Before the Traineeship mobility

1. Contacting the host institution

IMPORTANT!

Some hospitals or universities may not accept your application until it has been officially reported by your home university. If you encounter this issue, please email us at pannonia@semmelweis.hu.

The university-supported duration for internships abroad is a minimum of 2 months and a maximum of 3 months. If you wish to undertake a longer internship, please contact us by email at pannonia@semmelweis.hu.

After successful contact and negotiation, you must obtain an acceptance letter from the host institution.

Once you receive confirmation from the host institution, you must inform your department at Semmelweis University, including the Dean’s Office, about your plans to complete the internship abroad. For internship rotation scheduling, we can provide a certificate indicating that you will be completing your internship under the Pannónia Scholarship Program, which may assist with your rotation assignments.

2. Approval of the Internship at Semmelweis University

Internships completed abroad must be approved domestically. This must be done before your departure and before signing the scholarship agreement.

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.

IMPORTANT!

A signed copy (or scanned version) of the approval document authorizing your international internship (signed by both the clinic and the dean) must be submitted to the International Mobility Office before finalizing the scholarship agreement. Without this document, we cannot forward your agreement for signing.

3. Learning Agreement for Traineeship

Steps for coordinating your internship program

1. Initial Step:
   Discuss the details of your internship with the host institution. Based on this discussion, complete the “Learning Agreement for Traineeship” (Training Agreement) document electronically, ensuring all relevant information is properly filled in.

2. Submitting the document without signatures:
   Send the completed Training Agreement document in Word format, without signatures, to pannonia@semmelweis.hu.

3. Personal Signing at the International Mobility Office:
   After the International Mobility Office approves the document, you must visit the office in person to sign the printed Training Agreement.

4. Further Signatures:
   The office will forward the document to the faculty for additional signatures. This process may take 2–3 weeks. Once the signed document is returned, it will be sent to you via email.

   Required Signatures and Stamps:
   Before sending the document to the host institution, the following signatures and stamps are required:

   • Faculty Signature and Stamp: The signature of the faculty member responsible for the program and the official faculty stamp.
   • Institutional Coordinator’s Signature and Stamp: Confirms your status as a scholarship recipient.

5. Sending the Document to the Host Institution:
   Once you have received the fully signed document, send it to the host institution.

6. Host Institution’s signature and return:
   The host institution’s coordinator or mentor will sign and stamp the document and return a scanned copy to you, confirming their acceptance.

7. Final Submission:
   Once all parties have signed and stamped the document, email it to the International Mobility Office. This is necessary to receive your grant agreement, which governs the disbursement of your scholarship funds.

 LEARNING AGREEMENT for traineeship 

4. Grant agreement

Before departure, you must sign a Scholarship Agreement with Semmelweis University. This agreement is mandatory for all outgoing students. Fill in the highlighted sections as required. Important: We cannot finalize the agreement after the completion of the internship abroad.

The agreement will be emailed to you. Complete it electronically and send it to pannonia@semmelweis.hu. The Mobility Office will verify the document, ensure all sections are correctly filled out, and notify you by email when you can visit the office to sign it in person. This process typically takes 1–2 days. There is no need to print the agreement; it will be printed at the office. The agreement takes effect once it has been signed by all parties.

Original signatures are needed in the grant agreement, so you need to come to our office to sign it.

There is no need to print the agreement; it will be printed at the office. The agreement becomes effective only once all parties have signed it.

5. Insurance

Regarding health insurance, it is important to know that the European Health Insurance Card (EHIC) generally provides coverage only for basic medical services. Having this card is a minimum requirement for traveling within Europe. However, it does not cover any co-payments or mandatory contributions that may be required in the destination country.

Liability Insurance: Its purpose is to cover damages that the student may cause during their mobility period. If the host organization does not provide such insurance, it is mandatory to obtain liability insurance for internships.

Accident Insurance: This insurance covers expenses in case the student has an accident during their mobility period, whether it is for academic or professional purposes.

6. Scholarship Payment Schedule and Transfer

1. Payment Schedule:
   The scholarship is transferred in HUF in two installments:
   • First Installment (80%): Paid after signing the Grant Agreement. Processing this payment may take 3–4 weeks. Please consider this timeline when planning your mobility activities.
   • Second Installment (20%): Paid after the mobility period is completed and upon submission of the required certificates and final report.

2. Payment Method:

   • For Active Students: The transfer is made to the bank account registered in the Neptun system.

3. Required Documents for Scholarship Payment:

   • Fully signed Learning Agreement for Traineeship.
   • Approval of the internship abroad.
   • Fully signed Grant Agreement.
   • Proof of insurance.
4. Scholarship Amount

+1 Tips

ESN (Erasmus Student Network) and Other Organizations:

We recommend reaching out to the local ESN chapter or similar organizations that support international mobility students before your departure. They can assist in finding accommodation and suggest activities or programs.

Internship Location:

At clinics, it’s advisable to inquire about all relevant details regarding the internship. For example: Do they require any specific vaccinations or proof of them? What level of language proficiency is needed?

DURING THE MOBILITY