SELECTION PROCEDURE
Selection rounds for taking part in Erasmus+ study stays for the following academic year will be held from December to February at individual CZU faculties. Students will apply for the selection round directly with guarantors of individual contracts, or at the International Relations Offices of faculties. It is also possible to apply to other than home faculty if the offer of courses at the host university corresponds to the student’s study plan.
Places for students abroad are limited and departments announce a competition for a place for an exchange with a foreign university. Faculties or individual departments that have signed bilateral agreements on exchange of students select students for the places they have available according to their own requirements (field of study, good study outcomes, language skills with the language in which lectures will be held on the level at which applicants can understand lectures or communicate with their thesis supervisors, motivation and other matters). The person responsible for the selection is the person responsible for the language skill level of the students being sent. The selection of applicants is fully the responsibility of the guarantors of individual contracts or the International Relations Offices of faculties. If all of the spots for study stays are not taken up, during May/June for the winter semester and during October/November for the summer semester (the deadline is always specified) additional selection rounds will be announced (see the bulletin boards at the faculties or contact the coordinators of individual contracts).
Faculty coordinators for student selections (Erasmus+ outgoing mobility):
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FACULTY OF ECONOMICS AND MANAGEMENT Ing. Veronika Brecklová E-mail: pefoutgoing@pef.czu.cz Tel.: +420 224 38 23 23 CEMS II/D244
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PhDr. Mgr. Lenka Kučírková, Ph.D. E-mail: kucirkova@pef.czu.cz Tel.: +420 224 38 2895 CEMS II /D306 |
PhDr. Mgr. Milena Dvořáková, MBA E-mail: dvorakova@pef.czu.cz Tel.: +420 224 38 28 93 CEMS II/D321 |
Mgr. Alena Drebitková Malá, Ph.D. E-mail: mala@pef.czu.cz Tel.: +420 224 38 28 39 CEMS II/D335 |
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FACULTY OF AGROBIOLOGY, FOOD AND NATURAL RESOURCES Mgr. Marie Kafková E-mail: kafkova@af.czu.cz Tel.: +420 224 38 45 77 FAPPZ/AF120 |
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FACULTY OF ENVIRONMENTAL SCIENCES Ing. Aneta Kremová E-mail: kremova@fzp.czu.cz Tel.: +420 224 38 36 85 MCEV/219 |
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FACULTY OF FORESTRY AND WOOD SCIENCES Ing. Kateřina Navrátilová E-mail: navratilova@fld.czu.cz Tel.: +420 224 38 48 71 FLE/119b |
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FACULTY OF ENGINEERING Ing. Monika Divišová E-mail: divisovamonika@tf.czu.cz Tel.: +420 224 38 32 12 TF/45/II |
Anna Oktavina Sembiring, M.A. E-mail: sembiring@tf.czu.cz Tel.: +420 224 38 32 12 TF/45/II |
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FACULTY OF TROPICAL AGRISCIENCES Ing. Jana Hummelová, Ph.D. E-mail: hummelova@ftz.czu.cz Tel.: +420 224 38 24 96 FTZ/1.36 |
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INSTITUTE OF EDUCATION AND COMMUNICATION Ing. Barbora Jordánová E-mail: jordanova@ivp.czu.cz Tel: +420 224 38 60 06 IVP/78 |
How to proceed if you were selected
- Fill-in the application documents for a study stay and bring them to the International Relations Office of the Rectorate
- Send the documents to the host university
- Acquire acceptance from the host university
- Arrange for possible necessary documents to make a study stay to the university (health insurance, proof of financial backing from own resources or a visa abroad, if necessary)
- Submit a request for an Individual study plan at a home faculty
- Pass an online language assessment OLS
- Apply for support for disadvantaged students, if applicable
- Sign the Financial agreement for acquiring a scholarship
1. INITIAL DOCUMENTS AND FORMS
Your position at a foreign university was agreed to a year ago, but your name was not specified. It is, therefore, necessary to send to the partner university-specific data about who you are, and you must, therefore, fill in certain forms.
As soon as the selected students receive an information email from the International Relations Office of the Rectorate (Mgr. Kamila Jirků, jirkuk@rektorat.czu.cz) – always during the second half of March, information and forms for the new academic year will be prepared on the website. Only then will it be possible to fill-in and submit the forms.
- Student Application form
- Statutory Declaration
These two documents can be generated in the UIS university study system. In the part “Student portal” you will find “My studies”. In the section “My study abroad” you will be able to print out these documents after completing information about you and your both previous and planned studies.
- Transcript of Records
The form you can find in Documents and forms for study abroad at https://www.czu.cz/en/r-9190-international-relations/r-9287-international-mobility-erasmus/r-9310-study-abroad-outgoing-students/r-9320-documents-and-forms-for-study-abroad. Essentially, this is an abstract of all of studied subjects that you took part in up to today’s date throughout your university studies in the Czech Republic or abroad, i.e. on the bachelor, master’s and possibly doctoral studies (if you studied at a different university than CZU, you must also specify the outcomes of your studies from this university). Also include in the Transcript of Records subjects that you still have not completed in the on-going semester, but which will be completed by the time you leave. In the outcomes column, write the month and year when you will be taking the test (e.g. Available in June). Ask your home faculty to sign this printed document.
- Learning Agreement
Learning Agreement will be filled-in online, on web page https://www.learning-agreement.eu/student/home/login.php . Instructions on how to fill it out are also available at this web page.
When preparing your study plan (Learning Agreement), you should base it on the study programme studied at CZU. Information on taught subjects at individual partner universities can be found on the websites of the relevant universities, or directly contact the coordinators of the foreign universities. Your faculty coordinator at CZU will help you with the selection of the courses.
- In their offers of subjects, some universities use a credit evaluation in own credits, not ECTS.
- Be sure that your sum of ECTS credits equals 30 ECTS/semester. If you are going away for an entire academic year you should acquire 60 ECTS.
- Specify in your study plan which subjects you will be studying at the foreign university, the codes of these subjects and the number of ECTS credits. If you are working on a diploma work or dissertation, specify in the LA forms either "diploma work" or "dissertation work" and the title/topic of work. In addition, attach on a separate sheet of paper the title of the work and a brief description of the activities expected at the partner school (preferably in English). The diploma may be awarded a maximum of 15 ECTS credits. At the foreign university, you must find a supervisor (together with your CZU faculty coordinator) who will supervise the entire work and will grant you ECTS at the end of your stay.
Have your study plan (Learning Agreement) signed by your faculty coordinator (guarantor of the inter-institutional agreement within which you make a study stay to a foreign university). If you go via a faculty that is not a home faculty, then you will need to have two faculty coordinators m– one from the sending faculty and the second from the home faculty), with whom you may also immediately discuss how your studies will be recognized. As soon as you have completed and signed the specified forms, bring them to the International Relations Office of the Rectorate (Mgr. Kamila Jirků, jirkuk@rektorat.czu.cz, 4th floor, Door No. 406), where a folder for your study stay will be created based on your submitted documents. Only then you will send your documents to the host university. Also, check on the website of the host university whether or not they require their own forms, online registration, etc. If so, fill in their forms.
When you have filled-in the four forms and have them signed by the home faculty, you can bring them to the International Relations Office of the Rectorate (Mgr. Kamila Jirků, jirkuk@rektorat.czu.cz, door no. 406): : Student Application Form (2x) : Learning Agreement (2x) : Transcript of Records (2x) : Statutory Declaration (1x) |
- When do the forms need to be submitted by?
If a host university does not have an earlier deadline for submitting applications:
- by 10 May – if you are going for the winter semester or the entire academic year.
- by 12 September - if you are going for the summer semester (however, you must confirm your foreign study stay at the summer semester by 10 May to Mgr. Kamila Jirků, jirkuk@rektorat.czu.cz, so the place could be reserved for you!!!).
If a host university has its own deadline that must be adhered to, you will have to send to the host university the above forms at the latest by the due date specified by the host university for receiving applications.
2. SENDING DOCUMENTS TO THE HOST UNIVERSITY
Once you have sent your documents and forms to the host university, the ERASMUS Office at the host university will contact you with relevant information in order to finalize your stay at the host institution (including accommodation information, pick up service at the airport, etc.).
NOTE: Some host universities have a limited accommodation capacity for ERASMUS students. You should, therefore, contact the ERASMUS Office at the host institution on time.
Finalizing your stay at a host university may take up to 12 weeks. If there is no response from the ERASMUS Office at the host university, please contact your faculty coordinator.
When all documents have been assessed by the host university ERASMUS Office and your application accepted, you will receive a Letter of Acceptance from the host university ERASMUS Office. (NOTE: Some host institutions only send back the signed and stamped Student Application or Learning Agreement as a proof that you have been accepted by the host university).
3. NOTIFICATION OF ACCEPTANCE BY THE HOST UNIVERSITY
Your acceptance at the host university will be confirmed in your Application Form, Learning Agreement and/or in a Letter of Acceptance. These documents will be sent to the student and/or to the central International Relations Office administration (if the documents are sent to the International Relations Office of Rectorate, you are notified by email).
4. ADDITIONAL DOCUMENTS
After you receive the acceptance documents from the host university, you can start arranging your travel to the target country (i.e. insurance, ticket, accommodation etc.). You will also be requested to sign a financial agreement at the International Relations Office of Rectorate. If you need a visa for the target country you will have to submit the application to the relevant Embassy in Prague. With your application for a visa you will also have to submit a Letter of Acceptance from the host university, a Health Insurance and maybe some other documents. (Note: Make necessary arrangements on time!
5. INDIVIDUAL STUDY PLAN
Before your departure to the host university be sure to contact the Study Administration Office at your Faculty/Institute in order to confirm your Individual study plan (connected to your ERASMUS mobility) and inform the Study Office about your planned studies at a host university, including for how long and at which partner university. Take into account that it takes a while to get the approval of the Individual study plan from the study department, so do not leave everything at the last minute.
Applying for the Individual study plan varies by faculty:
| FACULTY | Where to apply for ISP at the Faculty? |
| Faculty of Economics and Management |
International relations office Here the mobility will be registered into the UIS. |
| Faculty of Agrobiology, Food and Natural Resources |
Study department/Department for science and research After approval student has to bring the request for ISP to the International relations office and the mobility will be registered into the UIS. |
| Faculty of Engineering |
International relations office Here the mobility will be registered into the UIS. |
| Faculty of Forestry and Wood Sciences |
Study department/Department for science and research After approval, the department will register the mobility into the UIS. |
| Faculty of Environmental Sciences |
Study department/Department for science and research After approval, the department will register the mobility into the UIS. |
| Faculty of Tropical AgriSciences |
International relations office Here the mobility will be registered into the UIS. |
| Institute of Education and Communication |
Study department/Department for science and research After approval, the department will register the mobility into the UIS. |
NOTE: Study departments are ONLY for students of bachelor and master degree study programmes, Department for science and research is ONLY for students of doctoral degree programmes.
6. ONLINE LANGUAGE ASSESSMENT OLS
An integral part of the arrangement for the study stay is a language assessment on the OLS Online Language Support portal. Each student must pass this language assessment in the language in which he/she will study abroad (which he/she entered into the Learning Agreement as a language of instruction). A similar language test will follow after your study stay.
You will receive an invitation to complete the language assessment by email at the beginning of June (for the winter semester) or at the beginning of November (for the summer semester).
The test contains five sections that must be completed in the exact order: Grammar – Vocabulary – Key communication phrases – Listening – Reading.
The test is divided into individual sections, so it is not necessary to do the whole test at once.
The entire assessment should take about 40 minutes
Within the Online Language Support, you can obtain a license for an online language course during whole your study stay in the language of instruction or in the official language of the country if the language is English, Bulgarian, Danish, Estonian, Finnish, French, Croatian, Irish, Italian, Latvian, Lithuanian, Hungarian, Maltese, German, Dutch, Polish, Portuguese, Greek, Romanian, Slovak, Slovenian, Spanish or Swedish.
7. SUPPORT FOR DISADVANTAGED STUDENTS (If applicable)
a) Financial support for students from a disadvantaged socio-economic background
A student who is entitled to/receives a social scholarship under the conditions pursuant to Section 91 (3) of the Act 111/1998 Coll. (entitled to a child allowance under a special legal regulation if the family income for the purpose of child allowance does not exceed the product of a family subsistence minimum and a coefficient of 1.5) may apply for additional support in the amount of EUR 200 per month for the Erasmus (this does not apply to Erasmus internships). A student who is not entitled to a child allowance under a special legal regulation may also apply for additional support if he/she proves that the income in the family does not exceed the product of a family subsistence minimum and a coefficient of 1.5). For additional support (request and proof of the fulfillment of the conditions) it is necessary to apply to the International Relations Office of Rectorate, Mgr. Kamila Jirků, jirkuk@rektorat.czu.cz, before signing the Financial agreement, but not later than 25.8.2020 for the winter semester or the whole academic year and until 14.12.2020 for the summer semester.
- Confirmation of the fulfillment of the conditions must be valid for the entire duration of the study stay.
- It is not possible to apply for additional support after the beginning of the mobility.
- General information can be found on http://www.naerasmusplus.cz/cz/mobilita-osob-vysokoskolske-vzdelavani/studenti-ze-znevyhodneneho-socio-ekonomickeho-prostredi/
For more information contact Mgr. Kamila Jirků, jirkuk@rektorat.czu.cz.
b) Support for students with special needs
Students with special needs can apply for support to cover additional costs - a contribution to reimbursement of eligible costs - directly related to participants with disabilities and accompanying persons. A price difference between the current cost for transport, food and accommodation and the extra cost due to the student’s handicap can only be the eligible request for the Erasmus+ special needs scholarship. After the return from the study stay the allocated scholarship must be recognized on the basis of the real costs. It is necessary to deliver invoices and proofs of payments (confirmations must include the name and the address of the company, the amount and currency and the date of issue).The student must fill the application form in which he/she makes a detailed calculation of the required scholarship. The application form for the scholarship for students with special needs can be downloaded here. To the application student must attach:
- a medical report,
- a copy of the ZTP card (if the student has any),
- a confirmed Learning Agreement,
- an acceptance letter in which the receiving institution confirms acceptance of the student and states that the receiving institution is aware of student’s health condition.
The application must be submitted to the International Relations Office of Rectorate, Mgr. Kamila Jirků, jirkuk@rektorat.czu.cz):
- by 30.6.2020 for the winter semester and the whole academic year,
- by 15.11.2020 for the summer semester.
General information can be found on http://www.naerasmusplus.cz/cz/mobilita-osob-vysokoskolske-vzdelavani/informace-pro-studenty-s-tezkym-handicapem-nebo-specifickymi-potrebami/ For more information contact Mgr. Kamila Jirků, jirkuk@rektorat.czu.cz.
8. SIGNING THE FINANCIAL AGREEMENT
The Financial agreement is an official document confirming that you are an authorized beneficiary of the financial support given to outgoing students/staff in the framework of the Erasmus+ programme. You must sign this document at the International Relations Office of Rectorate with the Erasmus+ outgoing students coordinator Mgr. Kamila Jirků, jirkuk@rektorat.czu.cz, before your departure to the host university.
NOTE: ERASMUS FINANCIAL SUPPORT USUALLY COVERS ONLY A PART OF EXPENSES. IN ORDER TO PAY FOR ALL THEIR EXPENSES DURING STUDIES ABROAD, STUDENTS MUST HAVE ALSO THEIR OWN FINANCIAL RESOURCES.
a) Documents to present before signing the financial agreement
- Individual study plan approved by your faculty.
- Health insurance for the entire period of your studies abroad (NOTE: The insurance should be a supplementary, travel health insurance in case of disease and accident in the target country. Regular health insurance from your home country usually does not cover all expenses for doctors and hospitalization, but only the very basic care.)
- Confirmation of acceptance - Letter of Acceptance, signed Application Form or Learning Agreement.
- Exact dates of your study stay – only months are not sufficient. These dates you can find on a Letter of Acceptance, in information emails from your host university or you can contact the host university directly and ask for the exact date of the beginning and the end of your study stay. (NOTE: THE INFORMATION ON THE EXACT DATES OF YOUR MOBILITY IS COMPULSORY – YOU CANNOT SIGN THE FINANCIAL AGREEMENT WITHOUT THIS INFORMATION).
- Bank account at the Česká spořitelna (ČS, a.s.) – you (or your close relative) must have an account at the ČS bank, in CZK or in EUR. You must indicate all necessary bank information, including the address of the bank branch, the account number, currency of the account, name of the owner of account, etc. If any of these data is incorrect or is missing the scholarship cannot be sent to your bank account. Therefore, check your information carefully. In case that you are not the owner of the ČS, a.s. account, you should have an officially certified declaration of the owner of the account that you are entitled to have access to his/her account. Your bank account number will be entered into the Financial agreement and into the UIS university study system (Student’s portal – My studies – My study abroad – Bank account number for study placements) and the same bank account number must be valid for the whole duration of your study stay until your mobility and documents are finished. Of course, you can still use your existing bank account, it is not necessary to cancel it or change it.
- Result of the 1st OLS language assessment.
Erasmus financial support will be transferred to your account only after you have signed a Financial Agreement. The amount of financial support is set by the National Agency for European Programmes and varies according to the target country. You will find the monthly rate of financial support in the following paragraphs:
Academic year 2019/2020
Countries with higher living costs:
Denmark, Finland, Ireland, Iceland, Lichtenstein, Luxembourg, Norway, Sweden, United Kingdom - 510 EUR/month
Countries with medium living costs:
Belgium, France, Italy, Cyprus, Malta, Germany, the Netherlands, Portugal, Austria, Greece, Spain - 450 EUR/month
Countries with lower living costs:
Bulgaria, Estonia, Croatia, Lithuania, Latvia, Hungary, North Macedonia, Poland, Romania, Slovakia, Slovenia, Serbia, Turkey - 330 EUR/month
Academic year 2018/2019
Countries with higher living costs:
Denmark, Finland, Ireland, Iceland, Lichtenstein, Luxembourg, Norway, Sweden, United Kingdom - 510 EUR/month
Countries with medium living costs:
Belgium, France, Italy, Cyprus, Malta, Germany, the Netherlands, Portugal, Austria, Greece, Spain - 450 EUR/month
Countries with lower living costs:
Bulgaria, Estonia, Croatia, Lithuania, Latvia, Hungary, Former Yugoslav Republic of Macedonia, Poland, Romania, Slovakia, Slovenia, Turkey - 330 EUR/month
1 month = 30 days
b) Calculation of the amount of financial support for 2018/2019 & 2019/2020
The final amount for the duration of the mobility is calculated by multiplying the number of mobility days and the rate per month for the relevant host country. In the case of incomplete months, the financial support is calculated by multiplying the number of days in the incomplete month and 1/30 of the rate per month. After signing the financial agreement student receives a confirmation of a scholarship which can also be used as a confirmation of study abroad.
c) Payment of financial support
Financial support is paid in one installment after signing the financial agreement by both parties. The scholarship can be sent after the student submits all necessary confirmations (signed financial agreement, insurance, Individual study plan approved by relevant faculty, bank account number entered in UIS, etc.).