Mobility and Settlement Procedures

THE RULES FOR MOBILITY AND SETTLEMENT OF MOBILITY FOR TRAINEESHIP/STUDIES

The traineeship must ensure the possibility to acquire competences relevant for the student's academic major.

The traineeship may take place in foreign companies, research centres, non-profit organizations, and other institutions such as museums, libraries, or hospitals.

The institution offering traineeship to the student must be established in a country that participates in the programme.

Traineeship may not be held in:

  • institutions of the European Union;
  • Institutions managing European Union programmes;
  • Polish diplomatic offices (unless the working language ensures international character of the traineeship).

Traineeship lasts between 60 and 90 days (in accordance with Mobility Tool) and must end by 30 September 2017.

Students who qualify to take part in the programme are recommended to single-handedly search for a suitable receiving institution. The university may offer help in searching for a receiving institution, however, it does not guarantee that it will be found.

The students may allocate part of the scholarship to covering the costs of learning the language of a receiving country during the traineeship. Participation in a language course may not result in shortening of the period of mobility at the receiving institution.

Prior to signing an agreement with the university, the student is obliged to present an intent letter from the receiving institution at the Office for International Cooperation, which testifies to the readiness of this institution to offer traineeship to the student and specifying the date of commencement and termination of traineeship.

The receiving institution may require from the candidate for traineeship to submit additional documents (e.g., a certificate of no criminal record).

Each Erasmus+ scholar is obliged to buy accident insurance and obtain appropriate health insurance (covering medical expenses) before mobility.

Basic health insurance is guaranteed by the European Health Insurance Card (EHIC) issued by the National Health Fund (NFZ). Detailed information is available on NFZ websites.

The student should also obtain information from the receiving institution about requirements on civil liability insurance and purchase appropriate insurance, if necessary.

Students must settle their traineeship / studies within 10 days following termination of mobility, however, not later than by 10 October 2017.


1. Settlement of traineeship involves submission of the following documents:

  • certificate of the period of mobility at the receiving institution, which contains the actual date of commencement and termination of the traineeship, drawn up according to the template and form specified by the University;
  • certificate of completion of the training programme with evaluation by the receiving institution's traineeship attendant, drawn up according to the template and form specified by the University;
  • filled in online Erasmus+ Participant Report – an online document;
  • filled in online before and after language tests available on the OLS website;
  • Training Records drawn up according to the template and form specified by the University and maintained during the first month of traineeship – if the Erasmus+ traineeship is to be credited towards mandatory traineeship included in the study programme;
  • monthly reports on the progression of traineeship drawn up according to the template and form specified by the University.

If the student meets all the requirements specified in the “Learning Agreement for Traineeships”, the period of traineeship will be recognised and credited towards mandatory traineeship, if provided for in the study programme, in accordance with the Student Traineeship Rules applicable at the University of Finance and Management.

If the study programme provides for no mandatory traineeship or the student has already undergone such traineeship, information about Erasmus+ traineeship will be noted in the Diploma Supplement.

The decision whether the student meets all the requirements is made by the University on the basis of verification of the documents supplied by the student.

In case of inconsistencies, the decision regarding the extent of crediting is made by the University, which may also decide whether being in default on certain conditions necessities reimbursement of part or the whole of the scholarship awarded to the student.

Reimbursement of the scholarship by the student is not required in case of “force majeure” (i.e., circumstances beyond the control of the student such as serious illness or an unfortunate incident). In order for a situation to be categorized as “force majeure”, it is necessary to obtain written consent of the National Erasmus+ Agency.

2. Settlement of studies involves submission of the following documents:

  • certificate confirming the period of mobility at the receiving university, which contains the actual date of commencement and termination of the studies, drawn up according to the template and form specified by the University;
  • certificate of completion of the study programme with a transcript of records, drawn up according to the template and form specified by the University;
  • filled in online Erasmus+ Participant Report – an online document;
  • completed before and after mobility online language tests available on the OLS website;
  • monthly reports on the progression of studies, drawn up according to the template and form specified by the University.

If the student meets all the requirements specified in the “Learning Agreement for Student Mobility for Studies”, the period of study will be recognised and credited towards the student's academic course.

The decision whether the student meets all the requirements is made by the sending University following verification of the documents supplied by the student.

In case of inconsistencies, the decision regarding the extent of crediting is made by the sending University, which may also decide whether being in default on certain conditions necessities reimbursement of part or the whole of the scholarship awarded to the student.

Reimbursement of the scholarship by the student is not required in case of “force majeure” (i.e., circumstances beyond the control of the student such as serious illness or an unfortunate incident). In order for a situation to be categorized as “force majeure”, it is necessary to obtain written consent of the National Erasmus+ Agency.


RULES FOR STAFF MOBILITY FOR TEACHING ASSIGNMENTS (STA)

Qualification criteria

An employee is qualified for mobility based on evaluation of the “Staff Mobility for Teaching-Mobility Agreement”. Staff Mobility for Teaching-Mobility Agreement defines: educational goals, content of class programme, and the expected results.

If the qualification procedure yields equal qualitative results for two or more employees, staff members leaving for mobility for the first time are given priority.

An employee's mobility at a partner university/receiving institution must commence and terminate between 01 June 2016 and 30 September 2017.

An academic staff member is required to hold at least 8 hours of classes for students of the receiving university during a single instance of mobility.

An academic staff member's mobility lasts for between 2 and 10 days, excluding travelling time.

Each staff member qualified for mobility signs a written agreement.

The scholarship is handed over to the staff member provided that he or she accepts all the conditions specified in the agreement. The scholarship is paid out via bank transfer in Euro to the bank account specified in the agreement.

A staff member who does not receive scholarship funded from the Erasmus+ budget (i.e., travels without a scholarship or with a zero scholarship) must conform to all the rules except for the ones applicable to scholarship.

A staff member will be informed about the necessity to obtain a written certificate confirming the period of mobility and accomplishment of the purpose of the mobility from the receiving university. The certificate should contain information about the number of class hours that were recorded.

Once the staff member returns from mobility at a partner university, he or she is obliged to fill in an Erasmus+ Participant Report. To settle mobility in financial terms, it is necessary to fill in the Report online.

A staff member should have insurance (against accidents and covering medical expenses) throughout the period of travelling and mobility at the partner university.

The rules for mobility and settlement of mobility

  • The following documents serve as confirmation of correct spending and payout of a scholarship to a staff member by the university:
  • an agreement between the staff member and the university;
  • “Staff Mobility for Teaching-Mobility Agreement”;
  • a document confirming mobility at the receiving university, the period of mobility, and the number of classes that were recorded;
  • a “Participant Report” filled in by the staff member.

RULES FOR STAFF MOBILITY FOR TRAINING (STT)

Qualification criteria

An employee is qualified for mobility based on evaluation of the “Staff Mobility for Training-Mobility Agreement”. The Staff Mobility for Training-Mobility Agreement defines: training goals and expected results as well as working schedule and staff member's tasks.

If the qualification procedure yields equal qualitative results for two or more employees, staff members leaving for mobility for the first time are given priority.

An employee's mobility at a partner university/receiving institution must commence and terminate between 01 June 2016 and 30 September 2017.

Mobility should last for a minimum of 2 business days and not longer than 5 days (excluding travelling time). In case of mobility for a period longer than 5 days, successive days will be treated as mobility with zero funding.

Each staff member qualified for mobility signs a written agreement.

The scholarship is handed over to the staff member provided that he or she accepts all the conditions specified in the agreement. The scholarship will be paid out in a single tranche to a bank account specified by the staff member.

A staff member who does not receive scholarship funded from the Erasmus+ budget (i.e., travels without a scholarship or with a zero scholarship) must conform to all the rules except for the ones applicable to scholarship.

A staff member will be informed about the necessity to obtain a written certificate confirming the period of mobility and accomplishment of the purpose of the mobility from the receiving institution.

The certificate should contain information about the character of the training.

Once the staff member returns from a receiving institution, he or she is obliged to fill in a “Participant Report”.

To settle mobility in financial terms, it is necessary to fill in the Report online.

A staff member should have insurance (against accidents and covering medical expenses) throughout the period of travelling and mobility at the partner university.

The rules for undergoing and settlement of STT:

The following documents serve as confirmation of correct spending and payout of a scholarship to a staff member by the university:

  • an agreement between the staff member and the university;
  • “Staff Mobility for Training-Mobility Agreement”;
  • a document confirming the period of mobility in a receiving institution and that the training programme has been carried out;
  • a “Participant Report” filled in by the staff member.