| STEP |
DESCRIPTION |
WHEN? WHOM to contact? |
| Selection of a school (listing your preference – consider your language abilities; most schools require a level B2 in the language of instruction) |
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- The assignement process of your school for a semester abroad is a result of a competetive process and is communicated to you by the IDS Program Coordinator.
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| Nomination |
- VŠE communicates to the partner universities the names of the selected students.
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- Nominations are done by Ms. Grebe and/or by the respective Erasmus coordinator. The nomination deadlines of the partner universities can vary.
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Application for studies
at the partner school
and Letter of
Acceptance/Acceptance Letter
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- Once your nomination has been done, the partner school will expect from you to complete an application form for exchange students and provide the partner school with some documents (Transcripts of Records, CV, copy of ID, photo, etc.).
- Upon receipt of your documents, the partner school will officially confirm your admission for a semester abroad by issuing a Letter of Acceptance.
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- It is your responsibility to send the required documents to the partner school in due time.
- Deadlines and requirements for applications are established by the partner schools (usually the deadline is set for a date preceding the start of the study period abroad by 3-6 months) and can be checked on the partner school website or will be announced to you via an e-mail.
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BEFORE YOU LEAVE |
| Visa |
- If you are going to study in another country, you might need a visa.
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- VŠE/International Office cannot arrange the visa for you. It is your responsibility to get in contact with the respective embassy/consulate and check well in advance the steps you should follow and how long the visa issuance may take.
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| Learning Agreement (Study plan) |
- A three-party-agreement in which you, VŠE and the partner university are involved.
- It lists the courses you wish to study when abroad.
- A proposal of the study plan has to be signed before departure (however, it is not unusual that the originally proposed study plan changes upon arrival at the partner school).
- It is a base for further academic recognition of your studies carried out abroad.
- To prepare it, you have to use the IDS/VŠE form or a form provided by the partner school.
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- This is a vital document which accompanies you during all stages related to your study period abroad.
- The selection of courses and their changes always have to be consulted with the Vice-Dean for Study Affairs.
- After your study period abroad is finished, the complete document or its copy has to be handed to your Erasmus contact person at VŠE.
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| Financial Agreement (Student Mobility Grant Contract) |
- Is signed between you and VŠE and establishes the rights and duties of both parties in relation to the Erasmus programme.
- It also indicates how long your study period abroad is supposed to be and what amount of the grant you should receive.
- You will need to enclose the Letter of Acceptance + academic calendar of the partner school + signed Learning Agreement by the Vice-Dean.
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- Before departure, once you have arranged your Learning Agreement and received the Letter of Acceptance from the partner school.
- For students going abroad for Fall/Winter semester agreements are usually prepared for signature in August.
- You should sign it at the VŠE International Office by visiting your Erasmus contact person.
- If you cannot come in person, please let your Erasmus coordinator know and signing can be arranged via e-mail and post.
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| Bank Account Number |
- You will be sent your grant (in CZK) to the bank account you have registered in ISIS (contact Ms. Grebe with the bank account registration).
- This must be an account open in a bank present in the Czech Republic, preferably a CZK account.
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- In case your Czech bank account number is not registered in ISIS yet, you will have to ask Ms. Grebe to insert it there.
- The bank account number and information has to be in ISIS on the date of signature of the Financial Agreement at the latest.
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DURING YOUR STAY ABROAD |
| Payment/Reception of Grant |
- Is done in CZK. In one payment you will receive the total amount of your grant (there are never monthly payments).
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- The payment can be transferred to your account only after the Financial Agreement is signed.
- Usually all students receive their grants during the first month of their study period abroad.
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Confirmation of Study Period/Confirmation of Real Length of Stay Abroad (.word/.pdf file)
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- Proves the exact period of time you have actually spent studying at the partner institution.
- The dates are compared with the dates on your Financial Agreement; it is important that the length of your stay in months coincides in both cases.
- In case the actual length of your stay is different from the agreed one, you might be paid an additional part of the grant, or asked to refund a part of it.
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- Before leaving from the partner school, please do not forget to ask the local coordinator to complete/issue the document for you. (There is a form for the Confirmation prepared by an Erasmus Coordinator, but some partner schools issue their own documents.)
- After the study period abroad has ended, this document has to be provided to the VŠE International Office (handed in personally, sent per e-mail / fax / post), within 2 weeks if possible.
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UPON YOUR RETURN |
| Report on Stay Abroad (Report database info and database questionaire) |
- Every participant of the Erasmus programme is required to complete a report on his/her study period abroad referring to its practical and academic aspects.
- You will be provided with a form to fill the report in/with login information that will permit you to complete an online report form.
- Please, do NOT use the form available in ISIS for this purpose.
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- After the end of the study period abroad (within 2 weeks if possible).
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| Transcript of Records |
- Lists the courses you studied abroad, the number of credits and the result corresponding to each course.
- You need the transcript of records to apply for a recognition of your study abroad period into your studies for the IDS program.
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- Usually issued by the partner school within 1-3 months after the end of your studies abroad.
- It is usually sent via post to to the VŠE International Office/Ms. Grebe; you can then pick the document up in the respective offices.
- If you receive the original document to your home address, please provide us with its copy.
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| Application for Academic Recognition of the Study Period Abroad |
- According to the VŠE Study Rules it is obligatory to apply for the academic recognition.
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- The Application for recognition will be assessed by the Vice-Dean for Study Affairs.
- The Application must be submitted by the end of the semester following the one you spent abroad.
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