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. Additional funding available from Utrecht University's own sources is limited.

This means for the 2017-2018 academic year we can only guarantee that a maximum of 4 months grant is awarded to each student (per semester abroad)*. The current situation for grant awards therefore is as follows:

  • Stay abroad shorter than or equal to 4 months > full period granted
  • Stay abroad longer than 4 months > 
    • 4 months granted with zero-grant days (non-funded Erasmus+ status) for the remaining period
    • only if the UU additional budget allows, we will top-up the grant retrospectively

For Erasmus+ 2017-2018 Utrecht University will give low priority to students who:

  • submitted their application for an exchange semester after 1 June 2017;
  • 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 cannot be awarded in 2017-2018. You can decide to prolong your studies or traineeship abroad as a zero-grant student (Erasmus+ status without financial support).

Participant countries

All 28 member countries 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
a minimum of 15 ECTS in case of a trimester system (max 3 months grant!)

for traineeships

a minimum of 5 ECTS per month abroad and 22.5 ECTS in case of a semester (according to the UU academic calendar)
a 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,  if the language of instruction (studies) or communication (traineeship) is 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.

* For budgetary reasons the option for students to apply for an Erasmus+ grant for a Traineeship within the first year after graduation will not be available in 2017-2018. The budget will only be used for traineeships during UU study programmes.

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.
  • traineeships at the European Union institutions and National Agencies for Erasmus+ are not eligible for Erasmus+ grants.
Grant amount

The grant amounts per month 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 with a maximum of 4 months. The subsequent payment of 20% will be disbursed in September 2018 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.

 

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 deadline

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

ERASMUS+ STUDIES

Grant application step-by-step
 

  1. Download the Learning agreement for Studies 2017-2018

  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. 

  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. For each stage in the procedure a new question or upload option will be opened in Osiris.

  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 2017

5 September 2017

between 1 October and 15 December 2017

at least 6 weeks before departure and 1 October 2017 at the latest

after 15 December 2017

at least 6 weeks before departure and 15 December 2017 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 the Learning agreement for Traineeship 2017-2018.

  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 email.

  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.

  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. For each stage in the procedure a new question or upload option will be opened in Osiris.

  8. Take the (first) online language test as soon as you receive the invitation by email, 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 2017

5 September 2017

after 1 October 2017

at least 6 weeks before departure and 15 February 2018 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

1 February 2018 or before

1 March 2018

after 1 February 2018

1 July 2018

 

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