Application manual for Erasmus grant for studies

There are two application forms in MoveON. You will receive information about which form to use when you receive the information on how to apply for the grant. The two forms available are:

• Application form for students who have already applied for and been granted their exchange in MoveON.
• Application form for students who have applied for and been granted their exchange in another way.

The application consists of the following parts:

1. Your personal information and bank account details

This is where you state your bank account number (and clearing number if relevant), the bank’s name, country, IBAN, BIC/SWIFT, and the name of the account holder. Please note we can only pay out the grant to a bank account for which you are the account holder. Be very careful when you state your bank details, please note that any mistakes will delay the grant payment.

2. Emergency contact

Only necessary if you have not applied for your exchange in MoveON. You are responsible for having informed the person in question that they will be contacted in a possible emergency situation, when we cannot reach you.

3. Your educational background

Here, you state if you have previously received an Erasmus grant for studies and/or traineeship, and at which level. (This also applies to Erasmus grants you may have received from any other HEI.)

4. Information about your exchange

Here you provide information about the duration of the exchange, whether you will be taking a language course in the host country before your studies begin, whether you have accompanying children, and whether you are applying for a travel grant to take the train to your study destination.

In your application, include the official dates for the semester as your start and end date, we will be base the grant calculation on these dates.

To obtain the correct dates, follow these steps:

1. Check the partner university website: Look for an "Academic Calendar" or "Important Dates" section on their website. Universities typically publish their official semester start and end dates there.
2. Contact the exchange coordinator: If you're unsure or can't find the information online, reach out to your exchange coordinator. They can help you with the exact dates and any additional details required for your application.

5. Consent

This is where you give your consent to our processing of your personal data.

After the application for the Erasmus grant for studies has closed, all applications will be processed. There are a few mandatory steps you must follow to receive your first grant payment.

Contact information

Most of your contact with Uppsala University will be via email. Therefore, it is essential that you make sure the email address you stated in your application will be valid throughout your exchange, and for at least three months afterwards. Therefore, always notify us at erasmus@uu.se if you change email address.

We would also ask you to add the two emails we use for sending you information: erasmus@uu.se and noreply.uu@moveon4.de to your list of trusted senders in your mail programme. Check your spam folder regularly as our emails often end up being sent there.

Language test

All students going on a exchange within the Erasmus programme for 14 days or more should take a diagnostic language test. You will be tested in the language that is supposed to be the main language at your exchange, in accordance with the Grant Agreement.

The language test is conducted online, and you will receive a link to the Online Language System (OLS) testing platform after we have received your grant application. The purpose of the tests is to assess your language proficiency and how it might improve during the exchange.

The assessment follows the Common European Framework of Reference for Languages (CEFR), where A1 is beginner level, and C2 is advanced level. Please note that the test results will not affect your grant in any way.

Within the OLS platform, you also have access to a range of interactive and engaging language learning activities and courses that can help you learn a new language or enhance a language you have already studied.

Grant Agreement, GA

When we have processed your application, you will be sent a Grant Agreement that contains the total grant sum. You should read, sign and upload your Grant Agreement in MoveON.

In order to be eligible for an Erasmus Grant the Grant Agreement must be signed before the mobility begins.

Travel Grant Agreement, TGA

You who have been granted a travel grant to travel sustainably to your final destination will receive a so-called Travel Grant Agreement, which you must sign and upload in MoveON together with your Grant Agreement.

The travel grant is paid out in full after you have submitted your signed Travel Grant Agreement and tickets that confirm your travel.

Learning Agreement (OLA)

All students who receive an Erasmus grant must establish an Online Learning Agreement (OLA). Your OLA should include information about the courses you plan to take at your host university and must be digitally signed by you, your international coordinator at Uppsala University, and your host university.

Please note that you must establish your OLA before your exchange semester begins, or at the beginning of the semester but no later than 2 weeks after the start of your exchange studies semester. Note that your host university may request your OLA when you submit your application to them. If this applies to you, it will be indicated in the application instructions you receive from your host university.

In the event of changes to the duration of your studies, content etc.

You must immediately inform your international coordinator and the Unit for International Mobility of any changes to your exchange, such as changes in content, courses, withdrawals, as well as extension or shortening of your study period.

All changes should be documented in your Online Learning Agreement (OLA) within five weeks after the start of the semester. Please note that changes to Learning Agreement need to be signed again by all three parties to be valid (you, your international coordinator at home university and at host university).

In case of shortening your studies

• Immediately inform your international coordinator by sending an email to erasmus@uu.se.
• Please note that you may be required to repay the entire or part of your grant in case of shortening your exchange.

In case of extension of your studies

Extended Stay due to Welcome Week or Language Course not already included in the application:

• If your expected stay is longer than what is indicated in your grant agreement (for example, due to a welcome week or language course you intend to take), you need to send an email to erasmus@uu.se.
• You will receive an amended Grant Agreement to reflect the longer stay.
• Once amended, you will need to sign the new agreement and upload it to the MoveON platform.

Extension of Study Period

If you wish to extend your study period to cover the whole year, it must be pre-approved by both your international coordinator at Uppsala University and the host university. You need to notify erasmus@uu.se at least one month prior to start date of next study period.

You may be eligible to receive additional Erasmus grant funds for this extended period, provided that:

• You still have remaining Erasmus days.
• You apply for the extension at least 30 days before start date of next study period.

Insurance

All Erasmus students are insured via the Legal, Financial and Administrative Services Agency's (Kammarkollegiet) insurance Student OUT. The insurance is valid in the host country around the clock during your entire exchange and two weeks before and two weeks after the exchange. If you receive a travel grant to take the train to your study destination and intend to make stops along the way, keep in mind that you must take out additional insurance for this period. Kammarkollegiet’s insurance is only valid for the most direct journey possible.

If you are an EU/EEA citizen and will participate in an exchange in an EU/EEA country, you need to order a European Health Insurance Card (EHIC). This entitles you to access to necessary medical care in EU/EEA countries on the same conditions as residents. In Sweden, the EHIC is ordered via Försäkringskassan's website.

In the event of an emergency during your Erasmus exchange, contact Falck Global Assistance through Falck Global Assistance's website.

Below, you will find information about the end documentation you must submit when you have completed your Erasmus exchange. The documentation should be submitted as early as possible, but no later than one month after the exchange as this will affect when your final grant payment will be made. If you are not able to submit the documentation within one month, please inform us via erasmus@uu.se.

Erasmus Participant Survey (EPS)

The Erasmus Participant Survey (EPS) is a mandatory survey that will automatically be emailed to you after your last day of study on your exchange. If you have not received an EPS, please check your spam folder. Note that the email will be sent from the following email address: EU-CORPORATE-NOTIFICATION-SYSTEM@ec.europa.eu.

Second language test

After your exchange, you can assess how your language skills have improved by completing the second language test. We encouraged you to take the second test, however, taking a second test at the end of the exchange is optional.

Certificate of Attendance (CoA)

A Certificate of Attendance is a document that contains information about your start and end dates and is signed by your international coordinator at the host institution. If you have taken a language course at the host institution, you should also note these dates on your Certificate of Attendance.

You are responsible for getting the document signed and it's a good idea to arrange this before your departure. Your Certificate of Attendance should be uploaded in MoveON. If you are unable to get your Certificate of Attendance signed by the host institution, you can instead upload a Transcript of Records as long as it includes your start and end dates.

You can find the document template for the Certificate of Attendance in the link list on the bottom of the page for the Erasmus grant for Studies.

Upload mandatory documents in MoveON

Upload a Certificate of Attendance or a Transcript of Records (containing start and end date) directly in MoveON. If you participated in a language course before the start of the semester that was arranged by an organisation other than your host institution, you need to upload a certificate to prove that you participated in the course. If you have received a travel grant, you have to write a short travel report and upload proof of travel/receipts.

In the calculation of the grant, the European Central Bank's exchange rate is used on the date Uppsala University received the funds from the European Commission. Therefore, the exchange rate used may vary from the actual exchange rate at the time the grant is paid.

For students who will be participating in an exchange for one semester, two instalments will be made:

• 70% of the grant will be paid at the start of your studies
• 30% of the grant will be paid once you have completed your studies and submitted the end documentation

For students who will be on an exchange for a full year (two semesters), the grant will be paid in three instalments.

• 35% of the grant will be paid at the start of your studies
• ​35% of the grant will be paid out in connection with the start of the second semester.
• 30% of the grant will be paid out once you have completed your studies and submitted the end documentation

Final payment

Your final payment will be prepared after you have submitted all the mandatory documentation. You will be sent an email when your last payment is on its way. Please note that payments take a while to prepare because once you have completed all the mandatory components, the Unit for International Mobility must check them and prepare the payment. Therefore, expect it to take 1-2 months before the money reaches your bank account.

If your actual study period stated in Certificate of Attendance, differs from what you indicated in your grant application, your grant will be recalculated. This also applies to any interruption days during your exchange.

Changes to your stay period and how it affects your Erasmus grant

Longer Stay (Zero-Grant Period):

• If the confirmed period of stay is longer than what is stated in your grant agreement, the additional days will be treated as a "zero-grant period". This means: You can stay longer, but the extra days will not be covered by the Erasmus grant.

Shorter Stay (more than 5 Days):

• If your stay is shorter than indicated in your grant agreement by more than 5 days, the Erasmus grant will be recalculated.
• The grant for the shortened period will be reduced from the 30% of the final payment. If this 30% is not sufficient, you will be required to reimburse the excess.
• A repayment request will be sent to you via email with the details.