Erasmus+

Study stays

  • after the announcement of the SP results, the list of nominated students including their basic data shall be sent to the institutions abroad by the DIRI officer for Erasmus+ study stays, from whom the student shall receive an e-mail confirming the dispatch of nomination
  • the nominations are sent to the institutions abroad according to the timetable
  • after the nomination, the student should receive an e-mail from the institution abroad, confirming receipt of the nomination, which does not necessarily mean admission of the student to study (there are usually additional administrative formalities in line with the instructions of the institution abroad)
  • the nomination of the student is binding; in the event that the student needs to cancel the mobility for serious reasons, he/she must follow the procedure described here 
Completion and dispatch of application form
  • certain universities/colleges require that the Learning Agreement (LA) be part of the application; we recommend sending even if not required, the student will save time (for more information about the document see below)
  • the student must:
    • find out the application deadline and requirements on the website of the partner university/college
    • check whether the chosen university has its own application form (in such case you do not use the MENDELU application)
    • the application may also be on-line (sometimes in both the forms – “paper” as well as electronic)
    • the application must contain the length of the mobility: it is enough to enter the months of the stay (e.g. September-January); minimum duration is 3 months, maximum 12 months
    • in case the institution abroad requires the Transcript of Records (“ToR”), the list of subjects that the student passed at MENDELU, such a transcript shall be obtained by the student at the Study Department of his/her faculty (further documents may be required)
    • a proof of language proficiency (level B2) shall be issued by the faculty IRO officer on the basis of the language exam passed within the SP
    • the student sends the application with annexes to the university/college abroad in line with instructions from the institution abroad
  • as soon as the institution abroad receives the application, the (sometimes tiresome) administrative process aiming at the admission of the student begins: the institution abroad should contact the student and send him/her all available information about the study and should discuss the organizational matters related to the stay with him/her; accommodation must be taken care of at this point, finding it can take several weeks

 Contact list for Erasmus+ at MENDELU

  • the study period may only be organized on the basis of a trilateral Learning Agreement (“LA”)
  • the student must obtain at least 18 ECTS in specialized subjects (i.e. those related to his/her study programme, compulsory, compulsory-optional, optional); doctoral students work on their doctoral thesis (or according to the faculty requirements)
  • the LA must be signed before the departure to the study stay
  • the LA shall be signed in the following order: student, person in charge at the faculty arranged through the IRO officer, coordinator abroad
  • by the signature of the LA, the person in charge confirms that he/she agrees with the student’s study plan and that the subjects specified in the LA shall be recognized by MENDELU upon arrival, provided they were successfully passed (see below)
  • the MENDELU form shall be used; in case the institution abroad has its own form, the student shall fill in both
  • offer of study courses is available on the website of the institution abroad
  • certain institutions send their catalogues to the nominated students by e-mail
  • negotiation of the LA may take several months (especially over the summer); therefore we recommend starting the process sufficiently in advance (ideally together with the application, see above)
  • the LA must be complete (i.e. confirmed both by MENDELU and the receiving institution) before signing the Grant Agreement (see below)
  • part of the new form is also its changes (Changes to original LA = During the Mobility part):
  • you do not complete this part before your mobility
  • you can also download the document separately (see bellow)
  • guidelines for completion of LA and faculty requirements can be found on faculty websites

Fill in OLA

 Learning Agreement (MENDELU form)

         Contact list for Erasmus+ at MENDELU

How to fill OLA:

  • confirms the student’s admission to a university/college abroad
  • acceptance may be in the form of a formal letter or an e-mail
  • in case the recipient university does not issue its own Letter of Acceptance, the student may use the MENDELU form (the student shall send it to the receiving university coordinator for confirmation)
  • the acceptance letter shall contain the name of the student, name of receiving institution and dates of the planned study (exact dates from – to, incl. the orientation week, welcome activities etc.)
  • in case the acceptance letter does not contain exact dates of the stay, the student shall also submit the printed schedule of study in the semester
  • after receiving the Letter of Acceptance, the student shall:
    • have the mobility entered into the UIS by the IRO officer of his/her faculty (he/she shall submit the Letter of Acceptance with dates of stay); the icon for bank connection and Checklists shall be displayed in the UIS afterwards
    • enter the number of EURO account into the UIS (via Student´s portal → My study abroad)
      • if the student wants to open a EURO account at KB, a.s. (more info in the presentation from the information meeting), he/she will need the following:
        • ISIC card
        • Letter of Acceptance
        • confirmation of nomination to a university/college abroad – issued by the faculty IRO officer
    • arrange for the Travel Proposal (UIS – eAgenda – Trips abroad), which shall be needed for the insurance
  • on the basis of the Letter of Acceptance, the student will be issued the GA, and the amount of the scholarship will be calculated

  Letter of Acceptance (MENDELU form)

         Travel Proposal – guidelines for completion

         Contact list for Erasmus+ at MENDELU

         Scholarship amounts for 2019/20

         Scholarship amounts for 2020/21

  • serves for submitting documents for the study stay abroad (some fields are just for ticking and they indicate if the condition was met or not – for example Bank Account number, EU-Survey, LA and ToR match)
  • the application can be accessed at the UIS Student Portal (after the student has registered the mobility into the UIS on the basis of the Letter of Acceptance – see above)
  • mandatory documents (i.e. those that have to be uploaded by all students into the application):
    • before departure
      • Letter of Acceptance (approved by the DIRI officer for Erasmus+ study stays in the app)
      • Learning Agreement (approved by the faculty)
      • receipt of MENDELU insurance payment (approved by DIRI)
      • OLS initial test result (see below; approved by DIRI)
    • upon return (see below)
      • Confirmation of Erasmus+ study period (approved by DIRI)
      • Transcript of Records (approved by faculty)
      • OLS final test result (approved by DIRI)
  • other documents are required only in case of extension of study period, changes in LA, etc. (see below)
  • the student uploads completed documents into the app (i.e. with all the signatures etc.)
  • uploaded documents are automatically indicated as unapproved, until they are checked and approved by the person in charge  
  • all the Checklists documents must be approved by the person in charge (DIRI officer for Erasmus+ study periods or faculty IRO officer) 
  • the student can work on the document until it is approved

 Contact list for Erasmus+ at MENDELU

  • mandatory on-line language testing of students before and after the Erasmus+ mobility
  • language support is provided for the main working language, not language of the country
  • working language is specified in the LA
  • on-line language support:
    • enables mobility participants evaluating their language skills
    • applies to mobilities whose main working language is English, German, French, Spanish, Italian, Dutch, Greek, Polish, Portuguese, Czech, Danish, Swedish, Bulgarian, Croatian, Hungarian, Romanian, Slovak and Finnish
    • on the basis of language exam result, the Erasmus+ participant may be allocate a license to participate in an on-line language course (applies also to the local language); if the student accepts, he/she must make use of the course
    • a student who receives
    • more information at http://erasmusplusols.eu/ or in the briefing presentation
  • all licenses are allocated to students by the DIRI officer for Erasmus+ study stays
  • the student will get an e-mail asking for completion of the test
  • students who participate in the study period within the Erasmus+ Programme and are citizens of EU/EEA countries involved in the programme are not obliged to apply for student visa
  • a new regulation has applied in Turkey since July 2014, under which foreign students do not need student visa to arrive in the country; they apply for a permit to stay for the period of study at the foreign police upon arrival (info: Turkish Embassy in Prague, tel.: 224311402/403)
  • in case the student is not a citizen of an EU/EEA country, he/she may be obliged to apply for visa also to other countries than just Turkey; accurate information can be obtained at embassies and consulates
  • the student shall conclude the Grant Agreement with the DIRI officer for Erasmus+ study stays no later than 2 weeks prior to the planned departure
  • the student must make an advance appointment to sign the GA
  • all students will receive information about signing the GA to their e-mail addresses (incl. the way to make an appointment)
  • before signing the GA, the student shall upload the following completed (see above) documents into Checklists:
    • Letter of Acceptance
    • Learning Agreement
    • receipt of MENDELU insurance payment
    • OLS initial test result
  • in case the student has not the bilaterally confirmed Learning Agreement, he/she may appear for signing the GA; however, the scholarship shall be paid only after the LA is completed
  • the GA must be signed in person prior to the departure (contracts may not be sent by mail or signed pursuant to a power of attorney)
  • the student must not depart for the mobility without the duly signed GA and all the required documents
  • scholarship shall be paid to the student after he/she signed the GA

 Grant Agreement template (to be read in advance)

         Erasmus Student Charter

         Qualification Conditions

Award of scholarship
  • the scholarship shall be paid by the home institution no later than on 1st day of the mobility
  • the scholarship shall be transferred to the Euro bank account as registered in the UIS (see above)

Internship placements

  • The traineeship abroad may only be implemented on the basis of a Traineeship Agreement executed by the three parties with all the details specified.
  • The TA must be executed before the departure for the traineeship.
  • By signing the TA, the person in charge confirms that he/she agrees with the traineeship plan of the student and that the content conforms to his/her study field. The person in charge also confirms that the traineeship shall be recognized upon arrival and specifies the manner of recognition.
  • Students are obliged to use the MENDELU form published below.
  • Negotiation of the TA may take several months; therefore we recommend starting the process sufficiently in advance.
  • The student shall send the TA for confirmation to the receiving organization abroad.
  • The TA confirmed by all the parties shall be submitted by the student on the occasion of execution of the Grant Agreement (“GA”).

Traineeship Agreement

Traineeship Agreement – completed template

  • serves for submitting documents for the traineeship
  • the application can be accessed at the UIS Student Portal (after the student has registered the mobility into the UIS on the basis of the Traineeship Agreement)
  • mandatory documents (i.e. those that have to be uploaded by all students into the application):
    • before departure
      • Traineeship Agreement (approved by the faculty)
      • receipt of MENDELU insurance payment (approved by IRO)
      • OLS initial test result (see below; approved by IRO)
    • upon return (see below)
      • Traineeship Certificate (approved by IRO)
      • OLS final test result (approved by DIRI)
      • EU Survey
  • other documents are required only in case of extension of study period, changes in TA, etc. 
  • the student uploads completed documents into the app (i.e. with all the signatures etc.)
  • uploaded documents are automatically indicated as unapproved, until they are checked and approved by the person in charge  
  • all the Checklists documents must be approved by the person in charge (IRO officer for Erasmus+ or faculty IRO officer) 
  • the student can work on the document until it is approved

 Contact list for Erasmus+ at MENDELU

  • The European Commission introduced the compulsory on-line language testing before and after the traineeship in Erasmus+ for all mobilities lasting two and more months.
  • The evaluation of language skills is provided for the main working language, not the language of the country.
  • The working language of the traineeship must be specified in the TA.
  • Students whose main working language is English, German, French, Spanish, Italian, Dutch, Czech, Danish, Greek, Polish, Portuguese or Swedish shall participate in the compulsory language testing.
  • On the basis of language test result, the student may be granted a license to participate in an on-line language course. If the student accepts, he/she must complete the course.
  • Those participants who obtain evaluation up to the B1 level (incl.) shall be automatically offered the course of the main working language.
  • Those participants who obtain evaluation B2 and higher may choose whether they wish to take a course of the main working language or the language of the country to which they are departing.

More information at http://erasmusplusols.eu/

The license is granted by DIRI MENDELU according to criteria defined by the European Commission.

  • students who participate in the study period within the Erasmus+ Programme and are citizens of EU/EEA countries involved in the programme are not obliged to apply for student visa
  • a new regulation has applied in Turkey since July 2014, under which foreign students do not need student visa to arrive in the country; they apply for a permit to stay for the period of study at the foreign police upon arrival (info: Turkish Embassy in Prague, tel.: 224311402/403)
  • in case the student is not a citizen of an EU/EEA country, he/she may be obliged to apply for visa also to other countries than just Turkey; accurate information can be obtained at embassies and consulates
  • The student shall:
    have the mobility entered into the UIS by the IRO officer of his/her faculty (he/she shall submit the TA with dates of stay); the icon for bank connection shall be displayed in the UIS afterwards;
  • enter his/her Euro account into the UIS through the student portal (Portál studenta → Bankovní spojení);
  • in accordance with Directive 4/2006 and Amendment thereto, the student shall arrange the Travel Proposal. The Travel Proposal shall be first submitted electronically for an approval by an assigned person and then printed out in two copies. The Travel Proposal can be printed out only after having been approved electronically. The students is informed about the Travel Proposal being approved by an e-mail.
  • both copies shall be confirmed by assigned person at the faculty, one shall be submitted to the faculty international relations officer and the other at MENDELU cash register on paying the insurance;
  • the student is obliged to buy insurance for the entire stay abroad (including the days spent travelling from and back to the Czech Republic) under the general agreement of Mendel University prior to departure under Directive No. 4/2006, on provision of travel expense reimbursement and assignment of business trips abroad, at the MENDELU cash register (2nd floor, building A, 8:00 – 13:00);
  • make an appointment to sign the Grant Agreement at the Department of International Relations and Internationalization (Tereza Formáčková).  
Conclusion of Grant Agreement
  • The student shall sign the GA at the Department of International Relations and Internationalization at the latest 2 weeks prior to the planned departure.
  • On the occasion of signing the GA, the student shall bring:
  1. The TA approved by all the three parties 
  2. Receipt of insurance payment at MENDELU cash register – original
  3. Printed version of OLS language test results           

Students from the so-called third countries shall also submit:

  1. Visa or a residence permit for the entire period of the traineeship in the country of the stay

Students whose studies are subjected to tuition fees bring also a confirmationa that they have already paid the tuition fee for the next semester.

The GA must be signed in person prior to the departure (contracts may not be sent by mail or signed after the mobility!).

The departure is not possible if the Grant Agreement is not duly signed and/or all the required documents are not submitted!!!

On the basis of the Grant Agreement, the student shall be transferred the financial support to the EURO account specified in the UIS so that the grant is available at the latest on the 1st day of the traineeship.

Grant Agreement template to be studied!

Amounts of grant to respective countries

Erasmus+ credit mobility

  • You must first go through a proper selection procedure.
  • You will then arrange a Learning Agreement (SMS)/Traineeship Agreement (STA) at least 6 weeks before the start of the mobility. Remember that the LA/TA must be in accordance with your study plan (this agreement is the basis for the recognition of your study abroad).
  • At the foreign department of the faculty, you will also submit a Letter of Acceptance from the receiving institution; according to these data, the faculty coordinator will fill your mobility in the UIS.
  • In order to send you a scholarship, you must open a euro account.
  • In UIS, you create a Travel proposal, then you have to pay for the insurance, now you have the option to pay for the insurance online.
  • You will upload your completed LA/TA, paid insurance and account number to the Checklists.
  • When you have done everything, you will arrange a date for signing the Grant Agreement (SMS)/GrantAgreement (SMP) at IRO (credit.mobility@mendelu.cz), before you arrive at the arranged meeting, send us the completed personal data in contract. by email
  • The Erasmus+ Student Charter and General Terms and Conditions are part of the Grant Agreement.
  • Before you leave, don’t forget to find out information about the visa requirement in time, you will find everything you need on website of the Ministry of Foreign Affairs of the Czech Republic.

Bilateral agreements

Study stays

  • The university abroad may request from the student Letter of Award and/or Nomination Confirmation. Both documents are issued by the IRO at rector´s office.
  • Learning Agreement – the student must discuss the content of study with his/her home faculty, so that the study abroad may be fully recognized. Faculty of Business and Economics requires its own Learning Agreement form (to be downloaded here).
  • Letter of Acceptance from the receiving institution with dates of beginning and end of the study at the university abroad.
  • Enter the Travel Proposal into the UIS (eAgenda – Trips abroad; please consult the faculty – instructions in English can be downloaded here). 
  • Insurance for the period abroad (including travel). The student is obliged to buy insurance for the entire stay abroad (including the days spent travelling from and back to the Czech Republic) under the general agreement of Mendel University prior to departure in accordance with Directive No. 4/2006, on provision of travel expense reimbursement and assignment of business trips abroad (all information is available here). Based on your travel proposal you can pay insurance online: students´s portal, financing of your study.
  • Check/enter your bank account number in CZK into the UIS.

Financial Agreement

In case the student is accepted by the foreign university, he/she shall sign the Financial Agreement at the IRO prior to the departure, in which MENDELU undertakes to pay the awarded amount of scholarship. Before signing the Financial Agreement and payment of the scholarship, the student shall arrange an appointment at the IRO 2 to 3 weeks before departure and fulfill the following requirements:

  • Deliver the following documents:
    • Insurance payment confirmation – can be downloaded in pdf from UIS
    • Learning Agreement
    • Letter of Acceptance
  • Check whether the mobility has been entered into the UIS. The study stay abroad is entered by the International Relations Office of the relevant faculty (based on Acceptance Letter)        
  • Upload Letter of Acceptance, Learning Agreement and Insurance payment confirmation into a checklist in the UIS

Traineeship

  • Training Agreement 
  • Letter of Acceptance from the receiving institution with dates of beginning and end of the internship abroad.
  • Enter the Travel Proposal into the UIS (eAgenda – Trips abroad; please consult the faculty – instructions in English can be downloaded here). 
  • Insurance for the period abroad (including travel). The student is obliged to buy insurance for the entire stay abroad (including the days spent travelling from and back to the Czech Republic) under the general agreement of Mendel University prior to departure in accordance with Directive No. 4/2006, on provision of travel expense reimbursement and assignment of business trips abroad (all information is available here). Based on your travel proposal you can pay insurance online: students´s portal, financing of your internship.
  • Check/enter your bank account number in CZK into the UIS.

Financial Agreement

In case the student is accepted by the foreign university, he/she shall sign the Financial Agreement at the IRO prior to the departure, in which MENDELU undertakes to pay the awarded amount of scholarship. Before signing the Financial Agreement and payment of the scholarship, the student shall arrange an appointment at the IRO app. 3 weeks before departure and fulfill the following requirements:

  • Deliver the following documents:
    • Insurance payment confirmation – can be downloaded in pdf from UIS
    • Training Agreement
    • Letter of Acceptance
  • Check whether the mobility has been entered into the UIS. It is done by the International Relations Office of the relevant faculty (based on Acceptance Letter)        
  • Upload Letter of Acceptance, Training Agreement and Insurance payment confirmation into a checklist in the UIS

Summer school

Administration process of traineeship within bilateral agreements is the same for all outgoing students – before deparure. The student needs to submit Travel Proposal in UIS, pay for the insurance and sign the Financial Agreement before departure (2-3 weeks before the departure the latest).

Mobility with academic staff

Student mobility is administered in the same way as an lnternship abroad: students must submit Travel Proposal in UIS, pay the insurance and sign the Financial Agreement before departure (2-3 weeks before the departure the latest). 

Ph.D. – Short-term internship

  • The process of administration of the stay of the successful application is similar to long-term stays: the student needs to submit Travel Proposal in UIS, pay for the insurance and sign the Financial Agreement before departure (2-3 weeks before the departure the latest). 
  • A report of the stay shall be prepared and shall be submitted to the supervisor, officers at the faculty and IRO. The report must be submitted no later than 15 days after the end of the traineeship. In case the report is not approved MENDELU will acknowledge student.

Ph.D. – Long-term internship

  • Training Agreement 
  • Letter of Acceptance from the receiving institution with dates of beginning and end of the study at the university abroad.
  • Enter the Travel Proposal into the UIS (eAgenda – Trips abroad; please consult the faculty – instructions in English can be downloaded here). 
  • Insurance for the period abroad (including travel). The student is obliged to buy insurance for the entire stay abroad (including the days spent travelling from and back to the Czech Republic) under the general agreement of Mendel University prior to departure in accordance with Directive No. 4/2006, on provision of travel expense reimbursement and assignment of business trips abroad (all information is available here). Based on your travel proposal you can pay insurance online: students´s portal, financing of your study.
  • Check/enter your bank account number in CZK into the UIS.

Financial Agreement

In case the student is accepted by the foreign university, he/she shall sign the Financial Agreement at the IRO prior to the departure, in which MENDELU undertakes to pay the awarded amount of scholarship. Before signing the Financial Agreement and payment of the scholarship, the student shall arrange an appointment at the IRO app. 2-3 weeks before departure and fulfill the following requirements:

  • Deliver the following documents:
    • Insurance payment confirmation – can be downloaded in pdf from UIS
    • Training Agreement
    • Letter of Acceptance
  • Check whether the mobility has been entered into the UIS. The internship abroad is entered by the International Relations Office of the relevant faculty (based on Acceptance Letter)        
  • Upload Letter of Acceptance, Traning Agreement and Insurance payment confirmation into a checklist in the UIS

Short-term mobility – nenechat jen tady, mimo bilaterálky?

Summer school (Bc., Mgr.)

Administration process of traineeship within bilateral agreements is the same for all outgoing students – before deparure. The student needs to submit Travel Proposal in UIS, pay for the insurance and sign the Financial Agreement before departure (2-3 weeks before the departure the latest).

Conferences (Ph.D.)

  • The process of administration of the stay of the successful application is similar to long-term stays: the student needs to submit Travel Proposal in UIS, pay for the insurance and sign the Financial Agreement before departure (2-3 weeks before the departure the latest). 
  • A report of the stay shall be prepared and shall be submitted to the supervisor, officers at the faculty and IRO. The report must be submitted no later than 15 days after the end of the traineeship. In case the report is not approved MENDELU will acknowledge student.