Before, during and after your studies

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 an exchange within the Erasmus programme for 14 days or more are recommended to take a diagnostic language test. You will be tested in the language that, in accordance with your Grant Agreement, is going to be the main language during your exchange.

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.

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, at the beginning of the semester, or at the latest, two weeks after the start of the 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.

Your final OLA should list all the courses you have taken during the semester. If you have made any course changes, ensure your OLA is updated accordingly.

In the event of changes to your exchange

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

All changes of your studies must be documented in your Online Learning Agreement (OLA). Please note that any changes to the Learning Agreement must be signed again by all three parties in order to be valid (by you, your international coordinator at your home university, and at the host institution).

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

If you wish to extend your study period to cover the full academic year, this must be approved in advance by both your international coordinator at Uppsala University and your host institution. You must notify erasmus@uu.se no later than one month before the end of your originally planned mobility period.

You may be eligible for additional Erasmus grant funding for this extended period, provided that:

• You still have remaining Erasmus days.
• You apply for the extension no later than one month before the end of your originally planned mobility period.

If you have been granted an extension of your study period, either to cover the full academic year or a shorter extension (e.g. to participate in a welcome week or a language course not already included in your application), you must do the following:

• If your expected stay is longer than what is stated in your Grant Agreement you need to send an email to erasmus@uu.se.
• You will receive an updated Grant Agreement reflecting the extended stay. Once it has been updated, you must sign the new agreement and upload it via MoveON.
• If you extend your study period to cover the full academic year, you must also update this in your Online Learning Agreement (OLA). Please follow the instructions provided together with your initial OLA.

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 additional funds for sustainable travel, you have to write a short travel report and upload proof of travel/receipts.

In the calculation of the grant, the rate used is that of the European Central Bank's exchange rate on the date Uppsala University prepares the payment. This occurs 7–10 days before the payment is deposited into your account.

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

• 70 percent of the grant will be paid at the start of your studies
• 30 percent 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 percent of the grant will be paid at the start of your studies
• ​35 percent of the grant will be paid out in connection with the start of the second semester.
• 30 percent 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.