AFTERTHESELECTION (STUDIES)
Επικοινωνία με το Ίδρυμα Υποδοχής
Visit the website of the university you have chosen to move to in order to find out about the steps the host institution will ask you to take. Usually, after being informed by the Department for European Educational Programmes (DEEP) of the results of the selection process, many universities send directly to the selected students an email containing all the necessary information and forms or links.
- Registration. The relevant forms and instructions can be found on the website of the host institution and must be followed exactly, as this is a procedure that is specific to the host institution to which you will be moving and varies from one university to another.
- Learning Agreement for Studies: This is a document which is now completed electronically via the Online Learning Agreement (learning-agreement.eu) in accordance with the European Commission's guidelines. If your host institution asks you to submit it at this stage, please read carefully the detailed instructions for completing it below. Otherwise, you will follow the above procedure when submitting the funding documents to the TEEP.
- Housing: Your accommodation is an issue that you should take care of directly with the host institution as they can offer you suggestions and alternatives regarding your accommodation (contact details can be found in the list of partner universities). Most universities offer the option of student halls of residence, which is the most economical solution, and you can ask the relevant office of the Host institution for guidance in finding a room or apartment outside the university campus. You should remember, however, that if you choose to stay in a residence hall, you will have to submit an Accommodation Form, which will be provided by the Host Institution, within the deadlines set by the relevant office at the university abroad, as there is a high demand and therefore priority is given.Finally, you can also contact the Erasmus Student Network of AUTh for any relevant information.
You should exercise caution when looking for accommodation, as there have been several reports of attempts to defraud you.The Department of European Training Programmes posts any relevant information it receives in the Announcements section, which you should keep an eye on.Below are links to the relevant announcements:
22-01-2024 Report of student accommodation website finder for scam - Sweden
12-07-2021 Update on housing scams
19-05-2020 Student fraud when renting accommodation
26-06-2018 Case of fraud - Sweden
23-01-2018 Housing search and online fraud
02-02-2016 Measures to protect Erasmus+ students in cases of fraud
02-02-2016 Case of fraud on a Belgian housing search site in Brussels
- When submitting all of the above, it is possible that the host institution will ask you for a Certificate of Selection from the Aristotle University of Thessaloniki and a copy of your transcript of records. In the case of the transcript of records, you should, first of all, carefully read the type of transcript of records requested by the Host institution (official or not) and then contact the Secretariat of your Department/Faculty for its issue.
- Many times, there are problems in contacting the Host Institution either because you are trying to contact them on a personal account or because you have promoted your Institutional account to a personal one. We therefore recommend that, at least for the Erasmus studies mobility period and until the whole process is completed and the final 20% has been credited to your account, you should deactivate the promotion of your institutional account to personal. Your communication with our Department and with the Host institution should always be done with your Institutional account.
Learning agreement
This section will be continuously updated based on the guidance we receive from the Erasmus+ National Agency/ICU on the new Erasmus+ 2021-2027 programme.
Completing the Learning Agreement for Studies is the most essential process in the preparation phase for moving to the Host institution. Of course, the bilateral agreement on which your move is based is based on the common elements and complementarity of the study programmes of the two departments. Nevertheless, your individual programme should be designed with a view to the stage of progression of your studies, your particular interests, the realism of the programme, and, of course, the rational integration of the courses you will take at the host institution into your main programme at the AUTh.
To ensure this, you should carefully read the host institution's study guide, pay particular attention to the detailed course descriptions and not only to the course titles, and pay attention to the ECTS credits assigned to each course.
Once you have done the above preparatory work yourself, visit the ECTS Coordinator of your School/Department. He or she will discuss your options with you, and may suggest changes or suggest replacing some of the courses with others more relevant to your programme of study - so that the requirement of matching the total number of credits recorded in Table A with courses in your programme of study at AUTH (Table B) is met. This will ensure that the rule of full recognition of your period of transfer is respected after you have passed your examination and returned to AUTH.
Complete the Online Learning Agreement online
Follow the signature procedure of both the ECTS Coordinator of your Department and the responsible professor at the Host Institution, as described below Keep a copy of the fully signed file.
Completion of the Learning agreement form (useful files) is only allowed if the Host institution does not use the specific OLA platform.
ATTENTION!!!!
The total number of ECTS credits of the courses you will declare in table A should be:
60 ECTS for one academic year,
30 for an academic semester, and
20 for an academic quarter.
Final acceptance by the Hosting Institution
You send to the host institution all the required forms, completed and signed in the form indicated by the host institution (email, post) and confirm their receipt. Wait for a formal reply from the Host institution regarding your acceptance, which you will receive once the evaluation of your application has been completed. This response may take the form of an informative email, a formal letter of acceptance, or simply a signed Online Learning Agreement from the Host Institution. We recommend that you do not take any action regarding your departure until you have received some form of confirmation from the Host Institution that you have been accepted. In case of delay, contact the Host institution in the first instance and, if you still do not receive a reply, contact us so that we can consider your case.
Procedure for issuing a Mobility Agreement and funding
The following procedure applies to all students who are to move regardless of grant funding.
ACADEMIC YEAR 2023-2024
This section will be continuously updated on the basis of the guidance we receive from the Erasmus+ National Unit/ICU on the new Erasmus+ 2021-2027 programme.
The Erasmus+ for Studies programme provides for the allocation of monthly funding to students selected to move within the programme, which aims to
contribute to covering the exceptional costs of studying abroad, including travel costs, and cover the difference in living costs between the country of origin and the host country.The amount of this monthly funding is determined by the National Unit for ERASMUS+ (NU for ERASMUS+) (see relevant Table).
1) Submission of supporting documents
Your funding process starts after your selection (after your application/nomination has been sent to the Host institution and regardless of whether you have received official notification/acceptance from the Host institution) and includes the following steps:
"Download" the Statement of Recognition of Studies.
"Download the Statement of Recognition of Studies". Fill in your personal details and the dates of the start and end of the examination period at the Host institution accurately in the Statement of Recognition of Studies, after consulting the university to which you will be moving and confirming the dates. Your period of mobility may include the period of participation in language preparation courses offered by the host institution and taking place before the start of the study programme. This period, if included in the mobility period, may be financed subject to the availability of funds. The start date may be orientation day/enrolment day/welcome week and the end date may be the first or second examination but not the September examination. In any case fund for the days, you are at the Host Institution with physical presence and have some academic commitments.
Correct completion of the above dates is particularly important as they are used to calculate your period of mobility at the Host institution and your funding.
If you need to make any corrections, the TEIB should be informed immediately and in any case before your grant agreement is issued.
Forward the Statement of Recognition of Studies to the Secretariat of your Department/Faculty together with a copy of the Learning Agreement for studies, which you have already completed according to the above instructions, in order to fill in the necessary information and the number of the decision of the competent body of your Department/Faculty, validating the equivalence and future recognition of the courses you have declared in collaboration with the ECTS Coordinator in the attached Learning Agreement for Studies
Ensure that the Statement of Recognition for Studies is digitally signed by the ECTS Coordinator and the Academic Officer of the bilateral agreement under which you have chosen to move.
Ensure that it is digitally signed by the Secretary and the Chair of the Department/Faculty
Receive electronically the Statement of Recognition of Studies from the Secretariat of your Department/Faculty, fully completed and digitally signed.
Complete and sign the Bank Account Credit Application and print a proof (photocopy of the 1st page of the passbook, proof of e-banking, etc.) of the account number you have filled in the application. The funding will be deposited directly into this personal bank account. Therefore, you must be the main beneficiary or joint beneficiary. Please note that any costs incurred in transactions with the Bank (currency conversion, bank transfers, etc.) will be borne by you. CAUTION when filling in the form, as any incorrect or incomplete information will cause a delay in the crediting of the grant amount. You will submit the document on the Department's platform and it will be sent by our Department to the HEC.
Get your European Health Insurance Card, which will ensure you get healthcare in your host country. The insurance institution to which you are insured (IKA, OAEE, OPAD, etc.) is responsible for issuing this card and therefore for the necessary documents. If you need a certificate of your participation in the Erasmus+ Study Programme, our Department can provide you with it.If you are not insured by a public insurance institution, you can contact the Health Service of the Aristotle University of Thessaloniki for the possibility of medical coverage as students. Otherwise, you will have to be insured for the duration of your stay abroad either by a private insurance company in Greece or by an insurance provider in the host country.
Make a digital copy of the EHIC and the Application Form submitted to the Host Institution. If the EHIC expires during your stay, please complete, sign and make a copy of the EHIC Declaration.
Check if you fall into one of the following categories for the purpose of receiving an additional grant:
A) Students with fewer opportunities
and gather the necessary documents (e.g., recent financial clearance and the Responsible Declaration for individuals with fewer opportunities), which must be submitted together with all the above and definitely before the issuance and signing of the mobility contract. Otherwise, even if you fall into one of the above categories, you will not be able to receive the additional grant.
"Upload" to the TEEP website https://eurep.auth.gr/en/outgoing/mydocuments all the above forms in pdf correctly filled out, signed, and stamped by the parties involved, within the deadlines provided each time. Access to this page is made with your institutional account. If you do not have all the documents completed, you can upload incomplete documents, for example, without a signature or even an empty pdf. Checks will be carried out, there will be pending issues, fields will be opened, and you will be able to upload them when they are completed. When you have all the files completed, select the save button to save the final changes and finally the "control request" button.
Once the above process is completed, TEEP proceeds with the verification and processing of all the forms concerning your funding and forwards the Applications and Contracts for signing by the relevant Directorate of AUTH
Financial documents
- Statement of Study Recognition Copy of the Learning Agreement, not necessarily signed by the Host institution.
- Bank Account Credit Application and bank account proof,
- Copy of the European Health Insurance Card or temporary certificate with the card details Copy of the application submitted to the Host Institution (Application form/letter of acceptance)
- Additional grant documents, if you meet the requirements
2) Language assessment
Following information from the National Unit and following a recent decision of the European Commission concerning the Language Assessment and Support (OLS) platform, self-assessment of the language level in the mobility language of the participants is no longer mandatory, although it is sometimes requested by the Host Institutions.
However, we strongly recommend and invite you to register with OLS/EU Academy in order to take advantage of the opportunities offered by the European Commission, such as:
1) Self-assessment of language level in the mobility language before the mobility period.
2) Upgrading your mobility language knowledge through the courses offered and available before and during the mobility period.
3) Communicating with other EU Academy users through the OLS Forums and exchanging views on language-related issues.
For more information about the EU Academy and how to enter and register for the offered courses, please visit the following link:
https://academy.europa.eu/courses/welcome-to-the-eu-academy/view/
3) Signing of the Contract and pre-financing credit
Once you have completed the above steps, go to the TEPEP to sign the Erasmus+ Study Grant Contract according to the posted timetable and receive a copy of it.
According to the provisions of the above Agreement, within 30 days from the date of its entry into force, you will receive an advance payment equal to 80% of the total amount of funding you are entitled to base on the initially planned duration of your studies at the Host Institution, if the Institution has already received funding from the Erasmus+ Student Mobility Programme. The remaining amount of funding will be paid upon your return from the Host Institution and according to the procedure described in the next steps.
Before your departure
Before you leave for your period of study at your Host institution under the Erasmus+ for Study programme, make sure that:
You have signed the Erasmus+ Study Grant Agreement
You have been informed by our Department about the forms you will need to submit to us during your study abroad period.
Significant dates
ACADEMIC YEAR 2023-2024
α) Submission of necessary documents
Declaration of Recognition of Studies
Copy of the application form submitted to the host institution (Application form, Letter of Acceptance)),
Copy of the Online Learning Agreement,
Bank Account Credit Application and proof of bank account,
Copy of European Health Insurance Card or temporary certificate with the card details
Supporting documents for an additional grant, if you meet the conditions
Note: In case you are unable to collect one or more of the above documents through no fault of your own, please contact our Department directly in order to have your case examined.
Regarding the documents you need to submit on the platform in the "Before moving" section, you can upload incomplete or blank documents, so that you can click on "check request" before the deadline. After our department's review, they will be placed in a pending status and you will be able to upload them again when they are completed.
WINTER SEMESTER 2023-2024
June 26, 2023, for students whose program of study at the host institution will begin between August 1 and September 15, 2023
3 July 2023, for students whose programme of study at the host institution will start from 16 September 2023 onwards and who move for the winter semester or for the whole academic year
SPRING SEMESTER 2023-2024
10 NOVEMBER 2023, for students whose programme of study at the host institution will start in January 2024
17 NOVEMBER 2023, for students whose programme of study at the host institution will start after January 2024
b) Signing of the Funding Agreements for the academic year 2023-2024:
|
Starting period of the course |
Period for signing the Contract |
|
1 August - 31 August |
30 - 31 August |
|
1 September - 15 September |
30 August - 7 September |
|
16 September - 30 September |
11 - 14 September |
|
1 October - 30 October |
18 - 21 September |
|
1 November - 31 December |
30 October - 2 November |
|
1 - 15 January |
4 - 8 December/ Additional Appointments 12 - 13 December
|
|
16 - 31 January |
4 - 8 December/ Additional Appointments 12-13 December |
|
1 - 15 February |
8 - 12 January |
|
16-29 February |
15 - 19 January / Additional Appointments: 22-23-24-29 January |
|
01- 31 March |
7-8-9 February |
|
1 - 30 April |
4-7 March |