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.

Be sure to specify the most accurate dates possible, as we will base the grant calculation on these dates.

• The start date is the first day you need to be present at the receiving organisation, such as the first day of a course, welcome events, or language and intercultural courses.
• The end date is the last day you must be present at the receiving institution, not your actual departure date. For example, this is the end of the examination period, the course, or mandatory sitting period.

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.

If the start and/or end date you stated in your application has changed, you will be able to change this in MoveON when you upload your Grant Agreement. Your grant will then be re-calculated based on the new dates; please note that the sum specified in the Grant Agreement will no longer be valid.

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 create 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.

Once your courses have been confirmed at your host university, you can complete your OLA. Please note that you must establish your OLA before your exchange semester begins or at the start of the semester. Your OLA must be submitted to us no later than 2 weeks after the start of your exchange studies. More information on how to create your OLA will be provided before your exchange begins.

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.

If you shorten your exchange, you may be required to repay the entire or part of your grant. In the case of an extension of the study period, which has been pre-approved by your international coordinator at Uppsala University and the host university, you may receive an Erasmus grant for this period provided that you have remaining Erasmus days.

All changes should be documented in your Online Learning Agreement (OLA) within five weeks after the start of the semester. Changes should be specified in tables A2, B2, and, if necessary, in table C2, while tables A, B, and C should not be altered.

Insurance

All Erasmus students are insured via Kammarkollegiet’s 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.

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 you and 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 differs from what you indicated in your grant application, your grant will be recalculated. This also applies to any days off during your exchange.

• If the actual study period is shorter than what was stated in the application, the difference will be deducted from the final payment by 30%. If this is insufficient, you will be required to reimburse the excess, and a repayment request will be sent to you via email.
• If the actual study period is longer than what was stated in the application, in the final payment, you will receive an additional 30% for the extra days, on top of 100% for those new days.