Erasmus+ grants for Studies

Please note that the information below has not yet been updated for academic year 2022-2023. This information will be updated mid June.

Conditions for Erasmus+ Applications

In order to qualify for a grant, you must at least comply with the following conditions:

• You must be registered in a study programme at Bachelor's or Master's level, or for a supplementary/doctorate programme, which culminates with a diploma from a recognised institution of higher education (pre-master not applicable).
• You have successfully completed a first year of higher education studies and started the second year.
• You will register for and complete a full-time (see below) study/work load at the receiving institution.
• You will be physically present at the receiving university and undertake your exchange abroad in another country than your current country of residence or The Netherlands.

Language assessment 

• Each Erasmus+ grantee must undertake an online language assessment both before and at the end of the mobility period if the language of instruction during studies abroad is one of the following: Bulgarian, Croatian, Czech, Danish, Dutch, English, Finnish, French, German, Greek, Hungarian, Italian, Polish, Portuguese, Romanian, Slovak, Spanish or Swedish. Exceptions are made for native speakers in the language, but please know that the rules regarding exceptions are very strict.
• We will send you an invitation for the online test in due course. Your results do not influence whether you are eligible for the grant, but you do have to take the test as a requirement to complete your file. This is to see whether students' linguistic capacities improve during the exchange period, as this is an important pillar of the Erasmus+ programme. 

Restrictions

• Under Erasmus+ the same student may receive grants for mobility periods totalling up to 12 months maximum in each cycle of study (Bachelor, Master, PhD), irrespective of the number and type of mobility activities. 

Please note that the information below has not yet been updated for academic year 2022-2023. This information will be updated mid June.

Grant Amount

The grant is a contribution to cover additional travel and living costs abroad. The grant amounts per month have been determined by the National Agency Erasmus+. In the table below you will find the amounts per study month for each of the three country groups. 

Special needs grant

Students for whom it is impossible to study abroad without additional support, due to any (diagnosed) health-related condition, can apply for extra financial assistance. Please contact erasmus{at}uu.nl for application procedures and conditions. 

Grant Payments

The first payment will consist of 80% of the total grant amount. The total grant amount is the monthly amount for each full month abroad, plus 1/30 of the stated amount for each additional day. The first payment will be made out to you once you have received the notification that your grant has been conditionally approved (see also: step 5 of the Application Instructions below).

The second and last payment (20%) will be transferred after your exchange, and only once your file is complete and everything has been processed.

Please note: If the dates of your exchange are adjusted while you are abroad, then the difference in the Grant Amount will be established and the final payment will be adjusted accordingly. If it turns out that your actual grant period is much shorter than you initially stated on your Learning Agreement (by more than 20%), then you may have to pay back part of the already received Grant Amount to the university.

Please note that the information below has not yet been updated for academic year 2022-2023. This information will be updated mid June.

Grant application studies step-by-step

1. Download the Learning agreement for Studies 2020-2021 (UK destinations in academic year 2021-2022)
   Download the Learning agreement for Studies 2021-2022 (start date after 1st of September 2021 and not a UK destination) 

2. Complete the Learning agreement - Fill out the general part (contact info, dates, language of instruction, etc.) and the BEFORE THE MOBILITY-part. 
   
   Table A: state course selection (and if applicable, thesis/research) at university abroad
   Table B: state which part(s) of your UU study progamme will be replaced by the courses abroad or whether the courses are additional to your programme. Read End note 6 in the Learning agreement itself for details!
   
   Note on dates: Your start date is the first day on which you have to be present at your exchange university for a mandatory activity. This is also the date you need to specify on your Learning Agreement. The end date is not the date on which the semester ends, but your best estimate of your last mandatory activity abroad. If you're not sure about these dates, check with your contact person at the receiving institution.
   
   Have the Learning agreement signed by all parties. For the sending institution this is your Exchange Coordinator at UU (i.e. your contact person at the International Office, not a faculty member). Have the receiving institution sign their part by sending the Learning Agreement to your contact person (at their International Office). Digital and scanned signatures are allowed, if necessary you can arrange all per e-mail. If the signatures are on different copies then all other information (but especially the courses and ECTS amounts) must be the same in both files.
   
   If you have a completely signed Learning Agreement prepared for the application to the partner university you can use this instead, but ONLY if it includes all information as asked for in the UU Learning agreement format. The document and grant application can be rejected if it does not meet our criteria. This means the document needs to include at minimum: contact information and Erasmus Code for both institutions, start- and end dates of your exchange in d/m/y format (so not just month and year!!), all courses and ECTS amounts, Table B filled out (see UU format for example), and the correct signatures. 

3. Have your IBAN (International Bank Account Number) ready. You can find this number on your bank card or at your (online) bank statement. You MUST enter your IBAN in the online application, we cannot disburse an Erasmus+ grant without your IBAN! We prefer to transfer the grant to a Dutch bank account, because payments to foreign bank accounts take more time and require more bank details. If you have a non-Dutch account, you have to fill out the BIC/SWIFT and address for your bank, otherwise we cannot process the payment.

4. With your IBAN at hand and the Learning Agreement well prepared, you can start your online grant application in Osiris Student. Go to the Stay Abroad (Buitenland) section in Osiris and you will find the Grant option behind your (conditionally) approved Stay Abroad request. Fill out all the questions and upload all the correct documents. All uploads in Osiris have to be in a commonly used format (.docx, .pdf, .jpeg). ZIP files cannot be opened. 

5. Wait for us to inform you about your application. Sometimes, one or two things need to be adjusted in your application or documents before we can process your file further, but we will contact you if this is the case. If all is in order, we will e-mail you in due course to inform you that your application has been (conditionally) approved. In this e-mail, we will also inform you about when to expect the first payment (see: Grant Amount). Please be patient, as the Erasmus Office deals with many files at once, so it may take a while before you hear from us. 

6. Once you have received the e-mail that your application has been (conditionally) approved, find the time to read the Erasmus+ STUDIES timeline and instructions. This document will guide you through the Erasmus+ process and help you to keep (!) your Erasmus+ grant. For each stage in the procedure a new question or upload option will be opened in Osiris in due time.

7. Take the (first) online language test as soon as you receive the invitation by e-mail. You can read more on the mandatory language assessment under Programme criteria and in the Erasmus+ STUDIES timeline and instructions.

For UK destinations

If you are going on exchange to a UK destination then you need to use a different Learning Agreement (see point 1 above).

When you get to point 4 (see above) you will go to the Stay Abroad (Buitenland) section in OSIRIS, where you will find the Grant option behind your Exchange request (the Exchange request will be under the current academic year). Here, you apply for the Erasmus+ grant, making sure that you use the correct application process: Erasmus+ STUDIES 2020-2021, rather than the process for the current academic year.

We have to manually add this option to your file in Osiris, so please don't worry if you don't see the 2020-2021 process yet. If you still cannot find the 2020-2021 process in Osiris two months prior the start of your exchange, then please send us an e-mail (erasmus@uu.nl) and we will add it to your file as soon as possible. Do not apply under this year's application process instead (so do not apply under 'Erasmus+ STUDIES 2021-2022'), because this would cause delays in processing your file!

Note on dates: All the dates filled out in Osiris and on the Learning Agreement should be the real dates of your Exchange period. Although you apply under last year's funds, you do not have to pretend your exchange took place in the previous academic year.

Please note that the information below has not yet been updated for academic year 2022-2023. This information will be updated mid June.

Application deadlines

Deadlines for report requirements

Please note that the information below has not yet been updated for academic year 2022-2023. This information will be updated mid June.

Definitive grant award

Your Erasmus+ grant has been awarded conditionally and will only be definitively awarded after you have completed your entire file. This means you have to complete/upload the required report documents and assessments before the appropriate deadlines (see above).

The Timeline and Instructions will guide you through all steps you must take to have your Erasmus+ grant awarded definitively, including the Report Requirements at the end of your Stay Abroad. If the grant was already conditionally awarded to you, then his document has already been sent to you by e-mail, but it can also be find below for reference:

Timeline and instructions

Erasmus+ STUDIES Timeline and Instructions (download)

• Please read the instructions carefully.
• Check the various deadlines.
• Be aware that some requirements are online reports or assessments, for which you will receive the invitation, link, and deadline directly from the European Commission by e-mail.
• UU formats for the other obligatory report documents can be found below. Do NOT use other formats than the ones provided here!

Report documents 

Certificate of attendance - Studies 
UU Report Erasmus+