For selected participants

HOW TO PREPARE FOR ERASMUS+ STUDIES ABROAD
Obligations of Outgoing Students
2021/22 ACADEMIC YEAR

Dear Outgoing Student,

This Handbook contains detailed information on practical steps you, as an outgoing exchange student, must take - mostly on your own - to arrange your Erasmus Study Programme. You can also seek advice and guidance from Erasmus Faculty Coordinators or the Erasmus Office. You will experience that Erasmus+ involves a lot of administrative work. This is why we have established a system where all programme participants have their own responsibilities. Please keep this in mind and be prepared to undertake a lot of individual work in addition to your current study commitments and to dedicate sufficient time and patience to make the necessary arrangements for the mobility. If you follow the guidelines of this handbook, you will avoid the last-minute rushing and problems. The official forms to be filled out for studies abroad and the administration of grants are uniform across European universities and are mandatory.

Contents:

  1. Planning and collecting information
  2. Application to the host university
  3. Registration at the host university
  4. Compulsory online language assessment (OLS language tests 1 and 2)
  5. Documents to be submitted to the ErasmusOffice of the University of Miskolc
  6. Other administrative and study arrangements before departure for mobility
  7. Self-check
  8. Arrangements in the host country
  9. Arrangements after mobility
  10. Faculty Credit (ECTS) Coordinators 

 

1.PLANNING AND COLLECTING INFORMATION
As soon as outgoing students are selected, the ERASMUS OFFICE sends the basic personal data of students to the host universities by e-mail. This is the nomination.
Note that this is only a nomination for an Erasmus grant. The nomination is accepted only after you have prepared the required materials (see point 2), and submitted the requested documents to the host university. You have to submit your application and requested documents to the host university according to their instructions, in most cases online (the mode of application and the deadline of submission vary from university to university). It is essential to know the host university’s Erasmus web site and keep the required deadline.
IT IS HIGHLY RECOMMENDED THAT YOU COLLECT ALL FUNDAMENTAL INFORMATION ON THE HOST UNIVERSITY WELL AHEAD OF YOUR SCHEDULED DEPARTURE  DATE. IF YOU ARE DUE TO DEPART IN THE SECOND SEMESTER, YOU ARE RECOMMENDED TO START ORGANISING YOUR MOBILITY IN SEPTEMBER!

WHAT INFORMATION TO COLLECT BEFORE DEPARTURE FOR MOBILITY?

PLEASE NOTE that it is of vital importance to be aware of the language of instruction at the receiving university (partner institutions are located in non-English language areas and the number of courses of the study programme in English can be limited). We would like to draw your attention to partner institutions in Spain, Italy, France and Greece where, with one or two exceptions, very few courses are available in English. It is highly recommended that only students who speak the language of these countries apply for Erasmus mobility to these countries and undertake the courses in the host language or else studying in these countries will be quite difficult.


USEFUL ADVICE ON PREPARING FOR STUDIES ABROAD:


BLENDED MOBILITY (combination of physical and online mobility)
Due to and depending on the pandemic, host universities will offer different types of learning: onsite/in-class/physical combined with online, or exclusively online.  Blended mobility means the combination of learning in physical presence and online. The concrete mode of learning will be communicated by the host university before the start of the semester. Later, even when the pandemic is over and life gets back to normal, blended mobility may remain the mode of learning for the long run. Outgoing students are only entitled to the Erasmus grant for the period actually (physically)  spent at the host university/country (no grant is awarded for the period when studies are done online from the sending country).

Duration of mobility abroad: the Erasmus+ programme requires a minimum of study period of three months, which must be strictly respected. Since this period is not sufficient to complete a semester, a 4-5-month study programme abroad is recommended. Please note that the period of 3 months is not sufficient for completing your study programme and passing all the exams. The academic schedule, the beginning and the end of the teaching and examination periods at host universities must also be considered. Credits are awarded for a completed semester, passed courses and exams in the examination period at host universities.

Individual Study Programme (in HU: kedvezményes tanulmányi rend): You must have completed the previous semester to be eligible for Erasmus+ mobility. You must have active student status at the University of Miskolc and maintain this active status during your full mobility period abroad. You must be enrolled for the semester at the University of Miskolc, sign up for courses in the Neptun system and apply for an Individual Study Programme in the Dean’s Office. In the application for the Individual Study Programme you must specify the courses that you are considering for recognition after mobility. You are advised to contact your teachers whose courses are similar to those at the host university and will probably be recognised by the Univ of Miskolc. You should anticipate the amount of study commitments awaiting you after your mobility period. You cannot reduce your mobility period on the grounds that you have to take exams at the University of Miskolc.

Arrival  date at the host university: most universities expect the incoming Erasmus students to arrive on a specific date. Usually, there is an orientation week just before the start of the semester. Participation in orientation is highly recommended. Students have to adjust their arrival to the instructions of the host university (the starting date of the semester can be quite different at the different universities, e.g. in Scandinavian countries semesters start in August and January, in Germany they start in October and April).


Financial matters: The Erasmus+ grant is only a contribution to covering the expenses of study mobility abroad and is not intended to cover the full costs of the period abroad. The amount of the grant will be fixed in the Grant Agreement between the student and the Univ of Miskolc. A grant calculator software calculates the exact amount of the grant by days. The amount of the grant is recalculated after returning to Hungary, based on the dates in the Certificate of Attendance.


Country rates of the Erasmus+ grant:

 

Receiving country Study mobility and combined mobility(studies+traineeship (Euro)

Programme countries with high living costs:
United Kingdom, Finland, Sweden, Denmark, Ireland , Norway, Lichtenstein, Luxembourg, Iceland

€520 /month

Programme countries with medium living costs:
Spain, Germany, Netherlands , Belgium,  Portugal, Greece,   Cyprus , France, Italy, Austria, Malta

€520 /month

Programme countries with lower living costs:
Poland, Romania,  Hungary, Lithuania,  Slovakia, Bulgaria, Latvia, Estonia, Malta, Republic of North Macedonia, Turkey, Czech Republic, Slovenia,  Croatia, Serbia

€470 /month

The first instalment of the grant is paid after the Erasmus Office receives all required documents (signed Grant Agreement, signed Learning Agreement, copy of your health insurance policy, leaving permit (in HU: 1. sz. melléklet) signed by the head of institute, dean, chancellor, completed OLS online language test.


Amount of the 1st instalment : total amount of the grant as stated in the Grant Agreement minus one month’s grant. The first instalment must be  min. 70% of the total grant.


2nd instalment of the grant: students receive the withheld one-month grant (or a part of it) after returning home and presenting all required final documents. The amount of the grant will be recalculated if the arrival and departure dates in the Certificate of Attendance are different from  those in the Grant Agreement. If the duration of studies abroad proves to be longer than fixed in the Grant Agreement, no additional grant can be allocated when the mobility has already finished, so these extra days will be zero-grant days.

2.PREPARATION OF APPLICATION MATERIALS FOR THE HOST  UNIVERSITY

Please note that once you have become an Erasmus+ student, you must satisfy the expectations of the host university. Act as expected, precisely follow the instructions of the host university and respect the set deadlines.


You must download or fill out online an Application Form, Accommodation Form and the Learning Agreement of the host university available on its website. The Faculty ECTS Coordinator approves the Learning Agreement. All completed and signed documents and forms or other annexes required by the host university must be submitted to the International Office (which has different names at host universities: Erasmus Office, Exchange/Mobility Office, European Education Centre, International Study Centre, Akademische Auslandsamt) of the host university by the set deadline. PLEASE NOTE that the host university officially registers the nominee student as an Erasmus student and issues a Letter of Acceptance after receiving  and accepting all the required documents from the student.
The majority of the universities use an online application procedure, which closes at a set deadline and late applications are not accepted. Host universities usually require Transcripts of Records to annex to the application documents. The Transcript of Records consists of a list of courses taken and credits awarded for the particular programme in the previous completed semester at the sending university. It is unnecessary to translate the Transcript since it can be printed from the English website of the Neptun system. The Dean’s Office or the Students’ Centre  sign and stamp the Transcript.


To summarise, the documents that must be sent to the host university are basically as follows: Application Form, Accommodation Form, Learning Agreement, Transcript of Records,  a photo, copy of passport.


Host institutions may also require the following documents:

PLEASE NOTE that  Transcript of Records has two meanings:

  1. Document proving your completed semesters and results at University of Miskolc (printed from Neptun)
  2. Final document with the completed courses  and results  issued by the host university

3.REGISTRATION AT THE RECEIVING UNIVERSITY AND CONTINUOUS CONTACT
It is recommended to keep permanent contact with the International Office or the faculty coordinators  of the host university, because they are the right people to answer your questions concerning local conditions (either academic or social issues).


4.COMPULSORY ONLINE LANGUAGE ASSESSMENT
OLS (ONLINE LANGUAGE SUPPORT) - ONLINE LANGUAGE ASSESSMENT COMPILED BY THE EUROPEAN COMMISSION
All participants selected for Erasmus+ mobility must take an online language assessment  before departure in the main work language of studies at the host university. After you have uploaded your user profile and activated your Erasmus+ OLS account, you will receive an automatically generated invitation e-mail for the language assessment from the OLS portal informing you about log-in credentials and the assessment deadline (generally one month). PLEASE NOTE that the language assessment must be completed within the indicated deadline! This language assessment is a prerequisite to the mobility, however, its result does not affect the mobility in any way.

After receiving the results of the first OLS language assessment, you will be invited to follow the OLS language course in that language. If your result corresponds to B1 or lower CEFR level, it is compulsory to follow the course. If you have achieved B2 or higher level, the course is not compulsory. However, if you wish to make the most of this opportunity and participate in the course either in the work language or the local language of the country, or both languages, you can freely do so.

You must start the course within one month of the date of receipt of the email notification or else the system will withdraw your licence. The access period to the OSL language course corresponds to the number of months of your Erasmus+ mobility. It is very important to exactly indicate the start and the end dates of the study period in your user profile so that the system can allow you the access accordingly and automatically send you emails.

5.DOCUMENTS TO BE SUBMITTED TO THE ERASMUS OFFICE  OF THE UNIVERSITY OF MISKOLC
You must download the following documents from the Erasmus website of the University of Miskolc http://erasmus.uni-miskolc.hu under ’Downloadable documents (in HU: Letölthető dokumentumok)’ 

TECHNICAL GUIDELINES FOR COMPLETING FORMS
Grant  Agreement:

Leaving permit (1. sz. melléklet):

Learning Agreement (LA) for Studies Abroad (Before Mobility - Table A and Table B)

Changes to the LA (During Mobility - Table A2 and Table B2)
Any changes to the original Learning Agreement must be indicated in the During Mobility form (deleted and added courses) and approved by both universities.


6.OTHER ADMINISTRATIVE AND STUDY ARRANGEMENTS BEFORE DEPARTURE FOR MOBILITY
After you have downloaded and completed the forms, you must make the following arrangements:

7.SELF CHECK


HAVE I SUBMITTED ALL DOCUMENTS REQUIRED FOR AN ERASMUS STUDY PROGRAMME TO THE ERASMUS OFFICE?

HAVE I ARRANGED AND CHECKED ALL MATTERS NOT RELATED TO THE ERASMUS OFFICE?

8.ARRANGEMENTS IN THE HOST COUNTRY

 

 


At the end of mobility, you must submit all the required documents received from the host university to the Erasmus Office.

  • Learning Agreement Before Mobility and LA During Mobility (if they were not submitted earlier),
  • Certificate of Attendance confirming your mobility period abroad. The form of the host university is also accepted. The periods of learning in the host country and of learning from Hungary (physical and virtual mobility) must be clearly separated in the certificate.
  • Transcript of Records (exam results and credits). You  must obtain min. 20 credits at the host university.

IT IS HIGHLY RECOMMENDED TO ASK FOR CERTIFICATE OF ATTENDANCE FROM THE HOST UNIVERSITY AT THE END OF YOUR MOBILITY SO THAT THE REMAINING PART OF THE GRANT CAN BE PAID TO YOU.

If the host university cannot issue the Transcript of Records at the end of the mobility period because of their education or administrative systems, you must ask them about the date when you (or the sending university) will receive it.

9.ARRANGEMENTS AFTER MOBILITY

Please note that obtaining a minimum of 20 ECTS credits out of 30 ECTS per semester is required in order to avoid financial sanctions. If you gained less than 20 credits, the following procedure will be applied:

  • 15-19 ECTS credits: you do not receive the 2nd part of the grant,
  • 10-14 ECTS credits: you do not receive the 2nd part of the grant and must pay back the amount corresponding to half a month.
  • 6-9 ECTS credits: you do not receive 2nd part of the grant and must pay back the amount corresponding to a whole month
  • 0-5 ECTS credits: you do not receive the 2nd part of the grant and must pay back the whole grant

The repayment obligation can be cancelled or moderated in duly justified cases by submitting a written application addressed to the Institutional Erasmus Coordinator.


You will receive the LA After Mobility document (result of the recognition outcome) within 5 weeks of receipt of the Transcript of Records. The courses completed  abroad, their original titles and the name of the host university are entered in the Neptun system. PLEASE NOTE that credit recognition does not mean that you go to a lecturer and he/she enters the credits in the Neptun system. This is illegal. In addition, in cases like this it will not be indicated that you have done a study programme abroad and it will not be entered in your Diploma Supplement.

You must start arranging the mobility trip in good time since Erasmus+ mobility involves a lot of administrative work. Your grant is paid only after the ERASMUS OFFICE has received all required documentation. The forms can be downloaded from http://erasmus.uni-miskolc.hu

You can obtain advice and guidance on filling out the forms from:


Dr. Zoltán Bartha, Institutional Erasmus Coordinator
Institute of Economic Theory and Methodology, Bld. A/4, 4th floor, Room 419
Telephone: + 36 46 565 111, extension: 23-46
E-mail:  zoli@ekon.me

ERASMUS OFFICE:


Edit Szőke, Erasmus Officer
Bld. A/4, 1st floor, Room 108
Telephone: +36 46 565 111 extension 22-76
E-mail: rekszoke@uni-miskolc.hu

Ágnes Magyar, Erasmus Assisant
Bld. A/4, 1st floor, Room 105
Telephone: +36 46 565 111 extension 16-42
E-mail: rekmagnes@uni-miskolc.hu


10.FACULTY CREDIT (ECTS) COORDINATORS

Faculty of Mechanical Engineering and Informatics

Dr. Péter Bencs, Inst of Energy and Chemical Eng. Machines
arambp@uni-miskolc.hu

Faculty of Earth Science and Engineering

Dr. Ferenc Mádai, Institute of Mineralogy and Geology
askmf@uni-miskolc.hu

Faculty of Materials Science and Engineering

Dr. Béla Török, Institute of Metallurgy
bela.torok@uni-miskolc.hu

Faculty of Arts

Dr. Kinga Szabó-Tóth, Institute of Sociology
szabo.toth.kinga@uni-miskolc.hu

Faculty of Economics

Dóra Diána Andráskó,  szvhdora@uni-miskolc.hu , Institute of Management Sciences
rethi.gabor@uni-miskolc.hu

Faculty of Law

Dr. Zoltán Varga, Vice Dean, Institute of Public Law
civdrvz@uni-miskolc.hu

Faculty of Healthcare

Dr. Tamás  Tompa
efktompa@uni-miskolc.hu

Bartók Béla Zeneművészeti Intézet

Dr. Sándor Papp
zengitar@uni-miskolc.hu