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About NUI Galway
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Outgoing Erasmus 2019/20
Nominated students, when applying to their host universities abroad, may be asked to complete a learning agreement. You may use this template: NUI Galway Learning Agreement 2019/20.
Please select the appropriate CERTIFICATE OF ATTENDANCE for your situation:
Certificate of Attendance 2019/20 - for students who remained at the host university abroad until the end of the 2nd semester
Special Covid-19 Certificate of Attendance for students who returned home early due to the pandemic
MY ERASMUS STUDY VISIT - WHAT DO I NEED TO DO, AND WHEN?
The provides detailed instructions and advice for all the steps mentioned below.
1) Erasmus Grant Application
Students must apply for the Erasmus grant by means of an online form; the link is circulated to those students who have been formally nominated by their academic coordinators. The strict deadline for full year or semester 1 Erasmus studies was midnight on 18th April 2019, and midnight on 30th November 2019 for semester 2 students. Students interested in Erasmus traineeships (i.e. working instead of studying abroad as a recognised part of your course) will have to complete a separate online form; you should look at the Erasmus Traineeships page. If you apply for a study visit but subsequently opt for a traineeship instead (for instance, a teaching assistantship), you MUST submit a new application form for a traineeship and notify the International Office that you are no longer taking part in the study visit.
There is a Facebook group for NUI Galway's 2019/20 outgoing students. A link was sent to all the relevant students by e-mail, inviting them to join. You should request to join the group, as it will be an important source of information and support before and during your study visit.
3) Learning Agreement
The NUI Galway Learning Agreement 2019/20 is a very important document in relation to your Erasmus visit and it should be completed before you begin your studies abroad. It may even be requested by your host university as part of your application. You should complete this in consultation with your academic coordinator. There is a video to help you in filling it out. The first section of the learning agreement (entitled "Before the Mobility") is supposed to be completed before you commence your studies abroad. It is a matter for your academic coordinator(s) and, unless you are a BA non-language student, it does not need to be submitted to the International Office of NUI Galway. Please make sure that your academic coordinator has a copy of the completed document when it's been signed by all three parties.
If you make changes to your course choices after you start your studies at the host university, then you will need to record them on the section entitled "During the Mobility", which is page 3 of the Learning Agreement. Again, this must be signed by all three parties, or at least approved by e-mail, and you should make sure that both you and your academic coordinator have copies.
Please note that the Learning Agreement is effectively completed by the Transcript(s) of Records that you will get from your host university after your studies there . Your transcript(s) will show whether you successfully completed the courses you chose. In this regard, the transcript is the final essential element for the recognition by NUI Galway of your studies abroad.
4) Online Linguistic Support (OLS)
If you will be studying through French, German, Italian or Spanish, you will be required to take an online language assessment before you go on Erasmus. An invitation will be sent to you by e-mail from @erasmusplusols.eu so please make sure you don’t overlook it or allow it to get lost in your spam folder. Please check the deadline for taking the test and make sure you adhere to it. You will receive a grade according to the Common European Framework of Reference for Languages. The result cannot be used to prevent you taking part in Erasmus, but if you do not do well, it might be an indication that you need to work on your language skills to bring them up to the required level. Having completed the assessment, you may be given access to a free online language course. It is highly recommended that you follow this course as a linguistic preparation for your studies abroad. You will be required to take a further linguistic assessment at the end of your studies. See http://erasmusplusols.eu/.
We cannot issue grant agreements (see below) to language students until they have completed the first OLS assessment.
5) Grant Agreement
Two copies of the Erasmus Grant Agreement will be sent to all outgoing students as part of their "Erasmus information pack" - that's a large white envelope that's sent out after the application deadline has passed. It will also contain your nomination letter, Study Abroad Declaration, Erasmus Student Charter and other essential documents. It is vital that you send us one copy of the Grant Agreement, completed and signed by you, along with the signed Study Abroad Declaration, BEFORE you leave to go on Erasmus. Students going abroad in the autumn can expect to receive their pack in June, provided they have completed the OLS assessment where relevant. Students due to start their Erasmus studies in January may expect to receive their Erasmus pack in December.
Please note that you will be required to provide, on the grant agreement, details of the insurance that you hold in relation to travel, medical treatment abroad and repatriation. You should research and purchase a suitable private insurance policy in addition to the European Health Insurance Card. Your grant agreement will not be considered valid unless you can provide us with the name and number of your insurance policy.
6) Certificate of Arrival
WHEN YOU ARRIVE AT YOUR HOST UNIVERSITY, you should bring your Certificate of Arrival to the International Office there and get it completed and signed. You should not fill in the dates yourself; they should be filled in by an official of the host university. The start date is the first day you were required to be present at the university, whether for a language course, orientation, or the start of teaching. The end date is the expected last date of exams (first sitting). You must send this form promptly to NUI Galway: without it we cannot pay your Erasmus grant. You can send it by post or by email.
7) Grant Acknowledgement Form
You must complete the Grant Acknowledgement Form - Erasmus Studies 2019/20 for every Erasmus grant instalment that you receive. Please make sure to write in the correct amount and to SIGN the form. You can return it to us by post or e-mail (PDF only). Do please read carefully the instructions on the form.
8) Certificate of Attendance
BEFORE YOU LEAVE YOUR HOST UNIVERSITY, you will need to get your Certificate of Attendance 2019/20 completed, signed and stamped by a representative of your host university (e.g. International Officer or designated contact person in the faculty where you've been studying). The Cert of Attendance is an official confirmation from the host university that you have finished your studies there. This means it should only be issued to you at the very end of your studies. You should leave it till the end of your time at the host university, or make arrangements in advance so that it is (a) completed to show the last exam date and (b) signed close to that time.
The dates on the cert of attendance should be the dates between which you were officially required to attend the host university, and they may include an orientation programme or a language course (if applicable) and examinations, but should not include flat-hunting or leisure days at the beginning or end. The form should not be post-dated: it should be signed and dated at the time when you are finishing your studies/exams.
You must return this document to the International Office at NUI Galway or you will not be eligible for your final grant instalment. Please send it by e-mail, in PDF format, to outgoingerasmus(at)nuigalway.ie.
And remember: you should keep a copy of this very important document before you send it to us.
9) Other things you'll need to do when you're finishing your studies abroad
A few weeks before you are due to finish, you will receive an e-mail from a European Commission address requesting you to complete an online report on your Erasmus experience. Please check your junk mail/spam folder if you don't receive the e-mail. The online report is obligatory for every student taking part in Erasmus. The Narrative Report, on the other hand, is not compulsory, but it will be greatly appreciated by future students if you would take the time to complete it.
If you had to take the OLS language test before your studies abroad, then you will be required to take a second assessment at the end of your study visit. You will receive an e-mail inviting you to take this test two weeks before the finish date that you indicated on your OLS profile. Please check your junk mail/spam folder if you don't receive the e-mail.
Students going on Erasmus in 2020/21
Please note that this page relates to Erasmus study visits (to universities abroad). If you are planning to go on an Erasmus traineeship (work placement), please go to the Erasmus Traineeship web page.
I’m an NUI Galway student due to study abroad under the Erasmus Programme for a semester or year beginning in 2020. Is this still possible?
We are making every effort to support you to participate in your Erasmus visit that's due to start in autumn 2020. Please be aware that it may not be possible in all cases to offer you the full exchange experience you are hoping for and that some aspects may be different to a normal year. Critical to the feasibility of your exchange or placement is an assessment of conditions here in Ireland and the safety of the host country you wish to travel to. If your exchange does proceed, it may incorporate online components and it is most likely to be undertaken within a framework of social distancing and other social constraints.
We are monitoring the situation closely and propose to launch the application process for the Erasmus grant, where relevant, in June, pending the University's review of mobility options/feasibility and possible alternatives. Please check this web page for updates and further information. We will contact all relevant nominated students by e-mail and provide them with a link to the application form. In the meantime, please read the information provided in the "Documents Available to Download" section below.
Given the uncertain future we all face, we advise you not to make any non-refundable financial commitment towards your planned experience abroad (e.g. flight booking, accommodation deposit) at this time.
Despite our collective hopes and efforts, it is possible that some or all exchanges may not take place. Our staff in Schools and Disciplines are working on confirming contingencies and alternatives if this is the case.
UPDATE, Wednesday, 10th June
The Registrar will send an all-student message in the coming days; this will outline the principles around the University's approach to mobility. Students will be advised that they will hear from their programme directors on the details of whatever contingencies may apply.
Documents available to download
NUI Galway Learning Agreement for Studies - your host university might require you to submit this with your application, but in any event, it must be completed before starting any Erasmus studies abroad.
The Erasmus grant application form will be made available in June 2020 with a deadline to be announced. We will send an e-mail to notify all nominated students and their coordinators of the link tothe form. Please note that the previously notified submission deadline of 8th June has been pushed out and will be announced later.
Handbook for Outgoing Erasmus Students 2020/21
Please read the above handbook carefully, and keep in mind the following important tips:
- check your junk/spam mail folder regularly, in case there is a message there from your host university abroad;
- be aware that you will have to complete an application form for admission to your host university; check the deadline and be sure to adhere to it.
Some explanations to help you in managing your paperwork
I have to fill in various application forms - what are they all for?
The Erasmus Grant Application Form is an NUI Galway internal form; its purpose is to provide the International Affairs Office with all your details for our records and to allow us to pay your Erasmus grant into your bank account. Please do not confuse it with the host university's application form: you will have to apply to your host university for admission as an Erasmus student. Make sure you know what you need to do in this regard; if in doubt, check with your departmental coordinator. Please make sure that you are aware of, and observe, the deadline of your host university in relation to your application. If in any doubt, check the relevant website. The onus is on you, the student, to ensure that your application is properly filled in, includes all necessary documentation, and arrives at your host university in time. Bear in mind also that a housing application form will need to be completed if you plan to take a room in a university residence abroad - early application is advisable.
How do I get the application form for the host university?
The first stage in this process is that your coordinator at NUI Galway will officially nominate you to the host university, and after that you can expect to receive instructions by e-mail from the host university about the application procedure. As there is a danger that legitimate e-mails can end up in your spam folder, you should check this regularly. If you haven’t heard anything from your host university a month before the deadline, notify your NUI Galway coordinator.
Online application forms are widely used by our partner universities. However, you may have to print out the form or part of it and have it signed by your NUI Galway coordinator before sending it to the host university by post. Make sure you observe the application deadline! You should receive a confirmation of acceptance from the host university within a month or so of the deadline.
What happens after I submit my NUI Galway Erasmus application form?
In advance of the start of their Erasmus studies, the International Affairs Office sends each outgoing student an Erasmus Pack containing your grant agreement, a letter of nomination and other official documentation in connection with the Erasmus study visit. This will be sent to the home address that you provide on your application form. If you are a language student, this package will only be sent to you when you have completed the compulsory pre-Erasmus OLS language test.
Please read all the material (as well as any e-mails from the International Office) very carefully and follow any instructions given in relation to return of documents, etc. You will be required to complete two copies of the " Grant agreement for Erasmus+ Higher Education Studies", which is your financial contract with NUI Galway; one copy is for you to keep, and the other copy must be sent to the International Affairs Office, NUI Galway, BEFORE you leave to commence your studies abroad; otherwise you will not be eligible to receive an Erasmus grant. You must also sign the blue Study Abroad Declaration and return it with your grant agreement to the International Office.
The information package will come in a large white envelope with a label that says "Important Documents Inside". If you are not going to be at home during the summer, please make sure it is put aside safely for you and that you send back the grant agreement before you set off on Erasmus in the autumn. September is a very busy time of year for us and we won't be able to issue replacement copies of lost documentation.
What's the difference between the "Grant agreement for Erasmus+ Higher Education Studies" and the "Learning Agreement"?
The Grant Agreement is your "financial contract" with NUI Galway, setting out the terms and conditions of your study visit and your Erasmus grant. It's a four-page document that requires your signature alongside that of the University representative. It is provided in hard copy only. It is vital that you return this document to the International Office BEFORE you begin your study period abroad. You will have to provide the details of your travel insurance (policy name and number) on your grant agreement; without this information it's not valid.
Please do not confuse this document with the Learning Agreement, where you will list the courses you are to take while abroad. You will need to get the approval of your academic coordinators, both here and at your host university, for your course choices; this is indicated by their signature on your Learning Agreement.
I've seen different versions of the Learning Agreement - which one am I supposed to use?
Some partner universities issued their incoming students with an older version of the learning agreement while they were waiting for the new Erasmus learning agreement to be published. Some may still be using this. However, the European Commission expects that all students pursuing Erasmus studies use the approved . There is a flow chart to help you in filling it out. Please note that the transcripts that you will receive from both your host university abroad and from NUI Galway will form a final part of your learning agreement, aimed at guaranteeing the recognition of your studies abroad.
A useful source of information for students who are moving to another EU country is the website Just Landed, which contains extensive country guides with information on housing, visas, health, education, culture, and moving abroad. They also have an online community, where people can ask questions, share experiences about living abroad, and network in specific country and city forums. Besides that, the webpage offers housing and jobs ads.
Philox is a useful tool for making contact with students around Europe to discuss issues related to studying and living abroad, travel, etc. It also provides information on career planning and job searching.
Students with Disabilities
The Higher Education Accessibility Guide provides information to students with disabilities who are considering study abroad opportunities. The database provides information to the student (in English and host country language) on the range of supports which are available in participating countries. You can find out more by downloading the HEAG flyer and you can access the database at www.european-agency.org/agency-projects/heag.
If you have a severe disability or exceptional special needs, you may be eligible to apply for a grant to assist with the associated additional costs in relation to spending an Erasmus study period abroad. The International Office has e-mailed all outgoing students in relation to this.