For selected participants

PREPARATION OF DEPARTURE OF ERASMUS+ STUDENTS
PARTICIPATING IN TRAINEESHIP PROGRAMMES ABROAD
Obligations of Outgoing Students
2021/22 ACADEMIC YEAR

Dear Outgoing Student,

This Handbook contains detailed information on the practical steps you, as an outgoing exchange student, must take - mostly independently - to arrange your Erasmus Traineeship Programme. You can also seek advice and guidance from Erasmus Faculty Coordinators or the Erasmus Office. You will experience that the Erasmus+ Traineeship Programme involves a lot of administration and paperwork. This is why we have established a system where all programme participants have their own responsibilities. Please keep this in mind and be prepared to undertake a lot of individual work in addition to your current study commitments and to dedicate sufficient time and patience to make the necessary arrangements for the mobility trip. If you follow the guidelines of this handbook, you will avoid the last-minute rushing and problems.

Contents

• Contacts and collection of information
• Arrangements before traineeship
• Self-check
• Notification of the host organisation about your  arrival
• Arrangements after traineeship
• Erasmus Faculty Coordinators
• Language courses at host countries

STEP 1. CONTACTS AND COLLECTION OF INFORMATION
You must contact your Faculty Erasmus Coordinator (See the link: ‘Erasmus Faculty Coordinators’ at the bottom of this page) and inform him/her on the chosen country, profile of the preferred organisation, how you chose the partner organisation and which preparation stage you are at (whether the receiving organisation and you have agreed on your tasks to be undertaken, on accommodation, on any financial or in-kind contribution offered during traineeship). It is of paramount importance that both the Faculty Erasmus Coordinator and you together interpret the form of the Learning Agreement for Traineeships in detail because both the University of Miskolc and the receiving organisation have to clearly state their commitments. Only the official format of the Acceptance Letter available from the University of Miskolc is accepted because this form contains all the necessary information on the receiving organisation that will have to be provided at a later stage. Please note that even if you have already obtained a Letter of Acceptance from the receiving organisation in a different format, you must have the organisation complete the form that can be downloaded from the university website.

The Faculty Erasmus Coordinator will provide you with useful information on traineeships for which you will receive credit and which will be recognised after the traineeship period. In cases of voluntary and zero-credit traineeships, the satisfactorily completed traineeships are also recorded in trainees’ Transcripts of Records in the Neptun system and in Diploma Supplements.

Students who plan to conduct their traineeships embedded in the curriculum (i.e. the traineeship is mandatory in the curriculum) must submit all completed documents before mobility and after mobility both to the Erasmus+ office and to their Departments, because the required documents are different. It is not sufficient to submit the proof of completion of traineeship  only to the Department. It is mandatory to submit all completed Erasmus documents to the Erasmus Office (Building A4, 1st floor, Room 108 or 105)

It is highly recommended that you maintain continuous communication with the receiving organisation and its contact person via email and that you request detailed information on local conditions, living conditions, available accommodation, legislation on aliens and insurance as well as on work schedules, in order to avoid unpleasant surprises.

Mode of working:  due to and depending on the pandemic, host companies will offer different types of work: onsite/physical combined with  online, or exclusively online.  Blended mobility means the combination of working in physical presence and online. The concrete mode of working must be declared in the Letter of Acceptance, however it is advised to clarify the details again before the start of the traineeship. Later, even when the pandemic is over and life gets back to normal, blended mobility may remain the mode of working for the long run (depending on the profile of the company and the activities to be done by the trainee).

STEP 2. ARRANGEMENTS BEFORE TRAINEESHIP

I.DOCUMENT DOWNLOAD

All Erasmus documents are available at: 
http://erasmus.uni-miskolc.hu/letoltheto-dokumentumok
or they can be requested from the Erasmus Office.

The required Erasmus documents are as follows:

• Learning Agreement for Traineeship

After consultation with the Faculty Erasmus Coordinator and the receiving organisation, you can complete this Learning Agreement for Traineeship, which must be approved by the Faculty Erasmus Coordinator and you, and also by the host company. You must clearly indicate the activities to be undertaken by you, how and when you will be monitored during the traineeship and what assessment criteria will be used to evaluate your traineeship outcomes. The form must be typed and not hand written. PLEASE NOTE that before you sign the Agreement, the Faculty Erasmus Coordinator must enter all the data related to full recognition/acceptance of traineeship spent abroad (and indicate whether traineeship is voluntary or obligatory for your degree; whether the University of Miskolc awards any ECTS credits for satisfactory completion of the traineeship and if so, then how many and on what grounds, etc

Grant Agreement (on transferring the grant)
The Grant Agreement sets the financial terms and conditions of the Erasmus traineeship. You must be aware that the grant is only a contribution towards covering the expenses of traineeship abroad and is not intended to cover the full costs of the period abroad.
PLEASE NOTE: Due to the new type of mobility (blended), the period physically spent abroad can exclusively be financed by the Erasmus grant. Online work from Hungary is not supported.

Duration of traineeship abroad: The minimum traineeship of Erasmus+ Programme period is 2 months per each study cycle, which must be strictly respected. You can extend the two-month duration of your traineeship and you must notify the Erasmus Office of your intention to extend the traineeship before the conclusion of contracts. If you apply for and are awarded a 3- or 4-month grant, but intend to be on mobility for a shorter period, you must notify the Erasmus Office of this before concluding the Grant Agreement. After you have left for traineeship and received the grant, you cannot arbitrarily reduce the duration of the traineeship abroad.

THE GRANT AMOUNTS

CALCULATION OF THE ERASMUS GRANT:

The Erasmus officer calculates the exact number of days spent abroad and the amount of the grant to be allocated by using special software. He/she enters the date of start and end of the traineeship, that is the dates when you are due to start and finish work at the organisation. (Note that travel is not included - THE DATES OF DEPARTURE AND ARRIVAL ARE NOT PART OF THE TRAINEESHIP PERIOD!)

The awarded grants are paid in two instalments. The university withholds one month’s grant from the first payment allocated on the dates stipulated in the contract. You must receive a minimum of 70% of the total grant. Trainees going for a 2-month period receive a full grant.

The first instalment of the grant is paid after the Erasmus Office receives all required documents (signed Grant Agreement, signed Learning Agreement, copy of your health insurance, accident and liability policies, leaving permit (in HU: 1. sz. melléklet) signed by the head of institute, dean, completed OLS online language test.
Amount of the 1st instalment : total amount of the grant as stated in the Grant Agreement minus one month’s grant. The first instalment must be  min. 70% of the total grant.
2nd instalment of the grant: students receive the withheld one-month grant (or a part of it) after returning home and presenting all required final documents. The amount of the grant will be recalculated if the arrival and departure dates in the Certificate of Attendance are different from  those in the Grant Agreement. If the duration  proves to be longer than fixed in the Grant Agreement, no additional grant can be allocated when the mobility has already finished, so these extra days will be zero-grant days.

BANK ACCOUNT
You may decide whether to request the grant in Hungarian Forints (HUF) or in Euros (EUR) and provide a bank account for the proper currency. In both cases you need an IBAN code (international bank code) and a SWIFT (BIT) code. You must have your own bank account. The grant can be transferred only to your own account and not to an account of your relatives).

ISCED-F code in an Excel table is also available on the website.

OLS (ONLINE LANGUAGE SUPPORT) - ONLINE LANGUAGE ASSESSMENT COMPILED BY THE EUROPEAN COMMISSION
All participants selected for Erasmus+ mobility must take an online language assessment before departure for mobility in the main work language of the traineeship. After you have uploaded your user profile and activated your Erasmus+ OLS account, you will receive an automatically generated invitation e-mail for the language assessment from the OLS portal informing you about log-in credentials and the assessment deadline (generally one month). PLEASE NOTE that the language assessment must be completed within the indicated deadline! This language assessment is a prerequisite to the mobility, however, its result does not affect the mobility in any way.

After receiving the results of the first OLS language assessment, you will be invited to follow the OLS language course in that language. If your result corresponds to B1 or lower CEFR level, it is compulsory to follow the course. If you have achieved B2 or higher level, the course is not compulsory. However, if you wish to make the most of this opportunity and participate in the course either in the work language or the local language of the country, you can freely do so.

You must start the course within one month of the date of receipt of the email notification or else the system will withdraw your licence. The access period to the OSL language course corresponds to the number of months of your Erasmus+ mobility. It is very important to exactly indicate the start and the end dates of the study period in your user profile so that the system can allow you the access accordingly and automatically send you emails.

II.APPLICATION FOR THE INDIVIDUAL STUDY PROGRAMME FOR THE MOBILITY SEMESTER AND REGISTRATION FOR THE CURRENT SEMESTER

You must have completed the previous semester to be eligible for Erasmus+ traineeship mobility. You must be enrolled in the University of Miskolc for the mobility semester  (except students who have graduated), have active student status and maintain this active status during your full traineeship period abroad. You must apply to the University of Miskolc for an Individual Study Programme for the period of traineeship. You should anticipate the amount of study commitments awaiting you after your mobility period. You cannot reduce your traineeship period on the grounds that you have to take exams at the University of Miskolc.

Traineeship mobility for (recent) graduates
Students who are in their last year of study and will graduate in June 2021 or December 2021 or June 2022 and will have no active student status after that date will possibly have the chance to do traineeships abroad , however,  the conditions of participation in this type of traineeship are not yet clarified. The problems of an extended residence permit in Hungary, as well as making health, accident and liability insurance policies valid in foreign countries during the traineeship may cause difficulties and these issues are not  yet defined. If this type of traineeship is possible, then the application and evaluation processes correspond to the process for undergraduates.

III.CHOOSING AN INSURANCE POLICY VALID ABROAD
You are required to have three types of insurance coverage for Erasmus+ traineeship abroad (all mandatory).  

1. Health Insurance Coverage.
2. The majority of receiving organisations require Liability Insurance Coverage (covering damages caused by the student at the workplace).
3. Accident Insurance Coverage

You can buy insurance policies at travel agencies, insurance agencies or online at www.eub.hu. More information on insurance abroad is available on the ERASMUS website.
A COPY OF INSURANCE DOCUMENTS MUST BE SUBMITTED TO THE ERASMUS OFFICE

STEP 3. SELF CHECK
HAVE I SUBMITTED ALL DOCUMENTS REQUIRED FOR AN ERASMUS TRAINEESHIP TO THE TNRT?

• Letter of Acceptance issued by the receiving organisation
• Grant Agreement
• Learning Agreement for Traineeship
• Leaving permit ((in HU: 1. sz. melléklet)
• Copies of insurance documents
• Online language assessment

HAVE I ARRANGED AND CHECKED INTO ALL MATTERS NOT RELATED TO THE ERASMUS OFFICE?

• enrolment for the semester (except recent graduates)
• payment of the tuition fee to the Univ of Miskolc for the semester of my traineeship (except recent graduates)
• applying for an individual study schedule  (except recent graduates)
• a bank account and a bank card valid abroad
• Certificate of Attendance to be taken to the receiving organisation

STEP 4. ARRANGEMENTS DURING TRAINEESHIP

• Within the first week of your arrival at the receiving organisation you must have the first section of the Certificate of Attendance, the Confirmation of Arrival, signed by the organisation. You must scan the Confirmation of Arrival and send it to the following email address: rekmagnes@uni-miskolc.hu
• If there is any change in your Learning Agreement (Before mobility section), you  will be expected to fill in the LA During mobility section too.
• Before leaving the company at the end of the traineeship,
• you must request the receiving organisation to complete and sign a Traineeship Certificate after successful completion of the traineeship. This is a closing document which contains the actual start and end dates of the traineeship, the completed assignments, the obtained skills and a short evaluation of your work. You must bring this document home after mobility. 
• The Certificate of Attendance is a letter of confirmation of your mobility period abroad. Both the Confirmation of Arrival and the Confirmation of Departure – fully completed documents with original signatures must be brought home and submitted to the office.

All forms can be downloaded from the Erasmus web page or can be requested from the Erasmus Office

STEP 5. ARRANGEMENTS AFTER MOBILITY
Within a week after your arrival home, you must submit all the required documents received from the host organisation to the  Erasmus Office.

• Learning Agreement for Traineeship
• Traineeship Certificate issued by the receiving organisation,
• Certificate of Attendance,
• online EU Survey. (You will receive an email with a link and a code),

Recognition of the traineeship (inclusion in your Diploma Supplement):
The satisfactorily completed traineeship is recorded in your Transcript of Records in the Neptun system and in Diploma Supplement. If the traineeship is an integral part of the curriculum (embedded in curriculum), you will receive ECTS credits. If the traineeship is voluntary, you may or may not receive any credits (depending on the faculty policy and curriculum).  Registration in Neptun  is done by the Dean’s Office.

You must start arranging the mobility trip in good time since Erasmus+ mobility involves a lot of administrative work. Your grant is paid only after the Erasmus Office has received all required documentation.
The forms can be downloaded from http://erasmus.uni-miskolc.hu/letoltheto-dokumentumok
You can see advice and guidance on filling out the forms from Faculty Erasmus+ coordinators or the Erasmus Office.

WHO CAN HELP?

Institutional  Erasmus Coordinator:
Dóra Diána Andráskó
Inst. of Management, A/4. III, 309
Tel: (46) 565111 / ext. 14-38
E-mail:  szvhdora@uni-miskolc.hu

Ágnes Magyar,  A/4, 1st floor, room 105

Tel: (46) 565-111/ext. 16-42
E-mail: rekmagnes@uni-miskolc.hu

Faculty Erasmus Coordinators