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After the mobility
Servizi5. Documents to be submitted at the end of the mobility
5.1 Upon return
Within 30 days after the end of the mobility students must submit the following documents to the International Office at Univr:
- Certificate of Stay, completed and signed by the Host University also in the “DEPARTURE” section, without manual corrections in the date / name section
- Learning Agreement “BEFORE the Mobility” Esse3 (approved by both Sending and Receiving Institutions)
- in case of changes, Learning Agreement “DURING the Mobility” Esse3 (approved by both Sending and Receiving Institutions)
- Transcript of Records / Research report for thesis or internship, signed by the Host Institution (see 5.3)
- Final questionnaire (Participant Report) relating to the Erasmus+ experience abroad (to be filled online).
Once the office has checked the documents, students have to access Esse3 and upload the following attachments in their application (see Esse3 Guidelines for Erasmus+ mobility):
- Final Learning Agreement fully signed (including LA changes, if any)
- Certificate of stay
- Transcript of Records (TOR)
- Any further attachments required for specific Study Course regulations
If any of the documents listed above is missing by the deadline, Univr will ask for the return of the whole grant / contributions, as indicated in the Financial Contract (see 1.6).
5.2 Calculation of the actual amount of the Erasmus+ mobility grant
In order to calculate the actual amount of the mobility grant, the dates indicated by the Host University on the Certificate of stay are considered, together with the dates stated in the Transcript of Records (TOR). The TOR must contain the dates corresponding to the actual start and end of the academic activity (lessons / exams / any language courses / internships).
To calculate the duration of mobility this rule is conventionally applied: 1 month = 30 days. In case of incomplete months, the financial contribution is calculated by multiplying the number of days of the incomplete month by 1/30 of the monthly grant.
Activities shorter than 2 months (i.e. 60 days) are not eligible, and students will be asked to refund the whole grant. Notwithstanding the minimum duration, when the mobility period is shorter than the months stated in the Financial Contract:
- if the difference between the real period and the expected period is greater than 5 days, the contribution is recalculated based on the actual days spent abroad certified by the Host University
- if the difference is equal to or less than 5 days, the contribution is paid as provided in the Financial Agreement.
Financial coverage for mobility is assigned only for the period physically spent abroad (= physical mobility).
In case of attested needs, in agreement with Univr and the Host University, the mobility can be organized as blended mobility. In this case the contribution is recognized only for the physical mobility part (in compliance with the minimum duration = 60 days).
5.3 Transcript of Records
After the conclusion of the mobility period and according to its own deadlines and procedures, the Host University must provide students with a certificate of the academic activities (Transcript of Records corresponding to the LA section "After the Mobility"), aimed at recognizing the activities carried out during the study period abroad. In the case of research for thesis, a PhD research, or an internship, students have to request a document from the Host University containing:
- a description of the activity carried out successfully (to integrate the Transcript of Records)
- any useful information for the purpose of career recognition (ECTS number and/or number of hours).
5.4 Recognition of activities
Within 30 days after the receipt of the Transcript of Records by the Host University, students have to request recognition of the activities at the relevant Student’s office for the specific Study Course, in accordance with University Regulations for international student mobility and the specific Regulations for each area of study. It is also necessary to upload all the documents in the appropriate online section in Esse3 (see Esse3 Guidelines for Erasmus+ mobility).
To validate the credits gained abroad in order to obtain tax exemption and/or Univr merit grants, students are strongly recommended to ask for the recognition as soon as possible. This way, the career will be up-to-date at the time of the submission of tax exemption / merit grant application.
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FAQ
- Also "Housing form", requested by the Host University to those students who are looking for accommodation during their mobility period. Please respect deadlines and procedures to submit the form (online, e-mail etc…)
- Certificate of the previous academic career: Host University may ask for this document together with the Application Form. Please refer to the Student's office of your Study Course and ask for a Certificate of your academic career, including exams, in English language (stamp may be required). To certify the 1st cycle career already completed (= Laurea Triennale), please contact the Diploma Office and ask for the Diploma Supplement.
- A form required by the Host University to be completed by exchange students. Please check and respect the deadlines and procedures to submit the application (online, e-mail, by post etc…)
- A document issued upon request by the International Office to certify the status of "exchange student" in the framework of the Erasmus+ programme.
- Certificate of Stay completed and signed by the Host University together with the Transcript of Records. Both documents must contain the dates corresponding to the actual start and end of the academic activity (lessons / exams / any language courses / internships)
- A mixed type of mobility, partly in the Home Country (virtual mobility) and partly in the Host Country (physical mobility).
- A four digit number to identify the field of study stated in the bilateral agreement with each Partner University
- Institutional code to identify each University participating to the Erasmus+ Programme.
University of Verona = I VERONA01
- Mandatory document to be signed before the mobility by each outgoing student and the Univr Legal Representative (Rector) containing the financial information about the grant.
- A professor at Univr coordinating the exchanges activities with each Erasmus Partner University (see map of international agreements).
- A professor at the Department of Foreign Languages and Literatures who approves the academic activities abroad (See Erasmus Regulations of the Department).
- A professor officially nominated by the Department/School for international mobility and activities, including the Erasmus Programme.
- Your email at the University of Verona made of your Univr ID and @studenti.univr.it (or: name.surname@studenti.univr.it) International Office will communicate with students by means of this institutional address.
IMPORTANT: students have to reply by using Service Desk.
- Study plan containing the activities abroad. See detailed procedures in the Esse3 Guidelines for Erasmus+ study mobility.
- The International Office staff send the names and data of the selected students (= Outgoing students) to the host universities (Nomination).
- Mandatory Survey to be completed by outgoing students at the end of their mobility abroad. The survey is online and it is managed by the European Commission on the "Beneficiary Module" platform.
- Extension of the mobility in order to stay abroad longer than the scheduled period stated in the financial contract.
- Also "Host Institution". The Partner University abroad where outgoing students spend their mobility period.
- A certificate of the academic activities (corresponding to the LA section "After the Mobility"), containing activities completed abroad, released by the Host University after the conclusion of the mobility period.
- In the framework of the international mobility at Univr (such as Erasmus+ study Programme):
"internship" (= tirocinio) is a compulsory activity scheduled in the study plan of some Study Courses (i.e. Education / Healthcare);
"stage" is intended as a training activity in a company / organization as an alternative to other planned study activities.