Documents to complete and hand in before, during and after your stay abroad

Before going abroad

1. Grant Agreement
After successfully applying for an ERASMUS+ grant, you will receive an e-mail from the International Office informing you about the amount of the monthly grant rates as well as the Grant Agreement with your personalised details. You need to complete and sign this document and then submit the original to the International Office.

2. Obligatory Language Test
Before starting your mobility, you have to take an online language test in the working language or language of instruction of your host company or university. You will be sent a link to do this before the start of your stay abroad. The test is not a selection criterion for funding and will only be carried out after you have been selected for ERASMUS+ funding.

3. Erasmus+ Student Charter
You will receive the Student Charter from the International Office. It explains your rights and obligations when being funded by the Erasmus+ programme.

Provided that all the required documents are handed in at the International Office by the deadline and provided that sufficient funds are available, 70% of your Erasmus+ mobility grant will be allocated to you at the beginning of your stay abroad.

During your stay abroad

It is possible and sometimes necessary to make changes to the Learning Agreement for Traineeships or for Studies.

In case you need to change your Learning Agreement for Traineeships during your internship abroad, please fill in the second part of the form ("During the mobility") and have it signed by your host institution and the responsible person at the West Coast UAS  once again. It is permitted to conduct this process digitally.

In case you need to change your (digital) Learning Agreement for Studies, you need to to this 5 weeks after your arrival at the host institution at the lastest. After making the changes to your digital Erasmus+ Learning Agreement in MoveON, have it approved by your programme coordinators at the West Coast UAS and at your host instutition once more.

After returning home

You need to hand in the following documents at the International Office 30 days after your return at the latest:

1. Letter of Confirmation
You will receive the Letter of Confirmation from the International Office after you have been awarded an Erasmus+ grant. You need to have your host university or host company complete and sign it at the end of your stay.

2. Transcript of Records
For internships: Das Traineeship Certificate needs to be completed and signed by your host company on the last day of your stay.
For exchange semesters: The Transcript of Records will be issued by your host university at the end of your stay and must then be submitted to the International Office of the West Coast UAS.

3. Online EU-Survey
All Erasmus+ students are required to complete a report in the EU database after their stay abroad. You will receive the link to the survey immediately after your return.

4. Travel Report
Written travel report about your time abroad and your experiences at the host university or company.

As soon as all required documents have been handed in in time and as soon as the online EU-survey has been completed, the second grant rate of 30% of your Erasmus+ mobility grant will be allocated to you (provided that sufficient funds are available).

1. Advice on insurance and travelling safely
   We recommend that you subscribe to the newsletter service of the Federal Foreign Office for your destination country: https://www.auswaertiges-amt.de/de/newsroom/newsletter/bestellen-node. As soon as travel and security advice for your destination country changes, you will automatically receive an e-mail, regardless of your current location. Furthermore, we also recommend that you register on the Foreign Office's crisis precaution list ("Elektronische Erfassung von Deutschen im Ausland") (https://elefand.diplo.de) before you leave. With the help of the crisis precaution list, the local missions abroad can quickly contact German nationals in their official district in crisis and other exceptional situations.
   You need to have health insurance during your stay abroad. In addition, personal liability insurance and accident insurance are recommended. It is possible to participate in the DAAD group insurance at your own expense. Health/accident and personal liability insurance are included. Further information is available from the DAAD.
   Insurance Office Tel.: 0228/882-8770;
   E-Mail: versicherungsstelle(at)daad.de
   https://www.daad.de/de/im-ausland-studieren-forschen-lehren/stipendien-finanzierung/daad-versicherungen/versicherung-im-ausland/
2. Advice on our application portal
   Please keep your MoveOn login credentials (especially your e-mail address) for the whole application process. You might need to login several times during the process tfill in forms or to edit your informaton and the system can only find your entries if you login with the same credentials that you used when registering.
   After applying for an ERASMUS+ grant, you'll receive an e-mail notifying you whether you'll receive funding for your internship or exchange semester abroad within the course of two weeks.
   Please check you spam mail regularly during these weeks to prevent ou notification from getting stuck there.