Once you have successfully applied, you will have to choose the location of your traineeship and will have to organise your stay. What are the steps you need to take and what should you look out for?

1. Contacting the host institution

You will need to find the place where you would like to do your traineeship by sending your letter of introduction to as many institutions as possible. We recommend that you email the clinics and hospitals directly.

Some hospitals and universities will not accept your application until it has been officially approved by the sending university. If you encounter such situation, please contact us at erasmus@semmelweis.hu.

The university supports traineeship mobilities which last for at least 2 months and are not longer than 4 months in the same institution. When calculating the duration of the traineeship, it should be taken into account that one month = 30 days (not 28) and the traineeship must be minimum 60 days long. The calculator below can help you calculate the duration. If you would like to do a longer internship, please contact us at erasmus@semmelweis.hu.


When organising your traineeship, please note that scholarship payments are not expected to start until late August or early September. This means that if you start your Erasmus+ traineeship in the summer after you have been awarded the grant, you will be able to do the placement (or part of it) with post-grant funding.

After you have successfully contacted the host institution and agreed on the traineeship, you will need to obtain a letter of acceptance from them.

If you hear back from the institution abroad, you must also notify Semmelweis University’s concerned department that you are doing your traineeship abroad. We can provide you with a certificate that you will be going on an Erasmus+ traineeship mobility.

2. Having your traineeship mobility recognised at Semmelweis University

You have to have some or all your practices done abroad recognized by Semmelweis University. It must be arranged before signing the grant agreement prior to your departure. The necessary documents for this process can be found on the website of the Directorate of International Studies. After returning home, your certificate must be handed in to the Registrar’s Department of Studies after it has been reviewed by the relevant educational department. For further information please make a contact with your registrar.

The scanned or photocopied document authorising your traineeship abroad, signed by the department and the dean has to be sent to the International Mobility Office before signing the grant agreement. Without this document we cannot sign your agreement.

3. Training Agreement

    1. Agree on the programme of your traineeship with your host institution. Based on this, fill in the Training Agreement electronically.
    2. Send the completed word document without signatures to erasmus@semmelweis.hu!
    3. Once your Training Agreement is approved by the International Mobility Office, you will have to come in to the office in person and sign the document.
    4. The Mobility Office will forward the document to the faculty for signature and once we get it back, we will send it to you electronically. This might take 2-3 weeks.
      • In addition to your own signature, 2 signatures are required from Semmelweis University:
        1. On behalf of the faculty, the signature of the responsible person nd the stamp of the Directorate of International Studies
        2. The signature and stamp of the institutional Erasmus+ coordinator certifying that the application was successful
    5. When you get back the document signed by Semmelweis University, send it to the host institution.
    6. The Training Agreement should be signed by the coordinator or mentor/supervisor, stamped and scanned before sending it back to you thus proving their intention to host you.
    7. The document signed and stamped by all parties should be sent to the International Mobility Office via email. This is the prerequisite for receiving the grant agreement which is necessary for you to receive financial support.


5. Grant agreement

The student shall sign a grant agreement with Semmelweis University before starting the mobility. This grant agreement has to be signed by all students whether they receive a scholarship or not. The student will receive the grant agreement from the Mobility Office after the Learning Agreement signed by the host institution’s coordinator has been sent to the Office. Students entitled to the scholarship have to fill in the highlighted parts as appropriate.
After the mobility we cannot sign any grant agreements with you!

Please fill in the contract electronically and send it to erasmus@semmelweis.hu. The subject line of the email should be your name in capital letters! The Mobility Office will check if all the sections of the contract are fully completed and will send you an e-mail notifying you when to come in person to sign it. Original signatures are needed in the grant agreement, so you need to come to our office to sign it. If it is not possible, please send us an email: erasmus@semmelweis.hu 

5. Insurance

It is important to know that the European Health Insurance Card usually only covers primary care, which is the minimum requirement for travel. The card does not cover any payments/obligatory contributions that may be payable by insured persons in the Member State.

The purpose of liability insurance is to cover any damage caused by the student during mobility. If no such insurance is provided by the host institution, you should take care of  getting a liability insurance as it is compulsory for traineeship mobilities.

Accident insurance should cover the costs incurred by the student in the event of an accident during the mobility (whether study or work placement).

6. Scholarship payment

The scholarship grant is paid to the bank account previously specified in the supporting contract in euros, according to the terms and conditions set out in the contract. The account can be an EUR or HUF account, in the latter case you will have to take the conversion fee into consideration. The account does not need to be in the student’s name, but two grants cannot be transferred to the same bank account (i.e. two students cannot receive the money in the same account).

The grant is paid 3-4 weeks after the supporting contract has been signed by both parties. Grant payments in the summer or at the beginning of January may be delayed. Please take this into account when planning to sign the contract. Please note that first you will receive 80% of your scholarship, and after you finish your traineeship and give us all of your certificates, only then can the transfer of the remaining 20% be done. (More info in the After the mobility section)

The following documents are required to transfer the scholarship:

    • Training Agreement signed by all parties
    • Semmelweis University’s recognition of the traineeship abroad
    • Grant Agreement signed by all parties
    • Insurance

7. Online language test

Students who have won a scholarship are required by the European Commission to complete an online language assessment. Its result will not affect the scholarship awarded. The assessment will be sent to you by the Mobility Office after the supporting contract has been signed and you will have 1 month to complete it. Depending on the result of the assessment, students will receive access to a free online language course.

+1 Tips

ESN (Erasmus Student Network) and other orgnaisations

We recommend that you contact the ESN abroad or the organisation that deals with Erasmus students before you go. They can help you find accommodation and recommend activities.
Prepare for your time abroad before you go, and find out what you will need to do after you arrive and during your stay.

Venue of your traineeship

It is worth asking about all the details of the practice at the clinics beforehand: e.g. whether they ask for a specific vaccination or a certificate; what level of language skills they require.