Outgoing students

Why should you take part in Erasmus?

There are many excellent reasons to take part in Erasmus. For example, did you know that in addition to the fact that Erasmus offers the opportunity for an exciting and rewarding experience, which will give added value to your degree, if you participate in Erasmus you will receive financial support to help you with the cost of living abroad and you may be eligible for an Erasmus tuition fee waiver?

You may also like to check out the British Council’s web page for parents and guardians in case those supporting you need convincing!

Does your course offer you the opportunity to study or work in Europe??

Although many undergraduate courses offer the opportunity for students to take part in Erasmus, either through study or work, some undergraduate courses may be unsuitable for Erasmus. Although fewer, there are also Erasmus exchange opportunities at postgraduate and doctoral level. To find out if your course is suitable for an Erasmus exchange, check with your Course Director or Departmental Erasmus Coordinator.

Have you considered the cost of studying/working in Europe?

It is important that you research your Erasmus opportunities carefully and make an informed choice based on your individual circumstances. You will need to consider issues such as the cost of living, accommodation, insurance and transport for the country or city in which you like to study or work.

An Erasmus grant is paid to all Erasmus students to help with the additional cost of living abroad. It is not intended to cover all your costs so you must make sure that you have enough money to support yourself while you are away and budget carefully during your placement/s.

Your Erasmus grant is calculated according to the duration of your Erasmus study/work placement. The Erasmus grant rate is confirmed on an annual basis. Click here for information about the 2012/13 Erasmus grant.

Your Erasmus grant should not affect any other maintenance or financial support that you get in the form of a student loan or grant from your Education and Library Board. You will receive an Erasmus grant even if your Erasmus work placement is a paid placement.

An additional Erasmus supplementary allowance for travel to ‘priority countries’ and for ‘widening participation’ will be given to students who meet the eligibility criteria. Click here for information about eligibility criteria in 2012/13. You will be informed of your eligibility for these additional grants when your Erasmus grant application has been approved.

Are you eligible to take part?

In order to take part in Erasmus you must meet all of the following eligibility criteria.

1. You must be registered on a course of higher education studies* at the University of Ulster.
2. Your Erasmus study/work placement must be an integral part of your course at Ulster.
3. You must be on an Erasmus study/work placement of between 3 and 12 months’ duration.
4. You must not previously have received an Erasmus grant in the same category (i.e. you cannot receive an Erasmus grant for more than one study or work period in different academic years).
5. You must have the permission of your Course Director/ Departmental Erasmus Coordinator.
6. You must be in good academic standing when you leave for your Erasmus placement.

* students registered on part-time courses are eligible to take part but must study or work full-time while on Erasmus.

Where can you go?

The following countries participate in the Erasmus programme.

Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, Poland, Portugal, Romania, Slovak Republic, Slovenia, Spain, Sweden, Switzerland and Turkey.

Where can you study?

Your choice of destination for study will depend upon which universities have signed Erasmus exchange agreements with the University of Ulster in your subject area. Check our Erasmus Partner Institutions for options in your subject area, or contact your Departmental Erasmus Coordinator (hyperlink to pdf document listing all Departmental Erasmus Coordinators by Faculty.

It is possible to take two Erasmus study placements in one academic year (for example, a semester studying in France followed by a semester studying in Germany) as long as both placements are approved by your Course Director/Departmental Erasmus Coordinator and that you receive credits for both.

It is also possible to combine an Erasmus study placement with an Erasmus work placement during one academic year.

Where can you work?

Provided that you find a placement that is approved by your Course Director/Placement Tutor, you can work in any of the participating countries listed above. It is possible to take up to two Erasmus work placements in one academic year (for example, a 3-month work placement in Denmark followed by a 6-month work placement in Italy) as long as both placements are approved by your Course Director/Placement Tutor and that you receive credits for both.

For more information and advice about Erasmus work placements, look at the British Council Student Guide to Work Placements.

Do you need to know a foreign language in order to take part?

Some Erasmus partner institutions offer modules only in the host language. If you wish to apply to one of these institutions, it is important that you have the required level of host language competence. Many Erasmus partner institutions offer a range of modules in the host language and in English. In fact, most Departmental Erasmus Coordinators have tried to ensure that at least one of the Erasmus partner institutions in their subject area offers modules in English. With careful planning you should be able to take enough of these modules to gain enough credits. A few Erasmus partner institutions offer modules only in English. To find out more about your choice of institutions and the modules they offer, speak to your Departmental Erasmus Coordinator and/or check the partner institution’s website.

You will have the opportunity to improve your language skills or begin to learn a new language before or during your Erasmus placement. Students on some courses (e.g. MEng) will have the opportunity to take a language module at Ulster followed by an Erasmus study placement. Others will find that a GCSE or A level in the language, topped up with language classes at the partner institution, is sufficient.

Erasmus Intensive Language Courses (EILCs)

Every student studying or working in a country with a less widely-used or taught language will have the opportunity to take part in one Erasmus Intensive Language Course (EILC). Erasmus Intensive Language Courses EILCs are short-term (2 - 6 weeks) language courses that take place at a university in the country of your Erasmus placement. Most EILCs take place immediately prior to the academic year or start of semester. They are a great way to pick up the basics of the language and begin to explore and learn about the history and culture of the country in which you will be spending your placement. You do not normally need any prior knowledge of the language to take part in an EILC. EILCs are not provided for French, German or Spanish (Castilian). EILCs are not offered at all universities so you may find that you take your EILC at a different university from the one at which you undertake your Erasmus study placement. Click here for information about EILC s offered in 2012/13.

How can you find out more?

There is a wealth of online information to help you to make the right choice.

1. The British Council has an extensive website with lots of useful and practical information.
2. All of Ulster’s Erasmus partner institutions have websites with information available in English.
3. Your Departmental Erasmus Coordinator or other staff may have personal experience of the Erasmus Partner Institutions in your subject area; and
4. There may be students at Ulster who have previously studied at the university that you plan to study at. They will probably be more than happy to sit down with you and tell you all about their experiences and give you advice. Ask your Departmental Erasmus Coordinator or the Erasmus Team in the International Office if they can help to put you in touch with a returned Erasmus student.

Erasmus Policy Statement

• Download Erasmus Policy Statement

Applying to the Erasmus partner institution of your choice

In order to apply for Erasmus you must first apply to the Erasmus partner institution (also known as the ‘host institution’ or ‘receiving’ institution) of your choice. Most universities will require you to apply online so you should check the host institution’s website for information about their application process. If the host institution requires you to be nominated by a member of Ulster staff, you should contact your Course Director/Departmental Erasmus Coordinator. If you have any difficulties completing the application for the host institution, your Departmental Erasmus Coordinator should be able to help you.

The following information may be needed for your application to your Erasmus partner institution.
University of Ulster Erasmus Code: UK COLERAI01
University of Ulster Erasmus University Charter (EUC) number: 28408-IC-1-2008-1-UK-ERASMUS-EUCX-1

It is important that you keep your Course Director/Departmental Erasmus Coordinator informed of your progress with your application.

When you have received confirmation from your host institution that you have been accepted to study, you can move on to the next stage.

Applying for your Erasmus grant

Once you have been accepted at your host institution, you should apply to the Erasmus Team for your Erasmus grant.

The deadlines for applying for your Erasmus grant are:
1 September 2012 for a study placement beginning in Semester 1 2012
30 November 2012 for a study placement beginning in Semester 2 2012

It is important that you apply to us as soon as you can so that we have time to process your application and issue your Student Mobility Agreement before you leave for your placement. You must apply at least 3 weeks before your study placement begins.

Download Erasmus grant application process chart.

Step 1 – Complete all relevant sections of the Erasmus Grant Application Form.

Step 2 - Print a copy of the Erasmus Grant Application Form and ask your Course Director/Departmental Erasmus Coordinator to complete Section D in full.

Step 3 – Complete in full a Learning Agreement. This must be signed by your Course Director/Departmental Erasmus Coordinator (for the ‘sending’ institution) and by representatives of the host institution (for the ‘receiving’ institution). We cannot accept your Learning Agreement if you do not list any modules or if it is not signed by your Course Director/Departmental Erasmus Coordinator or the Erasmus partner institution.

Step 4 - Submit your completed Erasmus Grant Application Form along with a copy of your confirmation of acceptance from your host institution and your completed learning agreement to the Erasmus Team at Ulster. Your Erasmus grant application will not be considered unless all relevant sections of the form have been completed in full, and you have included your confirmation of acceptance and your learning agreement.

Step 5 – When your Erasmus grant application has been approved, you will receive an e-mail from the Erasmus Team along with your Student Mobility Agreement and further information for selected students. Please read this information carefully and follow all instructions - in particular the return of required documents - correctly.

Step 6 – Sign and return your Student Mobility Agreement. You must sign and return this before you leave for your placement.

Important things to note:

• You must give us complete dates (dd/mm/yy) on your Erasmus Grant Application Form for your proposed Erasmus study placement/s. You will find semester dates on the website of your host institution. If you have any difficulty finding this information, please speak to your Departmental Erasmus Coordinator. If you do not give us complete dates (dd/mm/yy), we will not be able to issue your Student Mobility Agreement, which must be signed before you leave for your Erasmus study placement.
• Your Course Director/Departmental Erasmus Coordinator must complete Section D in full. If this is not completed, your application will not be processed and will be returned to you.
• You must complete your learning agreement in full. If this is not completed, your application will not be processed and will be returned to you.
• If your application is delayed and we are unable to issue your Student Mobility Agreement before you leave for your placement, you will not be eligible for an Erasmus grant.

For Work

In order to apply for Erasmus you must secure a work placement in one the countries participating in the Erasmus programme. Your work placement must be approved by your Course Director/Placement Tutor and must be an integral part of your course – usually leading to the award of DPP(I) – Diploma in Professional Practice (International).

When you have received confirmation of your work placement you can move on to the next stage.

For Work - Applying for your Erasmus grant

Once you have been accepted for your Erasmus work placement, you should apply to the Erasmus Team for your Erasmus grant.

The deadlines for applying for your Erasmus grant are:
1 September 2012 for a work placement beginning in Semester 1 2012
30 November 2012 for a work placement beginning in Semester 2 2012

It is important that you apply to us as soon as you can so that we have time to process your application and issue your Student Mobility Agreement before you leave for your placement. You must apply at least 3 weeks before your study placement begins.

Download grant application process chart

Step 1 - Complete all relevant sections of the Erasmus Grant Application Form.

Step 2 - Print a copy of the Erasmus Grant Application Form and ask your Placement Tutor to complete Section D of the form in full.

Step 3 – Complete in full a Training Agreement and Quality Commitment (also know as Training Agreement). This must be signed by you, your Placement Tutor (for the ‘Sending Institution’) and a representative of the host organisation at which you will work before it is submitted to the Erasmus Team. We cannot accept your Training Agreement if you do not complete all sections of the form in full.

Step 4 - Submit your completed Erasmus Grant Application Form along with a copy of your confirmation of your work placement and your completed Training Agreement to the Erasmus Team at Ulster. Your Erasmus grant application will not be considered unless all relevant sections of the form have been completed in full and you have included your work placement confirmation of acceptance and your Training Agreement.

Step 5 – When your Erasmus grant application has been approved, you will receive an e-mail from the Erasmus Team along with your Student Mobility Agreement and further information for selected students. Please read this information carefully and follow all instructions (and in particular the return of required documents) correctly.

Step 6 – Sign and return your Student Mobility Agreement. You must sign and return this before you leave for your placement.

Important things to note:

• You must give us complete dates (dd/mm/yy) on your Erasmus Grant Application Form for your proposed Erasmus work placement/s. If you do not give us complete dates (dd/mm/yy), we will not be able to issue your Student Mobility Agreement, which must be signed before you leave for your Erasmus study placement.
• Your Placement Tutor must complete Section D in full. If this is not completed, your application will not be processed and will be returned to you.
• You must complete your Training Agreement in full. If this is not completed, your application will not be processed and will be returned to you.
• If your application is delayed and we are unable to issue your Student Mobility Agreement before you leave for your placement, you will not be eligible for an Erasmus grant.

Before you go

As soon as you have received confirmation that you have been accepted for your Erasmus study or work placement and you have submitted your Erasmus Grant Application to the Erasmus Team, you should start to make preparations for your time away. You will have many things to organise and the information below should help you.

Accommodation

It is your responsibility to organise accommodation during your time abroad. Accommodation provision can vary greatly in different countries, cities, areas and universities, so you should do your research carefully. Some universities will have on- or off-campus accommodation for which you may apply. Others may have no dedicated student accommodation and you may have to find a suitable room through a private agency or one of the hundreds of websites out there. We recommend that you speak to your Departmental Erasmus Coordinator, returned Erasmus students and current incoming Erasmus students from your host institution, who may have advice for you as well as personal experience of the city/area/university you will be going to.

You will also find the following websites useful:

• British Council Be Prepared part of the extensive British Council website which has a wealth of practical information and useful links for further information for outgoing Erasmus students
• Thirdyearabroad.com – designed by university students for university students to provide up-to-date information, help and advice about living, studying and working abroad. You can find out where to live and who to live with, making sure you really make the most of your time away – the most important and exciting part of your degree!
• Justlanded.com – provides information to make the process of moving abroad as easy and as enjoyable as possible for students. Justlanded.com has launched an international community where students can exchange experiences and meet new friends abroad. It also offers an international housing portal which has proven to be extremely popular among students searching for flatshares in their city of destination.
• British Council Erasmus Facebook page

Health and Insurance

It is important that you purchase comprehensive private travel insurance from a reputable company for your time abroad. It is your responsibility to ensure that you are full covered. Although you are free to choose your own insurance, we recommend that you take out insurance through the University as it's Insurance can be bought from your Faculty Office

You should apply for a European Health Insurance Card (EHIC) before you leave the UK. Your EHIC will be valid for up to 5 years. You can apply free of charge for an EHIC via the official EHIC application form. Other unofficial websites may charge you if you apply through them.

Student Finance NI and Education and Library Board (ELB)

You must inform Student Finance NI and your local ELB that you will be studying abroad.

If you are eligible for an Erasmus tuition fee waiver, you will not need to apply for a loan to cover your tuition fees for 2012/13*.

You should check with your ELB whether you are entitled to additional financial support in the form of a travel grant and help to cover the cost of private medical insurance.

* If you fail to complete your Erasmus year abroad you will become ineligible for the Erasmus tuition fee waiver and will be invoiced for fees for the year.

ECTS credits, module selection and credit transfer

While you are away you will be studying or working to gain credits which you will transfer back to Ulster. The normal workload for an undergraduate student at a European university is 30 ECTS credit points (equivalent to 60 UK credit points) per semester, 60 ECTS credit points (equivalent to 120 UK credit points) per year. A year’s work placement will also equate to 60 ECTS credit points. It is important that you register for the correct number of ECTS credits while you are studying abroad.

For Study

If you are going to be on an Erasmus study placement for a full-year you will be registered at the University of Ulster on a code denoting a year leading to the award of DIAS (Diploma in International Academic Studies).

Your Course Director will issue you with a DIAS module handbook, which will confirm how your DIAS year will be assessed and how many credit points you will need to register for at your host university. There is some flexibility in how your DIAS is assessed, so depending on your course, you may be required to register for fewer than 60 ECTS credits at your host institution. If this is the case, you are likely to be required to do additional work, such as completing a learning log or project, or preparing and delivering a presentation on your experiences when you return to Ulster, in order to receive the remaining credits. It is your responsibility to ensure that you know what you have to achieve during your year abroad in order to complete your DIAS assessment.

Before you leave for your placement you will complete a Learning Agreement, which must be approved by your Course Director/Departmental Erasmus Coordinator and by your host institution.This will confirm which modules you are required to take in order to fulfil the requirements of your DIAS and will form the basis for credit transfer at the end of your placement. If, for any reason, you find that you are unable to take all the modules on your learning agreement, you must liaise with your Course Director/Erasmus Coordinator to choose alternative modules. This must be approved on the second page of your learning agreement by your Course Director/Departmental Erasmus Coordinator and by your host institution.

If you make amendments to your learning agreement, you must send a copy of the amended learning agreement with all the necessary signatures to the Erasmus Team for final signature.

In the unlikely event that you return from your placement early or fail to complete all of the required modules and/or additional work, you may fail your DIAS and may be refused a transcript. You may also be required to repay your Erasmus grant. Any decisions made in such situations will be the responsibility of your Faculty along with the Erasmus Institutional Coordinator. You will be kept informed.

For work

If you are going to be on an Erasmus work placement for a full-year you will be registered at the University of Ulster on a code denoting a year leading to the award of DPP(I) (Diploma in Professional Practice - International). Your Course Director/Placement Tutor will issue you with a DPP(I) module handbook, which will confirm how your DPP(I) year will be assessed. It is your responsibility to ensure that you know what you have to achieve during your year abroad in order to complete your DPP(I) assessment.

Before you leave for your placement you will complete a Training Agreement, which must be approved by your Course Director/Placement Tutor and by your host organisation. This will confirm the tasks you are required to complete in order to fulfil the requirements of your DPP(I) and will form the basis for credit transfer at the end of your placement. If, for any reason, the nature or duration of your work placement changes you must inform your Course Director/Placement Tutor and the Erasmus Team and complete a new Training Agreement.

In the unlikely event that you return from your placement early or fail to complete all of the work required, you may fail your DPP(I) and may be refused a transcript. You may also be required to repay your Erasmus grant. Any decisions made in such situations will be the responsibility of your Faculty along with the Erasmus Institutional Coordinator. You will be kept informed.

Erasmus grant

All outgoing Erasmus students will receive an Erasmus grant, which is calculated according to the total duration of your Erasmus study/work placement/s. The monthly Erasmus grant rate is set by the British Council and all outgoing Erasmus students from the UK will receive the same rate.

In 2012/13 the Erasmus grant will be calculated according to the band in which your country of placement falls. There are three bands, each with a different grant rate, designed to reflect the relative cost of living in different European countries. Download the Erasmus grant rates for 2012/13

Your Erasmus grant is likely to be paid in two allocations - an initial allocation, which is usually paid in October, and a second allocation, which is usually paid in late spring. This will be confirmed shortly.

Please note that you must complete a placement of a minimum of 3 months’ duration in order to be eligible for an Erasmus grant. The Erasmus grant is capped at 12 months’ duration so you will only be able to receive a maximum of 12 months’ worth of grant even if your placement exceeds 12 months.

You will be eligible for an Erasmus grant for a placement which begins on or after 1 June 2012 and which ends on or before 30 September 2013. If part of your placement falls outside these dates, you will not be eligible for a grant to cover that part of your placement.

Supplemenary Allowance - Widening Participation

A Supplementary Allowance will be paid to students who are deemed to be eligible. In 2011/12 and 2012/13 this amounts to an additional one-off payment of €500. Click here for eligibility criteria for 2011/12 and for 2012/13. Each eligible student is entitled to one Supplementary Allowance - Widening Participation during the year abroad. You may receive only one Supplementary Allowance – Widening Participation during your year abroad even if you undertake two separate Erasmus placements.

Supplementary Allowance - Priority Countries

Regulations state that priority should be given to outgoing Erasmus students to the following priority countries: Bulgaria, Croatia, Cyprus, Czech Republic, Estonia, Greece, Hungary, Latvia, Lithuania, Malta, Poland, Romania, Slovakia, Slovenia and Turkey.

A Supplementary Allowance will be paid to students who undertake an Erasmus placement in one of the countries above, which have been identified as ‘priority countries’. In 2011/12 and 2012/13 this will be a one-off payment of €400 to eligible students. You may only receive one Supplementary Allowance - Priority Countries during your year abroad even if you undertake Erasmus placements in two priority countries.

Lowest priority should be given to outgoing Erasmus students undertaking an Erasmus placement in their country of origin or citizenship. In the event that Erasmus funding is limited, students whose nationality is Irish and who wish to take a placement in the Republic of Ireland will be given lowest priority.

Note: there is a maximum monthly Erasmus grant payable according to the host country of your placement/s. If you receive both a Supplementary Allowance - Widening Participation and a Supplementary Allowance - Priority Countries and your total payments, when averaged out, exceed the maximum payable, your grant will be reduced accordingly.

Additional financial support for students with disabilities

Students with disabilities or exceptional special needs, who wish to take part in Erasmus and might otherwise have been prevented from doing so, may apply for additional financial support.

You must submit your application for additional funding before your Erasmus placement starts. For more information on this please contact the Erasmus Team.

Payment of grant

Your Erasmus grant will be paid directly into your nominated bank account. The grant will be paid in Euros (€) but can be paid into any bank account. If you would like your grant to be paid into a UK or Irish bank, you can complete and submit your Bank Details Form along with your Erasmus grant application. If you would prefer to set up a bank account in the country of your placement/s, you should submit your Bank Details Form as soon as you have opened your account. It is worth researching your banking options to ensure that you get the best deal for your situation.

It is essential that you complete the Bank Details Form in full as indicated. We will not be able to transfer your grant if you fail to give us your IBAN and SWIFT/BIC code of if you do not write these correctly. We will contact you if we identify problems with your Bank Details Form or your grant transfer; however, this will lead to delays in you receiving your Erasmus grant.

You must inform us immediately and submit a new Bank Details Form if you change your nominated bank account. If you do not do this, your grant will be transferred into the incorrect account, which may result in you having difficulties receiving it.

Erasmus Tuition Fee Waiver

The Erasmus tuition fee waiver is confirmed on an annual basis, and has been confirmed for 2011/12 and 2012/13. This means that your tuition fees to the University of Ulster for your year abroad will be waived if:

1. you are a first degree student; and
2. you are eligible for student support arrangements;
3. and you spend a full academic year* abroad as an Erasmus student

* The definition of a complete academic year for this purpose is at least 24 weeks (excluding weekends and the usual holidays)

Please note that if you leave your Erasmus placement early and do not complete the minimum duration required to meet the definition of ‘full academic year’, you will become ineligible for the Erasmus tuition fee waiver.

If you are classed as an ‘overseas’ student for fees purposes at the University of Ulster, you will not be eligible for the Erasmus tuition fee waiver.

Erasmus regulations state that you cannot be asked to pay university fees at your host university for tuition, registration, examinations, access to laboratory and library facilities, etc. However, you may be asked to pay small fees for costs such as insurance, student unions and the use of miscellaneous material such as the photocopying of academic material, use of laboratory products on the same basis as these are charged to local students.

Required forms and documents

You will be required to complete certain forms and documents before, during and after your Erasmus placement. It is essential that you do this as it is a condition of your Erasmus grant. Failure to submit forms may result in your Erasmus grant being withdrawn.

The Erasmus Team will remind you periodically to submit your forms; however, it is your responsibility to make sure that all forms are completed correctly and in full, and submitted at the required times. We recommend that you keep copies of all the forms and documents that you submit as it is not unusual for post to go missing.

Please use our checklist for study placement or checklist for work placement to keep track of which forms you have submitted and when.

You may submit your forms and documents to the Erasmus Team by post, by e-mail or by fax. Contact details are given on the forms.

Erasmus Intensive Language Courses (EILC)

If you wish to apply for an Erasmus Intensive Language Course you must download and complete an application form and follow the instructions for submission. The deadline for submission of your form to the Erasmus Team is 22 May 2012 for EILCs taking place in Semester 1 and 16 October for EILCs taking place in Semester 2 2013. Please note that application for an EILC does not guarantee a place.

If you attend an EILC you will be eligible for an Erasmus grant for the duration of the EILC. You will not be charged tuition fees for the EILC but you may be charged for excursions or other social events during the EILC. You will be required to pay for accommodation during your EILC but your Erasmus grant will help with this.

Erasmus Student Charter

The Erasmus Student Charter sets out your rights and responsibilities as an Erasmus student. Please download it from http://ec.europa.eu/education/archive/million/charter_en.pdf

While you are away

This is the best part of your Erasmus experience! While we know that there will be numerous new and exciting things to tempt you away from your studies – sports, friends, clubs, places to visit… – there are some important things that you need to know about your studies and your Erasmus grant. This does not cover everything and you will receive further detailed information from us when your application for an Erasmus grant has been approved.

Required forms and documents

You will be required to complete certain forms and documents before, during and after your Erasmus placement. It is essential that you do this as it is a condition of your Erasmus grant. Failure to submit forms may result in your Erasmus grant being delayed or withdrawn.

The Erasmus Team will remind you periodically to submit your forms; however, it is your responsibility to make sure that all forms are completed correctly and in full, and submitted to the Erasmus Team at the required times.

We recommend that you keep copies of all the forms and documents that you submit as it is not unusual for post to go missing.

Forms and documents can be submitted to the Erasmus Team by post, by e-mail or by fax. Contact details are given on the forms.

Confirmation of Erasmus Study/Work Placement form – Part A

When you register at your host university or begin your work placement, it is essential that you complete and return a photocopy of your Confirmation of Erasmus Study/Work Placement form with Part A completed. DO NOT send the original form at this stage as you will need to complete Part B at the end of your placement.

We will use this form to calculate your initial grant allocation so it is important that it is completed in full.

Download Confirmation of Erasmus Study Placement form
Download Confirmation of Erasmus Work Placement form

Initial grant allocation

We will transfer your initial grant allocation when we have all of the following forms completed in full:

1. Erasmus Grant Application Form
2. Bank Details Form
3. Confirmation of acceptance of placement (from host university or organisation)
4. Learning/Training Agreement
5. Student Mobility Agreement
6. Confirmation of Erasmus Study/Work Placement – Part A

We aim to transfer your initial grant allocation to you as soon as possible after we receive all these forms. However, please note that we are not normally able to transfer initial grant allocations until October.

Your initial grant allocation will be paid as a lump sum into your nominated bank account. The amount of grant you receive will be calculated according to the total expected duration of your placement as evidenced on your Confirmation of Erasmus Study/Work Placement – Part A.

When we have transferred your initial grant allocation, we will send you a Receipt of Grant (Initial Allocation) Form. You must sign and return this to confirm that you have received your grant. We must receive this form before you receive any second grant allocation.

Second Erasmus grant allocation

It is likely that there will be a second grant allocation during your year abroad. This is usually confirmed in the springtime and will be transferred to you as soon as possible after the money is received by the University of Ulster.

When a second grant allocation is confirmed we will write to you and transfer the money to your nominated bank account. If you change your bank account before the second grant allocation is paid, you must complete and return a new Bank Details Form. If you do not do this, your grant will be paid into the wrong account.

As with the initial grant allocation, your second grant allocation will be paid as a lump sum and will be calculated according to the total duration of your placement in months. You will receive the second grant allocation even if your placement has already ended before the payment is confirmed.

When we have transferred your initial grant allocation, we will send you a Receipt of Grant (Second Allocation) Form. You must sign and return this to confirm that you have received your grant. We must receive this form within one month of you receiving your second grant allocation. This is a required document.

Making changes to your Learning/Training Agreement

If you make any changes to your Learning Agreement or Training Agreement while you are away, you must have these changes formally approved.

If you have a Learning Agreement you must complete the section of your Learning Agreement entitled “Changes to Original Proposed Study Programme/Learning Agreement”. This section of your Learning Agreement must be signed by the Departmental Coordinator and Institutional Coordinator of the “Receiving Institution” (i.e. your host university) and your Departmental Erasmus Coordinator/Course Director at Ulster (the “sending institution”) before it is submitted to the Erasmus Team.

If you have a Training Agreement, and you change the duration or duties of your work placement, you must complete a new Training Agreement. This must be signed by you, your Placement Tutor/Course Director and a representative of your host organisation before it is submitted to the Erasmus Team.

Examinations and assessment

You are expected to take the same examinations and assessment as other students at your host institution. Assessment can take many forms so make sure that you know how and when each of your modules will be assessed, and plan your studies and revision carefully.

If you fail a module

If you know that you have failed or are likely to fail any of your modules, contact your Departmental Erasmus Coordinator, Course Director or Placement Tutor in Ulster and your Studies Advisor in your host institution immediately.

Provided that you have tried your best, you will probably be given the opportunity to submit additional work or to retake the exam.

If you fail to attend classes/examinations or submit required work

If you fail to attend classes, sit examinations or submit work required by Ulster or the host university, or you are absent from work without permission, you will be deemed to have failed your DIAS/DPP(I) year and will be asked to withdraw from your placement. This has serious consequences for your Erasmus grant, your student loan, your tuition fees and your degree.

It is important, therefore, that you understand and keep up with all that you are required to do. If you have any concerns about this during your time away, please contact your Departmental Erasmus Coordinator, Course Director or Placement Tutor in Ulster and your Studies Advisor in your host institution immediately.

If you leave your placement early

If you leave your placement early, it is important that you inform your Departmental Erasmus Coordinator, Course Director or Placement Tutor, and the Erasmus Team immediately. If you withdraw from your placement for medical or personal reasons, for example, bereavement, you should follow the usual University of Ulster procedures and submit an EC1 form. It is likely that you will be required to repay some or all of your Erasmus grant. The Erasmus Team will be happy to discuss your situation with you and advise you.

Erasmus competitions

Towards the end of your year away, you will be invited to enter an annual competition for participants of the Lifelong Learning Programme (of which Erasmus is one programme) and Youth in Action from across the UK. The 2011 competition invited participants to tell their Erasmus stories in words, photos or film. Click here to see the winning entries for 2011.

When you come home

This is the bit that you have been dreading, though you will probably have spent the past few days partying with your fellow Erasmus students and enjoying all that your second home has to offer for the last time. There are, however, still important things that you need to do before you leave.

Required forms and documents

You will be required to complete certain forms and documents before, during and after your Erasmus placement. It is essential that you do this as it is a condition of your Erasmus grant. Failure to submit forms may result in your Erasmus grant being delayed or withdrawn.

It is essential that the Erasmus Team receives all of the forms that you are required to complete and submit by 1 July.

Confirmation of Erasmus Study/Work Placement form – Part B

It is essential that you complete Part B of your Confirmation of Erasmus Study/Work Placement form within one week of the end of your study or work placement, and submit the form to the Erasmus Team no later than 1 July*. You may submit the original form(with both Part A and B completed) to the Erasmus Team but we recommend that you take and keep a copy for your own records. We are also happy to receive the completed form by fax or e-mail.

We will use this form to confirm that you have received the correct amount of Erasmus grant for your Erasmus placement/s.

* If your placement will end later than 1 July, you must let us know as soon as possible (and no later than 10 July) if you expect your placement to end sooner or later than stated in Part A of your Confirmation of Erasmus Study/Work Placement form. You must submit your completed form as soon as your placement ends.

Erasmus grant amendments

If Part B of your Confirmation of Erasmus Study/Work Placement form confirms that the duration of your Erasmus placement was longer or shorter than originally expected when you completed and submitted Part A, we will be required to make amendments to your grant. This means that you may be asked to repay a part of your Erasmus grant or that you may receive an additional payment. Please don’t hesitate to contact the Erasmus Team if you are in one of these situations and you would like to speak to someone about it.

Student Report Form

You must complete a Student Report Form within one month of the end of your placement. If you complete more than one placement during your time away, for example, if you spend semester one in France and semester two in Germany, you must complete a Student Report Form for each placement.

The Student Report Form can be completed online. You will be given more details of this when your Erasmus grant application has been approved.

Results and transcripts

Before you leave your Erasmus study placement you must make sure that you know how you will receive your results and transcript. Some universities send transcripts directly to the sending institution (i.e. Ulster) while others send them to each student’s home address.

It is essential that your Course Director/Departmental Erasmus Coordinator receives a copy of your transcript as this will be needed for the Board of Examiners, which will confirm whether you are able to progress onto the next year of your course and will confirm your DIAS award or credit transfer. If your transcript is sent to your home address, you MUST give it to your Course Director/Departmental Erasmus Coordinator so that a copy can be kept in your student file.

We need you!!

If you have had a fantastic Erasmus experience and you would be willing to help us to promote Erasmus to other Ulster students, please let us know. We are always delighted to hear about your exciting experiences and share them with others who may be interested. We would also love to see some of your photos or hear in your own words what a great time you had.

The Erasmus Team

The Erasmus Team at Ulster consists of two members of staff based on the Coleraine campus. We are Clare Armour, Erasmus Institutional Coordinator, and Valerie Canny, Erasmus Assistant. We are both passionate about Erasmus and do our best to ensure that things go as smoothly as possible for you. We are very busy and, although we aim to respond to all your enquiries as soon as we can, please be patient with us if you do not receive an immediate response.

You will hear from us several times during your time away on Erasmus. Please do read all the information that we send you carefully as it is important.

If there is anything more that you want to know about Erasmus that you cannot find on our website or through the links that we provide, please don’t hesitate to contact us at:
Email: erasmus@ulster.ac.uk
Telephone: +44 (0)28 7012 3513
Fax: +44 (0)28 7012 4930
Location: J202, International Office, University of Ulster, Cromore Road, Coleraine BT52 1SA
Please note that our working hours are as follows:
Clare Armour
Tuesday – Thursday 0845 – 1315
Friday 0845 – 1230

Valerie Canny
Monday – Thursday 0845 – 1700
Friday 0845 - 1600