year of studies at bachelor level at CU; • and remain properly enrolled as students of CU throughout the period of their study peri Students can take part in a study period abroad only once during the whole of their studie education institutions or tertiary technical schools. ****************************************************************************************** * Selection procedures and nomination of students in 2013/2014 ****************************************************************************************** The selection procedures to fill the available places are the responsibility of the indivi sections of faculties (departments, institutes, etc.), which announce the selection proced all students have equal access to them and the selection is transparent. Selection procedures have either one round (in faculties where they are organised centrall rounds, with the first round being organised by the department or institute and the second (faculty) level. The result of a selection procedure is a list of successful students, lis preference for the individual countries. Students apply to take part in selection procedur the conditions stipulated by the selection commission and by registering in the CU on-line "UK-3908.html#36"] . Nomination of students Students who have been successful in a selection procedure can be nominated for the Erasmu Students are nominated by the faculty coordinator (authorised by the dean) through the on- nominated, students are entitled to receive financial support. ****************************************************************************************** * Applying through the on-line system ****************************************************************************************** When registering in the on-line system, all candidates can apply for up to three destinati selection procedure from among the places offered by the CU faculty they are enrolled at. destinations, they should take into account the field of study [ URL "UK-4990-version1-kod offered there. All students who fulfil the Qualifying Conditions of the Erasmus programme can apply throu ░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░░ on-line░system░at░░░░░░░░░░░░░░░░░░░░ https://is.cuni.cz/webapps/░[░URL░"░https:// is.cuni.cz/webapps/"]░░░░░░░░░░░░░░░░ Students gain access to the system by using their personal number (the eight-figure number identity card below the photo) and the password that goes with the identity card. If they the password or it has expired, they can get a new one from the CU Central Authentication https://ldap1.cuni.cz/language/switch?lang=en [ URL "https://ldap1.cuni.cz/language/switch Deadlines The on-line system is open for applications for Erasmus study periods abroad in the winter semesters 2013/2014 from 15.2.2013. The dates at which selection procedures are held are f individual faculties [ URL "UK-1008.html#5"] or their sections (departments or institutes) the selection procedures are announced by the Erasmus faculty coordinators and are also en line system (by indicating whether students are nominated or not nominated). If the available student-months are not all used up in the “spring” selection procedures, selection procedures can be held to fill further places in the summer semester 2013/2014. system will be open on 1.9.2013 for registration for these additional selection procedures ****************************************************************************************** * Study plan ****************************************************************************************** The study plan abroad must correspond to the study programme followed by a student at CU. recognised if they have a recognisable equivalent in the study programme at CU. The study up of mandatory, elective, or optional subjects. If a course taken abroad has no specific accredited study programme, it can be recognised as an optional subject. Students enter the subjects they have chosen to study abroad into the study plan in the on When printed, the study plan takes the form of a Record of the Study Plan Abroad (Protokol plánu v zahraničí). The compatibility of the individual subjects is approved by the guaran study programme (or the chairperson of the council of guarantors of the study programme) a Vice-Dean for Study Matters. Subjects approved on the Record of the Study Plan Abroad are Learning Agreement which is part of the Application Form sent to the partner institution a same time, these subjects represent the minimum requirements for completing the chosen stu receiving institution. In some cases partner institutions have their own application forms or Learning Agreement sometimes they require a transcript of students’ academic results. It is therefore essenti check the requirements of the partner institution and provide all the required documents i with the programme coordinators. The completed Learning Agreement included in the Application Form does not have to be the and it is usually possible to alter it after the start of the study period abroad. The fin Record of the Study Plan Abroad must correspond to the subjects that the student studies a the partner institution confirms on the Transcript of Academic Records. ****************************************************************************************** * Application Form ****************************************************************************************** The Application Form is generated automatically in pdf format and after it has been filled printed at any time from the on-line system. In addition to personal details and the Learn contains further details which must be filled in before it can be printed. These include t of the study period, language skills, previous experience of studying abroad, the reasons study and destination, and contact people at CU. As with the Learning Agreement, it is ess on the requirements of the partner institution, which may ask for its own forms to be comp regarding accommodation, orientation days, language courses, etc. Partner institutions als their own on-line registration. !!! NB!  Deadlines for applications at partner institutions may be different from those at Partner institutions usually inform students that they have been accepted for a study peri sending a letter of acceptance and/or the confirmed Application Form. These documents are the student’s address. If they are sent to the faculty [ URL "UK-1008.html#5"] or the Euro "UK-1008.html#4"] at the CU International Office, the relevant coordinators will inform th so he or she can start to deal with the financial documents. ****************************************************************************************** * Transferring grants to a Komerční banka technical bank account ****************************************************************************************** When a grant has been awarded to a student, it is transferred to his or her special techni in Euros, which the student has previously activated for the purpose of paying funds to pa Erasmus programme. This account is opened only the period that the student takes part in t The amount of the financial support is stipulated in the financial documents. Students mus account number in the on-line system as a condition for the Financial Agreement to be draw Activating the account In order to activate the bank account students must present the following documents at one banka branches listed below: a) Application Form to study at the receiving institution confirmed by the sending institu b) Identity card c) Student identity card or other document confirming identity (passport, ISIC card, etc.) The visit to the Komerční banka branches listed below should be arranged in advance by tel contact person. After the visit at the arranged time students sign the contractual documen bank payment card. Prague - Dlouhá 34, 110 00  Prague 1 Contact person: Martina Marešová Josef Manda branch director bank consultant e-mail: martina_maresova@josef_manda@kb.cz [ MAIL [ MAIL "martina_maresova"josef_manda@kb.cz"] Phone: +420 +420 224 008 516 955 547 502 Opening hours Mon. - Fri. 9:00 - 16:00 Hradec Králové - Čelakovského 642, 502 16  Hradec Králové Contact person: Lucie Geniková Petr Mikulecký branch director bank consultant e-mail: lucie_genikova@kbpetr_mikulecky@kb.cz [ MAIL [ MAIL "lucie_genikova@k"petr_mikulecky@kb.cz"] Phone: +420 955 567 305 +420 955 567 304 Opening hours Mon. - Fri. 9:00 - 17:00 Pilsen - Goethova 2704/1, 305 95 Pilsen Contact person: Jana Březinová Mgr. Kateřina Kýčková branch director bank consultant e-mail: jana_brezinova@kbkateřina_kyckova@kb.cz [ MAIL [ MAIL "jana_brezinova@k"kateřina_kyckova@kb.cz"] Phone: +420 377 164 245 +420 377 164 599 Opening hours Mon. - Fri. 9:00 - 17:00 Ways the bank account can be used: 1) Withdrawing funds using the payment card 2) Transferring funds to another account 3) Withdrawing funds in cash with no bank charge at certain branches Overview of basic conditions for operating the bank account Activation of the account – free of charge Operating the account during the period of participation in the programme – free of charge Issuing an electronic payment card (VISA, Mastercard) – free of charge Purchasing goods using the payment card – free of charge Closing the account – free of charge Withdrawals in cash at the branches listed below – free of charge Prague Hradec Králové Pilsen Příkopy 33 Čelakovského 642 Goethova 2704/1 Spálená 51 Staroměstské nám. 24 Malostranské nám. 23 Charges for withdrawals from cash dispensers (ATMs) and for account transactions are stand with any other bank account. Charges in Kč for withdrawals from cash dispensers (ATMs) and for account transactions are - Cash withdrawal from a Komerční banka cash dispenser in the Czech Republic using the pay - Cash withdrawal from a cash dispenser of another bank in the Czech Republic using the pa CZK - Cash withdrawal from a cash dispenser abroad using the payment card – 1%, minimum 100 CZ - Purchasing goods using the payment card in the Czech Republic and abroad – free of charg - Transferring funds from the account to another account using a transfer order in paper f Details of technical bank account (CZ) [ URL "UK-4990-version1-KB_Erasmus_ucet.pdf"] We advise students to study in advance the experiences of their colleagues [ URL "http://e databaze.naep.cz/modules/erasmus/"] from previous years and then to decide whether it will them to leave their Erasmus grant in the Komerční banka account or to withdraw it in cash another account that they open abroad. ****************************************************************************************** * EILC - Erasmus Intensive Language Courses ****************************************************************************************** For some languages, students who are nominated for the Erasmus programme have the possibil basic knowledge of the language of the country they will study in. This is done through the pre-semester Erasmus Intensive Language Courses (EILC) in the les languages EILC (Erasmus Intensive Language Courses) [ URL "http://ec.europa.eu/education/p erasmus/eilc/index_en.html"] (!)They are not open to students whose field of study at CU is the language of the country EILC. EILC courses are held twice each academic year, in each case before the beginning of the s organised by foreign education institutions. The courses are free of charge and students a receive a grant in the same way as for study periods abroad. The list of courses is contin the website of the European Commission at http://ec.europa.eu/education/erasmus/doc1300_en can apply for a maximum of two courses. http://ec.europa.eu/education/erasmus/doc1300_en.h ec.europa.eu/education/erasmus/doc1300_en.htm"] . How to apply for EILC Students can apply for EILC through the on-line system after they have been nominated for study period abroad. The application form which is generated in pdf format is sent by the coordinator of the Erasmus programme (the European Office) by e-mail to the organisers of abroad, with a copy to the student for information. The application form can contain up to holding EILC in the country the student will study in. The details given about the EILC in the application form (name of the organisation, dates) to those published by the European Commission at http://ec.europa.eu/education/erasmus/doc "http://ec.europa.eu/education/erasmus/doc1300_en.htm"] . Usually there are more applicants than places available and so the organisers have to sele them. The selection procedure is solely the responsibility of the EILC organisers and CU h on the choice of students. NB! Application forms that the organisers receive in any other way than by e-mail from the of Charles University will not be included in the selection procedure. EILC before the winter semester 2013/2014 and before the summer semester The deadline for sending applications for the winter semester (EILC courses in summer 2013 According to the rules of the Erasmus programme, the organisers of courses are obliged to whether they have been accepted on the course or not by e-mail by 18.6.2013 at the latest. The deadline for sending applications for the summer semester (EILC courses in winter 2014 According to the rules of the Erasmus programme, the organisers of courses are obliged to whether they have been accepted on the course or not by e-mail by 25.11.2013 at the latest In order to be awarded an Erasmus grant for an EILC course, students must inform their fac [ URL "UK-1008.html#5"] that they have been accepted on the course. The organising institution usually informs students whether they have been accepted or not some cases this is part of the letter of acceptance for the study period abroad. Students their faculty coordinator whether they have been accepted on an EILC course or not. Most o institutions ask students who have been accepted to confirm their participation before the course. The financial support for EILC The financial support for EILC is at the same level as financial support for a study perio the Erasmus programme. The period covered by EILC funding must not overlap with other Eras However, there may be a gap between the EILC course and the study period abroad. If the EILC course lasts for less than a whole month, the grant is awarded according to th 1 - 7 days zero financial support 8 - 20 days 1/2 financial support for month 21 -30 days full financial support for month For the financial support to be drawn properly, students are obliged to present a certific participation in the EILC course to the European Office after returning from abroad. The o institution is obliged to issue this certificate. The conditions for properly drawing the about fulfilling obligations after returning from abroad are stipulated in the Financial A ****************************************************************************************** * Decision of the Dean to Award a Grant ****************************************************************************************** After receiving the Application Form confirmed by the receiving institution and the letter students are entitled to receive a grant to support them during their study period abroad. awarded on the basis of a Decision of the Dean. The faculty coordinator is responsible for drafting the Decision of the Dean to Award a Gr of acceptance and confirmed Application Form are usually sent to the address of the studen Application Form. If they are sent to the faculty or the European Office [ URL "UK-1008.ht relevant coordinator will inform the student without delay. An e-mail message cannot be co letter of acceptance. The amount of the grant depends on the level of financial support stipulated for the speci on the time spent there, as stated in the Qualifying Conditions of the Erasmus programme: If the study period abroad does not last for a whole number of months, the grant for the l allocated on the basis of the number of days of the last month spent abroad, whereby “mont mean a calendar month, such as March, but a period of time, such as 6.3.-6.4. To calculate version1-delkapobytu.xls"] the exact length of a study period based on the dates it begins possible to use this calculator. 1 - 7 days zero financial support 8-20 days 1/2 financial support for month 21 -30 days full financial support for month ****************************************************************************************** * Financial Agreement ****************************************************************************************** The proper use of the grant that has been awarded and the conditions for paying it out are Financial Agreement, in accordance with the Qualifying Conditions of the Erasmus programme Students sign the Financial Agreement with CU via the European Office. The Financial Agree ready for the student to sign approximately 10 working days after the Decision of the Dean Grant is issued. The student’s Erasmus application must be properly completed on-line befo Agreement can be printed and prepared. An e-mail informing the student of how the Financia be signed and collected will be sent to the address of the student given in the on-line sy In order for the Financial Agreement to be signed and the grant paid out, the following do submitted: • the Decision of the Dean to Award a Grant • the confirmed Application Form and Learning Agreement • the Record of the Study Plan Abroad (Protokol o studijním plánu v zahraničí) • the letter of acceptance from the partner institution Students receive one original of the Financial Agreement, and also an LLP-Erasmus Nominati English or German for the officials (immigration police) abroad. According to EU regulatio obliged to register with the immigration police in the place where they are going to study of their arrival. Details of the amount of the grant and how it will be paid The monthly level of the grants for different countries for the 2013/2014 academic year wi by the National Agency in early June 2013. For study periods that end before February 2014, grants will be transferred to the student bank accounts in one payment, no later than 14 days before the start of the study period. periods grants will be transferred in two payments, the first one covering financial suppo end of February 2014 and the second one for the remaining time up till the end of the stud second part of the grant will be transferred in mid-February 2014. Grants for study period 2014 will be transferred to the activated bank accounts in one payment. ****************************************************************************************** * Health insurance ****************************************************************************************** EU citizens are entitled to health care in EU and EEA countries in accordance with the EEC Regulations 1408/71 and 574/72. However, in all EU countries patients may have to pay some themselves. For this reason it is the duty of students to make sure they have an insurance medical expenses that is valid for the country they will study in. Since 1.6.2004 an amend Regulations referred to above has been in force, establishing the European Health Insuranc document entitling patients to medical care in EU and EEA countries. ****************************************************************************************** * Studies abroad, changes to the study plan, extending the study period ****************************************************************************************** Studies abroad, changes to the study plan, extending the study period Partner institutions usually inform students about how and when to register/enrol by sendi either by e-mail or in printed form together with the letter of acceptance. Changes to the study plan It is not unusual for students to change their study plan during the course of their studi According to the rules of the Erasmus programme, all changes should be formally notified w of the start of the studies. Students notify changes to their study plan and submit a prop approval through the on-line system, where they can notify the cancellation of subjects th intended to take and the addition of new ones. They then send the document “Changes in the Study Plan” (Změny v protokolu o studijním plánu) in pdf format to the guarantor of their for approval. The faculty coordinator confirms the changes in the on-line system. Extending the study period Erasmus study periods can be extended without entitlement to additional financial support students”). During the period of extension students have Erasmus status and are able to ma advantages the Erasmus programme offers. A study period can only be extended if this is in the Qualifying Conditions of the Erasmus programme. This means that the total length of th (including the extension) must not be more than 12 months and the study period must finish the academic year at the latest. The period of extension must follow on directly from the was originally planned. In order to extend their study period, students should send their faculty coordinator conf the receiving institution agrees with the extension (a letter of acceptance for the period fill in a study plan for the period of extension in the on-line system, and send the form Record of the Study Plan” (Změny v protokolu o studijním plánu) in pdf format to the guara study programme for approval. After receiving both documents, the faculty coordinator will period in the on-line system. The European Office will send the student an Addendum to the Financial Agreement to be sig the length of the study period abroad and the obligations after returning. The other provi Financial Agreement remain unchanged. ****************************************************************************************** * Obligations after returning ****************************************************************************************** According to the undertakings made in the Financial Agreement, after returning students mu following documents to the European Office and complete the final evaluation report: · a copy of a record of the study results achieved (e.g. Transcript of records, Datenabsch notes), issued and signed by the receiving institution. · Confirmation of LLP-Erasmus study period (or similar document issued and signed by the r institution confirming the purpose and length of the study period). A form containing the elements for this document can be found in Appendix D of the Financial Agreement. Deadline for submitting document: within 10 days of the date it was issued by the receivin but in any case by 30.9. of the relevant academic year at the latest. · Final report: Students fill in their final report on the website of the National Agency: http://erasmus- modules/erasmus/ [ URL "http://erasmus-databaze.naep.cz/modules/erasmus/"]   Students log e-mail address (the one they gave in the Erasmus on-line system). The password for access Agency website to fill in their final report will be sent to them at the same e-mail addre before the end of their study period abroad. Deadline for submitting report: within 15 day the study period. The European office [ URL "UK-1008.html#4"] keeps a record of all the printed documents re end of the study period and the final reports. Students can check whether they have been r on-line system. Details of financial arrangements if the study period is terminated early If the “Confirmation of study period” document shows that the study period has been termin students are obliged to return the part of the grant that they have received but were not to.According to the Erasmus Qualifying Conditions, the amount of the grant students are en calculated in the same way as the financial support awarded for the study period that was planned. You can use calculator [ URL "UK-4990-version1-vypocet_delky_pobytu.xls"] to be s