TO DO list Erasmus+ grant

Transcription

1 CONTENTS... 1 CONTENTS... 1 Introduction BEFORE DURING Changes to your study or traineeship programme Changes to your contact details AFTER completing the file - study Completing the file - traineeship

2 Introduction In order to receive an Erasmus+ grant you must follow the steps set out in this TO DO List. These steps have been subdivided into the following 3 categories: 1. BEFORE: steps to be completed before the passing of the grant application deadline. You cannot make a start on this before your school has given you permission via Osiris to study or train abroad. 2. DURING: steps to be completed while you are abroad if you need to report any changes to your study or traineeship programme or contact details. 3. AFTER: steps you need to follow to complete your Erasmus+ file and if applicable to receive the remainder of your grant. Please be aware that you will not receive any remainder you may be entitled to and will need to repay the 70% advance if you fail to complete any of the steps or fail to complete them on time upon your return. 1 BEFORE STEP 1: Entering your contact details in Osiris Go to Osiris and enter your date of departure, date of return and the contact details Avans can use to contact you abroad. If you have not yet found accommodation in your host country, please enter the details of the partner institution or the traineeship company and make sure to replace them once you have found a place to stay. Also indicate when and how you will be travelling to your destination, where you will be staying and the person whom Avans can contact in case of an emergency. STEP 2: Applying for the grant in Osiris Go to studentinfo.avans.nl/international and download the Learning Agreement. There are separate versions for study and for traineeships. Complete the BEFORE section and sign this document. Have your agreement signed off by: o your school's study & train abroad, internationalisation or traineeship coordinator o the educational institution or traineeship company you have chosen. Convert the Learning Agreement into a PDF. In Osiris, go to stay abroad > Grant > perform all the checklist items, answer the questions and upload the Learning Agreement in PDF format. Verify all the details and click submit. STEP 3: Completing the Online Linguistic Support assessment 2

3 The International Office will send you a message confirming you have successfully completed steps 1 and 2. You will also receive an invitation from Erasmus+ Online Linguistic Support (OLS) on your Avans address. OLS is a mandatory language assessment you are required to complete before departure and upon your return. You have 5 days to complete the test after receiving the . Completing the OLS language assessment will result in a successful grant application. 2 DURING You must report any changes during your stay abroad as quickly as possible. A distinction is made between changes to your study or traineeship programme and changes to your contact details. 2.1 CHANGES TO YOUR STUDY OR TRAINEESHIP PROGRAMME Changes to your study or traineeship programme may occur during your stay abroad. These changes need to be approved by the partner institution or traineeship company and by your school. Please report the changes to the International Office upon receiving approval. Consult your Learning Agreement BEFORE from Osiris. Complete the DURING section and sign this document. Have your Agreement DURING signed off by: o your school's study & train abroad, internationalisation or traineeship coordinator o the educational institution or traineeship company you have chosen. Convert the Learning Agreement into a PDF. the International Office: internationaloffice@avans.nl asking for permission to upload your Learning Agreement DURING to Osiris. Upload your Learning Agreement DURING to Osiris. 2.2 CHANGES TO YOUR CONTACT DETAILS If there are any changes to your contact details during your stay abroad, then you must update them as quickly as possible in Osiris. Go to Osiris > buitenland/stay abroad > Contact Information. Update your contact details and click save. 3 AFTER You will need to complete your Erasmus+ file after your period abroad has ended. The International Office requires this file for the determination of your final grant amount. You will receive the remainder from Avans once your file is complete and your final grant amount has been calculated. There are different steps you need to follow to complete your file, depending on whether you studied or trained abroad. 3

4 3.1 COMPLETING THE FILE STUDY If you went abroad for a period of study then please complete your file by completing the following steps. STEP 1. Uploading one or more return documents to Osiris Transcript of Records (printed transcript issued by the partner institution) that includes the start and end date of your study period abroad. o Go to Osiris > buitenland/stay abroad > Grant > uploads after returning o Navigate through the menu and upload the transcript twice. If the start and end date of your study period are not included on the Transcript of Records then you must also upload a completed and signed Statement of Home/Host to Osiris. Download the Statement of Home/Host from studentinfo.avans.nl/international > Studying abroad > Grant options > Erasmus+ > Forms. Have the document completed and signed off by: a. the partner institution; b. your school's study & train abroad or internationalisation coordinator Convert the Statement into a PDF. Go to Osiris > stay abroad > Grant > uploads after returning and upload the PDF. You must upload the document described below if the partner institution does not issue transcripts of records or can only issue one after the deadline has passed: Learning Agreement AFTER. Have the AFTER section of your Learning Agreement completed by the partner institution and have the document signed off by: a. the partner institution. b. your school's study abroad or internationalisation coordinator. c. you. Convert the full Learning Agreement, i.e. including the BEFORE, DURING and AFTER sections, into a PDF. Go to Osiris > stay abroad > Grant > uploads after returning. Navigate through the menu and upload the full Learning Agreement twice. STEP 2. Completing the participant report The participant report is an Erasmus+ feedback report, which you need to complete online upon your return. You will automatically receive an invitation to do so on your Avans address on the day following the end date recorded in Osiris with your Erasmus+ grant application. You have 30 days to complete the participant report after receiving this . STEP 3. Completing the OLS language assessment After your period abroad has ended you will receive an asking you to take the OLS assessment a second time. You have 10 days to complete the test after receiving the . 4

5 Note: you will not receive this invitation to do the assessment a second time if you achieved a score at C2 level on the first assessment. If you haven't received any then the end date of your stay abroad may be recorded incorrectly or not at all by OLS. In that case, please log onto the OLS system, enter or correct the date and take the assessment. 3.2 COMPLETING THE FILE TRAINEESHIP This section applies to you if you have completed an international traineeship. Please complete your file by completing the following steps. STEP 1. Uploading the Learning Agreement to Osiris Have the AFTER section of your Learning Agreement completed by the traineeship company and have the document signed off by: a. the traineeship company. b. your school's study & train abroad or internationalisation coordinator. c. you. Convert the full Learning Agreement, i.e. including the BEFORE, DURING and AFTER sections, into a PDF. Go to Osiris > stay abroad > Grant > uploads after returning. Navigate through the menu and upload the full Learning Agreement twice. STEP 2. Completing the participant report The participant report is an Erasmus+ feedback report, which you need to complete online upon your return. You will automatically receive an invitation to do so on your Avans address on the day following the end date recorded in Osiris with your Erasmus+ grant application. You have 30 days to complete the participant report after receiving this . STEP 3. Completing the OLS language assessment After your period abroad has ended you will receive an asking you to take the OLS assessment a second time. You have 10 days to complete the test after receiving the . Note: you will not receive this invitation to do the assessment a second time if you achieved a score at C2 level on the first assessment. If you haven't received any then the end date of your stay abroad may be recorded incorrectly or not at all by OLS. In that case, please log onto the OLS system, enter or correct the date and take the assessment. 5