The Erasmus+ program is focused on higher education, cooperation between higher education institutions, vocational education at the higher education level and cooperation between higher education institutions and businesses. The program is primarily intended for students, teachers and employees of higher education institutions, but also for trainers from companies and other entities.

Conditions

  • the student must be enrolled in at least the 1st year of a bachelor’s degree programme
  • the student must be enrolled in an accredited study program at MENDELU (bachelor’s, master’s or doctoral study program)
  • the duration of the study stay is at least 2 months/a maximum of 12 months
  • due to limited funding, mobility is allocated and funded for a period of one semester
  • the student can request an extension of the mobility, if approved, the award of the scholarship for the extended period depends on the current drawdown of the grant
  • the student was selected in a duly announced selection procedure
  • the study stay is implemented only based on valid inter-institutional agreements concluded between MENDELU and a foreign institution (ATTENTION! contracts may differ according to individual MENDELU faculties)
  • the student must be enrolled appropriately for studies at the faculty through which the stay is being carried out for the entire duration of the trip
  • meet the Qualification Conditions of the Erasmus+ Programme
  • the program is not intended for students who came to the Czech Republic to study under the Erasmus Mundus program
  • mobilities to the student’s country of origin are not possible at MENDELU (only as a zero grant, i.e. without entitlement to a scholarship)
  • the sum of all Erasmus+ study stays and Erasmus+ practical internships in a given level of study must not exceed 12 months (stays completed during LLP Erasmus are also included).
  • repeated study stays are possible, however, due to the limited financial resources reserved for this activity, they are considered mobilities with a lower preference in the selection process
  • EU Member States – Austria, Belgium, Bulgaria, Croatia, Cyprus, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden
  • European Economic Area – Norway, Liechtenstein and Iceland
  • candidate countries: Turkey, Macedonia, Serbia
  • the scholarship is used to partially cover the costs (it is only a contribution to the increased costs associated with a stay abroad) – financial participation of the student is assumed
  • the lump sum per month includes both living and travel expenses
  • the scholarship is paid based on the signing of the Participant´s Agreement
  • the scholarship calculation is based on days
  • the scholarship is paid to the student in one instalment
  • the student receives the scholarship no later than the 1st day of the start of the mobility
  • the specific date of sending the scholarship depends on the date of signing the Participant´s Agreement
  • the scholarship will be transferred to the student’s EURO account entered in UIS
Groupcountry of destination scholarship
Group 1Austria, Belgium, Denmark, Finland, France, Germany, Iceland, Ireland, Italy, Liechtenstein, Luxembourg, Netherlands, Norway, Sweden660 EUR/month
Group 2Cyprus, Estonia, Greece, Latvia, Malta, Portugal, Slovakia, Slovenia, Spain600 EUR/month
Group 3Bulgaria, Croatia, Hungary, Lithuania, Poland, Romania, Serbia, North Macedonia, Turkey540 EUR/month
  • students with disabilities (physical or mental) or special educational needs can apply to the Centre for International Cooperation in Education (“DZS”) for a special grant through the Rectorate IRO
  • various types of hearing, visual or physical disabilities, as well as illnesses requiring special diets (e.g. gluten-free or lactose-free diets) – in this case, the difference between the special diet in the Czech Republic and the country of study stay is additionally reimbursed, the student is obliged to document bills
  • the student states in the application (only in Czech), why he/she is applying for a special grant and shall pass the application to the IRO Coordinator for Erasmus+ study stays
  • the application should be accompanied by:
    • cost calculation
    • medical report
    • a copy of the ZTP (disability card), if applicable
    • signed O(LA)
    • Letter of Acceptance confirming that the foreign university was aware of the student’s medical condition
  • the adequacy of the requested costs shall be assessed by the Erasmus+ Institutional Coordinator
  • the application including all attachments must be submitted before signing the Participant´s Agreement
  • upon return from the study stay, an accounting is required (i.e. by submitting the relevant receipts and/or invoices to prove which specific expenses arising from the specific health condition during the study abroad were incurred and covered by the grant; unused funds must be returned)
  • detailed information HERE
  • Application – Financial contribution for students with special needs (only in Czech)

Selection Process

  • usually twice a year:
    • January (main selection process) – with validity for the next academic year (i.e. SP that takes place in January 2024, within the academic year 2023/24, shall be valid for the academic year 2024/25 beginning in September 2024)
    • May (complementary selection process) – for the SS of the next academic year (shall take place only if sufficient funds are available)
  • the SP includes: filling out the online application and passing the language exam
  •  Qualification Conditions of the Erasmus+ Programme
  • the selection of colleges/universities to be entered into the application (maximum of 4 institutions in the maximum of 2 languages of instruction) must be carefully considered
  • we recommend that you thoroughly go through all available sources of information:
  • in one semester it is necessary to study specialized subjects (i.e. subjects that are in line with the student’s field of study) in a minimum amount of 18 ECTS (for more information contact the faculty coordinators)
  • it is advisable to consider in which category the subjects studied abroad will be recognized at MENDELU (compulsory, compulsory-optional, optional)
  • the student can get up to 30 points in the SP for the selection of subjects corresponding to his/her study specialisation (see below)
  • the student may enter 4 different colleges/universities in his/her application in the order of preference, within 2 different languages of instruction
  • each student competes with all the other students who chose the same study language and the same colleges/universities in the SP
    • applicants who do not take the language exam or who take only one part of the exam are excluded from the selection process
  • the successful applicants shall be assigned one college/university at which they shall study (there are no pre-set minimum points that the student must achieve to be placed at a certain college/university; the success depends on the performance of the group of applicants competing for the placement and on the funds available)
  • the participants to the SP applying in two languages of instruction shall be assigned only one college/university upon processing the results
  • in the case of two applicants with the same college/university on a different position in their list of preferences, who have a different number of points, the placement shall be assigned to the applicant who obtained a higher number of points, not the applicant who has the institution on the higher position in his/her list of preferences
  • should the applicant fail to obtain a placement in any of the colleges/universities in his/her list of preferred institutions, the student shall be included in the standby list for the study language concerned (or, as the case may be, to the list for both the languages in which he/she failed)
  • substitutes may be addressed with an additional offer of study abroad in the order according to the standby list (sometimes this may happen several months after the termination of the SP)
contentpoints
study results (average)max. 30 points
language knowledge (20 points written test + 10 points interview)max. 30 points
correct selection of study courses in the Learning Agreement following the specialization (preliminary Learning Agreement)max. 30 points
participation in Buddy System and activity in ESN MENDELUmax. 10 points
maximum for an application100 points
  • each applicant can follow the development of his point score (partial results) as well as the final results of the SP in his application profile in UIS
  • the final results of the SP will be published according to the schedule
  • applications are submitted during the period according to the schedule
  • all students are informed about the call for applications by bulk e-mail
  • it is not necessary to wait until the status of studies for a given semester is as complete as possible to submit the application (the final tally of points for the facts documented in the application will take place only after the end of the selection process)
  • fill in an electronic application through the UIS (Student´s portal → My studies – My study abroad – Submit exchange programme application)
  • the application form is submitted online, there is no need to submit a printed version to the faculty!
  • details about filling out an electronic application can be found in the UIS documentation (only in Czech; Svazek 2 – Student: kapitola 4 – Zahraniční studium)
  • annexes to the application:
  • the final (Online) Learning Agreement will only be created by students at the time of admission to the foreign university and after they have been provided with an updated course catalogue by the foreign university
  • application statuses and attributes
  • the language exam can be taken in English, German, French, Spanish and Italian
  • it is at the B2 level
  • each student (except native speakers) who wants to go abroad within the Erasmus+ Programme needs to pass the language examination (language certificates are not accepted)
  • for bachelor and master students, it consists of a written and an oral part – the student applies for the examination dates through the Erasmus+ English course, where it is necessary to register specifically for both the written and the oral part
  • for PhD students consists only of an oral interview
  • students will receive all information about the examination process and registration well in advance of the examination
  • dates of language exams see schedule
  • if the student passed the language exam in the past, he/she might get it recognized: the language exam is recognized up to 1 year back
  • the student has to apply for recognition from the faculty when submitting the printed application 
  • Written test:
    • consists of 40 partial tasks (each task is given 0.5 points) and is divided into several activities using various testing methods (answer selected from a menu, semi-open answer, created answer, the transformation of information, matching, supplementing, completion of text etc.)
    • areas to be tested: vocabulary, grammar, reading with comprehension and language functions, i.e. use of the language for completing a practical task
    • written tests are taken via the UIS – students who successfully applied to the SP shall get all the information by e-mail
    • to pass the test, you must give at least 24 correct answers out of the total 40, and thus obtain 12 points
    • time assigned: 45 minutes
    • discarded materials are published here
  • Oral exam:
    • the oral part consists of an interview in 7-10 minutes
    • to pass the exam, the student must get at least 6 points out of 10

Before mobility

  • after the announcement of the selection process results, the list of nominated students including their basic data shall be sent to the institutions abroad by the IRO officer for Erasmus+ study stays, from whom the student shall receive an e-mail confirming the dispatch of nomination
  • after the nomination, the student should receive an e-mail from the institution abroad, confirming receipt of the nomination, which does not necessarily mean admission of the student to study (there are usually additional administrative formalities in line with the instructions of the institution abroad), the sending of information is governed by the rules of the foreign university – some send it immediately, others only after the nominations are closed
  • at some universities, the Learning Agreement (LA) is also part of the application or Online Learning Agreement (OLA); however, we recommend sending it straight away even if it is not a mandatory part; the student will thus avoid complications caused by time delays (more information about the document can be found below)
  • the student needs to meet the deadlines and requirements for applying to foreign universities, usually the student will receive these dates along with other information from the foreign university
  • if the foreign institution requires a Transcript of Records (ToR) with the application, this is a transcript of courses taken at MENDELU, which the student obtains from his/her study department (the university may also require other documents)
  • confirmation of the language proficiency level (level B2) will be found in the student’s UIS repository after the language test – in case of problems contact Mrs Kamila Hercova (kamila.hercova@mendelu.cz)
  • the student sends the application with attachments to the foreign institution according to the instructions of the foreign university
  • as soon as the foreign institution receives the application, the sometimes very demanding administrative process of the student’s admission begins – the foreign institution should contact the student and send him all available information about the study and further discuss with the student organizational matters related to the stay; it is already necessary to pay attention to accommodation, which can take up to several weeks to arrange
  • the nomination for the Erasmus+ study stay is binding
  • if the student is forced to cancel his/her nomination for serious reasons, he/she is obliged to do so immediately via the form Notification of Withdrawal of Foreign Mobility in UIS, which is then automatically sent to IRO and the faculty
  • at the same time, the student is obliged to send an apologetic e-mail to the foreign coordinator abroad (with a copy also to the IRO Erasmus+ Study Stay Coordinator) explaining the reason for cancelling his/her stay
  • withdrawing from the nomination may affect the future possibility of inclusion in the program
  • the study period may only be organized based on a trilateral Learning Agreement (“LA”), MENDELU primarily uses its online version of the Online Learning Agreement
  • some foreign universities have not yet switched to the online version of LA and may require you to submit a “traditional” paper version – in this case, follow the instructions of the foreign university
  • the student must obtain at least 18 ECTS in specialized subjects (i.e. those related to his/her study programme, compulsory, compulsory-optional, optional); doctoral students work on their doctoral thesis (or according to the faculty requirements); exceptions are PhD students who are working on their dissertation
  • the LA/OLA must be signed before the departure to the study stay
  • the LA/OLA shall be signed in the following order: student, person in charge of the faculty arranged through the IRO officer, coordinator abroad
  • by the signature of the LA/OLA, the person in charge confirms that he/she agrees with the student’s study plan and that the subjects specified in the LA shall be recognized by MENDELU upon arrival, provided they were successfully passed (see below)
  • offer of study courses is available on the website of the institution abroad
  • certain institutions send their catalogues to the nominated students by e-mail
  • negotiation of the LA/OLA may take several months (especially over the summer); therefore we recommend starting the process sufficiently in advance (ideally together with the application, see above)
  • the LA/OLA must be complete (i.e. confirmed both by MENDELU and the receiving institution) before signing the Participant´s Agreement (see below)
  • How to fill OLA:
  • confirms the student’s admission to a university/college abroad
  • acceptance may be in the form of a formal letter or an e-mail
  • the acceptance letter shall contain the student´s name, the name of the receiving institution and dates of the planned study (exact dates from – to, incl. the orientation week, welcome activities etc.)
  • in case the acceptance letter does not contain the exact dates of the stay, the student shall also submit the printed schedule of study for the semester
  • if the foreign university does not issue its own Letter of Acceptance to the student, the MENDELU form can be used (the student sends it to the coordinator at the receiving institution for confirmation)
  • after receiving the Letter of Acceptance, the student shall:
    • have the mobility entered into the UIS by the IRO officer of his/her faculty (he/she shall submit the Letter of Acceptance with dates of stay); the icon for bank connection and Checklists shall be displayed in the UIS afterwards
    • enter the number of EURO account into the UIS (via Student´s portal → My study abroad) it is possible to enter the EURO account of any bank or foreign bank – in this case the student pays the costs for the payment of the scholarship abroad and signs the Bank Account Owner’s Declaration (you will receive it when signing the agreement)
    • arrange for the Travel Proposal (UIS – eAgenda – Trips abroad), based on which the insurance is paid
    • based on the Letter of Acceptance, the student will be issued the GA, and the amount of the scholarship will be calculated

  Letter of Acceptance (MENDELU form)

  Travel Proposal – guidelines for completion

  • serves for submitting documents for the study stay abroad (some fields are just for ticking and they indicate if the condition was met or not – for example Bank Account number, EU-Survey, LA and ToR match)
  • the application can be accessed at the UIS Student Portal (after the student has registered the mobility into the UIS based on the Letter of Acceptance – see above)
  • the mandatory documents (i.e. documents that all students must upload into the application) are as follows:
    • before departure
      • Letter of Acceptance (approved by the IRO officer for Erasmus+ study stays in the app)
      • Learning Agreement / Online Learning Agreement (faculty approves)
      • proof of payment of “MENDELU” insurance (approved by IRO)
      • OLS initial test result (see below; approved by IRO)
    • upon return
      • Confirmation of Erasmus+ study period (approved by IRO)
      • Transcript of Records (approved by faculty)
  • other documents are required only in case of extension of the study period, changes in LA, etc. (see below)
  • the student uploads completed documents into the app (i.e. with all the signatures etc.)
  • uploaded documents to Checklists are automatically indicated as unapproved until they are checked and approved by the person in charge  
  • all the documents in Checklists must be approved by the person in charge (IRO coordinator for study period or faculty IRO officer) 
  • the student can work on the document until it is approved
  • online language testing of students before the Erasmus+ mobility (except the mobility to Slovakia)
  • language support is provided for the main working language, not the language of the country
  • the working language is specified in the LA/OLA
  • on-line language support:
    • enables mobility participants to evaluate their language skills and, if they wish, to participate in an online language course
    • the language course is available in languages other than the working languages, the course is voluntary
  • the OLS test is available here: https://academy.europa.eu/
  • after passing the test the student receives a certificate, which is uploaded to the Checklist
  • the final OLS test is no longer compulsory
  • the student shall conclude the Participant´s Agreement with the IRO officer for Erasmus+ study stays no later than 2 weeks before the planned departure
  • the student must make an advance appointment to sign the PA
  • the student uploads all required documents to the Checklists before signing the PA
  • the PA must be signed in person before the departure (agreements may not be sent by mail or signed under a power of attorney)
  • the student must not depart for the mobility without the duly signed PA and all the required documents
  • the scholarship shall be paid to the student after he/she signs the PA
  • students who participate in the study period within the Erasmus+ Programme and are citizens of EU/EEA countries involved in the programme are not obliged to apply for student visa
  • a new regulation has applied in Turkey since July 2014, under which foreign students do not need student visa to arrive in the country; they apply for a permit to stay for the period of study at the foreign police upon arrival (info: Turkish Embassy in Prague, tel.: 224311402/403)
  • in case the student is not a citizen of an EU/EEA country, he/she may be obliged to apply for visa also to other countries than just Turkey; accurate information can be obtained at embassies and consulates
Travel insurance

During the stay

  • the LA/OLA may be modified upon arrival abroad if necessary
  • changes must be made in the same form as the original LA/OLA – paper or online version
  • the student shall prepare a new study plan, so called Changes to Original Learning Agreement (Changes = During the Mobility Part of LA/OLA), taking into account student´s specialization, and upon potential consultation with the faculty coordinator and on condition of obtaining at least 18 ECTS per semester in specialized subjects
  • guidelines for completion of Changes and faculty requirements can be found on faculty websites
  • the student shall sign the Changes to LA/OLA, and have them approved first by the faculty coordinator, then by the coordinator abroad
  • the student can present the Changes within 30 days after the start of the semester at the foreign institution
  • the student shall upload approved Changes to the UIS Checklists – if the student does not have a box in his/her Checklists to upload LA/OLA Changes, he/she needs to add a new learning event (at the bottom of the Checklists – New Learning Event – Learning Agreement Change)

  Changes to original Learning Agreement (MENDELU form)

  • is possible only upon agreement with the sending and receiving institutions
  • the student shall not be awarded funds for the extension automatically; if the extension is approved, the award of the scholarship for the extended period depends on the current drawdown of the grant
  • extension without entitlement to scholarship (Erasmus+ zero-grant student):
    • the student may apply for the extension at any time during the stay through the Application for Extension
    • the student shall not obtain financial support; however, the status of an Erasmus student and ensuing benefits (e.g. waiver of the tuition fee at the institution abroad etc.) shall remain
  • extension of the stay by an entire semester with financial support (possible only in the WS):
    • the student may apply for the extension through the Application by 30 October of the academic year concerned
    • the student shall have the application confirmed by the partner coordinator and then send it by e-mail to the IRO of the home faculty for approval
    • the approved document shall be referred by the faculty IRO to the Rectorate IRO for the approval of funding
    • in case there are sufficient funds, the IRO coordinator for Erasmus+ study stays shall approve the application and shall inform the student, the partner coordinator, as well as the faculty IRO coordinator
    • the change in the total amount of scholarship must be specified in the Amendment to the GA sent to the student after the delivery of the Transcript of Records for the previous semester (or of the Statutory Declaration on passing the specialized subjects and obtaining 18 ECTS credits) and of the LA/OLA for the next semester
    • the scholarship additional payment is paid only after signing the Amendment to the Participant Agreement
  • extension of the stay with financial support (shorter than one semester):
    • is only possible for reasons related to the study (e.g. longer exam period than expected etc.)
    • the student shall contact the IRO coordinator for Erasmus+ study stays to request this form of extension immediately after becoming aware of the need for an extension
    • other administrative matters shall be discussed between the student and the coordinator on an individual basis
  • it is possible after the agreement of the student with the sending institution and is solved by an addendum to the PA and a proportional reduction of the scholarship
  • if the student does not comply with the minimum length of stay, i.e. 2 months (60 days), he/she must return the entire scholarship

After the stay

  • is a main proof of completion of the study period
  • we recommend getting the Confirmation before departure home
  • the Confirmation must contain the exact dates of stay (scholarship is awarded according to the dates)
  • must be confirmed by the foreign coordinator no earlier than 5 days before the end of the mobility
  • the student shall submit the ORIGINAL to the Rectorate IRO within 14 days of the end of mobility, alternatively, an electronic version of the document sent directly by the foreign university (not forwarded by the student) may be accepted
  • a scan of the Confirmation shall be uploaded by the student to Checklists in the UIS
  • in case the length of the stay is shorter or longer in comparison with the period set out in the PA, the accounting of the scholarship must be made and a signature of the Amendment to the PA must be arranged with the IRO coordinator for Erasmus+ study stays
  • the student may use the MENDELU form
  • shall be uploaded into Checklists no later than within 4 weeks of the end of mobility to the faculty coordinator
  • in case the reasons for the delay in submission are on the part of the receiving university, the student shall immediately inform the faculty IRO and Rectorate IRO
  • in addition to submitting to the appropriate coordinator, ToR must be uploaded to the Checklists
  • the ToR must correspond to the LA/OLA or, as the case may be, to the Changes in the names of subjects and their credit values (eventually in codes if the receiving university uses them)
  • the student may use the MENDELU form
  • the final OLS test is no longer mandatory
  • PhD students also submit an evaluation of the work during the stay according to the faculty’s requirements (this evaluation is uploaded to the Checklist with the ToR)
  • the student is also obliged to:
    • fill in the Final Report in UIS (Student Portal → My Study Abroad) within 30 calendar days after the end of the mobility – the report mainly serves as a source of information for other students
    • fill in the final report for the EU (EU-Survey) – the student will receive a request to fill it in by e-mail
    • record that all documents have been delivered and are complete
  • in case the student fails to obtain the required 18 credits (minimum) in the specialized subjects, he/she is obliged to return a proportionate part of the scholarship, the student makes an appointment at Rectorate IRO to sign an Addendum to the Participant Agreement
  • if the student shortens his/her study stay by more than 5 days, he/she is obliged to return a part of the scholarship in the amount corresponding to the length of the shortening, the student will contact the Rectorate IRO to sign an Addendum to the Participant Agreement
  • in case the student breached the Qualification Conditions of the Erasmus+ Programme he/she is obliged to return a proportionate part or the entire amount of the scholarship
  • if the student fails to deliver the required documents by the deadline set by the sending institution and/or fails to fill in the final report (EU-Survey), he/she shall return the financial support in full
  • the amount of the refund shall be specified by the IRO coordinator for Erasmus+ study stays

Contacts

KAMILA HERCOVÁ
building X
+420 545 135 115, +420 771 134 024
Office hours: Mo – Thu 9:00 – 12:00
by appointment only
Faculty Coordinators

Documents