Your Federal Quarterly Tax Payments are due April 15th Get Help Now >>

Outgoing Student Booklet 10-11 v4 by shuifanglj

VIEWS: 0 PAGES: 21

									       ERASMUS EXCHANGE PROGRAMME



APPLYING AND PLANNING FOR AN ERASMUS EXCHANGE
                    2010-11




 INFORMATION FOR UNIVERSITY OF SOUTHAMPTON
            OUTGOING STUDENTS




                 www.southampton.ac.uk/international/erasmus
                                                   March 2010
                                                                University of Southampton Erasmus scheme 2010-11



                                            Contents

       1.     General information                                                                  3
              1.1    What is the Erasmus scheme?                                                   3
              1.2    Who can participate?                                                          3
              1.3    How long can I spend abroad?                                                  4
              1.4    What will I do while I am abroad?                                             4
              1.5    How will I be assessed?                                                       5
              1.6    Foreign language proficiency                                                  5
              1.7    Support while abroad                                                          6
       2.     How to apply                                                                         7
              2.1    To participate in a study period                                              7
              2.2    To participate in a work placement                                            8
              2.3    Briefing meetings                                                             8
       3.     Accommodation                                                                        9
       4.     Finance                                                                              9
              4.1    Fees                                                                          10
              4.2    Erasmus Student Mobility Grant                                                11
              4.3    Students with special needs                                                   12
       5.     Insurance                                                                            13
       6.     Visas                                                                                13
       7.     Personal Safety                                                                      13
       8.     Preparation Checklist                                                                14
              8.1    I’m thinking about participating in the Erasmus scheme.
                     What should I do?                                                             14
              8.2    When I know what my options are, what information do I need?                  14
              8.3    When I know where I want to study/work, how do I apply?                       15
              8.4    What should I do to find accommodation?                                       16
              8.5    What documentation do I need?                                                 17
              8.6    What other practical issues do I need to think about?                         18
              8.7    When should I arrive?                                                         19
              8.8    What should I do when I arrive?                                               19
              8.9    What should I do while I am abroad?                                           19
              8.10   Where can I find the information I need?                                      20
       9.     Contact us                                                                           20
       10.    Summary of Key Documents                                                             21
____________________________________________________________________________

This booklet is designed to provide University of Southampton students with general information about
the Erasmus scheme, how to apply and how to prepare for a study period or work placement abroad.

If you are a student at Winchester School of Art, please see the School’s exchange webpages at
http://wsa.soton.ac.uk/exchange-opportunities/. A separate handbook is available from your Exchange
Administrator.

The International Office
March 2010



                                                  2
                                                               University of Southampton Erasmus scheme 2010-11



1     General Information

1.1   What is the Erasmus scheme?

      Erasmus is part of the EU Lifelong Learning Programme 2007-2013 which aims to:
       strengthen the European dimension of education at all levels;
         improve the knowledge of European languages;
         promote co-operation and mobility throughout education;
         encourage innovation in education;
         promote equal opportunities in all sectors of education.

      Previously the Lifelong Learning Programme was known as Socrates. Erasmus is the part of
      the programme which relates specifically to Higher Education. Under the Erasmus scheme
      students can spend between 3 and 12 months studying or working in Europe as part of their
      degree programme.

      At the University of Southampton, around 33 Schools and departments across the University
      are involved in the Erasmus programme. Each School / department involved in the scheme
      has an Erasmus co-ordinator who is able to advise students of the opportunities that exist
      within their department. A list of co-ordinators is available on the Contacts page of
      University’s Erasmus website (www.southampton.ac.uk/international/erasmus).

      Most of the University’s Erasmus activities relate to study periods. Students apply to spend
      a study period at a partner university with whom their School or department has a current
      formal Erasmus agreement. In 2009-10 we had links with around 157 universities and
      colleges across Europe in 20 different countries. These opportunities are open not only to
      those students doing language degrees but also to those on a range of combined and non-
      language degree courses. For a full list of subject areas and partners see our website at
      www.southampton.ac.uk/international/erasmus/about/partners_by_acac_disc.html

      Some degree programmes allow students to undertake a work placement as part of their
      degree. This includes positions as British Council Language Assistants. We do not arrange
      work placements but students are able to seek approval for any work placement they have
      organised themselves.

1.2   Who can participate?

      To be eligible to participate in the Erasmus scheme you must:
       be registered as a full-time student at a UK institution of Higher Education
       have successfully completed your first year of undergraduate study
       be nominated by your School / Department: in practice this means obtaining the support
        of your personal tutor and Erasmus co-ordinator
       be reasonably proficient in an appropriate foreign language (if required)

      From 2010-11, if you are an undergraduate who is not a national or permanent resident
      of the EU/EEA, you may be eligible for a mobility grant but you may not qualify for any
      exemption/reduction in tuition fees during your exchange.


                                                 3
                                                              University of Southampton Erasmus scheme 2010-11


1.3   How long can I spend abroad?

      Under the Erasmus scheme, the study period or work placement must be between 3 and 10
      months (exceptionally up to 12 months). Normally, you spend either one semester or a whole
      academic year abroad. Most Schools /departments will stipulate the period you can spend on
      exchange. This usually depends upon your course structure. You should check with your
      Erasmus Co-ordinator if you are not sure.

1.4   What will I do while I am abroad?

      If you are visiting a partner university for a study period, you will participate fully in the
      academic and social life of the department concerned: following courses, attending lectures,
      seminars and involving yourself in fieldwork. This work is an integral part of your
      Southampton degree and not an additional element.

      Whilst abroad, you are normally required to follow courses deemed to be equivalent to those
      you would have taken if you had continued your studies at Southampton. You will need to find
      out which courses are available at the partner institution and discuss with your personal
      tutor and/or your Erasmus Co-ordinator which courses you will be required to take. Your
      selection of courses must be approved by both staff in Southampton and at the university
      you will be visiting.

      You will be issued with a Learning Agreement form for each semester which you will need to
      complete and return to the International Office before you start your study period. On
      each form you will need to specify which courses you intend to take and the number of
      credits for each course. These are usually given in terms of credits using the European
      Credit Transfer System (ECTS). One ECTS credit equals two University of Southampton
      CATS credits. For example, if you need to take units equivalent to 30 CATS credits, you
      should choose courses at the host university worth 15 ECTS credits. If you need to make
      any changes to this selection when you arrive at the host university or during the year you
      should inform your School and the International Office using the Learning Agreement
      Amendments form

      At the end of your study period you must also provide confirmation of attendance and full
      completion of the study period.

      If you have arranged your own work placement, you will need to seek the approval of your
      School / department by completing a Training Agreement. You will need to liaise with your
      employer to complete the agreement, giving details of your role and the tasks that you will be
      expected to perform.

      At the end of your work placement you must also provide confirmation of attendance and full
      completion of the work placement.




                                                 4
                                                                University of Southampton Erasmus scheme 2010-11




1.5   How will I be assessed?

      If you are undertaking a study period, you may find that assessment methods at partner
      universities vary between courses but they will usually include coursework and either written
      or oral examination. Your tutor will explain to you how your work will be marked and how
      those marks will be incorporated into your final degree. The host university does not usually
      award a certificate or other qualification, but at the end of your study period you should
      receive a transcript which indicates your level of attainment achieved in examinations or
      coursework.

      For work placements, you should discuss any outcomes that you are required to achieve with
      your personal tutor. Your performance will need to be monitored and evaluated during and
      the end of your placement by your employer. You must also provide confirmation of
      attendance and full completion of the work placement. Details of the placement will be
      recorded within your final degree transcript.

1.6   Foreign language proficiency

      One of the issues which can concern students when considering spending a period abroad is
      language proficiency. You will certainly need to develop some knowledge of the language in
      order to get by from day to day, and you may also have to study your chosen subject in a
      foreign language or use the local language in the workplace. There is plenty of support and
      various options for improving your language skills if you need to.




                                       You do not necessarily have to be a languages
                                      expert to go abroad under the Erasmus scheme!
                                         Do find out what options are open to you.



      If you are studying a language as a part of your degree you are already likely to have a
      fairly high level of proficiency in the language of the country you will be visiting. You should
      not have any problem conversing in the language and your skills will soon improve with
      constant use.

      However, if you are not studying a language as part of your degree and have a lower level
      of language proficiency you can still enjoy and benefit from an exchange visit. It may not be
      necessary for you to have good language skills when you first express an interest in spending
      time abroad:

         Before you go, you may be able to increase your linguistic ability by taking a language
          option in your first year, by doing an evening course or by using the facilities provided by
          the Centre for Language Study at the Avenue Campus (www.southampton.ac.uk/cls/ ).

         Most universities in Europe will offer language training for Erasmus students during your
          study period.

                                                  5
                                                              University of Southampton Erasmus scheme 2010-11




         If you are going to a partner university where the lectures are in English (for example,
          some Scandinavian, German and Dutch universities) or the language of your workplace will
          be English, you may only need to take an intensive language course of your choice before
          you get there just to help you get by in every day situations. Funding may be available –
          please check with the International Office.

         You may also be able to attend an Erasmus Intensive Language Course at beginner or
          intermediate level in certain countries (not France, Spain or Germany) before the start
          of your study period or work placement. The deadline is in May for courses starting in
          semester one, and in November for courses starting in semester two. You can find
          further information at http://ec.europa.eu/education/erasmus/doc902_en.htm .


1.7   Support while abroad


                             Do make sure that whilst you are away you let us know
                             your contact details, and keep in touch with your own
                                        department at Southampton.



      Once you arrive at the partner institution or your employer you should let your School /
      Department and the International Office know you have arrived and send us your new
      address and contact details. This allows us to get in touch with you quickly if necessary, and
      it means your tutor can keep up–to-date with your progress and sort out any issues that may
      arise.

      If you have concerns about your studies whilst you are on your exchange, the best point of
      contact at your host university is the Institutional Erasmus Co-ordinator who is usually based
      in the International Office. If you are worried about any aspects of your work placement,
      your employer should designate a particular member of staff to act as your main contact
      point if you have any issues.

      However, if you are not sure who to contact at any time, get in touch with your personal
      Tutor or the International Office at the University of Southampton, and we will try and help
      you or direct you to someone who can. In the unlikely event of a major problem please do
      make sure that you or your host university/employer keeps us informed.




                                                 6
                                                             University of Southampton Erasmus scheme 2010-11




2     How to apply

      If you wish to participate in an Erasmus study period or work placement, it is best to express
      your interest as early as possible so that you can plan when and where to go, and arrange
      any language training you will need. You should see your Erasmus Co-ordinator to discuss the
      options open to you and also seek the agreement of your personal tutor. If the period abroad
      is a compulsory part of your course (for example, modern languages students) your School /
      Department will probably have information readily available to help you to consider your
      options for your time abroad.

      Once your School / Department has agreed that you can study or work abroad, you will then
      need to apply at the latest by the end of the semester before you plan to go.

2.1   To participate in a study period:
      There are two stages to the application process: applying to the University of Southampton,
      and applying to your host university:

      University of Southampton application
      You will need to complete an Erasmus Study Mobility Agreement, a Risk Assessment Form
      and a Learning Agreement which are available from your Erasmus Co-ordinator or the
      International Office. You are also required to take out personal travel insurance in
      addition to your EHIC card (see section 5 of this booklet). A copy of your insurance
      certificate and details of emergency contacts must be given to the staff member
      nominated by your School before you go on exchange.

      Deadline:
      You should return your Mobility Agreement and Risk Assessment Form by:
      31 May              For full year and Semester 1 study periods
      30 November         For Semester 2 study periods

      You should return your Learning Agreement as soon as your choice of courses has been
      approved by your tutor and the host university, preferably before you leave the UK for your
      exchange.

      Host university application
      Your Co-ordinator will forward your name and contact details to your chosen host institution.
      They should send you details of how to apply and an application form, which you need to
      return direct to the host university. You may also wish to check their website for useful
      information and application forms.

      Deadline:
      You should check with the host university when they need to receive your application.

      NB International Offices at partner universities are often closed over August, so if you are
      applying for a full year or Semester 1 study period, you must ensure that your arrangements
      have been confirmed before that time. If you leave it until after August, you may find you
      have missed important deadlines and are considerably disadvantaged.


                                                7
                                                                  University of Southampton Erasmus scheme 2010-11




                            When applying for study exchanges and accommodation at a
                              partner institution it is important that you follow up any
                         correspondence with a telephone call or email to ensure that your
                          application has been received and is being dealt with, and also to
                            check whether there is any further action you need to take.




2.2   To participate in a work placement:
      You will need to find your own work placement and seek the approval of your School /
      Department.

      Modern Languages students who have found their own work placement will need to
      complete an additional Request for Work Placement Approval which should be submitted
      to Maddy McNeill together with a letter/email from the employer.

      British Council Language Assistantships are considered as work placements under the
      Erasmus scheme, so applicants should complete all the Erasmus work placement
      documentation and processes.

      Once your School has approved your work placement, you will need to complete an Erasmus
      Work Mobility Agreement, a Risk Assessment Form and a Training Agreement which are
      available from your Erasmus Co-ordinator or the International Office. The Training
      Agreement needs to be completed in discussion with your employer and personal tutor. You
      are also required to take out personal travel insurance in addition to your EHIC card
      (see section 5 of this booklet). A copy of your insurance certificate and details of
      emergency contacts must be given to the staff member nominated by your School
      before you go on exchange.

      Deadline:
      You should return your Mobility Agreement and Risk Assessment Form by:
      31 May              For full year and Semester 1 work placements
      30 November         For Semester 2 work placements

      You should return your Training Agreement as soon as possible, preferably before you leave
      the UK. Check with your personal Tutor and Erasmus Co-ordinator what their deadline is for
      approving your placement. They may ask you to complete the Training Agreement well in
      advance as part of the approval process.

2.3   Briefing meetings
      The International Office holds a regular information meetings and events during the year for
      any students who are interested in finding out more about the Erasmus scheme.

      If you decide to apply, you will be invited to a final briefing meeting in May (for full
      year/Semester 1 applications) or November (Semester 2 applications). You must attend this
      briefing as you will be given full details about how to prepare for your exchange and what to
      expect while you are abroad. Some Schools such as Humanities and WSA may arrange their
      own meetings. You only need to attend one briefing.
                                                   8
                                                              University of Southampton Erasmus scheme 2010-11




3.   Accommodation
                          It is essential that you make suitable arrangements for
                            accommodation for the duration of your placement.
                          This is not always easy and you should therefore begin
                                      your search as soon as possible.


     If you will be studying abroad, accommodation is sometimes available for visiting students in
     the host university’s halls of residence. If it is, you will need to apply for it and you should
     do this as early as possible.

     If you do apply for accommodation at your host university, do make sure that your application
     has been received and is being considered. Do not assume that, because you have sent your
     application, it has been received and that you will be allocated accommodation. It is
     therefore essential to follow up your application by email or phone call to confirm that it
     has been received, and to check when you will know if you have been successful in securing a
     room in University accommodation. This will enable you to monitor the progress of your
     application, and have sufficient warning of any potential difficulties.

     Some universities do not have accommodation facilities and you will need to use their
     accommodation services to find a suitable place in the private sector. If you intend to visit a
     large city you may find that there is a lot of competition for student and/or private rented
     accommodation. There may be several universities in the city you are visiting as well as local
     residents looking for accommodation, which could put considerable pressure on housing
     services and agencies. It is imperative that you do not leave your search for somewhere
     to live until the last minute.

     You should think carefully about where exactly you wish to live. It is important to check
     where your chosen university is in relation to the town or city centre and local transport
     facilities, so that you can decide where it would be most appropriate for you to live.

     If you will be working abroad, ask your employer for advice about finding suitable local
     accommodation for the duration of your placement.


4.   Finance

     During your study period or work placement, you are eligible to apply for any grants or
     student loans in the normal way. Erasmus students going abroad from Southampton on either
     study or work placements will retain all LEA financial support, including any non-repayable
     grant that some students are entitled to. Please contact us if your LEA informs you that
     they will be reducing your financial assistance in any way.

     If your year abroad is a compulsory part of your degree programme, and you have to attend
     an institution outside the UK as a part of your course, then the LEA may grant you extra
     financial assistance such as travel expenses. For further details and a claim form contact
     your LEA.



                                                 9
                                                                    University of Southampton Erasmus scheme 2010-11


      Please remember that if you do receive a student loan, and you go abroad at the beginning of
      your second or third year, you will need to contact the Student Loans Company to arrange for
      receipt of your loan as you will not be in Southampton to collect a grant cheque.

                                   Do make sure that you are clear about whether you can get
                                   extra financial support for your placement, your fees status
                                               and how you will manage your money.



4.1   Fees

      An important advantage of the Erasmus scheme is that
           Part Year Erasmus Students
            If you are going abroad for less than a full academic year
             you pay your usual tuition fees to the University of Southampton for that
                academic year.
             if you are studying abroad you do not pay any tuition fees to your host university.

            Full Year Erasmus Students
             At present, if you are going abroad for a full academic year, either for a study period
             or a work placement,
                  If you are studying, you will not pay tuition fees to your host university
                  If you are a UK/EU undergraduate, you may not have to pay any tuition fees
                    for that academic year to the University of Southampton – see Tuition fee
                    waiver criteria below.
                  If you are an international undergraduate, an undergraduate going to
                    Switzerland, or a postgraduate, you pay tuition fees to the University of
                    Southampton as agreed by your School/Department

             To qualify for a Tuition fee waiver:
                  You must be a UK / EU national or permanent resident
                  You must be eligible for UK student support arrangements ie you are an
                   undergraduate, pay Home/EU fees and are eligible to apply for a tuition fee loan
                 You are planning to study or work abroad for a full academic year as defined by
                    your Academic School in an eligible country (not Switzerland)
                 You must complete all the required documentation and the full length of your
                    study period or work placement.
                 If your tuition fees are funded by your LEA, you must inform them that
                    you will be participating in the Erasmus scheme.

             If you meet all these conditions, and you receive a bill for tuition fees during your
             year abroad, do get in contact with the International Office who will clarify your
             situation with the Fees Office.

      For information about fees at the University of Southampton, please contact the Fees
      Office at ssc@southampton.ac.uk, telephone 023 8059 9599.
      Additional information relating to fees and financial support is available in the DIUS booklet
      ‘Financial Support for Higher Education Students’ which can be found at
      http://www.direct.gov.uk/en/EducationAndLearning/UniversityAndHigherEducation/StudentFinance/index.htm


                                                     10
                                                               University of Southampton Erasmus scheme 2010-11




4.2   Erasmus Student Mobility Grant

            You are eligible to apply for a Student Mobility Grant if yYou have met the criteria
             for participating in an Erasmus study period or work placement (including British
             Council Language Assistantships).

      From 2010-11, if you come from a country other than the EU, EEA or Turkey, you may be
      eligible for a mobility grant.

      If you are a student from Luxembourg or Liechtenstein you should apply for a grant directly
      from your home country. Please contact the International Office for advice.

      This grant is intended to be a contribution towards the extra mobility costs associated with
      studying or working abroad and is based on the length of the placement and the country in
      which it takes place. It is not intended to be a maintenance grant. Although eligible
      students are not necessarily guaranteed a grant, most students do receive a contribution
      towards the costs of their exchange.

      You do not need to apply separately for this grant, but you will need to complete certain
      documents before, during and after your exchange. The amount of grant you receive will be
      determined by the British Council, who administer the scheme across the UK, and may vary
      from year to year. The University receives its main allocation just before the new academic
      year begins. You will receive your main grant cheque in £s sterling at the start of your
      exchange when we have received the following documents from you:

          Study or work mobility agreement      - to be completed before you go on exchange
          Risk assessment form                  - to be completed before you go on exchange
          Copy of personal insurance policy     - to be received before you go on exchange
          Learning or Training Agreement        - to be completed before you start your exchange,
                                                   preferably before you leave the UK
          Confirmation of arrival               - to be completed on registration at your host
                                                   university or upon arrival at your employer

      There is often a second smaller grant allocation later in the academic year, although this is
      not guaranteed, as it depends upon the level of central funding available to the British
      Council. If it is possible to award a second allocation, these cheques will usually be sent out
      after you have completed your study or work placement.

      You will receive your second grant cheque when we have received the following documents:

         First grant receipt
         Semester 2 Learning Agreement (if applicable)
         Confirmation of Attendance form
         Student Report and Feedback forms




                                                  11
                                                               University of Southampton Erasmus scheme 2010-11




      The mobility grant is for you to use as a contribution towards the cost of your exchange
      placement, and you would not normally have to re-pay the grant. However, if you return
      early before completing your study period or work placement, or you contravene any of the
      clauses on your student mobility agreement, such as not completing the documentation, you
      will probably have to repay some or all of the grant. If you return within the first three
      months it is likely that you will have to return the entire grant. If you return after the first
      three months you will probably have to pay back an appropriate proportion. We recommend
      that you try not to spend all the grant until you are certain that you are likely to complete
      your placement. If you return early you will need to make arrangements to finance any
      repayment required.

      Students who will be studying in Switzerland are not eligible for an Erasmus grant. These
      students receive a separate grant from the Swiss Government. This is administered by the
      partner institution who will send you further details. Usually you can collect your grant as
      soon as you arrive.


                                 Do make sure that you have made arrangements for
                              someone at home to pay your student mobility grant cheque
                                  into your account if you have already left for your
                                                       exchange.



4.3   Extra help for students with special needs

      Applications can be made for extra funding to support the mobility of students with a severe
      disability or exceptional special needs. The application needs to provide a medical certificate
      testifying to the student’s particular needs, a cost estimate of the special requirements and
      evidence that all other UK sources of funding have been exhausted.

      If you feel that this would be relevant for you, please contact the International Office for
      further information about applying. This needs to be done before you go on your placement.


5     Insurance

      You must ensure that you make arrangements for health and travel insurance to cover your
      needs while you are abroad:


      You must take with you a European Health Insurance Card (EHIC) which will entitle you to
      access to emergency treatment and local medical services whilst visiting or studying in Europe.
      You can apply for an EHIC in one of three ways:
      •      online at: http://www.nhs.uk/NHSEngland/Healthcareabroad/Pages/About.aspx .
             Your card will be delivered within 7 days.
      •      by phone, on 0845 606 2030 – delivery within 10 days
      •      by post, using the form available from the Post Office – delivery within 21 days.



                                                 12
                                                               University of Southampton Erasmus scheme 2010-11




    You must also ensure that you take out a suitable travel / health insurance policy for the
    duration of your stay, which will cover you for travel to and from your destination, any
    travelling you do during your placement, and for all the activities you intend to undertake.
    Activities such as winter sports normally require additional cover. The University has a policy
    which you can purchase if you wish.


    If you are working in Europe, please check with your School / department and your employer
    about your insurance cover in the workplace. The EHIC and a standard travel insurance
    policy are unlikely to cover you if you are working abroad. You are advised to contact an
    insurance broker who can offer you a Personal Accident policy.


    For any queries you can also contact the University’s Insurance Officer, Ruth McFadyen at
    insure@southampton.ac.uk, or telephone 023 8059 2417.


6   Visas

     Currently, if you are a UK, EU, EEA or Swiss national you do not require a visa to visit any of
     EU or EEA countries under the Erasmus scheme, unless you are planning to visit Turkey.


     If you are from a country outside the EEA or Switzerland, and you required a visa in order to
     come and study in the UK:
           You may need to apply for a visa for the country where you are intending to study
           You will be required to maintain the conditions associated with your UK visa while you
            are abroad eg regular monitoring if you have a Tier 4 visa.


     Visas for Turkey – all students
     If you are planning to study in Turkey, you will need to make arrangements in advance to apply
     for a study visa. A tourist visa will not be sufficient. It is likely that you will need to make an
     appointment directly with the Consulate General for the Republic of Turkey in London. The
     current cost of a study visa is £67 for up to six months and £207 for up to a year.
     For more information contact the International Office or see
     www.turkishconsulate.org.uk/en/index.htm


7   Personal Safety

    The University’s Safety Office issues all students and staff with guidance on personal safety
    while abroad. You will be issued with a copy at the final briefing meeting. It is very important
    that you read the advice and take appropriate precautions to minimize the risks to your
    personal safety as far as possible.




                                                13
                                                                    University of Southampton Erasmus scheme 2010-11




8.       Preparation Checklist

         The previous sections have outlined some of the main issues regarding Erasmus student
         exchanges. The purpose of this section is to highlight some of the key activities you should
         undertake in order to apply and plan for your placement. It is important to remember that
         you can never be over-prepared. The more you can arrange and find out about before you go
         abroad, the better. Remember, this is your Erasmus exchange and it is essential that you
         actively plan and prepare for your time abroad.

         Please bear in mind that this is not an exhaustive list, but is a guide to assist you with your
         preparations. If you do have any concerns, or there are any issues you are not sure about, do
         ask either your Erasmus Co-ordinator, or the International Office, who should be able to help
         you or point you in the right direction.

8.1      I‘m thinking about participating in the Erasmus scheme. What should I do?


        Find out:
                                                                                                          
         who your School/Departmental Erasmus Co-ordinator is
         what options are available to your study period or work placement
         study periods:      which universities your department is linked with
                             what courses you should study whilst abroad
         work placements: any employers your department is linked with
                            what types of work placement would be suitable
        Attend any information meetings organised within your School/Department or by the
         International Office.
        Get the approval of your Tutor and Erasmus Co-ordinator to participate in the scheme



8.2      When I know what my options are, what information do I need to find out?


Study periods:
                                                                                                          
Host university:
    Website
    Prospectus or information booklet for Erasmus students
    Contact details of the Institutional Erasmus Co-ordinator
    Contact details of the Departmental Erasmus Co-ordinator
    Contact details of the Accommodation Office


Courses:
    What courses do you need to take? Find out what courses are on offer to exchange
       students. Discuss with your Tutor and Erasmus Co-ordinator which subjects you are
       required to study and how many credits you need to take.
    Do you need a certain level of prior knowledge of the subject before taking your preferred
       courses? If so, check that you can meet the requirements.
    Find out what kind of course assessment is used at the host university. There may be
       written or oral exams, continual assessment etc.
    What is the language of instruction and what kind of language preparation is available to you
       before and during your study period?

                                                      14
                                                                     University of Southampton Erasmus scheme 2010-11




Work placements:
     What kind of role would be appropriate? Check with your personal tutor and Erasmus
                                                                                                           
      Co-ordinator
     What is the language of the workplace and what kind of language preparation is available to
      you before and during your work placement?
     Research possible employers
     Contact details and the best way to approach possible employers



8.3     When I know where I want to study/work, how do I apply for my Erasmus placement?

Different partner universities have different procedures for applying for an Erasmus study period.
Employers may not be familiar with the requirements of the Erasmus application process. You will
therefore need to ensure that you are clear about what you need to do to apply and the relevant
deadlines. Your School or department is likely to have its own timetable during the year when they
hold information meetings for students who intend to go on exchange, at which time they will
provide you with relevant information.



    Study periods
                                                                                                           

    University of Southampton applications
      Complete an Outgoing Study Mobility Agreement and Risk Assessment Form, available
        from your Erasmus Co-ordinator or the International Office. This needs to be signed by
        your Tutor and your Erasmus Co-ordinator, then returned to the International Office by 31
        May (Full year/Semester 1 exchanges) or 30 November (Semester 2 exchanges)
      Ensure you have taken out personal travel insurance and send a copy of your insurance
        certificate to your Erasmus co-ordinator and the International Office before you go on
        exchange
      Complete a Learning Agreement form with details of your course choices which must be
        approved by your department at Southampton and your host university. This should be
        completed before you start your exchange and returned to the International Office. If you
        cannot find all the information you need in advance, you should complete the form as soon as
        you arrive and let your Tutor and the International Office know your course choices as soon
        as possible.
      Modern Language students please note: once your mobility agreement has been signed,
        your Year Abroad contact will be your RA section coordinator rather than your tutor.

    Host university applications:
      Your Erasmus Co-ordinator should either know where to obtain application forms, or will
        forward your contact details to the partner university so that you can be sent the relevant
        application forms directly
      Ensure all application forms are completed and returned to the host University in time to
        meet their deadlines
      Ensure that the host university has received your application. If do not receive
        confirmation, chase up your application with the relevant Erasmus Co-ordinator at the host
        University. Most universities overseas are closed during the summer vacation period and it
        can therefore be difficult to contact the relevant people, so if you are applying for a full
        year or Semester 1 placement, make sure you have received confirmation by the end of July
.



                                                      15
                                                                     University of Southampton Erasmus scheme 2010-11


   Work placements (including British Council Language Assistantships)
                                                                                                           
      Complete an Outgoing Work Mobility Agreement and Risk Assessment Form, available from
       your Erasmus Co-ordinator or the International Office. This needs to be signed by your
       Tutor and your Erasmus Co-ordinator, then returned to the International Office by 31 May
       (Full year/Semester 1 exchanges) or 30 November (Semester 2 exchanges)
      Ensure you have taken out personal travel insurance and send a copy of your insurance
       certificate to your Erasmus co-ordinator and the International Office before you go on your
       placement
      Complete a Training Agreement form in collaboration with your employer and your personal
       tutor, giving details of your propose role and responsibilities. This document may form part
       of your School/Department’s process for approving work placements. It should be completed
       before you start your placement and returned to the International Office.
      Modern Language students please note: once your mobility agreement has been signed,
       your Year Abroad contact will be your RA section coordinator rather than your tutor



8.4    What should I do to find accommodation?

Finding accommodation is often a concern for students going abroad. It is therefore essential that
you begin to think about how you will go about finding accommodation as soon as possible. Do also
bear in mind that you will be going to a foreign country where types and availability of
accommodation may be different from the UK.


University Accommodation:
                                                                                                           
     Find out what types of accommodation and facilities are available.
     If you are eligible, how and when should you apply?
     Complete the application forms and return to the host university by the deadline
     Make sure that the host university has received your application. If you have not heard by
       the end of the summer term, chase up your application with the relevant Erasmus Co-
       ordinator at the host university. Most universities overseas are closed during the August
       period and it can therefore be difficult to contact the relevant people over the summer.



Private rented accommodation:
     Will you need to arrange temporary accommodation such as a B&B when you first arrive? It
       is essential that you do not arrive overseas without somewhere to stay for at least your
       first few nights. Where possible, it is advisable to secure your rented accommodation
       before you go abroad.
      Look into all accommodation options available, eg staying with a family or sharing a flat with
       other students, and the various issues associated with renting accommodation. For instance,
       some students have found that it can be difficult obtaining a 3 month lease (e.g. if you are
       going on exchange for the first semester only), as 6 months may be the usual minimum rental
       period.
      Contact other students who are currently on exchange at the university or city you wish to
       visit, to find out how they found accommodation. Alternatively, you may find it useful to
       talk to any students currently studying here from the university you will be visiting.




                                                     16
                                                                     University of Southampton Erasmus scheme 2010-11




8.5    What documentation do I need?

The International Office will arrange a briefing meeting which you must attend. At this meeting
you will receive information about the kinds of documentation you will need to take with you. The
following are examples:


Identification documents
                                                                                                            
    An up-to-date passport which will be valid for the duration of your time abroad. Additional
        photocopies may also be useful.
    A copy of your birth certificate which you can take with you. Check whether the authorities
        overseas will require a translated copy of your birth certificate.
    A driving licence if you think you may have the use of a car or wish to hire one.
    You may find it useful to get an International Student Identity Card (ISIC) which can be
        used for discounts on travel and at various attractions. Application forms are available from
        the University Travel Centre.
    Ensure you have several recent passport sized photographs of yourself to take with you.
        Some universities may want you to provide black and white passport sized photos.



Academic documents
    Copies of your A-level certificates and transcripts of your previous year(s) of study at
      Southampton
    Your Learning or Training Agreement.



Insurance: (See Section 5 for details)
    You must obtain a European Health Insurance Card, issued by the Department of Health,
       which will entitle you to the same emergency medical care for illness or accidents as
       nationals of the country you are staying in.
    You must take out a personal health & travel insurance policy to ensure that you are fully
       insured whilst you are overseas. This needs to cover you for everything you wish to do
       whilst you are abroad, including outdoors and/or sporting activity. The University has a
       travel insurance policy which can be purchased by students. Information about this will be
       given out at the briefing meeting or contact the International Office for further details.
    If you are working, you need to ensure that you have appropriate insurance to cover
       you in your workplace.



Visas: (See Section 6 for details)
     If you are planning to study in Turkey, you will need to apply for a study visa in advance and
        make an appointment with the Turkish Consulate in London.
     If you are not an EU/EEA national, you will need to make appropriate arrangements to apply
        for a visa for the country where you will by studying or working.




                                                      17
                                                                      University of Southampton Erasmus scheme 2010-11




8.6       What other practical issues do I need to think about?


Travel:
         How will you get to your host institution or place of employment ? Find out the cheapest and
                                                                                                            
          easiest ways to travel to your destination from the University Travel Centre or any other
          travel agent.
         If there are other students travelling from Southampton to the same destination, you may
          like to think about making arrangements together.
         You may find it useful to contact other students who are currently on exchange at the
          university or employer you will be visiting, or who have been on a study period or work
          placement there. Contact details of students should be available through your Erasmus Co-
          ordinator.


Finances:
      Inform your home bank that you will be going abroad for the year and ask them to help you
       with credit or debit cards, Traveller’s Cheques, foreign currency, etc.
      To qualify for a tuition fee waiver, you must inform your LEA that you will be going abroad
       under the Erasmus scheme.
      If you are going abroad for a whole year, you may find it useful to find out about opening a
       bank account in the host country. It is likely that you will need to take along certain
       documentation such as your passport, proof of residence, proof of registration with the
       local police, etc.
      Ensure that arrangements are in place for you to receive your Erasmus Mobility Grant. This
       will be paid to you by cheque in £s Sterling once the necessary forms have been returned.
       You may be abroad at the time the cheque is sent out. Students in the past have found that
       the best way to manage this, to avoid incurring bank charges, is to arrange for someone at
       home to pay their cheque into their bank account for them.
      If you receive a student loan or funding from another source which you access through the
       University (e.g. you would normally pick up a cheque at the beginning of term) you will need
       to contact the Student Loans Company, or other relevant organisation, to make alternative
       arrangements. You are still eligible for the same funding while you are abroad as you would
       be if you were studying in Southampton. The Erasmus Mobility Grant is not considered as a
       maintenance grant.



Safety: (See Section 7)
      Read the Safety Office guidance.
      Take similar precautions to those you would take when living and studying in any town or city
       in the UK. Do not take unnecessary risks. You may stand out as a foreigner, particularly
       when you first arrive.
      Seek local advice where necessary, for example if there are any areas to avoid and how to
       get around safely at night.




                                                       18
                                                                     University of Southampton Erasmus scheme 2010-11


8.7    When should I arrive?


Study periods:
                                                                                                           
Find out:
       key dates such as the start and end of term and vacation dates.
       any special arrangements which apply to you. The host university may have separate arrival
       dates for exchange student orientation and/or registration. It is important that you know
       when to arrive and do not miss any pre-placement language courses or orientation activities.
       If key dates are not clear from the website, contact the university’s Institutional Erasmus
       Co-ordinator to find out.
       if you need to arrive early to look for accommodation or to attend a language course.

Work placements:

Check:
      any dates and arrangements that were specified in your Training Agreement.
      if you need to arrive early to look for accommodation or to attend a language course.


8.8    What should I do when I arrive?

Study periods:
      Register with your host university. Do check to find out what documentation you need to                
       take with you. You may find that in the country you are visiting you are required to register
       locally for a residence permit.
      Confirm you have arrived with your Tutor, your Erasmus Co-ordinator and the International
       Office. Ask your host university to sign the Confirmation of Arrival form and return it to
       us with your contact details as soon as possible.
      Complete your Learning Agreement and return it, if you have not already done so

Work placements:
     Attend any induction organized by your employer.
     Confirm you have arrived with your Tutor, your Erasmus Co-ordinator and the International
      Office. Ask your employer to sign the Confirmation of Arrival form and return it to us
      with your contact details as soon as possible.
     Complete your Training Agreement and return it, if you have not already done so



8.9    What should I do while I am abroad?

      Stay in touch with your Tutor, your Erasmus Co-ordinator and the International Office,
       particularly if there are any changes to your contact details, your courses/work
                                                                                                           
       responsibilities or if you have any problems
      If you intend to return to a University Hall of Residence when you come back from your
       placement abroad you will need to complete a ‘Continuing Residence’ form. These are
       available from the Accommodation Office until November.
      At the end of your study period/work placement, complete a Confirmation of Attendance
       form, Student report form and Feedback form. These will be sent to you by the
       International Office before the end of your time abroad. Completing these forms is a
       requirement of the mobility grant conditions and tuition fee waiver




                                                      19
                                                                      University of Southampton Erasmus scheme 2010-11


8.10 Where can I find the information I need?

Web Pages                Many overseas universities have useful information on their websites which is often
                         translated into English.

                         Partner websites are listed on the Erasmus home page at
                         www.southampton.ac.uk/international/erasmus .
                         Many employers will have a comprehensive website about their organisation.
School / Departmental    Each School or department has its own Erasmus co-ordinator who will have
Erasmus Co-              information about the exchange opportunities available. A list of current Erasmus
ordinators               co-ordinators can be found on the Erasmus website.

                         www.southampton.ac.uk/international/erasmus/contacts/academ_coordin.html

Other Students           One of the best sources of information is often students who have already been
                         abroad and will be able to give you useful ‘tips’. Do ask your Erasmus Co-ordinator
                         about other students from your department who have been on exchange or students
                         visiting Southampton from the university or employer you wish to visit.

Erasmus Society          You can also join the Erasmus Student Society to meet students from universities
                         all over Europe and find out what it is like to live and study there. For more details
                         see
                         Erasmus Society website: http://erasmus.susu.org/
                         Erasmus Student Network Facebook site http://en-
                         gb.facebook.com/group.php?gid=33437411593&ref=ts
                         Or email them at esn@soton.ac.uk


9      Contact us

       The University’s International Office co-ordinates the Erasmus scheme across the whole
       University.  For further information contact:

       Alison Tebbutt                                                 Betty Draper
       European Officer                                               European Assistant
       amt4@soton.ac.uk or                                            bd@soton.ac.uk or
       erasmus@soton.ac.uk                                            erasmus@soton.ac.uk
       Tel: 023 8059 2473                                             Tel: 023 8059 6799

       Website:         www.southampton.ac.uk/international/erasmus

       The International Office is located on the first floor of the Student Services Centre,
       opposite the Jubilee Sports Centre, on the Highfield campus.

       If you are a student at Winchester School of Art, separate arrangements may apply. Please
       see the School’s exchange webpages at http://wsa.soton.ac.uk/exchange-opportunities/ or
       contact your Exchange Administrator at wsaexchange@soton.ac.uk.




                                                      20
                                                                            University of Southampton Erasmus scheme 2010-11




10. Summary of Key Documents

       This section summarises the key paperwork you will need to complete and return before,
       during and after your exchange placement so that you know what to expect. Your own School
       or Department at Southampton may also have further forms you need to complete.
       Please note that completion and return of these forms is a condition of your mobility
       grant. If you fail to do so you may be required to return all or some of your mobility
       grant.

          Form                    Where to obtain it                     Return to                    Deadline
Erasmus Student             International Office                   International Office      31 May for full year and
Mobility Agreement –        or School Erasmus Co-ordinator                                   Semester 1 students
Study Placement             Also available online                                            30 November for
OR                                                                                           Semester 2 students
Work Placement

Risk Assessment Form
Learning Agreement (one     International Office or School         International Office      Before you leave for your
per semester)               Erasmus Co-ordinators                                            exchange or on arrival
OR                          Also available online
Training Agreement
Host university             International Office at the host       Host university           Check with the host
application form            institution, or your School                                      university
(Study periods only)        Erasmus Co-ordinator
Host university             International Office or                Host university           Check with the host
accommodation               Accommodation Office at the                                      university
application form            host institution
(Study periods only)
Confirmation of Arrival     International Office                   International Office      As soon as possible after
                            This form needs to be signed by                                  arrival
                            your host university or employer
Grant receipts              International Office                   International Office      2 weeks following receipt
                            You will receive a receipt following                             of each grant cheque
                            the issue of each grant cheque.
Confirmation of             International Office                   International Office      Before completion of
Attendance                  This will be sent to you before                                  placement
                            the end of your period abroad and
                            needs to be signed by your host
                            university
Student Report Form         International Office                   International Office      At the end of your period
and Feedback Form           These will be sent to you before       To be copied to           abroad
                            the end of your period abroad          Schools/departments
Transcript                  Host university / Employer             Your School/              At the end of your period
                                                                   Department                abroad


Please note this is not an exhaustive document and you should not rely solely upon the information provided here, but are
  expected to undertake your own research into your exchange visit. The information provided was correct at time of
printing, but details may change. You should check with your School Erasmus Co-ordinator and the International Office
                                              before finalising your plans.




                                                           21

								
To top