Outgoing Student mobility of traineeship (SMP) – Erasmus+

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 filed of practice and destination

If you want to apply for a traineeship mobility, think it over, what type of practice you would like to do and in which  country. Contact the institutional coordinator in writing, indicating your preferred country. She can can put you in touch with students who have already done traineeship mobility abroad.

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: 2 April 2024 – 19 April 2024 

IMPORTANT!
Registration must be completed by the deadline, otherwise the application will not be considered.

ONLINE REGISTRATION

Application procedure

I. 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.

II. 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.

III. 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 19 April 2024

IV. Technical check by the Mobility Office

After registration, the Mobility Office will check your eligibility for application.

V. 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) or Hungarian address card, and a certificate about your active status.

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 17 May 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 and missing documents

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 evaluate the applications by 31 May 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.

Students must obtain a minimum of 100 points for a successful application.

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.

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.

ATTENTION!
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.

IMPORTANT!
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.
5. In addition to your own signature, 2 signatures are required from Semmelweis University:
   – On behalf of the faculty, the signature of the responsible person nd the stamp of the Directorate of International Studies
   – The signature and stamp of the institutional Erasmus+ coordinator certifying that the application was successful
6. When you get back the document signed by Semmelweis University, send it to the host institution.
7. 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.
8. 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.

4. 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.

1. Certificate of Arrival

After arrival, you will have to go to the host institution’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 your traineeship is changed compared to what you had written in the Before the Mobility part of your Training Agreement, you must complete the “During the Mobility” section of the Training Agreement and return it in word form to Semmelweis University’s institutional coordinator. After you receive the approval of the coordinator, you can sign it and ask your receiving organisation/mentor/tutor to sign it.

After we receive the During the Mobility document signed by all parties, we will start the amendment of the grant agreement with you. Please note that you can change your grant agreement no later than one month before the end of the originally planned mobility period written in your grant agreement.

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.

1. Certificates

At the host institution, you will have to have a traineeship certificate and a certificate of achievement signed, i.e. the “After the Mobility” part of the Training Agreement, which indicates the traineeship you have completed and its duration. Please note that the dates should be identical with was written in your Before the Mobility. If there is difference in the duration of the mobility, eg. it is shorter, we need to recalculate your grant.

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 with a link to which will be sent to you by e-mail after the completion date indicated in the contract.

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!

WE HOPE YOU HAD A GREAT TIME, AND HAD A LIFE-CHANGING EXPERIENCE!