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Mobility Guidelines


									                                     Mobility Guidelines

Glossary and definitions

Academic Coordinator
It means the institutional representative designated to fulfill the academic responsibilities
of the coordination at each participating institution. The contact details are specified in
the page of each institution.

Academic offer
In this contecxt it means the programmes/opportunities disclosed to perspective
participants at the partner universities in the framework of the project Bridging the Gap.

Administrative Coordinator
It means the institutional representative designated to fulfill the administrative
responsibilities in each participating institution The contact details are also specified in the
page of each institution.

Academic results Certification / Recognition of
At the end of their studies abroad the certification of academic results (transcript of
academic records) will be transmitted to the students' home university and will be
recognized by using two ECTS tools: the Learning agreement and the Transcript of records.

The ECTS system tools will help converting the local grades and credits into the ECTS
system and vice versa in order to facilitate the academic recognition for each participating

It means the person who candidates for the mobility grant.

Any type of organisation in the eligible countries whose involvement can contribute to the
implementation of the mobility scheme.

BA / Bachelor Student (student in first cycle)
a person enrolled in a first cycle higher education programme and who will obtain after the
completion of the programme a first higher education degree.

Coordinating organisation organisation that submits a grant application on behalf of a
consortium, partnership or network of participating organisations; the applicant represents
and acts on behalf of the group of participating organisation in its relations with the Agency;
if the grant application is selected, the Applicant will become the main beneficiary (see
Beneficiary definition below) and will sign the grant agreement on behalf of the
participating organisation.

Degree students
Asian L12 students can apply for a full degree program in some cases. To apply as degree
student and register at a European University the applicant shall not be registered at any
other University in the home country. Degree students will obtain a diploma from the host
university in the EU.
Students applying as degree students often need to act in accordance with the official
procedures at the National Embassies of the country where Host University is located, to
comply with the local admission requirements and must follow the standard individual
application procedure at their host institution. Local admission criteria of all Partner
institutions shall be respected.

Diploma Supplement
The Diploma Supplement model was developed by the European Commission, Council of
Europe and UNESCO/CEPES. The purpose of the supplement is to provide sufficient
independent data to improve the international „transparency‟ and fair academic and
professional recognition of qualifications (diplomas, degrees, certificates etc.). It is
designed to provide a description of the nature, level, context, content and status of the
studies that were pursued and successfully completed by the individual named on the
original qualification to which this supplement is appended. It should be free from any
value judgements, equivalence statements or suggestions about recognition.
More information:

is defined as a planned process of providing information on the quality, relevance and
effectiveness of the results of programmes and initiatives to key actors. It occurs as and
when the results of programmes and initiatives become available.

Doctoral Candidate (candidate in third cycle)
an early-stage researcher at the beginning his/her research career, starting at the date of
obtaining the degree which would formally entitle him/her to embark on a doctoral

Doctoral Programme (third cycle)
a research-related programme of higher education study that follows a higher education
degree and leads to a doctoral degree offered by higher education institution or, in those
Member States where this is in accordance with national legislation and practice, by a
research organisation.

ECTS - European Credit Transfer System
is a student-centred system based on the student workload required to achieve the
objectives of a programme, objectives preferably specified in terms of the learning
outcomes and competences to be acquired.

Enterprise - all undertakings engaged in economic activity in the public and private sector,
whatever their size, legal status or the economic sector in which they operate, including
the social economy.

EQF (European Qualification Framework)
acts as a translation device to make national qualifications more readable across Europe,
promoting workers' and learners' mobility between countries and facilitating their lifelong
learning; more information on

European Country
a country which is a Member State of the European Union or which participates in the
programme according to Article 9 of the Programme Decision.
The term Exchange may apply to all the 5 kind of mobility and means a temporary
secondment at a different University institution.

Exchange student
It means the student traveling from his/her home institution to the host institution. An
exchange student is regularly enrolled at a home university (sending university) and
temporarily entitled to study abroad at a partner university (host university) .S/he will
return back home having the sandwich period of one or more semesters fully recognised to
complete home studies. Exchange students need the approval of their home and host
university before starting the exchange and do not obtain a diploma from the host
institution. This approval is formalised in a document called Learning Agreement.

Main Beneficiary and co-Beneficiary
( “main beneficiary” also referred to as “coordinating organisation”) is the organisation
that, on behalf of the consortium / partnership / network of participating organisation, has
signed an agreement with the Agency; the Main Beneficiary has the primary legal
responsibility towards the Agency for the proper execution of the agreement; it is also
responsible for the day-to-day coordination and management of the project and for the
usage of the Community funds allocated to the project; only in the context of a “Grant
agreement with multiple beneficiaries” can partners be considered as co-beneficiaries and
include their expenditure in the final budget of the project; in all other circumstances, only
the expenditure incurred by the main beneficiary and duly recorded in its accounts in
accordance with the applicable accounting principles of the country where it is established
can be considered as eligible.

Masters Programme (second cycle)
a second cycle higher education programme that follows a first degree or equivalent level
of learning and leads to a masters level qualification offered by a higher education

MA Master Student (student in second cycle)
a person enrolled in a second cycle higher education programme and who has already
obtained a first higher education degree or has a recognised equivalent level of learning
according to national legislation and practices.

moving physically to another country, in order to undertake study, work experience,
research, other learning or teaching or research activity or related administrative activity,
supported as appropriate by preparation in the host language.

Post-doctoral Programme
higher education study or research offered by a higher education institution or a research
organisation established in accordance with national legislation and practice that follows a
doctoral degree.

PostDoc / Post-doctoral Researcher
an experienced researcher who is in possession of a doctoral degree or who has at least
three years of full-time equivalent research experience, including the period of research
training, at a research organisation established in accordance with national legislation and
practice after obtaining the degree which formally allowed him/her to embark on a
doctoral programme offered by higher education institution.

Promotion / Visibility
and awareness raising is used primarily in the context of publicising the existence of
programmes and initiatives, their aims, objectives and activities and the availability of
funding for given purposes. This definition excludes the publicising of results. As such,
promotion and raising awareness occurs primarily before and during the actual
implementation of the programmes or initiatives.

Receiving/Hosting Institution
the institution that has agreed to host the exchange student from the sending institution.

Recruitment and Selection Process
The sending and hosting institution will promote the diffusion of calls and will pre-select
exchange students and participants, based on compliance with the own criteria and criteria
developed in collaboration with partner institutions. (for more details see Selection process)
The call is also posted on this website. Formal on line applications for exchange will be
selected at local and central levels. The Central coordination board of the project will be
responsible for the final selection.

Scholar / Academic – a person with outstanding academic and/or professional experience
who lectures or conducts research in a higher education institution or a research
organisation established in accordance with national legislation and practice.

Scholarship length
Scholarships are awarded according to the mobility scheme funded by the EU Commission
and will have a standard lenght from 6 to 34 months depending on the Country, kind of
mobility and target group you belong to. In the on line application form you may indicate
your preference, if any. The coordination board will award available grants accordingly.

The following European Commission rules apply to scholarships :

        10 months = 1 academic year
        22 months = 2 academic years
        34 months = 3 academic years

Applications will be evaluated as follows:

           The university you have applied for will verify whether you are eligible which
            means that all the administrative and academic requirements are met, as
            specified by the project and by the University.
           If you are eligible, the University will assess your application on the basis of the
            criteria defined below and taking into account the specific conditions at that
            specific University and for the specific level.
           The University will place your application on an ordered selection list and will
            provide such list to the Project Coordinator.
           All your applications submitted on line Universities will be evaluated as
            described above.
           The partnership coordinator will collect the selected candidates‟ lists from all
            the Partner Universities and the Central Selection and Coordination Board will
            generate the final list of appointed and reserve candidates.
           The list will be submitted to the Education Audiovisual and Culture Executive
            Agency (EACEA) of the European Commission.

        Selected students and scholars will be notified within 2 months after the deadline
        for applications (for the first intake late December 2009 January 2010).

The admission and selection parameters on which admission will be granted and
scholarships will be awarded are indicated in the call.

After you have been selected for a scholarship:

           You will be contacted by the host university. Final admittance, mobility starting
            date and available study courses depend on the local organisation and
            requirements. The host university will be responsible for further processing of
            the mobility (admission, visa, accrediting degrees, accommodation, etc.).
           For full academic recognition purposes, you will be required to sign an ECTS
            learning agreement, along with the host and the home institution.
           Before you start receiving your scholarship, you will be asked to subscribe a
            Grant acceptance and a financial agreement concerning your duties and

the academic period of approximately 6 months in which is divided an academic year. This
will commence on the first day of classes and conclude on the last day of final exams.

Sending Institution
the institution at which the student intends to graduate and is enrolled for degree
purposes, the home institution.

Special Vulnerable Situation
a certain number of reserved grants are considered in TG3 in order
to counterbalance some conditions of comparative disadvantage. (see more)

Student Agreement
an agreement signed by the Consortium and student enrolled in the joint masters course
explicitly indicating any academic, financial and administrative modalities related to the
student's participation in the joint course and, if applicable, the award and usage of the
scholarship. Once you have been selected for the program, before you start receiving your
scholarship, you will be asked to subscribe a specific agreement concerning your duties and

Subsistence allowance
For the duration of your mobility period you will receive a standard monthly subsistence
allowance (scholarship grant). Payments will be transferred to your bank account in Europe.
The amounts are fixed by the EU Commission:

                                  Undergraduate 1,000 euro
                                   Master         1,000 euro

                                   PhD            1,500 euro

                                   Post-doc       1,800 euro

                                   Academic Staff 2,500 euro

a country which is not a Member State of the European Union and which does not
participate in the programme according to Article 9 of the Programme Decision.

Travel costs and insurance
Travel will be centrally managed by the Coordinator: an electronic ticket will be issued for
each participant. Travel costs will be covered within the total limits defined by the EU
Commission. The rates are established by the programme on the basis of the linear distance
between your place of origin and the hosting university premises.

A full insurance coverage (health, travel, accident) will cover the incoming students and
academic staff participating in the individual mobility activities. The costs of the insurance
are covered by the project.

Tuition fees for exchange students are to be paid to the respective home university (if
applicable) and waived at the host university. No tuition or registration fees will be
requested by the hosting universities to any of the participants, at any level.

A small fee may be charged to the incoming participants by the host universities to cover
costs such as library services, student trade unions, laboratory consumable costs, local
taxes or similar, on an equal basis as the local students. Exchange students will continue
paying their registration fees at their university of origin. The tuition fees for students
applying for a full degree program will be covered by the project.

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