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Outgoing Students / Traineeship

 

ERASMUS TRAINEESHIP 

Application periods

Main Call: January – February

Additional Call (Traineeship):  September (if announced)

 

STEP 1 – APPLY ONLINE

What you need to do:

  • Check the Call & Deadlines: Read the official Call for Applications and take note of the submission deadlines.

  • Find a Host Organisation: Secure a traineeship position and obtain an official Acceptance Letter from the host enterprise/institution.

  • Prepare Required Documents: Gather the necessary documents.

  • Submit Your Online Application: Complete and submit your online application form via the official UTH Erasmus+ portal before the deadline. Please make sure to consult the Online Application Guide for detailed step-by-step instructions.

STEP 2 – BEFORE THE MOBILITY

Submission of Mandatory Documents for the Erasmus+ Grant (at least one month before the start date of the traineeship)

IMPORTANT NOTICE:

You must submit all required documents collectively in a single email. Fragmented, incomplete, or gradual submissions will not be processed. Furthermore, each document must be uploaded as a separate, individual PDF file, except for the Grant Agreement, which must be submitted in Word format (.docx). Please ensure that your application file is fully completed before sending it to the Erasmus+ Office at least one month prior to the start date of your traineeship.The official templates for the Learning Agreement for Traineeships and the Grant Agreement can be found and downloaded from the "Documents" section of our website. 

  1. Learning Agreement for Traineeships
    • Please consult the Guidelines for filling in the Learning Agreement for Traineeships available in the "Documents" section of our website.
    • Please consult the official institutional list to find the relevant ISCED - F Code for your Department (available in the "Documents" section of our website)
  2. Grant Agreement
    • The document will be signed digitally via the Adobe Sign platform by both contracting parties. Please consult the Guidelines for filling and signing available in the "Documents" section.
  3. Official Bank Account Document
    • Official bank certificate or recent statement confirming an active bank account, stating account holder details, IBAN, and BIC/SWIFT code.
    • The student must be beneficiary / account holder.
    • Important Note: Any bank charges or transaction fees are borne solely by the student.
  4. For Non-EU Citizens:
    • Clear copy of your valid VISA / Residence Permit, which must cover the entire mobility period.
  5. Health Insurance:
    • For EU citizens: You must provide a copy of your valid European Health Insurance Card (EHIC). It is your sole responsibility to ensure that your EHIC covers the full duration of your mobility.
    • For Non-EU citizens: You must provide an international private health insurance policy covering the entire mobility period.
  6. Accident & Liability Insurance (Mandatory for ALL students):
    • A private insurance policy covering workplace personal accidents and third-party liability insurance for any damages caused during your traineeship at the host enterprise/organisation.
  7. Travel Documents & Information:
    • Copy of your outbound travel ticket / boarding pass.
    • If traveling by private car: You must submit: i) Driving licence, ii) Vehicle Registration Document, and iii) the completed and signed Solemn Declaration.
    • ⚠️ Grant Calculation Note: Your individual support grant is calculated strictly based on your actual arrival and departure dates confirmed by the receiving organisation.
    • ⚠️ Travel Grant & Green Travel: The travel grant is calculated automatically from your Home University (UTH) to the Host Institution based on the official European Commission Distance Calculator. To be eligible for the "Green Travel" top-up, a sustainable means of transport with a reduced carbon footprint (such as train, bus, or carpooling) must be used for more than 50% of the total journey between the sending and receiving institutions.
  8. Data of the Receiving Organisation / Enterprise (available in the "Documents" section of our website)
    • Official contact details, address, and supervisor information of the host organisation.
  9. Online Linguistic Support (OLS)
    • Please consult the guide on how to access and complete the OLS assessment (available in the "Documents" section of our website).
    • If the working/instruction language of your traineeship is your mother tongue, you are exempt from taking the OLS language assessment.

Scholarship Info

STEP 3 – DURING THE MOBILITY

In case of any modifications to your traineeship programme, duties, supervisor, or mobility duration:

✔ Modify your Learning Agreement ("During the Mobility" section): Any changes must be officially agreed upon and recorded in this section.

✔ Deadline for submission: Proposed changes must be formally agreed upon and submitted no later than one month (within 4 weeks) after the change occur.

    STEP 4 – AFTER THE MOBILITY

    No later than one month after the completion of your mobility, and in order to receive the second (final) installment of your Erasmus+ grant, you must submit the following documents by email. (Please note: if the original hard copies are not submitted, you must forward the official email containing the documents sent directly from your Host University/Enterprise):

    ✔  "After the mobility" document (3rd part of learning agreement) & a written evaluation by your supervisor at the host company-organization (original, signed and stamped). It must state: the full details of the training institution (logo, address, etc.) the name of the intern and the period of employment report of tasks and evaluation of his/her work during the internship

    ✔ EU Survey: You will automatically receive the link on the final day of your mobility at the email address indicated in your Grant Agreement (sender: This email address is being protected from spambots. You need JavaScript enabled to view it. — please be sure to check your spam/junk folder). Completion of this online questionnaire is mandatory.

    ✔ Return Travel Documents: Copies of return tickets and boarding passes. In the case of travel by private car, please provide proof of travel (toll receipts, petrol receipts, border crossing stamps/documentation, etc.).

    STEP 5 – RECOGNITION

    Final Step

    ✔ Upon completion of their mobility, active students are personally responsible for providing the Academic Coordinator (and/or Secretariat) of their Department with a copy of the host institution’s evaluation documents (written evaluation and Traineeship Certificate) in order to initiate the academic recognition of their traineeship.

     

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