Erasmus+ Application Procedure

Explanation application process Erasmus+ Grant

Congratulations! You have been nominated to the Erasmus+ programme!

Erasmus+ is the EU programme for Education, Training, Youth and Sport and runs from 2014 to 2020. Among other things, Erasmus+ aims to promote international student mobility by offering grants for study and internships within the 33 EU/EEA countries. The Erasmus+ grant is a contribution to cover the travel and living costs abroad. The amount of the grant depends on the duration of your mobility period and the country of your destination. You can find the conditions and requirements of the Erasmus+ programme on the website.

It is important to follow some steps before departure, during mobility and after mobility.
Please read the instructions
: “Explanation how to apply for the Erasmus+ grant in Osiris” 

Due to technical difficulties not all students receive an email regarding the pre-filled learning agreement.
If you experience issues with the OLA system, you can fill out the paper version instead (download form). 

  • Before your departure, you should follow the below three steps: 

    1. Online Learning Agreement (OLA) 

    Create an account with your private email address and fill in your OLA.
    Please check your spam folder if you received an email. 
    You can find the instructions on how to use the OLA in
     the section download forms.
    Once the OLA is completed and signed by:

    • You
    • The International Office of your faculty
    • The International Office of your host university

    Please export the form to PDF and upload your OLA to your application in Osiris.

    Due to technical difficulties not all students receive an email regarding the pre-filled learning agreement.
    If you experience issues with the OLA system, you can fill out the paper version instead (download form).


    2. Grant Agreement (download form)

    After you have completed your OLA, The Grant Agreement must be filled in and signed:

    • You
    • The International Office of your faculty

    ​​​​​​​​You can find the codes for subject area and ISCED here.
    Upload the Grant Agreement form to your application in Osiris. 


    3. Online Linguistic Support 

    You have to take an online language assessment before departure to determine your level of English. You will receive an invitation for the language assessment by email.

    Please note: if the main language of instruction at your host university is not English, or if you’re a native speaker, please let us know by sending an email to erasmusplus@eur.nl

    This assessment will only be used for the purpose of the Erasmus+ grant and will not be communicated to your host university.

    Please find all the available language courses here.

    Online Language Tool (optional)
    Did you know that you can follow an online language course, free of charge? Send an e-mail to erasmusplus@eur.nl to find out more!

    After completing the above three steps: Confirmation of the Erasmus+ grant and first payment
    You need to upload the OLA and Grant Agreement in Osiris preferably before departure, but no later than 4 weeks after the start of your mobility.
    Unfortunately, we cannot accept forms, sent by e-mail. Please keep in mind that we cannot transfer the advance payment of your grant before we have processed your application. 


    After you have completed the above steps, the International Office EUR will review your application in Osiris.
    After approval, we aim to transfer 75% of the Erasmus+ grant within 4 weeks and we will send you the confirmation letter through Osiris, in which the total amount of the Erasmus+ is calculated. You can find the amounts here

    • I have not received an email regarding the Erasmus+ application procedure. 

      For mobility periods starting in the first months of academic year 2019-2020, information about the application procedure will be send to you in June. All communication regarding the Erasmus+ application procedure is done via email. Please make sure to check your EUR email account regularly. To make sure you do not miss any emails, you can also adjust the settings of your student email account so that all emails are automatically forwarded to your personal email account.
      Note that the Erasmus+ application procedure is different from the process of the International Office of your faculty. Selecting who is given the opportunity to go abroad is done by your faculty.

      The semester at my host university is shorter than three months, what do I do? We are aware that some universities have a shorter exchange semester.
      Could you please ask your host university to send a statement/document that confirms that your exchange period is shorter than three months. 
       
      What to do if I already filled a learning agreement provided by the Host University? You need to fill in a new form according the Online Learning Agreement
      My host university refuses to digitally sign the OLA. What do I do? You can download the form so that they can sign it and than upload it in Osiris as PDF. 

      I received the Erasmus+ grant for my bachelor exchange.
      Now I am going on exchange during my master. Am I still eligible for the grant?

      Yes, the grant can be awarded during 3 cycles (bachelor, master and PhD).
      For each cycle, the maximum period for the grant is 12 months.
       

      Online Language Test

      Do I need to do the online language assessment? I have already done a test to be selected for my exchange.
       

      The language assessment is obligatory. Exceptions are only possible for native speakers.
      Native speakers have to send a copy of their passport to erasmusplus@eur.nl to get an exemption.
      The level of the language assessment has nothing to do with eligibility criteria being selected or admitted to the exchange programme

      I received an invitation to do the language test in English. However, I am going to follow courses in another language. Do I still have to do the English test?No, the test is also available in French, German, Italian, Spanish and other languages. You can send an email to erasmusplus@eur.nl regarding this. We will change the language and send you a new invitation.

      I would like to apply for the free language course. How can I apply?

      Please send an email to erasmusplus@eur.nl. You will receive an invitation to do the test before the start of the language course.

      In which languages are the courses available? You can apply for courses in the language: English, French, German, Dutch, Italian, Spanish, Polish, Czech, Danish, Greek, Portuguese, Swedish, Bulgarian, Croatian, Hungarian, Romanian, Slovak, Finnish and Slovenian. 
        

      I am interested in a language course and a beginner at this language. Do I still have to take the test?

      Yes, the test is necessary to determine your proficiency level.

      Grant Agreement

      I will not have an address in the Netherlands during my stay abroad. What should I fill in?

      You can fill in the address of your parents, your email address or your address abroad.

      Where should I fill in the ISCED code?

      In the field where you have to fill in the faculty or school you will be studying at.

      Which option applies to me: a mobility grant, zero grant or financial support of the EU?It is the ‘Mobility grant’ option if you are not going to receive any other fund from the EU for your stay abroad.

      I am abroad already and do not have the opportunity to take care of the signatures of my faculty. How do I get their signatures?

      It is not necessary to have original signatures. You can send an email to the international office of your faculty and ask them to print it, sign it and to return it to you per email.

      Who is the contact person at my faculty?

      To check this, please visit this page.

      The International Office of my receiving university does not want to sign the form before my arrival. Is this a problem?

      You can send the signed form at a later moment. However, the first payment will only be done after uploading the signed form in Osiris. This means that you will receive the first payment at a later moment.

      I do not know the contact details of my receiving university.
      Can I leave this part blank?

      Use the details of the office/ officer from which you have received communication regarding your admission to exchange. When in doubt consult the International Office of your faculty. 

      It is not possible to leave this field blank.

      I currently do not know which courses I am going to take.
      Do I have to wait with filling in the form until I know which courses I am going to take?

      If this is the case for you, we recommend filling in the courses you expect to take.
      Any changes can be reported during your mobility through a separate form.

      What should I fill in for table B?

       

      If you are going on exchange during your minor for instance, you can fill in “mobility window”. It is not necessary to fill in all of the courses you would have done at Erasmus University if you had not planned to go abroad.

      The exams will be in January. However, I am returning to the Netherlands before Christmas. Which end date should I fill in?

      You should fill in the return date. The end date stated by the receiving university will be the official end date and this date will determine the number of days for which you will receive the grant.

      How can I submit my bank account details?Please login in to Osiris and click on "Grant" to submit your bank account details. 
      I cannot find the "Netherlands" in the drop down menu as the location of my bank?You can find "The Netherlands" under the letter "T" in de drop down menu. 

      If you have other questions than those mentioned above, please send an email to: erasmusplus@eur.nl

  • It is possible that you decide to change your courses or duration of your exchange you initially agreed upon in the OLA and in the Grant Agreement:

    Changes to Learning Agreement

    • Changes to the courses need to be adjusted in the section ‘during the mobility’ in the OLA via http://learning-agreement.eu.
      Log on to the website and click on ‘create agreement with changes’. These changes need to be approved by the International Office of your faculty and the International Office of your host university preferably within 7 weeks after the start of your mobility. Export the completed changes of the OLA to PDF and upload your OLA to your application in Osiris.
    • Changes to the duration of your mobility must be arranged as soon as possible but no later than 1 month prior to the initial end date. These changes have to be approved by the International Office of your faculty and the International Office of your host university. You can do that by emailing them for permission.
      Once you have received the approval send this as an attachment to erasmusplus@eur.nl

    Certificate of Attendance
    Check with your host university whether they will issue you a certificate of attendance automatically or if they will list the exact dates of your stay on your transcript of records.
    If not, please have them sign and stamp the Certificate of Attendance. You can download the form here

     

    • My host university does not want to sign the OLA. Therefore I cannot create a changes to learning agreement form. What do I do? In this case, you can use the form, changes to learning agreement. You can find all the forms in the section download forms. 

      It's not possible to download the changes to learning agreement through the OLA website. 

      You can find all the forms in the section download forms. 
       

      How many times can I submit changes?

      You can only submit your changes once. So please make changes to your Online Learning Agreement when you know your definite schedule. 
      I cannot submit my changes within 7 weeksThis is not a problem for us but please keep in mind to submit your changes before you return to the Netherlands. 

      If you have other questions than those mentioned above, please send an email to: erasmusplus@eur.nl.  

  • After your return to the Netherlands you need to do the following:

    1. Transcript of Records
    Upload the Transcript of Records to Osiris. The Transcript of Records will be issued by your host university and needs to include your obtained ECTS.
    This form must be signed and stamped by your host university.

    2. Certificate of Attendance
    If your Transcript of Records does not include the exact dates of your period of stay, please upload the completed Certificate of Attendance to Osiris including
    the start and end date of your mobility period.

    This form must be signed and stamped by your host university. You can download the form here

    3. Online Linguistic Support
    Before the end of your exchange, you will automatically receive a link to take the second language assessment. 
    Students who obtained a C2 score in the first language assessment are exempted from taking a second language assessment. 
    If applicable, please submit the assessment. 

    4. Participant report (online survey)
    Before the end of your exchange, you will automatically receive a link to take an online survey, also known as the participant report.
    Could you please submit the survey.

    Deadlines
    The deadline to finalize your Erasmus+ grant as mentioned above for student who went on exchange the 1st semester is 31 March. 
    The deadline to finalize your Erasmus+ grant as mentioned above for student who went on exchange the 2nd semester is 31 July. 

    • I haven't yet received my official Transcript of Records yet. We are aware the some of the receiving institution will hand out the Transcript of Records much later.
      This will not be a problem for us. Please make sure to follow the other steps to finalize your Erasmus+ grant.
      What is a Transcript of Records?The Transcript of Records is your final list with study results and credits (ECTS) 
      Where can I find the form, certificate of attendance? You can find all the forms in the section download forms. 
      I haven't received an invitation link to submit the participant report. Please check your spam folder of your student email address account. If you cannot find the email, please send an email to erasmusplus@eur.nl so that they can resend the link to you. 
      I haven't received an invitation link to submit the second part of the language assessmentPlease check your spam folder of your student email address account. If you cannot find the email, please send an email to erasmusplus@eur.nl so that they can resend the link to you. 
      What do I need to do if I cannot make the deadline?If you cannot make the deadline as mentioned above please sent an email to erasmusplus@eur.nl to inform us. 

      If you have other questions than those mentioned above, please send an email to: erasmusplus@eur.nl

  • There are four parties involved in the application process of the Erasmus+ grant:

    • Student
    • International Office EUR (erasmusplus@eur.nl):
      This is the Central International Office at the Erasmus University Rotterdam and they are responsible for the administration and payment of the Erasmus+ grant.
      Could you please direct your questions regarding the Erasmus+ grant to the Central International Office.  
    • International Office of your faculty:
      In the Grant Agreement and Online Learning Agreement also known as the Sending Institution or Home Institution and they are responsible for your nomination.
    • International Office of your host university:
      In the Online Learning Agreement also known as the Receiving Institution and they will provide and sign + stamp your transcript of records and certificate of attendance.

How to apply for the Erasmus+ Grant

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