1. Contacting the Partner Institution
Within two weeks of the distribution meeting, the Mobility Office will nominate the student to the selected university. During this process, they will request the host coordinator to provide all necessary information for the application process. In this email, you will find the contact details of the host institution’s coordinator, whom you can contact after the nomination.
2. Application to the Host Institution
Using the instructions provided by the host university or the information available on their website, you must submit your application to the selected institution. Application processes differ between host universities, as there is no standardized procedure. Applications may be submitted via an online platform or through a downloadable form available on the host university’s website. In many cases, the application must also be approved by the institutional coordinator of Semmelweis University, so make sure to send the completed application form to the Mobility Office in a timely manner.
IMPORTANT! Some host universities have strict deadlines for applications. Be sure to check these deadlines on the host university’s website. If you wish to modify your semester or university, this must also be done within the host university’s nomination period or before the application deadline.
3. Learning Agreement for Studies
The Learning Agreement can be downloaded from the Mobility Office’s website. This document outlines your study plans, specifying the courses and their duration. Before submitting the Learning Agreement to the host institution, it must first be approved by both the institutional coordinator and the faculty coordinator at Semmelweis University. The faculty coordinator’s signature guarantees that the sending university will recognize the studies completed abroad.
To obtain the necessary signatures, you need to submit approved acceptance requests or a resolution from the Credit Transfer Committee. You can request the acceptance forms from the Mobility Office via email (see section 7).
IMPORTANT! The Learning Agreement must be signed in person at the Mobility Office. However, please email the prepared Learning Agreement to pannonia@semmelweis.hu for review before visiting the office. Only after this review can the institutional coordinator sign the document and forward it to the faculty approver. The faculty approval process can take up to 2-3 weeks, so make sure to account for this time and avoid last-minute submissions. Only after obtaining all necessary signatures can you send the Learning Agreement to the host institution, which must return it signed by the host institution’s coordinator before your departure. This signed document confirms the host institution’s willingness to accept you.
4. Insurance
It is essential to understand that the European Health Insurance Card (EHIC) typically covers only basic healthcare services and is the minimum requirement for travel. However, the EHIC does not cover co-payments or mandatory contributions that insured persons in the host country may be required to pay.
Accident insurance is intended to cover costs if you experience an accident during your mobility (whether for studies or internships).
For assistance with obtaining insurance and further details on available options, you can contact Ildikó Erki at ildiko.erki@eurorisk.hu or the Dr. Walter insurance company.
5. Grant Agreement
Before departure, the student must sign a Grant Agreement with Semmelweis University. This agreement is required for all outgoing students, whether they receive a scholarship or travel at their own expense. The form will be provided by the Mobility Office after they have received the Learning Agreement signed by the host institution. Scholarship recipients must also complete the highlighted sections accordingly.
Complete the Grant Agreement electronically and send it to pannonia@semmelweis.hu. Use your name in uppercase letters as the subject of the email. The Mobility Office will check that all sections of the agreement are properly completed and notify you by email when you can visit in person to sign the document.
6. Informing your registrar
Students are required to inform your Registrar that they will be spending one or both semesters of the upcoming academic year at a foreign institution under the Pannónia Scholarshipprogram. To do so, you can request a certificate from the Mobility Office.
7. Request for Subject Recognition
The recognition of courses follows the conditions set out in the relevant sections of the Study and Examination Regulations (Semmelweis University Operational Regulations III.2./9 /43.§). Before departure, students must attach a request to the certificate issued by the Mobility Office and submit it to each head of the institute, requesting the recognition of studies/exams completed abroad upon successful completion. In this request, students can also include specific personal requests. The professor will indicate on the certificate whether the listed course is fully accepted, conditionally accepted, or not accepted. This step is crucial as it can prevent many future inconveniences.
With the approved certificate, visit your academic advisor, who will assist in preparing the request for submission to the Credit Transfer Committee. Once the decision is issued, please send it electronically to the Mobility Office as proof that the course will be recognized at Semmelweis University upon successful completion.
8. Grant Disbursement
The grant is transferred in Hungarian Forints to the bank account specified in your Neptun, in accordance with the conditions outlined in the agreement. Grants cannot be transferred to a shared bank account (i.e. two students cannot receive payments to the same account).
The transfer is expected 3-4 weeks after all parties have signed the Grant Agreement. Transfers during the summer or at the beginning of the calendar year may be delayed. Please keep this in mind when planning the timing of the agreement signing.
ESN (Erasmus Student Network) and Other Organisations
We recommend contacting the local ESN or any organisation responsible for Erasmus students even before your departure. They can assist with finding accommodation and suggest programs.
Prepare for your time abroad before leaving by researching what you will need to do upon arrival and during your stay.