Grant Manual for Erasmus Traineeship Part 1

This manual describes how to apply for an Erasmus grant through the Unit for International Mobility. The manual contains links to external websites.

On the Erasmus traineeship website you will find all the necessary links gathered in a list as well as all the essential documents.

Within the Erasmus Programme, you can get a grant for conducting a traineeship for 2 to 12 months at a company, organisation or university within the EU, Norway, Iceland, Liechtenstein, North Macedonia, , Serbia, Turkey or the United Kingdom (at least until 31 May 2022). According to the Erasmus regulations one month counts as 30 days, meaning a student can receive a grant for a maximum of 360 days.

There are several ways to participate in an Erasmus Traineeship.

  1. Within the framework of a traineeship course at Uppsala University, where you conduct a traineeship at a company, university or an organisation within Europe. Uppsala University will be responsible for the assessment and grading of the course. Your credits will be registered as internship/traineeship, not as a regular study course.
  2. Within the framework of a degree project/thesis. You are registered for a degree project/thesis in Ladok that will be assessed in Uppsala (and your credits will be counted towards your thesis/dissertation, not a regular university course), but will conduct your data collection at a university, company or organisation in Europe. Your supervisor at Uppsala University must approve the placement/data collection. Please note, if Uppsala University has an exchange agreement for studies at a host institution, you must first explore the possibility of taking part in an Erasmus exchange instead. During a traineeship, you are not allowed to register for courses at the host university.
  3. Outside your regular study programme. You conduct a traineeship outside of your regular study programme, but before graduation from Uppsala University. You cannot receive credits for the traineeship, however you may apply to have the traineeship registered as a note in your Diploma Supplement when you graduate from Uppsala University. A member of your department must be able to confirm the traineeship’s academic relevance.
  4. Traineeship after graduation. It is possible to conduct an Erasmus traineeship after graduation, however you must apply for the traineeship grant during your final semester at Uppsala University whilst you are still a student. You cannot receive credits for the traineeship. The entire traineeship must be completed within12 months of the date on which your final course at Uppsala University is registered as completed. If you are going to participate in the traineeship after graduation, a member of your department must be able to confirm the traineeship’s academic relevance.

An Erasmus traineeship grant is based on the length of the traineeship and varies depending on the living costs in your host country. Visit the Erasmus traineeship website to find out the current grant amounts.

Additional grant for trainees with disabilities

If you have a disability, you can apply for financial support to cover any additional costs that your traineeship abroad may result in. For example, you may have to pay extra to bring assistive devices with you, incur additional costs for accommodation, psychological treatments or an essential preparatory visit. Please ensure you contact the Unit for International Mobility in time. Information on how to apply for additional funding for students with disabilities.

Language course before starting the traineeship

As an Erasmus trainee, when you are granted a traineeship grant, you will be given access to an online language course. If you will be taking a language course in the host country, you may also receive a grant for the days before the start of the traineeship. The language course can be in the language you will use for work and/or in the host country’s local language. You are responsible for finding a suitable language course in your host country. The course must be in close connection with your traineeship. You will not receive a grant to cover any course fees or for any days between the language course and the start of your traineeship. Additionally, the language course cannot be included in the minimum days for the Erasmus traineeship. State the date of the language course in your application, see more under Step 3: Application.

Take the train to your traineeship destination

If you plan on taking the train to the traineeship destination you may apply for an additional travel grant worth EUR 190 (approx. SEK 2000) in any of the application rounds in 2021. 35 travel grants are available and will be granted on a first come first served basis, meaning a travel grant might not be available in the later application rounds in 2021. 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 traineeship destination directly in the grant application in MoveON.

To be eligible for an Erasmus traineeship, the following criteria must be met:

  • You must be studying for a Bachelor’s, Master’s or doctoral degree at Uppsala University.
  • You must have successfully completed at least 60 credits of university studies (credits from other universities/HEIs can be included in these 60 credits).
  • You are registered at Uppsala University when you apply. Students who will do a traineeship after graduation must submit the application while they are still registered as students at Uppsala University, so ensure you submit your application during your last semester at Uppsala University. The traineeship needs to be finalized no later than 12 months after the final date of the last semester at Uppsala University (for example, if 6 June is the end date of your last semester at Uppsala University, your traineeship should be finalized no later than 6 June the year after).
  • You have arranged a traineeship that has been approved by your department (it must be relevant to your studies and your future career) in one of the Erasmus+ programme countries. With the exception of Sweden: Erasmus traineeship grants are never granted for placements in Sweden.
  • The organisation where the traineeship will take place is approved. Read more about this in step 1: Find a placement.
  • The traineeship is full-time for a period of 2 to 12 months.
  • 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.
  • You must not have another EU grant during the same time period.

​Residence permit/visa to participate in an Erasmus traineeship

Depending on your nationality and the country where you will be conducting your traineeship you might need to apply for a visa/residence permit. Please make sure to properly check what is required in your case. In some instances you might need to show that you have been granted an Erasmus Traineeship Grant – if this should be the case for you: make sure to apply on time. Find more information about visa for UK on the Erasmus traineeship website.

Step 1: Find a placement

You are responsible for finding your own traineeship placement, either independently or with support from your department before you can apply for the Erasmus traineeship grant. Applying for a traineeship can be similar to applying for jobs. As a student of Uppsala University, you are offered career advice and guidance, for example individual guidance and feedback on your CV and cover letter as well as other career-activities, via UU Careers.

Students at Uppsala University have access to GoinGlobal: a platform with career guides for a large number of countries. GoinGlobal gives you access to country-specific and career-related information. Log in to GoinGlobal.

You can contact the companies or organisations you are interested in on your own. Your department might also be able to help you as they often have extensive contacts via research, networks and exchange agreements. Major companies and organisations often advertise “Internships/Traineeships/Student Projects” on their websites and there are several search databases available. You may use resources such as, Erasmus Internships & Placements, Go Overseas and Praxis to find a traineeship.

Some organisations are not eligible for Erasmus traineeships:

  • EU institutions and other EU bodies. However, party secretariats for the EU parliament are not considered a part of the European Parliament, and are therefore eligible hosts. See list:
  • Organisations that manage EU programmes, for example national Erasmus+ agencies such as the Finish National Agency for Education (in order to avoid potential conflicts of interest and/or double funding).
  • Higher Education Institutions primarily funded by the EU, e.g., European University Institute (Italy) and College of Europe (Belgium and Poland).

Step 2: Create a Learning Agreement

Once you have found a traineeship, it is time to create a Learning Agreement for Traineeship. A Learning Agreement for Traineeship is a contract between the trainee, the host organisation, and Uppsala University. It contains information about the traineeship, its duration, number of working hours per week and what you as a trainee are expected to do and learn. A Learning Agreement for Traineeship must be completed and signed by you, your contact person at Uppsala University and your contact person at your host organisation.

Traineeships within the framework of a traineeship/internship course or degree project: For this option, fill in box one on page three of the Learning Agreement. Your contact person from your department will then sign as the responsible person in the sending institution on page five.

Traineeship outside of your regular study programme or after graduation: For this option, fill in box two or three on page three. Someone from your department will then sign off to confirm that your traineeship is relevant to your studies. This person can for example be a programme coordinator, the department’s international coordinator or thesis supervisor. Once you have submitted your application and it has been approved, the Unit for International Mobility will sign off on page five as the responsible person in the sending institution.

Step 3: Application

There are at least five application rounds for the Erasmus traineeship grant each year. See the website for current application rounds. Applications are not accepted for traineeships that have already started, so remember to submit your application on time. It takes around one month to process an application.

Applications are submitted electronically via the system MoveON. The application form is published at the start of each application round. You will find the link to MoveON on the Erasmus traineeship website.

The application consists of the following parts:

  • An application form in MoveON
  • An Academic Purpose Statement (text field in the MoveON application form)
  • Learning Agreement
  • Official transcript of records
  • If relevant, a certificate of buddy/mentorship programme (optional)

The application form in MoveON consists of:

  • Personal information and your contact details.
    Ensure that you provide an email address that will be valid for at least 3 months after the planned end date.
  • Emergency contact such as 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 also state if you have previously received an Erasmus grant for studies and/or traineeship, and at which level (also applies to any Erasmus grant you may have received from another HEI/university).
  • Bank 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 that we can only pay 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.
  • Uploading documents
    This is where you upload the Learning Agreement, official transcript of records and any certificate of a buddy/mentorship programme.
  • Consent
    This is where you give your consent to our processing of your personal data.

Academic Purpose Statement (APS)

The Unit for International Mobility works actively to support students in improving their employability, by ensuring they benefit from their period abroad, and are able to identify their skills and verbalise them. Therefore, when you apply for an Erasmus traineeship grant, you have to write an Academic Purpose Statement (APS). In your APS you are expected to explain how the traineeship will help you reach your academic and/or professional goals. The application for an Erasmus traineeship should indicate how the placement relates to your studies and/or your future career.

Your APS should be maximum 400 words and is a text field in the online application via MoveON. Your APS should be written in English. Exception: You can write your APS in Swedish if it is the work language used where you will conduct your traineeship. It is a good idea to prepare your APS in a separate document.

Learning Agreement

You upload a Learning Agreement signed by all parties directly in MoveON. However, if your traineeship is outside of your regular study programme or takes place after graduation, the Unit for International Mobility will sign as the responsible person at the sending institution (on page five) once your application has been received and approved.

Official transcript of records

Attach an official transcript of all university credits you have received, including those from universities and HEIs other than Uppsala University.

Buddy/Mentorship certificate (if relevant)

If you have been involved in any buddy/mentor/welcome activities at Uppsala University, you can include a certificate to confirm this (see selection).

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