Grant Manual

Contact details (mandatory)

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 the traineeship, and for at least three months after you have ended your traineeship. Always notify 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, and regularly check your spam folder as our emails often end up being sent there.

If you receive information from the Uppsala University IT Services that your student account and email address will be inactivated during your traineeship, please email erasmus@uu.se and we will help you extend its activation period. This is because you will need your student account to be able to submit your end documentation to MoveON, after the traineeship.

Language test (mandatory)

All students going on a traineeship within the Erasmus programme for 14 days or more must take a diagnostic language test. You will be tested in the language that is supposed to be the main language at your traineeship, in accordance with the Grant Agreement. If you do not complete the language test before your traineeship, you will not be eligible for an Erasmus grant. Taking a second test at the end of the traineeship is optional.

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 traineeship. If the language at your traineeship is your native language, you do not need to take any language test.

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 (mandatory)

Once your application has been approved, you will be sent a Grant Agreement to sign. The Grant Agreement regulates the grant obligations, and will also state the total grant amount that you will receive. Read through the agreement carefully, sign and upload it in the relevant form in MoveON.

Get ready

Prepare yourself by reading about your host country and the organisation where you will be conducting your traineeship. You can access information about the host country from for example GoinGlobal.

Often, trainees will be expected to arrange their own accommodation. It is therefore a good idea to ask your contact person at the host organisation about this at an early stage, and see if they have any advice regarding housing. It is also a good idea to check for example if your host organisation has a dress code.

Changes to the traineeship (mandatory)

If the period or the content of your traineeship changes, you must notify us by uploading a Changes to Learning Agreement in MoveON. The same applies if the end date of your traineeship changes. Always notify erasmus@uu.se when you have uploaded the document.

If you have shortened your traineeship, your grant will be recalculated. This amount will be deducted from your final payment. However, if this is not enough, you will be liable for repayment and a repayment claim will be sent to you by email.

If you extend your traineeship, your grant will be recalculated and this amount will be added to your final payment. In certain cases, if there is a significant extension, extra payments can be made during your traineeship.

The document Changes to Learning Agreement can be found in the link list on the start page for Erasmus traineeship within EU.

Disputes during the traineeship

Unfortunately, it happens that disputes and conflicts arise at the traineeship placement. For example, that trainees feel that the goals and expectations are not met. If you are experiencing any problems, we recommend that you discuss them with your supervisor or contact person. It might also be a good idea to refer back to the Learning Agreement for Traineeship that you and your host organisation signed before the traineeship started.

If you are considering interrupting your traineeship, contact erasmus@uu.se and also see “changes to traineeship”.

Time off during the traineeship

Generally, you are not entitled to a grant for any days you may be on vacation/leave during the traineeship. However, exceptions are made for public holidays and if your host organisation closes down their operations for a period you can still receive a grant for these days. Register any days of vacation/leave in the MoveON form when you upload your Traineeship Certificate after your placement.

Traineeship diary

During your traineeship, it is a good idea to keep some form of diary, where you write down some of the challenges and new situations you have faced, and what you have learnt from them, and the knowledge, skills, competence and ability you have developed. In your future career these might be useful, for example when you are applying for jobs.

Below, you will find information about the end documentation you must submit when you have completed your traineeship. The documentation should be submitted as early as possible, but no later than one month from the end of the traineeship 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.

Traineeship Certificate (mandatory)

A Traineeship Certificate is signed by your host organisation/supervisor and is where your performance and contribution during your traineeship will be evaluated. This certificate can be useful when you apply for jobs or continue your academic career.

It is your responsibility to ensure that your supervisor receives the Traineeship Certificate template. Make sure to give your supervisor this document as soon as possible. It is a good idea to make sure that your host supervisor prepares the certificate whilst you are still there, in case they have any questions.

The Learning Agreement for Traineeship you uploaded with your application contains information about how many weeks after the end of your traineeship your supervisor must issue the certificate. If possible, it is a good idea if you can receive your certificate at the end of your traineeship but otherwise by the latest 5 weeks after completing the traineeship.

The Traineeship Certificate template can be found in the link list on the start page for Erasmus traineeship within EU.

Traineeship report (mandatory)

Your traineeship report is written directly in MoveON. The Traineeship Report is a way for you to reflect on whether the goals and expectations you had for your traineeship have been fulfilled. Therefore, make sure that you have access to your Learning Agreement and the Academic Purpose Statement (APS). Before writing your traineeship report, you can prepare by reading the questions for the report which you can find in the link list on the startpage for Erasmus traineeship within EU.

Furthermore, sharing your experiences is important for helping Uppsala University to improve support and service for outgoing trainees, and marketing Erasmus traineeships to other students in the future.

Erasmus Participant Survey (mandatory)

Upon completion of your traineeship, you will be sent the Erasmus Participant Survey (EPS) via email (to the address provided in your application, unless you have informed us of changes to your email address during your traineeship). This survey is sent automatically from the European Commission’s reporting system, meaning that it can sometimes end up in your spam folder. If you have not received the survey, check your spam folder before contacting erasmus@uu.se.

Second language test

After completing the traineeship, you can evaluate how your language skills have improved during your traineeship by taking the second language test. We encourage you to take the second test, but it is not mandatory

Erasmus traineeship as a note in Diploma Supplement

If you want your Erasmus Traineeship included as a note in your Diploma Supplement, you must state this when you apply for your degree at the graduation office at UU. You also need to attach your Learning Agreement for Traineeship as well as your Traineeship Certificate with your application for a degree. Information regarding how to apply for a degree certificate

All Erasmus trainees are insured via Kammarkollegiet’s Student OUT. The policy is valid in the host country around the clock during your entire traineeship and two weeks before and two weeks after the traineeship.

In the event of an emergency situation that cannot wait until Kammarkollegiet's phone line is open, you can contact Falck Global Assistance for assistance around the clock at +46 8-587 717 49.

Check if you need extra insurance

Make sure you have read the conditions of the insurance before your departure, and review any other insurance (e.g. home insurance) that may cover you whilst you are abroad. For example, if you decide to make one or several stops along your journey to the traineeship destination, you must make sure to have additional insurance for this period. This is because Kammarkollegiet's insurance, which is provided together with your Erasmus Traineeship grant, is valid only for the most direct journey possible.

EU/EEA citizens must bring EHIC

Is your placement in an EU/EEA country and are you an EU/EEA citizen? If so, make sure you order a European Health Insurance Card (EHIC) before you depart and take the card with you. In Sweden, this is ordered via Försäkringskassan (the Swedish Social Insurance Agency). On Försäkringskassan's website you will also find information about when and where the EHIC is valid.

Payments

For traineeships less than 240 days, the grant will be paid in two instalments.

• 70% of the grant will be paid no earlier than 30 days before the start of the traineeship.
• 30% of the grant will be paid once you have finished your traineeship and all the end documentation has been submitted.

For traineeships over 240 days, the grant will be paid out in three instalments.

• 35% of the grant will be paid no earlier than 30 days before the start of the traineeship.
• 35% of the grant will be paid once half of the traineeship has been completed.
• 30% of the grant will be paid once you have finished your traineeship and all the end documentation has been submitted.

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 after you have submitted all mandatory documentation, these will be reviewed before your payment is processed. Therefore, you can expect it to take 1-2 months before the money are in your account.

If you shortened your traineeship, your grant will be recalculated (this also applies for any days off during your traineeship). This amount will be deducted from your final payment. However, if this is not enough, you will be liable for repayment and a repayment claim will be emailed to you.