Required Documents
Upon accepting an Erasmus+ Worldwide study placement, students are obligated to submit the following documents.
Before the stay abroad:
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Documents to submit |
Dates/Deadlines |
Instructions |
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4 Weeks before stay abroad |
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Before stay abroad (changes are accepted within 4 after begin of study program) |
Students must obtain all signatures (student, home university, partner university). Submit only fully completed and fully signed LAs. |
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Grant Agreement (signed original paper version) |
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Grant Agreements are sent shortly after the selection procedure |
During the stay abroad:
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Documents to submit |
Dates/Deadlines |
Instructions |
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If applicable: Changes to Learning Agreement (Word/PDF) (Copy/Scan) |
innerhalb von 4 Wochen nach Studienbeginn an der Partnerhochschule |
Studierende müssen alle Unterschriften einholen (Studierende/r, Heimathochschule, Partnerhochschule). Nur vollständig ausgefüllte und vollständig unterschriebene LA's einreichen. |
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If applicable: Application for an extension of stay abroad (very limited possibility) |
One month before the planned completion of studies abroad, at the latest |
Extension is only possible from the Winter Semester to the following Summer Semester. |
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Certificate of your actual period of stay (Confirmation) |
Issued no earlier than 2 weeks prior to your last factual day of exam/study/stay. |
Precise indication of your first and last study day (incl. Orientation days and exams). Send original by mail to the Freie Universität Erasmus+ International Mobility team. |
After the stay abroad:
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Documents to submit |
Dates/Deadlines |
Instructions |
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Original Certificate of your actual period of stay (Confirmation) |
Directly after your stay abroad, maximum 4 weeks afterwards |
Submit paper version in original with the signature and stamp of your partner university. |
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Experience report |
Directly after your stay abroad, maximum 4 weeks afterwards |
Please submit experience report as hard copy. |
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Enrollment certificate of the Freie Universität (Copie/Scan) |
Directly after your stay abroad, maximum 4 weeks afterwards |
For the entire period of the stay abroad. Two certificates for stays of one year (WiSe & SoSe), if applicable. |
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Directly after your stay abroad, maximum 4 weeks afterwards |
Submit completed and signed information on recognition and Transcript of Records on page 5. |
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Online experience report over Mobility Tool Plus |
Directly after your stay abroad, maximum 4 weeks afterwards |
Upon completion, you will receive an automatic email prompt from Mobility Tool Plus to complete and submit the report using an attached link. |
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Transcript of Records (Copy/Scan) |
Upon reciept from partner university |
If the transcript is sent directly from the partner university to the Erasmus team, you will be notified by email. |
Please be aware:
If neither the required documents nor a re-registration are available by the mentioned deadlines, you will be excluded from receiving further installments and will have to pay all mobility grant payments. According to Erasmus+ regulations, only students who have submitted all the required documents may receive a grant.
Top-up fewer Opportunities
Students with fewer Opportunities may receive a monthly lump top-up of 250 euros (8.33 euros/day) in addition to the funding rate per country.
Students with fewer opportunities include
- Students with child(ren),
- Students with disabilities (from GdB 20),
- students with chronic illness,
- students from non-academic parents (both parents or caregivers do not have a degree from a university or university of applied sciences),
- employed students (at least 6 months of continuous employment prior to the start of the stay abroad, monthly net salary above 450€ and below 850€, paused work abroad).
If several target group characteristics apply (e.g. first-time graduate and employed student): the top-up amount can only be paid for one target group characteristic, i.e. it cannot be combined.
Participants with disabilities or chronic illnesses and participants with children can claim real costs.
Top-up amount for sustainable travel (Green Travel)
For the use of sustainable, low-emission means of transport for the main part of the journey to/departure from abroad (train, bus, carpooling, bicycle), a one-time lump sum of 50 euros can be paid in addition to the funding rate per country.
In addition, Erasmus+ participants who need longer time to travel due to the use of sustainable transport can receive funding for up to 4 additional travel days as part of the individual support (funding rate per country).
Erasmus+ participants must be able to prove their eligibility through supporting documents. They must be in possession of the following supporting documents:
- Sustainable Travel/Green Travel: travel documents (tickets, boarding passes, booking confirmations, etc.).
- Child/children: birth certificate(s) and travel documents child/children
- Disability/GdB: Severely handicapped pass, notice from the state social welfare office
- Chronic illness: medical certificate confirming that additional financial requirements will arise abroad due to the chronic illness.
- First-time university graduate: informal information about the educational qualifications of the parents, declaration of honor by the parents
- Gainful employment: salary slips, tax returns
Payment arrangements:
The basis for the payment of the mobility grant is the original Grant Agreement to be issued by the Erasmus+ Team Outgoings. All Erasmus students will receive this individually by e-mail and will be informed about the payment modalities of the mobility grant as well as about the related obligations.
The payment of the grant by the Erasmus+ Outgoing Team is generally made in two installments. Erasmus+ students will receive approximately 75% of the expected total grant, staggered by country group, as the first installment within the first weeks of study abroad.
The remaining amount will be paid only after receipt of all required documents (Learning Agreement, Erasmus+ Confirmation of Stay, Experience Report, Enrollment Certificates, EU Survey, Trancscript of Records).
BAföG
In order to continue receiving the BAföG grant, students must complete an application for the “BAföG for studies abroad”. The application must be handed in to the BAföG office responsible for the host country. Please complete the application as early as possible due to long administrative processing times.