1. Consultation before application
In order to ensure that students are able to prepare their application properly, the Erasmus+ Institutional Coordinator in cooperation with the faculty coordinators holds an informational and consultation session before the application period. Please read the entire call for applications carefully.
2. Choosing your destination
Registration and the application procedure are online (see below). The preferred destination and institution have to be indicated on this interface. The “Partner Institutions” table can help you make a choice, but this does not have to be your final decision. In case of a successful application, you will be able to choose from all the available places at the so-called distribution meeting. Therefore, you will be able to change your preferences later.
3. Online registration
The first step of the application procedure is the online registration in the so-called SOP system. (Online registration guide)
Registration period: 12 February 2024 – 26 February 2024
IMPORTANT!
Registration must be completed by the deadline, otherwise the application will not be considered.
Application procedure
1. Filling in the form and sending it
Fill in the form (Application for a student exchange), and send it by hitting the “Send Application” button.
2. Registration
After submission, you will receive an email with a link. By clicking on this link, you will be directed to the SOP online application platform. You can log into you own application form after entering your password.
3. Finalizing your registration
In your own SOP platform you can finalize your application by clicking on the “Completed Personal data” button. The deadline for finalization is 26 February 2024
4. Technical check by the Mobility Office
After registration, the Mobility Office will check your eligibility for application.
5. Certificates and scores
Gather all the documents and certificates that will give you extra points (eg. language certifiate, membership in student union, nursing activities, scientific activities, etc). Upload these documents with comprehensive names. The accepted activities, the points you can get for them and the acceptable supporting documents are listed in the scores table. You also have to upload the copy of your valid registration card (for EU citizens and citizens of Norway, Switzerland, Iceland and Lichtenstein) or your residence permit (for non-EU citizens).
4. The Mobility Office checks the uploaded certificates
After uploading the certificates and other necessary documents and filling in the application form, the Mobility Office will check and manually pass the applicant in the application system. Afterwards, print and sign the application form, which then must be scanned and uploaded to the system. The printed original version must be delivered to the Mobility Office. The deadline for uploading and taking the application form to the mobility Office is 12 March 2024 at 12 p.m. (NET Student Centre on the same floor as the green lecture hall)
Please, do not make ANY changes in the system afterwards!
5. Corrections
You can be asked to make corrections once, such as sending in missing documents or certificates. These should be sent electronically to the Mobility Office within two working days of submission. When checking the application the institutional coordinator will notify you via email if there are any documents missing. If the applicant fails to correct the error, does not correct it properly or submits an overdue correction, the application will be rejected without further consideration.
6. Selection of the winning applications
A committee made up of the delegates of the Directorate of International Relations and the faculties rank the applications by 15 March 2024 the latest. The University aims to provide the most talented students with the opportunity to study abroad, so academic achievement, academic, professional and community activities, and language skills are determining factors in the selection of the winners.
The applicants are notified about the results via email by the Mobility Office.
7. Appeal
If the student does not agree with the preliminary scores (calculated differently, does not understand why), they can submit a written appeal to the International Relations Directorate through the Mobility Office. The appeal must include the information necessary to identify the application and the subject of the complaint. The appeal will be submitted to a committee consisting of the Director of International Relations and the faculty coordinators. The committee decide on the appeal within 5 working days of submission.
8. Distribution meeting
After the selection of the winning applications, a distribution meeting is held, where the available scholarship slots and semesters are chosen based on ranking. In case of the same scores decision is made based on the academic average.
Scores required for winning the scholarship:
- Minimum 100 points for medical students
- Minimum 90 points for students of dentistry and pharmaceutical sciences
If you are unable to attend the distribution meeting in person, you can authorize another person in writing to act on your behalf.
Applicants who meet the eligibility criteria but do not receive a scholarship will be placed on a reserve list based on their score. If a successful applicant does not participate in the program due to withdrawal or other factors, or the decision to apply is invalidated, the applicant in the reserve list can take their place.
If the successful applicant does not wish to use the grant awarded, or does not wish to participate in the program despite a successful application, he/she must inform the Mobility Office immediately in writing. The application decision will no longer be valid for this student.
Before the mobiliy
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.
4. 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.
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 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.
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.
Have a Great TIME! 😉
During the mobiliy
Once you arrive, all you have to do is make the most of your time abroad, while keeping in mind a few things!
1. Certificate of Arriaval
After arrival, you will have to go to the host insitution’s mobility office and have the part “Certificate of Arrival” of the “Certificate of Attendance” signed by the institutional coordinator
2. During the Mobility
If you have changed the courses you had chosen before, you must complete the “During the Mobility” section of the Learning Agreement and return it to Semmelweis University’s institutional coordinator. If the changes are acceptable to Semmelweis University, the Learning Agreement will be returned by email signed by the institutional coordinator and the responsible person at your faculty. Before changing courses, please check with the host institution if there is a deadline for submitting the During the Mobility document.
3. Vis Maior
If you need to interrupt your mobility due to an unexpected event, please contact the Mobility Office in writing with the subject title VIS MAIOR and ask the Mobility Office to submit your request to the Tempus Public Foundation, where it will be assessed and a decision will be made.
After the mobiliy
Your study mobility is coming to an end. What do you need to do before departure and after returning home to have all the required documents for the successful completion of the mobility?
1. Certificates
The following documents must be signed at the host institution and the original must be presented to the Mobility Office after your return to Semmelweis University. If it is not possible to bring the original, scan them (no photos) and send them to the Mobility Office.
Certificate of Attendance
This document certifies the duration of the student’s study mobility, indicating its start and end dates.
Transcript of Records
A proof of performance at the host institution (Transcript of Records or the After the mobility section of the Learning Agreement must be presented to the Mobility Office within 2 weeks of your return to Hungary. In case of incomplete documentation, the student may be obliged to repay the scholarship! If the delay is due to a cause beyond the control of the student, it must be reported in writing to the Mobility Office. This document must also be presented to the Dean’s Office for the recognition of the courses that had previously been approved. Please also send the decision on the recognition of the course to the Mobility Office.
2. Filling in the EU survey
Upon arrival home, it is obligatory to complete the European Union survey. You will be sent an email with a link to the survey after the end date of your mobility indicated in your contract. The email containing the link is a system-generated email and not an email from Semmelweis University’s Erasmus account. To conclude your mobility you must fill in the survey!
3. OLS language survey
The OLS language assessment must be completed at the end of your mobility and the OLS system will automatically send you a link to it by e-mail. This allows you to assess how much your language skills have changed during your mobility. ATTENTION! Completing this survey is obligatory!
4. Writing a report
Write a report about your experiences and send it to us by e-mail so we can publish it on our website. This will be very useful for future Erasmus+ students! We also welcome photos, videos, blog posts or any other content you have made during your mobility to make the website more colorful and encourage other students to embark on the great adventure of Erasmus+!
+1 Send a postcard!
We are collecting postcards, it makes us really happy to receive them from every corner of the world!
International Mobility Office
Semmelweis University
1089 Budapest Nagyvárad tér 4.