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Erasmus Exchange Program: Information for Winners

This guide provides essential information, rules, and deadlines for Erasmus exchange program winners, including details on the application process, learning agreements, funding, and recognition of activities abroad.

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Erasmus Exchange Program: Information for Winners

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  1. Informationfor INTERNATIONAL EXCHANGE PROGRAMMES WINNERS Erasmus, Overseas, Double degree

  2. Where to find information ………………………………………….. pag. 3 • Main rules and deadlines …………………….............................. pag. 4 • What to do: • Before leaving …………………………………………………… pag. 5 • During the exchange …………………………………………… pag. 6 • At the end of the exchange …………………………………. pag. 7 • Info fundings ………………………………………………………….. pag. 8 • Online linguistic support (OLS) ……………………………………….. pag. 12 • The learning agreement …………………………………………………… pag. 13 • Changes to the learning agreement …………………………………. pag. 25 • Recognition of the activities and marks ………………..…………. pag. 26 • Contacts …………………………………………………………………………… pag. 29

  3. ERASMUS PROGRAMME : WHERE TO FIND INFORMATION Winner students guide: http://www.unibo.it/en/international/Studying-abroad/General-information-on-Erasmus/information-for-erasmus-grant-holders and on AlmaRM home page: Read carefully the guide!! It includes the main rules, procedures and deadlines for your exchange!

  4. MAIN RULES, PROCEDURES AND DEADLINES • Mobility period: not less than 90 days + it must end by 30/09/2019 • If you won a yearly exchange offer and you accepted for the second semester only, the length of the period will be automatically shortened to 6 months. • If you won a yearly exchange offer and you accepted for the first semester only, the exchange period remains the one indicated in the offer. In case you need to shorten it, please get in contact with erasmus@unibo.it before signing the mobility contract. • If you applied for a future career and you will start your exchange during the first year of a Second Cycle degree programmes, you need to complete your enrolment in the degree programme and you will be able to start the exchange in the second semester only. • If you decide to enrol in different a Second cycle degree, compared with what you indicated in your application, you may loose the opportunity to enjoy the exchange if the Second Cycle degree your enrol in is not included in the offer that you won.

  5. WHAT TO DO BEFORE LEAVING • Complete the application procedure at the hostuniversity: search for all the information and payattention to the deadlinesotherwiseyourmaynot be acceptedby the foreignuniversity! • Submityourlearningagreementon almarm (notbeforethe end of April) to obtain the approval by your Degree Programme • After the approval of yourlearningagreement, sign and upload yourMobilityagreement(after the midlle of May). • Renewyourenrolmentat the University of Bologna for the a.y. 2018/2019

  6. WHAT TO DO DURING THE EXCHANGE • Upload your arrival certificate, signed and stamped by the host University, on AlmaRM within a week after the beginning of the exchange important for the payment of the first installment • Upload your learning Agreement signedby the host University • If necessary, amend your Learning Agreement via AlmaRM, after getting in contact with the office • You can request an extension of the study period within a month before the end of the exchange.ATTENTION: the extension is not funded • Request your final attendance certificate signed and stamped by the host University and the “Transcript of Records” (certification of the activities completed) or verify that the Tor is addressed to the office

  7. WHAT TO DO AT THE END OF THE EXCHANGE • Upload your final attendance certificate with the ending date of the exchange on AlmaRM within 15 days after the end of the exchange and not later than 7° October 2019 • Wait for the Transcript of Records and upload it on almaRM! To have your ToR validated, you have to deliver the original copy to the office or to forward us the e-mail that you received by the partner university (if you received your ToR by e-mail) • Submit your request for recognition of the exams and/or other activities completed abroad within November 5th 2019 • Fill in your “Erasmus+ participant report”.

  8. FUNDING OF MOBILITY BY EU INSTITUTIONS The Erasmus+ grant is paid in a lump sum comprising the total of all monthly amounts envisaged for the exchange period and consisting of a grant from the European Union and a supplement paid by Unibo/MIUR. The European Union grant amounts to € 300/250 per month, depending on the destination country: • €300 per month for group 1 (high cost of living): Denmark, Finland, Iceland, Ireland, Luxembourg, Sweden, United Kingdom, Lichtenstein, Norway; • €250 per month for group 2 (medium cost of living): Austria, Belgium, Germany, France, Greece, Spain, Cyprus, Netherlands, Malta, Portugal; • €250 per month for group 3 (low cost of living): Bulgaria, Croatia, Czech Republic, Estonia, Latvia, Lithuania, Hungary, Poland, Romania, Slovakia, Slovenia, Republic of Macedonia

  9. Unibo/MIUR GRANT Unibo/MIUR grant will be calculated according to your Equivalent Financial Situation Indicator – ISEE. Students are strongly suggested to apply for the ISEE certificate well in advance. Deadlines and procedures will be published at http://www.unibo.it/it/internazionale/studiare-all-estero/erasmus/contributo-erasmus The first 50% of this grant will be paid simultaneously to the Erasmus+ grant. The remaining 50% of this grant will be paid at the end of the mobility period (at least 90 days) if you have one didactic activity recognized, at least. WARNING: No Unibo/MIUR grant will be paid if you do not submit the ISEE certificate or if your ISEE is higher than 50.000 euros or if you are enrolled as “fuori corso” from the second year onwards.

  10. TIMING OF PAYMENTS The Erasmus+ grant and the first part of the Unibo/MIUR grant is paid according to the duration of the mobility indicated in the offer. The timing depends on when the arrival certificate is uploaded, as specified in the guide. If the request for recognition is presented by 5 November 2019, the payment of the balance of the supplement (50%) funded by Unibo/MIUR, as shown on your equivalent financial situation indicator – ISEE, will be made by the end of November 2019. Payment is made EXCLUSIVELY by crediting bank or postal current accounts (you must be the holder or joint holder) or prepaid cards that have an IBAN. Your bank details must be submitted via AlmaRM. N.B. Please ensure you give the correct IBAN (both the code and the name of the account holder). If incorrect, any bank charges for unsuccessful transactions will be charged directly to you.

  11. CALCULATING THE ERASMUS+ FUNDING The Erasmus+ grant is calculated based on the actual period spent abroad, from the arrival date to the departure date indicated on the Attendance Certificate. The duration is calculated using the commercial year of 360 days; regardless of actual duration, each month is considered to have 30 days. If a period of mobility does not correspond to a whole number of monthly payments, the grant will be calculated by multiplying the number of days in the incomplete month(s) by 1/30th of the unitary monthly amount. For more info, please see the guide. ADDITIONAL GRANTS • Grants for ER.GO. beneficiaries • Special funding for students with special needs that may be allocated by the European Union.

  12. ONLINE LINGUISTIC SUPPORT (OLS) The Erasmus+ programme provides On Line Linguistic Support (OLS), i.e. the possibility for students with Erasmus+ status and grant to use an online platform to assess their proficiency before and after the mobility and in some cases an online course. The assessment stage involves two tests: one before leaving and the other one within a month after returning. The assessment tests are mandatory for all students receiving a licence and those failing to sit a test could be asked to repay their last Erasmus + monthly grant payment. The licences are usually assigned in July. You will automatically receive a licence for the online language course, if your level is lower than B2 in your pre-mobility assessment test. Unlike the assessment tests, the online language course is not mandatory. If you obtain a B2 level at least in your pre-mobility assessment test, the licence for the online language course is not automatically assigned,. Should you want to have the course licence you have to contact the mobility for study officeto request the licence in any of the languages available on the OLS platform (not just the assessed language) Please, remember that you have to take the second assessment test (after returning) within one month after your return. The assessment tests are mandatory for all students receiving a licence and those failing to sit a test could be asked to repay their last Erasmus + monthly grant payment. The assessment test is not required in case you obtained a C2 level before the departure.

  13. WHAT IS THE LEARNING AGREEMENT? The learning agreement is the list of activities that students are going to take abroad. It is necessary to create equivalence groups to identify which learning activity/activities substitute the courses included in your study plan. Therefore, you need to check the learning activities provided by the partner university to find courses that are consistent to yours in terms of contents and credits. In your learning agreement, you can include all the courses that you have not completed yet: - Courses that you should take during the year in which your Erasmus exchange takes place; - Courses belonging to the following and/ or previous year/years (if not completed yet)

  14. WHAT IS THE LEARNING AGREEMENT? • The learning agreement is an official contract and it has to be: • Validated by the teacher responsible of the exchange • Approved by an Evaluation board called “Commissionepratichestudenti” • Signed by the degree course Director • → at the end of the approval process • the recognition of the activities completed abroad is guaranteed. • Therefore, if you successfully complete the courses indicated in your learning agreeement, the corresponding courses in your study plan will be recognized, according to the equivalence groups indicated in your learning agreement. • On the contrary, activities not previously approved in your learning agreement may not be accepted

  15. HOW TO SUBMIT YOUR L.A. • You have to submit your learning agreement online on AlmaRMhttps://almarm.unibo.it • You have to log in with your username and password and indicate for each equivalence group: • On the left side “Attività estere” the activities to complete abroad • On the right side “Attività da riconoscere” the activities that you would like to have recognized. • Please remind to create equivalence groups (click on Add group) to make clear which foreign activity/activities correspond to the ones included in your study plan.

  16. HOW TO FILL IN YOUR L.A. • For each course included in your study plan, you can indicate: • An equivalent course for contents and credits to complete abroad • More than one equivalent course to complete abroad (in case the number of credits is not sufficient to reach the total amount of course credits). • It is also possible to create an equivalence group in which one foreign activity corresponds to more than one courses of your study plan. • Note: 1 ECTS=1 CFU (Italian credit) • Examples:

  17. HOW TO FILL IN YOUR L.A.: MAX ECTS DIFFERENCE Please note that an exact credit equivalency is not always possible, but a balance between activities indicated in your l.a. is required. Note: the board in charge of approving your learning agreement (“commissionepratichestudenti”) established a maximum difference of 3 credits between the total credits to obtain abroad and the ones to be recognized in your study plan for each semester (for a total amount of approximatively 30 ECTS credits). Note: You can gain some extra points to your final graduation mark according to the number of credits recognized in your study plan at the end of the exchange programme (and not to the number of credits completed abroad): • +1 points if you have at least 8/12 ECTS recognized at the end of your exchange programme respectively if you are enrolled in a bachelor’s/master’s degree programme +2 points if you have at least 24 ECTS recognized at the end of your exchange programme

  18. HOW TO FILL IN YOUR L.A.: ELECTIVES You can include in your learning agreement ELECTIVES too by: • Indicating an equivalence with one of the elective courses of your study plan; • Indicating one of the Scientific Disciplinary Sector only, among the ones established by your degree course. • This may guarantee more flexibility in choosing courses. See the sectors in the section Study plan submission/elective courses of in your degree programme website. For example you can indicate Language courses in one of the foreign languages indicated by the degree course regulation. • It is possible to insert more than 12 elective credits, even if they will be additional credits (i.e. not required to graduate).

  19. HOW TO FILL IN YOUR L.A.: ELECTIVES Example: Note: even if you have already included in your learning agreement the 12 elective credits included in your study plan, please always remember to submit your study plan too, indicating the elective courses (you would like to attend in case you do not pass one or more electives abroad) and respecting the deadlines established by your degree course. If you complete the 12 elective credits abroad, according to your learning agreement, you will not have to take also the ones indicated in your study plan. On the other hand, in case you do not pass an elective abroad or for any other reason, you will be able to take the elective/s included in your study plan.  In some degree courses, besides the elective courses, you also need to choose one or more “courses among” a list of courses. For the same above mentioned reasons, please remind to submit your study plan indicating this further choice too.

  20. HOW TO FILL IN YOUR L.A.: INTEGRATED COURSES It is possible to include in your learning agreement only one module of an integrated course. The mark of the module completed during the exchange programme will be registered and it cannot be deleted, but please note that this does not affect the exam session organization. Example: International management (I.C.): • International management and marketing – 6 ECTS: completed and recognized at the end of the programme – mark 25; • Marketing metrics laboratory– 3 ECTS: not included in your learning agreement  to be completed in Italy at the end of the programme – mark 30. After the recognition of the module completed abroad (A), the integrated course on AlmaEsami– for ex. International management (I.C.) – will show only the credits of the module still to be taken in Italy (3 ECTS). After completing the module in Italy, the teacher registers the mark of the integrated course: International management (I.C.) – 3 ECTS – mark: 30. Only after the registration of the mark of this module, you will be able to see the registered marks for both modules by printing a certificate on studenti online: International management (I.C.): International management and marketing – 6 ECTS – mark: 25 International management (I.C.) – 3 ECTS – mark: 30.

  21. DOUBLE DEGREE STUDENTS INFO Double degree students have to complete a specific study plan abroad, established by the double degree agreement. Therefore, they have to CREATE ONE EQUIVALENCE GROUP ONLY indicating • on the left side all the courses to complete abroad, Internship and thesis included • On the right side all the courses of the second year of your master’s degree course • The overall programme to complete at the partner University replaces the second year study plan at the University of Bologna

  22. OVERSEAS STUDENTS INFO Students participating in the OVERSEAS programme, may have some difficulties in identifying the amount of ECTS credits for each course taught at the partner university. Anyway, it is necessary to identify an equivalence between the credits/courses at the partner University and the ECTS credits. If this information is not available, you can search for information about the number of credits/courses to complete abroad for each academic year or about the number of teaching hours for each course.

  23. L.A. APPROVAL PROCESS The student defines the l.a. with the responsible teacher The student submits the l.a. online at https://almarm.unibo.it The teacher rejects the l.a. The teacher confirms the l.a. The board approves the l.a. The board rejects the l.a. The degree programme Director signs the l.a. The student and the partner universitysign the l.a The student uploads the l.a. on almaRM

  24. LEARNING AGREEMENT CHANGES Before submitting any change to your learning agreement on almaRM, please ask for an preliminary approval to the partner university and to the responsible teacher. The changes should be submitted by 5 weeks after the beginning of the lessons at the partner University. It’s a student’s responsibility to check specific deadlines required by the partner university. It is possible to change your learning agreement up to two times, generally once for each semester. The changes must be submitted on almaRM and you will receive a feedback about the approval/rejection of the proposed changes by your degree programme by 2 weeks. After the approval, a copy of the approved changes will be uploaded on almaRM.

  25. RECOGNITION OF THE ACTIVITIES COMPLETED ABROAD At the end of the exchange programme you have • To ask for the Transcript of Records (ToR) to the partner University: The partner University can send it directly to ems.fo.international@unibo.itor you can deliver your original ToRby hand to the International office of the School/forward the e-mail sent by the partner university (if you received it by e-mail). • Submit your online request of credit recognition, indicating: • If you completed the activities abroad • The mark obtained for each activity • If your request the recognition of the equivalent course in your study plan (according to the learning agreement). Note: The recognition of the activities is carried out according to the learning agreement previously approved, therefore if you need to submit any change, please note that the evaluation board can approve or refuse it. Please carefully check your request: after the approval, it will be no more possible to recognize further activities, besides the ones indicated in your request.

  26. APPROVAL PROCESS AND GRADE CONVERSION After you submit your request: → the responsible teacher validates your request (or rejects it asking for changes) and he/she proposes the grade conversion (into the Italian grading system) → the recognition is verified and approved by the Evaluation Board (called “commissione pratiche studenti” that meets monthly) → your career will be updated by the student administration office The grade conversion is carried out according to the ECTS grading system available at http://www.unibo.it/en/teaching/enrolment-transfer-and-final-examination/the-university-system/ects-label/the-ects-grading-scale.

  27. DOUBLE DEGREE STUDENTS INFO • If you are a double degree student, please get in contact with the International office before submitting your request and confirm which courses you completed abroad. • Indeed, the student administration office has to upload the courses you completed abroad in your career. • After that, you can submit your request creating several equivalence groups where you have to indicate: • On the left side the course completed abroad • On the left side the same course (that has been uploaded in your career by the Student Administration office) • The study plan of your second year will include all the activities completed abroad (that will substitute the study plan of your second year degree course)

  28. CONTACTS International Relations Responible Prof. Mauro Carboni – mauro.carboni@unibo.it International Relations Office - School EMS – Forlì (P.le della Vittoria, 15) For information about the learning agreement, recognition of the activities completed abroad, partner universities info…. Tel. +39 0543 374671/27 - ems.fo.international@unibo.it Office hours: Tuesday, Wednesday, Fridya: 9-12 a.m.; Tuesday and Thursday: 2.30-4.30 p.m. International Relations Office – Forlì Campus (P.le Solieri, 1- Forlì) For information about the Erasmus contract, scholarship, arrival certificate…. Tel. +39 0543 374847 - poloforli.uri@unibo.it Office hours: Monday and Friday: 9-11.15 a.m.; Wednesday: 9-12; Thursday: 2.30-3.30 p.m.

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