Grant Manual for Erasmus Traineeship Part 2

When your grant application has been granted there are a few things that you are obliged to do both before and after your traineeship to be entitled to the Erasmus grant.

You will find the instructions in this manual that contains the mandatory steps as well as some advice and recommendations to make sure that your traineeship is as successful as possible. Most of the mandatory documentation is submitted through the system MoveON.

Language test (mandatory)

All students who will do a traineeship within the Erasmus Programme must take two language tests – one before the traineeship, and one after. If you get the highest level, C2, on your first language test, you will not have to take the second test. The tests are done online and are mandatory steps of your traineeship. If you do not complete the language test before your traineeship, you will not be eligible for the Erasmus grant.

Students are tested in the main working language. The aim of the tests is to assess students’ language skills and how they improve their language skills during the traineeship. The Unit for International Mobility will send you the license for the language test once your application has been processed.

Students also have the opportunity to participate in an online language course. The course is optional and you state directly in the system if you want to participate in a course and in what language you would like the course to be. You can choose to participate in an online language course in the local language, even if it is not the main working language at your traineeship. No additional grant is paid for the language course, however it is a good way to improve your language skills.

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

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.

Payments

For traineeships of 60-240 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.

* Please observe that due to COVID-19, no payments can be made in advance. All trainees will receive the payment shortly after the start date of the traineeship.

Insurance

All trainees are insured via the Kammarkollegiet Student OUT insurance policy. 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.

Is your placement in an EU/EEA country and are you an EU/EEA citizen? 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. On Försäkringskassan’s website you also find information about when and where the EHIC is valid.

Get ready

The Unit for International Mobility usually arranges pre-departure meetings for outgoing trainees. These meetings will provide you with information about what you need to do for the grant, other advice and recommendations to help make your time abroad as successful as possible. It is also a great opportunity for you to

meet other outgoing trainees from Uppsala University – perhaps you will meet someone who is going to the same town/country as you.

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.

Depending on your nationality and the country where you will conduct 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.

Checklist before Erasmus traineeship

  • Taken the first language test (mandatory).
  • Signed and uploaded the Grant Agreement (mandatory).
  • Reviewed insurance coverage.
  • For traineeships in an EU/EEA country: ordered EHIC.
  • Other preparations such as: participated in pre-departure meeting, read about the host country and organization, arranged accommodation, applied for a residence permit/visa.

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.

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 on the Erasmus traineeship website.

Language test (mandatory)

If you change the duration of your traineeship, you are responsible for updating the dates in the Online Linguistic Support (OLS) system. The same applies if you change your email address during your traineeship.

Traineeship Certificate (mandatory)

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. 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 valuable/useful when you apply for jobs/continue your academic career. The Learning Agreement for Traineeship you uploaded with your application contains information about how many weeks after the end of your traineeship your supervisor/host organisation must issue the certificate (maximum 5 weeks). 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. If possible, it is a good idea if you can receive your certificate at the end of your traineeship.

The Traineeship Certificate template can be found on the Erasmus traineeship website.

Insurance

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. For more information on how to make an insurance claim see information about Student-OUT on Kammarkollegiet’s website. In the event of an emergency during your Erasmus traineeship, contact Falck Global Assistance +46 8-587 717 49.

EU/EEA citizens staying in other EU/EEA countries are to use the European Health Insurance Card (EHIC) when using healthcare services. The EHIC entitles you to medical care under the same conditions as the host country’s residents.

Disputes during the traineeship

Unfortunately, disputes and conflicts may arise in the workplace where you do your traineeship, for example when trainees feel that goals and expectations are not fulfilled. If you are experiencing any problems, we recommend that you discuss them with your supervisor/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 (see also “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.

Checklist for during the Erasmus traineeship

  • If relevant: Notify erasmus@uu.se of any changes to your email address (mandatory).
  • If relevant: Any changes reported via the Changes to Learning Agreement form (mandatory).
  • If relevant: Language test system updated when it comes to length of your traineeship and/or email address (mandatory).
  • Supervisor has received the Traineeship Certificate template (mandatory).
  • If relevant: For EU/EEA citizens participating in traineeships in EU/EEA countries: the EHIC has been used when accessing healthcare services.
  • If relevant: Kammarkollegiet has been notified of any injuries/accidents or Falck Global Assistance contacted in case of emergency.
  • In the event of any dispute – use the content of the Learning Agreement as a basis of dialogue with the host organisation.
  • Career diary created.

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)

The host organisation/your supervisor must fill in and sign a Traineeship Certificate that contains an evaluation of your contributions and performance during your traineeship. This certificate can be valuable/useful when you apply for jobs/continue your academic career. The Learning Agreement for Traineeship you uploaded with your application contains information about how many weeks after the end of your traineeship your supervisor/host organisation must issue the certificate (maximum 5 weeks). It is your responsibility to provide your supervisor with the Trainee Certificate template.

The Traineeship Certificate template can be found on the Erasmus traineeship website.

Traineeship report (mandatory)

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) that you wrote in your MoveON application. 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. Before writing your traineeship report, you can prepare by reading through and reflecting on the questions in the report which you can find amongst the documents on the Erasmus traineeship website.

Your traineeship report is written directly in MoveON, where you also upload your signed Traineeship Certificate. In addition, you can report any days off during your traineeship in MoveON. These days will be deducted from your grant. You must also upload a certificate if you have taken part in a language course in the host country before the start of your traineeship.

Erasmus Participant Survey (mandatory)

Upon completion of your traineeship, you will be sent the Erasmus Participant Survey 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 (mandatory)

Upon completion of your traineeship, you will be emailed a second language test to the email address you provided when you took your first language test (unless you have changed it). This language test is mandatory, except if the working language of your traineeship was your native language or if you received level C2 on your first language test. In these two instances, you will not be sent a second language test, meaning you can ignore this component. However, if you have to take the second language test but have not received the email, check your spam folder before contacting erasmus@uu.se.

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 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.

Career support

Are you near the end of your studies and would like help and support to put your experiences into words? As a student of Uppsala University, you are offered career advice and guidance, for example you can receive feedback on cover letters and your CV via UU Career.

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

Checklist for after the Erasmus traineeship

  • Supervisor/host organisation has filled in and signed the Traineeship Certificate template (mandatory).
  • Traineeship Report written, any days off reported, traineeship certificate and any language course certificate uploaded to MoveON (mandatory).
  • Erasmus Participant Survey completed (mandatory).
  • Second language test taken (mandatory).
  • UU Careers contacted for career support.

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