What do you need to do next, what steps to you have to follow?
1. Contacting the partner institution
Within 2 weeks of the distribution meeting, the Mobility Office will nominate the student to the selected university. The Mobility Office will ask the coordinator of the host institution to provide the student with all the information required for application. You will also be copied in this email and you will see the contact details of the Erasmus coordinator at the host institution who you can contact after nomination.
2. Application to the host institution
Based on the information provided by the host institution hand in your application to the chosen university. The application procedure varies by university, there is no standardized application procedure. The application may be done in an online platform or via a form that can be downloaded from the host institution’s website. In several institutions, Semmelweis University’s institutional coordinator will also have to approve the application, so make sure to get the completed application to the Mobility Office on time.
ATTENTION! Some host universities have a deadline for applications, so be sure to check the host university’s website. If you want to change semester or university, you can do so within the nomination period of the foreign university or by the application deadline.
3. Learning Agreement for Studies
From the academic year 2022/2023 onwards, the Learning Agreement for Studies (referred to as Learning Agreement) must be completed both online and in a printed format! The printed Learning Agreement form is available at the Mobility Office, can be downloaded here or from the website of the host institution. In this document, you should detail your study plans, specifying the subjects and the duration of the mobility. The Learning Agreement must be approved by Semmelweis University’s institutional coordinator and the faculty coordinator before it is sent to the host institution. The signature of the faculty coordinator is a guarantee that the sending university will give credit for the studies abroad.
IMPORTANT! You have to go to the Mobility Office and sign the Learning Agreement in person. Only then can the institutional coordinator sign it and forward it to the faculty for approval. Getting the signature from the faculty’s side is a longer procedure, which may take up to 2-3 weeks. Please be aware of this time when submitting your application. Only after having all 3 signatures on the Learning Agreement can you send it to the host institution. Before starting your mobility, you should get it back from the host institution signed by the host institution’s coordinator. This is the proof of the host institution’s acceptance.
The Online Learning Agreement can be completed on the OLA platformon where you can log in with your SEKA account and password. The following video will help you with the registration and the completion of the Learning Agreement.
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.
Accident insurance should cover the costs incurred by the student in the event of an accident during the mobility (whether study or work placement).
5. Grant agreement
The student shall sign an agreement with Semmelweis University before starting the mobility. This agreement has to be signed by all students whether they receive a scholarship or not. The student will receive the contract 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.
Please fill in the agreement electronically and send it to firstname.lastname@example.org. 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.
6. Online language test (OLS)
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.
7. Informing the Dean’s Office
The student is obliged to inform the Dean’s Office that he/she will spend one or both semesters of the next academic year at an Erasmus+ institution abroad. He/she can request confirmation document from the Mobility Office.
8. Credit recognition
The recognition of subjects is subject to the conditions set out in the relevant section of the Study and Examination Regulations (Semmelweis University Organizational and Operational Regulations III.2./9 /43.§). Prior to departure, a request for subject recognition has to be sent to all department heads along with a certificate issued by the Mobility Office.
The student should ask the recognition of the subjects after successful completion of a subject or examination at the host institution. You can also make individual requests. The department head will indicate on the certificate whether or not the subjects are recognized fully, with or without conditions. This is very important, as it can prevent a lot of inconvenience later on.
With the certificate you have received from the department, please contact the study program administrator, who will help you prepare the application to the Credit Transfer Board.
After you have received the Board’s decision, please send it to the Mobility Office in electronic form, proving that you have at least 1 subject completed abroad that will be accepted at Semmelweis University.
7. 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.
+1 Trick and tips
Everything you need to know about the study mobility
ESN (Erasmus Student Network) and other organizations
We recommend that you contact the ESN abroad or the organization 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.