Grant manual for Erasmus studies

In the Erasmus programme, students doing an exchange for one or two semesters have the possibility to receive an Erasmus grant. This applies to Uppsala University students of all levels: Bachelor’s, Master’s and doctoral students. This manual describes how to apply for an Erasmus grant for studies through the Unit for International Mobility, and what your obligations are as an Erasmus student. This manual refers to certain documents and links to external websites. You will find these documents and links on the Erasmus studies website.

Uppsala University has many Erasmus agreements with higher education institutions (HEIs) throughout Europe in the 33 Erasmus programme countries. These exchange agreements make it possible for students to study one or two semesters abroad as an exchange student at a partner university somewhere in Europe.

The application periods to apply for an Erasmus exchange may vary. If you are uncertain about the agreements available at your department/faculty contact the responsible study and career counsellor or international coordinator. Information about exchange studies via departments and faculties.The Unit for International Mobility administers several agreements that are open to all UU students, regardless of the subject or programmes they are studying. For more information about these opportunities, visit the web for exchange studies.

To be eligible to apply for an Erasmus study grant, you first need to have been nominated for an Erasmus exchange via the Unit for International Mobility or your department/faculty. After you have been nominated, you will receive information about how to submit your Erasmus grant application. The grant application includes information about the duration of the exchange period and bank account details so we can calculate and pay out the grant.

An Erasmus grant is based on the length of the exchange and varies depending on the living costs in the host country. For current grant levels, visit the Erasmus studies website. For payments in SEK: the exchange rate used might differ from the actual exchange rate, as the exchange rate of the European Central Bank on the date when Uppsala University received the money from the European Commission will be used when calculating the grant.

Additional grant for students with disabilities

If you have a disability, you can apply for financial support to cover any additional costs that your studies abroad may result in. For example, you may have to pay extra to bring assistive devices with you, or incur additional costs for accommodation, psychological treatments or an essential preparatory visit. If your host institution offers pedagogical support for free, you cannot apply for extra funding for this. Please ensure you contact the Unit for International Mobility in time. Information about how to apply for extra funding

Additional funding for students with children

If you have children and they will accompany you during your Erasmus exchange, you will receive a top-up grant of EUR 200 per month. State this directly in your grant application in MoveON and upload an extract from the population register or similar that confirms you are living with children at the time of your grant application.

Language course before the start of the studies

As an Erasmus student you have the opportunity to receive funding for participating in a language course in the host country before the start of your studies. The language course can be in the language of instruction and/or the local language of the host country. Certain HEIs offer a language course before the start of the semester. Otherwise you can find a suitable language course in the host country yourself. The language course must be in close connection with the start of your studies. You will not receive funding for any course fees or days between the language course and the start of your studies. Additionally, the language course cannot be included in the minimum days for Erasmus studies. State the date of the language course in your application, see more under: Application guide.

Take the train to your study destination

Each semester, the Unit for International Mobility announces a number of travel grants worth EUR 190 (approx. SEK 2000) for students who choose to travel to their study destination by train. In the event of any competition for these grants, a randomised selection will take place. The EUR 190 can be used to either buy a single train ticket, or as a contribution to an interrail pass. If you decide to interrail to your final destination, please note that you must take out additional insurance for this period. Kammarkollegiet’s insurance policy is only valid for the most direct journey possible. You state that you intend to take the train to your study destination directly in the grant application in MoveON.

In order to apply for the grant, the following conditions must be fulfilled:

  • You must have been nominated for an Erasmus exchange in one of the 33 programme countries via your department/faculty, or the Unit for International Mobility.
  • You must be registered as a full-time student at Uppsala University at the time of your grant application, and intend to graduate from Uppsala University.
  • You must have successfully completed 60 credits – certain departments require you to have completed more upon departure. For doctoral students who will participate in Erasmus studies and conduct research, the research must be part of their doctoral studies.
  • You must study abroad full-time for a minimum of 3 months (90 days), and a maximum of 12 months (360 days) – the minimum and maximum period for Erasmus studies. Exceptions can be made for shorter periods, if the official semester at the host institution is shorter than 90 days. The Erasmus regulations state that one month counts as 30 days, meaning a student can receive a grant for a maximum of 360 days.
  • You must have Erasmus days remaining. You may participate in an Erasmus traineeship/student exchange for a maximum of 12 months within each study cycle (Bachelor’s, Master’s and doctoral levels). If you have previously participated in an Erasmus exchange or traineeship – even through other Swedish or higher education institutions abroad – this period will also be included in the 12 months. Students who are studying long programmes that are not divided into different levels, such as the Medicine Programme, may spend a total of 24 months on Erasmus exchange and/or traineeship throughout their programme.
  • You must not have another EU grant for the same time period.

Applications for Erasmus grants are open twice per year: 1-15 November (for studies starting in the spring) and 1-15 May (for studies starting in the autumn). Applications are submitted electronically via the system MoveON. The application form is published at the start of each application round. You can find the link to MoveON at the Erasmus studies website.

There are two application forms in MoveON: one for students who have already applied for and been granted their exchange in MoveON, and one for those who have applied for and been granted their exchange in another way. The section marked with * in the table below is only relevant for students who did not apply for their exchange via MoveON. You will receive information about which form to use when you receive the information on how to apply for the grant.

  • 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.
  • Emergency contact such as a close relative/friend*
    You are responsible for having informed this person that they will be contacted in the event of an emergency if we cannot reach you.
  • Your educational background
    Here, you state if you have previously received an Erasmus grant for studies and/or traineeship, and at which level (also applies to Erasmus grants you may have received from any other HEI).
  • Your exchange
    This is where you provide information about the length of your exchange. Make sure to provide the most accurate dates possible – we will base your grant calculations on these dates. Here, you can also specify if you will be taking a language course in your host country before your studies begin, if you have accompanying children and if you are applying for a travel grant to take the train to your study destination.
  • Consent
    This is where you give your consent to our processing of your personal data.

After the application closes

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

Language test and online language course

A link to the language test will be sent to you once we have received your grant application. All students who will participate in an Erasmus exchange must take two language tests – one before their exchange, and one after. If you receive the highest level, C2, on your first language test, you will not be sent a second test. The tests are taken online and are mandatory for the Erasmus grant. If you do not complete the language test before your exchange, you will not be eligible for the Erasmus grant.

Students are tested in the main language of instruction. The aim of the tests is to assess students’ language skills and how they improve during the exchange.

Students have the opportunity to take an online language course. The course is optional and after the completion of the test, you specify directly in the system if you want to participate in a course for a certain language. You can choose to participate in an online language course for the local language, even if it is not the main language of instruction. No additional grant is paid for participating in the online language course; however, it is a good way to improve your language skills.

If your native language will be the main language of instruction, you do not need to take a language test. However, if you would still like to participate in a language course, for example in a local language, contact erasmus@uu.se and we will send you a link to a language test. Once you have completed the language test, you can choose which course you want to take.

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

If you are granted a travel grant for taking the train to your study destination, you will be sent a Travel Grant Agreement that you must sign and upload in MoveON. The entire travel grant will be paid together with your first Erasmus grant payment.

Learning Agreement

You must create a Learning Agreement before you depart/in connection with the start of the semester. Your Learning Agreement contains information about the courses you will study at your host institution. In order for your Learning Agreement to be complete, it must be signed by you, your international coordinator at UU and the host institution. The 2021-22 academic year the Erasmus Programme is transitioning to go entirely digital. Students will therefore be informed if they should create a digital Learning Agreement or a paper version. A Learning Agreement should be created no later than one month after the start of the semester.

Students with children

If you have indicated in your grant application that you will be accompanied by children, and have uploaded an extract from the population register or similar that proves you are living with children at the time of the application, you will be given additional funding (currently EUR 200 per month). The additional funding will be paid in connection with your other Erasmus grant payments.

Students with disabilities

If you have a disability you can apply for financial support for any additional costs that your exchange will result in. If this applies to you, Uppsala University will submit an application to the Swedish Council for Higher Education (UHR). Nevertheless, the earlier you start this process, the earlier we will receive a decision from UHR. Our aim is to be able to pay out this funding in connection with your first grant payment, or sooner.

Payments

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

Checklist – Before the first grant payment

  • submit a complete grant application in MoveON
  • take your first language test
  • sign and upload the Grant Agreement in MoveON
  • if you have received a travel grant: sign and upload your Travel Grant Agreement in MoveON
  • for students with disabilities: you have submitted a separate application for additional funding that has been approved by UHR

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, and regularly check your spam folder as our emails often end up being sent there.

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

You must immediately notify your international coordinator and the Erasmus team at the Unit for International Mobility of any changes, such as interrupting your studies, or shortening the study period. If you shorten your exchange, you will have to repay the full grant amount or part of your grant. If your international coordinator at UU and your host institution agree to an extension of your studies, you may receive an Erasmus grant for this period as long as you have Erasmus days remaining. Contact the Erasmus team for more information about what to do and when payments will be made.

If something happens during your Erasmus studies that leads to changes to your courses, you must complete Table C: Exceptional changes to study programme abroad or additional components in case of extension of stay abroad in your Learning Agreement.

Insurance

All Erasmus students are insured via Kammarkollegiet’s Student OUT. The policy is valid in the host country around the clock during your entire exchange and two weeks before and two weeks after the exchange. For more information on how to make an insurance claim see information about Student-OUT at Kammarkollegiet’s website. In the event of an emergency during your Erasmus exchange, contact Falck Global Assistance.

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 policy 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.

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 before contacting erasmus@uu.se.

Second language test

Once you have completed your Erasmus exchange a second language test will automatically be emailed to you. Please note that if you received level C2 on your first test, or if the language of instruction is your native language, you do not need to take the second test.

Certificate of Attendance

A Certificate of Attendance is a document that includes information about the start and end date of your exchange and is signed by you and your international coordinator at the receiving institution. If you have participated in a language course at the host institution, please state these dates in your Certificate of Attendance. You are responsible for getting the document signed and if possible, try to get it signed before departure. You will find the document template on the Erasmus studies website. The Certificate of Attendance should be uploaded in MoveON. If you for any reason cannot get a Certificate of Attendance signed, you can upload a Transcript of Records as long as your start and end date appear.

Upload mandatory documents in MoveON

Upload a Certificate of Attendance or a Transcript of Records (containing start and end date) together with your complete Learning Agreement if you have made any changes 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.

If your study period is different to the one you stated in your grant application, your grant will be recalculated. If your study period is shorter than that you stated in your application, the difference will be deducted from the final payment of 30%. If the study period is longer than stated in your application, your final grant payment of 30% will include payment for 100% of the additional days.

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 you shortened your exchange, your grant will be recalculated (this also applies for any days off during your exchange). 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.

Checklist - before the final payment

  • complete the survey: Erasmus Participant Survey.
  • take your second language test.
  • upload all mandatory documents in MoveON: A signed Certificate of Attendance, or alternatively your Transcript of Records, your Learning Agreement if you have made any changes, certificate of a language course if relevant, travel report and proof of travel if you have received a travel grant.

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