The University of GreenwichFaculty Erasmus+ CoordinatorOutgoing Erasmus+ Guidelines

1. What are my responsibilities?

• Create an up to date list of partner institutions annually for students.

• Nominate students to partner institutions in line with student numbers agreed in current Inter-Institutional Agreements.

• Assist students applying to partner institutions and ensure that students have all the information they need.

• Understand and advise students based on the Erasmus+ Outbound Student Handbook guidelines.

• Ensure that students know they need to book their own travel, and that it is better to do so early.

• Advise students on insurance (including whether the host institution has public liability insurance / employer’s liability insurance), and the European Health Insurance Card (EHIC).

• Provide information on outgoing students to the International Partnerships Office as required.

2. What are my responsibilities? (continued)• Complete necessary Erasmus+ forms with students by deadlines given:

• Erasmus+ Agreement• Including Part 1 of Learning Agreement and Grant Agreement which must be

done before mobility – see point 7 below.• Student Checklist• Ensure that the student is given the entire Learning Agreement (Parts 1, 2 and 3)

before departure.• Ensure students register at Greenwich and at the host institution.• Advise students that they still need to apply any Student Finance (e.g to Student

Finance England) as they have done in previous years and tell them you are doing Erasmus+.

• Explain that if students are going to study or work in English, French, German, Italian, Spanish or Dutch, and this is not their mother tongue, they must complete the EU’s online language assessment test. This result of this test does not count towards their grades

3. How do I advise international students about Erasmus+?• International students can participate in Erasmus+, however you should

ensure that they are aware of the following:

• They should contact the Student Centre at Greenwich several months before their departure, to check whether or not they will need to be present to register at the University of Greenwich at any point before or during their Erasmus+ mobility period.

• They need to discuss visa implications of their Erasmus+ mobility period with an International Adviser at Greenwich Student Centre.

• It is a good idea for you to give the student a letter confirming that they are an Erasmus+ student.

• International students are eligible and can apply for an Erasmus+ grant, in the same way as UK/EU students.

4. How does Erasmus+ affect the students’ fees in 2014-15?• Erasmus+ students do not pay any fees to their host institution.

• Erasmus+ students are still liable to pay fees to their home institution during their mobility period.

• The amount of fees payable by the student will depend on:

a) their year of entry into higher education; and

b) whether they are a home student or an international student.

• International students will be required to be the full amount of their fees.

• If you require further guidance on this point, please contact Student Finance.

5. What is the Erasmus+ Grant?• The Erasmus+ Grant is a contribution towards

students’ living costs overseas.• The grant is based on monthly amounts which vary

from country to country.• For 2014-15 grants are between €350-400 per month

for study placements and €450- 500 for traineeships

6. How do students get an Erasmus+ Grant?• You must request an Erasmus+ Grant for each of your Erasmus+ students,

but this is a competitive process and grants are not guaranteed for each student. Sarah Heath can advise on this.

• If the grant application is successful the first 80% of the grant will be paid into the student’s bank account once the Grant Agreement and Part 1 of the Learning Agreement have been completed, signed by all required parties and returned to the International Partnerships Office.

• This amount must be paid to the student before their departure.

• If the grant application is unsuccessful, the student can still participate in Erasmus+ as a “zero-grant” student.

7. What forms and documentation do students need for study placements before they go?

• Erasmus+ Agreement, consisting of 4 parts:

• Annex 1 – Learning Agreement for Studies

• Part 1 of the Learning Agreement must be completed and signed by you, the student and the Erasmus+ Coordinator at the host institution before the student departs.

• Annex 2 – General Conditions

• This document is for the student’s information only.

• Annex 3 – Student Charter

• This document is for the student’s information only.

• Annex 4 – Grant Agreement

• The Grant Agreement must be completed and signed by you and the student before the student departs. We will not be able to pay the student’s Erasmus+ Grant until the Grant Agreement has been completed, signed and returned to the International Partnerships Office.

• Student Checklist

• The student checklist must be completed and signed by you and the student before the student departs.

8. What forms and documentation do students need for work placements before they go?• Erasmus+ Agreement, consisting of 4 parts:

• Annex 1 – Learning Agreement for Traineeships• Part 1 of the Learning Agreement must be completed and signed by you, the student and the

Erasmus+ Coordinator at the host institution before the student departs.

• Annex 2 – General Conditions• This document is for the student’s information only.

• Annex 3 – Student Charter• This document is for the student’s information only.

• Annex 4 – Grant Agreement• The Grant Agreement must be completed and signed by you and the student before the

student departs. We will not be able to pay the student’s Erasmus+ Grant until the Grant Agreement has been completed, signed and returned to the International Partnerships Office.

• Student Checklist• The student checklist must be completed and signed by you and the student before the

student departs.

EU Language Assessment and Support • The requirements below are obligatory from the second semester 2014/15.

• If students are going to study or work in English, French, German, Italian, Spanish or Dutch, and this is not their mother tongue, they must complete the EU’s online language assessment before mobility. This test will be available through the European Mobility Tool – please ask Sarah Heath for details. This result of this test does not count towards their grades.

• The EU will make a number licenses for online language courses available to beneficiaries in 2014.

• On their return students studying or working in English, French, German, Italian, Spanish or Dutch, (if not their mother tongue) must complete a further EU’s online language assessment. Again the result does not count towards grades.

9. What do I need to do about insurance?• Students can benefit from the University of Greenwich insurance free of

charge – but you must register them for the policy and provide them with a travel insurance number before they depart.

• Make sure that your Erasmus+ students read the policy carefully as it contains some exclusions. For example, if a student travels to their country of origin (e.g. if a Hungarian student undertakes an Erasmus+ placement in Hungary), they will not be able to benefit from the University of Greenwich health cover.

• Make sure you give each outgoing student the following:

• Their University of Greenwich policy document.

• Their individual travel insurance number.

• Start and end dates of policy cover

10. What do I need to do about insurance? (continued)• Inform the student whether or not their host institution has public

liability insurance or equivalent (or employers liability insurance or equivalent in the case of work placements).

• If they do not, you should advise the student to buy an additional insurance policy to provide them with cover while they are studying at, working at or involved in activities organised by the host institution.

• Advise the student to obtain a free European Health Insurance Card, if eligible.

11. What do students need to do when they arrive at the host institution?• Register at the host institution.

• Check that the courses listed on their Learning Agreement are still available.

• If any changes need to be made (e.g. because of timetable clashes), Part 2 of the Learning Agreement must be completed and signed by the student and the host Erasmus+ Coordinator within 5 weeks of the student’s official start date. The form must then be sent immediately to you to sign.

• The student must make sure that they attend classes or work placements, and remember that they need the credit for classes taken.

• It is the student’s responsibility to ensure that they meet the requirements to progress at Greenwich when you complete their Erasmus+ mobility period.

12. What do I need to do while the students are at the host institution?

• Please stay in touch with the students during their Erasmus period and ask for feedback on their Erasmus experience.

• International students will need to be monitored – please contact Student Affairs on this matter.

• Please encourage students to share photos from their Erasmus+ experience on our Facebook page, so we can promote Erasmus+ further at Greenwich.

13. What do students need to do before they come home?• Ask their host Erasmus+ Coordinator to complete, sign and date

their Certificate of Attendance – scan and email to s.f.heath@gre.ac.uk .

• On receipt of the Certificate of Attendance the remaining 20% of the student’s grant will be paid into their bank account.

14. What do I need to do at the end of the student’s mobility period?

• The Erasmus+ Coordinator at the host institution must complete Table E in Part 3 of the Learning Agreement. This document must be signed and returned to you, together with a Transcript of Records, within 5 weeks of the end of the student’s mobility period.

• Within a further 5 weeks, the University of Greenwich must assess the student (e.g. through a PAB). You then need to complete Table F in Part 3 of the Learning Agreement.

• You must send a signed copy of the completed Part 3, together with the Transcript of Records, to both the student and the International Partnerships Office. This needs to be done within 5 weeks of receiving the documents from the host institution.

15. What do students need to do when they come back?

• They will receive an email from the European Commission asking them to complete an online report on Erasmus+.

• The student must submit the online report within 30 days of receiving the email from the European Commission. If they fail to do so, they may be required to repay their Erasmus+ Grant.

• The student must ensure that they have sent a receipt for any grant payments to Sarah Heath at s.f.heath@gre.ac.uk .

• If taught in English, French, German, Italian, Spanish or Dutch, and this language is not their mother tongue, on return a student must complete another of the EU’s online language assessments – only applies to students who started their mobilities on or after the second semester 2014/15.

16. Who are the key contacts?Subject Erasmus+ Coordinator Email Telephone

Erasmus General Sarah Heath s.f.heath@gre.ac.uk +442083317952

Business Sarah Sheikh s.a.sheikh@gre.ac.uk +442083317504

Computing & Mathematical Sciences Yvonne Fryer y.d.fryer@gre.ac.uk +442083318431

Humanities Simon Dye s.r.dye@gre.ac.uk +442083319010

Law Angela Laycock a.m.laycock@gre.ac.uk +441634889348

Education & Health Lucie Pollard l.v.pollard@gre.ac.uk +442083318446

Engineering Ouahid Harireche o.harireche@gre.ac.uk +441634883787

Landscape Edward Wall e.wall@gre.ac.uk +442083319116

Pharmacy Nathalie Lavignac n.lavignac@kent.ac.uk +442083313479

Science Samantha Alsbury s.alsbury@gre.ac.uk +442083319273

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