A Guide to the Erasmus+ Grant and completion of
documentation
2014-15
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LJMU Study Abroad team
LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
CONTENTS
Basic Rules
Documentation
Page 5:
Grant Payment/Rates
Page 6:
Insurance
Page 7:
Additional Language Support
Contacts
Further Information
Page 8:
Erasmus+ Student Charter
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LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
Basic Rules
To claim an Erasmus grant your school must confirm their support for your study or trainee (i.e.
a work placement) placement in Europe, there must be an agreement in place between LJMU
and the host institution and you must adhere to some very specific guidelines:
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All placements must be full time
A trainee placement must be a minimum of 2 months; a study placement must be a
minimum of 3 months. Anything less than that is not considered to be an Erasmus
placement and is not eligible for funding. The maximum duration is 12 months.
You must complete all the necessary Erasmus documentation before, during, and after
your placement. Erasmus documents are a requirement of the contract that LJMU has
with the British Council and European Commission. If any forms are missing LJMU will
be asked to repay part of their Erasmus funding – which means the student will be
asked to repay.
All documents are available from http://www.ljmu.ac.uk/erasmus/index.htm , from the Erasmus
Coordinators at Erasmus@ljmu.ac.uk or telephone 0151 904 6470. All documents must be
returned to the Erasmus office at LJMU. The most effective way to return documents is to
photograph all relevant pages of the document separately and email. You must keep the
original copy of the form.
Documentation
Here is an overview of the necessary documents, labelled in correspondence with the actual
document:
1A or 1B - Learning Agreement (Study and Traineeship placements)
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Two versions exist (one for study – 1A, one for traineeship placements – 1B)
Details what you will be doing at the partner. A study placement may list course
modules, a trainee placement may detail your work role and key responsibilities
Requires signing by you the student, the LJMU School, and by a representative of the
partner institution. This is the most difficult form to complete because it requires a
signature from the partner
The most important document because it enables all parties to agree to the content of
the placement before the student arrives, hence it gives you the opportunity to define
your expectations and enables the partner to confirm that they are possible
It is imperative that this document is completed and signed in full. Only once this
document is completed will you be able to complete the Erasmus+ contract to secure
your Erasmus+ grant funding
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There are two different versions (one for study placements – 2A, one for traineeship
placements – 2B)
The contract from confirms your acknowledgement of the terms and conditions of the
Erasmus programme and your willingness to abide by them
LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
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2A or 2B - Erasmus Contract (Study/Traineeship placement)
You will complete the form and pass it on to the Erasmus Coordinator before the
placement begins.
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LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
3A or 3B - Arrival Certificate (Study and Traineeship placements)
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Two versions exist (one for study – 3A, one for traineeship placements – 3B)
The date placement started is not your date of arrival in the country; it is when
enrolment at University or traineeship placement began. This date should be used
when completing the Attendance Certificate (Form 4A or 4B)
You are asked to declare if there have been any changes to your modules studied or
the traineeship since the completion of Learning Agreement (Form 2A and 2B). If there
have then please indicate this and the Erasmus team will then contact you to complete
some further documentation.
N.B. If there are any changes made to your study or trainee programme within the first five
weeks of your placement then please contact the Erasmus team at erasmus@ljmu.ac.uk
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The date you started the placement and an approximate date of when placement will
end
Signed by the partner institution or organisation/enterprise responsible contact.
The following forms are completed as the placement concludes:
4A or 4B - Certificate of Attendance (Study and Traineeship placements)
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Two versions exist (one for study – 4A one for traineeship placements – 4B)
Confirms last date of study or traineeship, not the date you leave the country. Signed by
the partner institution or the organisation/enterprise responsible contact
The start date is the date shown on the Arrival Certificate (Form 3A or 3B). This date is
cross referenced with the Arrival Certificate and if there is any difference then LJMU will
calculate the exact placement duration and adjust your grant payment if you were away
longer/less than you originally stated.
Transcript of Records:
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For a study placement the partner institution will provide students with a transcript
reporting your achievements. If LJMU does not receive a copy of the transcript directly
then students must provide a copy of the transcript that you receive from the partner.
When no transcript is available eg for PhD students then LJMU will request that a
transcript form is completed (Form 5A)
For students on traineeship you must ensure your employers complete a traineeship
transcript (Form 5B)
Report Questionnaire
Circulated by the British Council and the European Commission to capture your
assessment of the study or traineeship placement (current registered student will
receive the email questionnaire, while graduates will receive it into the email they
provided when completing their Contract).
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LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
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Failure to complete any of these forms will lead to LJMU having to repay your
Erasmus+ grant to the British Council. LJMU will then seek repayment of that grant
from the student via it official debt collection processes.
LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
Grant Payment
The following rules apply to grant payments:
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The British Council pays LJMU an amount of €€ based on LJMUs previous Erasmus activity.
Once this money has been received LJMU is then able to make payments.
The monthly grant rates are set by the British Council. The original rates are set in €€. LJMU
converts the €€ into ££ using an exchange rate that is set for the entire year. If a student
goes on a placement in September they will receive the same grant rate as a student who
begins a placement in May irrespective of any exchange rate fluctuations.
A student will receive their first grant payment when the Erasmus Contract (form 1A or 1B),
the Learning or Training Agreement (form 2A or 2B) and the Arrival Certificate (form 3A or 3B)
are completed correctly and returned to the Erasmus office. Scheduling of payment will be
confirmed once payment can be made.
80% of the grant will be paid in one payment. This 80% is calculated as (number of
placement months) x (grant rate) x (0.8) / (exchange rate). If a student is receiving payment
in €€ then we do not use the exchange rate. For example, a 5 month placement at a grant
rate of €400/month at an exchange rate of 1.2 €€ to ££ is calculated as: (5 x 400) x 0.8 =
€1600. If the grant is being paid out in ££ then 1600/1.2 = £1333.33.
The length of placement used to calculate the grant is detailed on the contract form (1A or
1B). The Erasmus office may seek further confirmation of the placement from your School as
to the agreed length of placement before the grant is paid.
On completion of the placement and the return of the Certificate of Attendance (4A or 4B) the
Erasmus office then calculates the exact duration of the placement using the date of signature
of the host on the Arrival Certificate (3A or 3B) with the date of signature of the host on the
Certificate of Attendance. If the final duration is equal to the initial duration that you were paid
for then you will receive the final 20% of the grant.
If the duration of placement is different to the original duration used for grant calculations then
the Erasmus office re-calculates what your total grant should be for the newer duration and
then subtracts the original payment made to get the final amount. Hence it is vitally
important that the Arrival Certificate and the Certificate of Attendance have dates that
reflect the duration of your placement to ensure you are able to receive as much
Erasmus grant as possible.
Grant Rates – as set by the British Council
Student traineeship
mobility
Monthly grant
Austria, Denmark, Finland, France, Ireland,
Italy, Lichtenstein, Norway , Sweden, UK
€400
€500
Belgium, Croatia, Cyprus, Czech Republic,
€350
€450
Germany, Greece, Iceland, Luxembourg,
Netherlands, Portugal, Slovenia, Spain,
Turkey Bulgaria, Estonia, Hungary, Latvia,
Lithuania, Malta, Poland, Romania, Slovakia
Erasmus Study students from disadvantaged backgrounds (referred to as ‘widening
Participation’) receive €100/month extra which will be paid in one lump sum during the
LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
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Student study
mobility
Monthly grant
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placement. In order to receive this aspect of the grant students must have a household income
of less than £25k per year and this has to have been confirmed by the specific Student Finance
body to LJMU. This grant is not available to students undertaking a Traineeship placement.
Insurance
Three different types of insurance apply to student placement activity. They are set out below. Each of
these insurances will apply to student placement activity whether it has been arranged by the student,
a placement co-ordinator within a Faculty, or an external agent. The insurance cover held by LJMU will
be adequate to protect both the University and relevant students in all events other than in a situation
where the student has suffered injury as a result of negligence by the host organisation and the host
organisation has either no, or inadequate, Employers Liability insurance.
The University offers Comprehensive Travel and Personal Accident Cover (Travel & PA) to students
on placements as follows (figures as per April 2014):
 Medical Expenses up to £10m including Search & Rescue, Medical Repatriation
 Personal Property/Business Equipment up to £5,000
 Money up to £2,500
 Disruption up to £7,500
 Personal Accident up to £50,000
 Personal Liability up to £2m
 Political Evacuation
 Legal Expenses up to £25,000
Accidents can happen at any time and may not happen within the workplace. In these instances
Travel & PA cover will apply. This will be the case even if a student on placement activity combines
the placement with further travelling for personal purposes.
LJMU holds Public Liability insurance cover up to the value of £25m. This insurance covers the
University in the event of a claim arising out of our own negligence. A claim could be brought by the
student against the University. It also covers the University, and the relevant student, for any claim
made as a result of a negligent act carried out by our student whilst they are on placement. A claim
could be brought by the placement provider against either the student or the University.
Employer’s Liability - Host organisations providing student placements are asked by LJMU to
accept liability for the student for the duration of the placement as the student is directly under the
control and supervision of the Host. This is evidenced by obtaining a copy of their Employer’s
Liability insurance policy.
LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
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If you have any further questions regarding insurance (such as concerns about specific medical
conditions for example.) please speak to the University Insurance Officer Rachel Smith on 0151 904
6431 or email r.smith@ljmu.ac.uk.
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The above insurance information is taken directly from LJMU’s Placement Learning Code of
Practice which is available here: http://www.ljmu.ac.uk/eaqs/128006.htm#P. Student
placements at LJMU must follow this Code of Practice to ensure that there has been a
satisfactory risk assessment of the host and that placement insurance cover has been
confirmed. The School Placement unit or Academic Erasmus Coordinator are responsible for
ensuring the Code of Practice has been adhered to.
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LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
Additional Language Support
The promotion of language learning and linguistic diversity is one of the objectives of Erasmus +.
Assessment of competence in the language of the study or work before and after mobility is
mandatory for students undertaking an Erasmus + placement. NB. If the language of work or
study is the student’s native language then they will not be expected to undertake any tests.
Limited linguistic support will be available for the language of study or work for students studying
in French, German, Spanish, Italian and Dutch, online via a portal (further information from the
EC will be available from October 2014). Students may take on-line language courses between
the two assessments of language level, if licences are available. For further information contact
the Erasmus Coordinator. In addition either the host University or organisation/enterprise may
provide additional language support.
Contacts
The Erasmus office at LJMU will help with all Erasmus queries where possible as a minimum redirect the query to the relevant office/staff member at LJMU. The Erasmus Coordinator, is
available at erasmus@ljmu.ac.uk or telephone 0151 904 6470. Alternatively search Facebook
for erasmus@ljmu.ac.uk to join that group (useful to get quick updates about grant payments
etc)
Academic queries about what you can study should be directed to the Erasmus Academic
contact in your School or Faculty.
Questions about finding work placements should be directed to your School/Faculty work
placement unit.
General welfare queries should to Student Advice: studentadvice@ljmu.ac.uk ;0151 904 6056 /
6057; http://www.ljmu.ac.uk/studentadvice/
Further Information
LJMU Erasmus Facebook page: search for the email address erasmus@ljmu.ac.uk to send a
friend request. Useful for receiving updates from the Erasmus office about grant payments etc.
Also may be useful to help finding accommodation and general information about the area as we
ask incoming European Erasmus students to join the group.
LJMU Erasmus website: http://www.ljmu.ac.uk/erasmus/index.htm
British Council: http://www.britishcouncil.org/erasmus.htm
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Third Year Abroad: http://www.thirdyearabroad.com/ (a website representing a network
designed to support students – well worth visiting).
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Language Support: tbc
LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
British Council Study – Work – Create: http://www.britishcouncil.org/study-workcreate/opportunity/study-abroad (British Council website about opportunities abroad)
Erasmus Student Charter
This Student Charter highlights your rights and obligations and informs you about what
you can expect from your sending and receiving organisation at each step of your
mobility.
I. Before your mobility period
Once you have been selected as Erasmus+ student, you are entitled to guidance
regarding the partner institutions or enterprises where you can carry out your mobility
period and the activities that you can undertake there.
You have the right to receive information on the distribution of grades at the receiving
institution and to receive information in securing a visa, obtaining insurance and finding
housing by your sending and receiving institution/enterprise. You can find the respective
contacts points and information sources in the inter-institutional agreement signed
between your sending and receiving institutions.
You can request changes to the Learning Agreement only in exceptional situations and
within the deadline decided by your sending and receiving institutions. In that case, you
must ensure that these changes are validated by both the sending and receiving
LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
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II. During your mobility period
You should take full advantage of all the learning opportunities available at the receiving
institution/enterprise, while respecting its rules and regulations, and endeavour to
perform to the best of your ability in all relevant examinations or other forms of
assessment.
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You will sign a Grant Agreement with your sending institution (even if you do not receive
a financial support from EU funds), and a Learning Agreement with your sending and
receiving institution/enterprise. A good preparation of your Learning Agreement is key
for the success of your mobility experience and to ensure recognition of your mobility
period. It sets out the details of your planned activities abroad (including the credits to
be earned and that will count towards your home degree).
institutions/enterprise within a two-week period after the request and keep copies of
their approval by e-mail. Changes due to an extension of the duration of the mobility
period should be made as timely as possible as well.
Your receiving institution/enterprise commits to treat you in the same way as their home
students/employees and you should make all necessary efforts to integrate in your new
environment.
Your receiving institution will not ask you to pay fees for tuition, registration,
examinations, access to laboratory and library facilities during your mobility period.
Nevertheless, you may be charged small fees on the same basis as local students for
costs such as insurance, student unions and the use of miscellaneous material.
You are invited to take part in associations existing at your receiving
institution/enterprise, such as networks of mentors and buddies organised by student
organisations such as "Erasmus Student Network".
Your student grant or student loan from your home country must be maintained while
you are abroad.
III. After your mobility period
You are entitled to receive full academic recognition from your sending institution for
satisfactorily completed activities during your mobility period, in accordance with the
Learning Agreement.
If you are studying abroad, your receiving institution will give you a Transcript of
Records recording your results with the credits and grades achieved (normally in less
than five weeks after the end of your evaluation). Upon reception of this document, your
sending institution will provide you all the information on their recognition in a maximum
period of five weeks. The recognised components (for example, courses) will appear in
your Diploma Supplement.
If you are doing a traineeship, your enterprise will give you a Traineeship Certificate
summarising the tasks carried out and an evaluation and, when it was foreseen in your
learning agreement, your sending institution will also give you a Transcript of Records. If
the traineeship was not part of the curriculum, the period will at least be recorded in
your Diploma Supplement and, if you wish, in your Europass Mobility Document. If you
are a recent graduate you are encouraged to request the Europass Mobility Document.
You should undergo an on-line language assessment, if available in your main language
of instruction/work abroad, to monitor linguistic progress during your mobility.
If you have a problem, at any time:
- You should identify the problem clearly and check your rights and obligations according to your
grant agreement.
LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm
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You are invited to join the "Erasmus+ student and alumni association" and you are
encouraged to share your mobility experience with your friends, other students, staff in
your institution, journalists and let other people benefit from your experience, including
young pupils.
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You must fill in a questionnaire to provide feedback on your Erasmus mobility period to
your sending and receiving institution, the National Agency of the sending and receiving
country and the European Commission.
- Several people work in your sending and receiving institutions to help Erasmus students.
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Depending on the nature of the problem and when it occurs, the contact person or the responsible
person at your sending or receiving institution (or receiving enterprise in case of a traineeship) will
be able to help you. Their names and contact details are specified in your Learning Agreement.
- Use the formal appeal procedures in your sending institution if necessary.
- If your sending or receiving institution fails to fulfil the obligations outlined in the Erasmus
Charter for Higher Education or in your grant agreement, you can contact the related National
Agency.
LJMU Erasmus Coordinator: Collaborative Partnerships, 2nd Floor, Kingsway House, Hatton Garden, Liverpool, L3 2AJ.
Erasmus@ljmu.ac.uk. 0151 904 6470 http://www.ljmu.ac.uk/erasmus/index.htm