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Utrecht University participates in the Erasmus+ programme and holds an Erasmus+ Charter for Higher Education.

If your traineeship or study abroad period takes place within Europe, you may qualify for a mobility grant under the Erasmus+ Programme. The grant is a contribution to cover the extra travel and living costs abroad. The amount of the award depends on the length of your mobility period and the country of destination.

PLEASE NOTE!

Unfortunately the Erasmus+ budget for student mobility granted to Utrecht University by the European Commission is not sufficient to finance the growing numbers of outgoing UU students to Erasmus+ countries. The UU Executive Board and Utrecht University Fund have agreed to cover the deficit to allow grant awards for the full period* of study or traineeship abroad of all UU students who applied for exchange and the Erasmus+ grant before the applicable deadlines.

However, the budget is still limited and applying for an Erasmus+ grant does not guarantee awarding of the grant. For the Erasmus+ year 2016-2017 Utrecht University will give low priority to students who:

  • submitted their application for an exchange semester after 1 June 2016;
  • already received an Erasmus+ grant for the same type of mobility before;
  • are returning to their home country for an Erasmus+ semester/traineeship.

 *Prolongation of an Erasmus+ funded period abroad can only be granted if and as long as the budget allows. Applications for an extension will be on a waiting list until all initial applications have been processed and any remaining budget is determined.

Participant countries

All 28 member states of the European Union participate in Erasmus+, as well as Iceland, Liechtenstein, FYR of Macedonia, Norway, Turkey and the overseas territories of all these countries. However, eligibility of actual destinations depends on the agreements the university or your faculty has made with institutions and companies abroad.

Utrecht University Erasmus+ policy documents

Conditions

In order to qualify for a grant, you must at least:

  • be registered in a study programme* at bachelor or masters level, or for a supplementary/doctorate programme, which culminates with a diploma from a recognised institution of higher education (pre-master not applicable);
  • have successfully completed a first year of higher education studies and started the second year;
  • register for and complete a full-time study/work load at the receiving institution/enterprise:
for studies

a minimum of 22.5 ECTS per semester;
15 ECTS minimum in case of a trimester system (max 3 months grant!)

for traineeships

a minimum of 5 ECTS per month abroad and 22.5 in case of a semester (according to the UU academic calendar)

full-time working week according to the common rules in the country of destination

 

Programme criteria

  • your sending/home institution needs to hold an Erasmus Charter for Higher Education (ECHE). Utrecht University has been awarded an ECHE, based on the university's ECHE Policy Statement;
  • in case of studies (courses) at a university abroad, the receiving institution needs to hold an ECHE as well;
  • the traineeship or courses taken at the receiving institution/enterprise must be integrated and recognized in your study programme in Utrecht*;
  • a study programme must be at least three months long and a traineeship must have a minimum duration of two months.
  • each Erasmus+ grantee must undertake an online language assessment both before and at the end of the mobility period in order to monitor progress in language competences. Exceptions are made if the language of instruction (studies) or communication (traineeship) is not Czech, Danish, Dutch, English, French, German, Greek, Italian, Polish, Portuguese, Spanish or Swedish and for native speakers in the language.

* Students in their last year before graduation can also apply for an Erasmus+ grant to do a Traineeship within the first year after graduation. Please contact your International Office or erasmus@qdesk.uu.nl if you are interested in this option.

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. However, keep in mind that multiple applications may not be awarded due to budget limitations.
  • Utrecht University does not award Erasmus+ Traineeship grants to students who will receive an internship allowance as high as the grant amount (see below) or more per month from the receiving organisation.
  • For budgetary reasons Utrecht University can give grants for traineeships as part of a UU degree programme priority over traineeship grants for recent graduates.
  • Traineeships at the European Union institutions and National Agencies for Erasmus+ are not eligible for Erasmus+ grants.

** Note: Erasmus LLP grants awarded to the student between 2007 and 2014 are taken into account as well!

Grant amount

The grant amounts per month for 2016-2017 have been determined by the National Agency Erasmus+. In the table below you will find the amounts per study/traineeship month for each of the three country groups.

Prior to departure (if possible) you will receive 80% of the total grant amount: the monthly amount for each full month abroad plus 1/30 of the stated amount for each additional day. The subsequent payment of 20% will be disbursed in September/October 2017 at the latest, supposing all (report) criteria are met. If you do not submit a complete and correct Erasmus+ report file you must refund the entire grant.
   

NOTE: at this moment (July 2016) there is no final decision yet whether we can award grants for a maximum period of 4 months and 15 days per student or for full stay abroad periods. See more details above.
   

 

for studies

for traineeships

Group 1 - Programme countries with higher living costs
Austria, Denmark, Finland, France, Ireland, Italy, Lichtenstein, Norway, Sweden, United Kingdom

€270

€390

Group 2 - Programme countries with medium living costs
Belgium, Croatia, Cyprus, Czech Republic, Germany, Greece, Iceland, Luxembourg, Portugal, Slovenia, Spain, Turkey

€210

€330

Group 3 - Programme countries with lower living costs
Bulgaria, Estonia, Hungary, Latvia, Lithuania, FYR of Macedonia, Malta, Poland, Romania, Slovakia

€150

€270

Application and deadlines

IF YOU
will take courses or a combination of courses and research at a European partner university under a UU or faculty exchange agreement
CONTINUE to section Erasmus+ STUDIES
      
IF YOU
will do research, intern or a work placement at an (academic) institution, organisation or enterprise
CONTINUE to section Erasmus+ TRAINEESHIP
   

Please note that (field) research without receiving organisation, summer schools and taking courses at non-partner institutions are not eligible for Erasmus+ grants.

ERASMUS+ STUDIES

Grant application step-by-step:

  1. Download:
    Learning agreement for Studies 2016-2017
     
  2. Complete the Learning agreement - general part and BEFORE THE MOBILITY- accurately.

    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!

        
    Have the Learning agreement signed by your (faculty) exchange coordinator, your UU study advisor or tutor for the Sending institution. Have the Receiving institution institution sign their part. Digital and scanned signatures are allowed, if necessary you can arrange all per e-mail.

        
    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.    
       

  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, payments to foreign bank account take more time.
     
  4. With your IBAN at hand and the Learning agreement Studies 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 Exchange request.

    Note: all uploads in OSIRIS have to be in a commonly used format (.docx, .pdf, .jpeg). ZIP files cannot be opened. KEEP THE ORIGINALS.
       

  5. Find the time to read the Erasmus+ STUDIES timeline and instructions, which you will receive with the Conditional grant award. It will guide you through the Erasmus+ process and help you to keep (!) your Erasmus+ grant.
        
  6. Take the (first) online language test as soon as you receive the invitation by e-mail, before the start of your exchange period (if still possible). Read more on the mandatory language assessment under Programme criteria and in the Erasmus+ STUDIES timeline and instructions (see 5. above).
         

    Application deadlines:

if your exchange period starts

deadline

between 1 June and 1 October 2016

5 September 2016

between 1 October and 15 December 2016

at least 6 weeks before departure and 1 October 2016 at the latest

after 15 December 2016

at least 6 weeks before departure and 15 December 2016 at the latest

 

ERASMUS+ TRAINEESHIP

Grant application step-by-step:

  1. Before you can apply for an Erasmus+ grant, you need to register your traineeship/internship abroad period in OSIRIS Student. Go to the Stay abroad (Buitenland) section in OSIRIS and start a new request for Internship / research / other stay abroad.
     
  2. You can continue preparing your grant application (step 3 and 4), but the online application for the Erasmus+ Traineeship grant (step 5) can only be started after your traineeship/internship registration has been approved by your faculty. More information on the internship registration can be obtained at the International Office of your faculty.
       
  3. Download
    Learning agreement for Traineeship 2016-2017
     
  4. Fill in the general parts of the document accurately and have it completed and signed by your UU (faculty) exchange coordinator or placement coordinator for the Sending institution and your supervisor/coordinator at the Receiving organisation.
    Digital and scanned signatures are allowed, if necessary you can arrange all per e-mail.
     
  5. 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, payments to foreign bank account take more time.
     
  6. With your IBAN at hand and the Learning agreement Traineeship 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 Stay abroad request.

    Note: all uploads in OSIRIS have to be in a commonly used format (.docx, .pdf, .jpeg). ZIP files cannot be opened. KEEP THE ORIGINALS.
       

  7. Find the time to read the Erasmus+ TRAINEESHIP timeline and instructions, which you will receive with the Conditional grant award. It will guide you through the Erasmus+ process and help you to keep (!) your Erasmus+ grant.
       
  8. Take the (first) online language test as soon as you receive the invitation by e-mail, before the start of your stay abroad (if still possible). Read more on the mandatory language assessment under Programme criteria and in the Erasmus+ TRAINEESHIP timeline and instructions (see 7. above).
     
    Application deadlines:
if your traineeship starts deadline

between 1 June and 1 October 2016

5 September 2016

after 1 October 2016

at least 6 weeks before departure and 15 February 2017 at the latest

Report requirements at the end of your Erasmus+ period

Your Erasmus+ grant has been awarded conditionally and will only be final after uploading and submitting the required report documents and assessments before the published deadlines.

The Timeline and instructions will guide you through all steps you must take to have your Erasmus+ grant awarded definitively. The document for either Erasmus+ STUDIES or TRAINEESHIP has been sent to you by e-mail and can be found here as well, for reference.

Timeline and instructions

Erasmus+ STUDIES
Erasmus+ TRAINEESHIP
 

  • 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!

Report documents STUDIES (deadlines below)

Certificate of attendance - Studies 
UU Report Erasmus+

Report document TRAINEESHIP (deadlines below)

Traineeship certificate
 

if your stay abroad ends: DEADLINE for upload(s) in Osiris:
February 1 or before March 1, 2017
after February 1 July 1, 2017

   

   

 

Disclaimer: The information above is provided by Utrecht University; the National Agency Erasmus+ and the European Commission take no responsibility for the contents.

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