Erasmus PreDeparture Meeting Semester 1 2 Full Year

Erasmus+ Pre-Departure Meeting Semester 1, 2 & Full Year 2018 -2019 Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

What will be covered. . • Erasmus Grant documentation & Importance of submissions of these to Erasmus office • Insurance Information • Grant payments- how you are paid • Things to do while on Erasmus Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

ERASMUS Office Contact Details • If you have any queries on Non-Academic, Administrative or Financial matters in relation to the programme contact • Peter Dalton, Marion Bienert and Bernard Whelan – 40 – 45 Mount Joy Square – Dublin 1 – Ph: +353 1 402 3404 – Email: erasmus@dit. ie • EMAIL IS THE BEST WAY TO CONTACT THE OFFICE • If you have any queries on Module/class suitability contact your DIT Academic Coordinator. Who is my Academic Coordinator? • ALL forms requested must be submitted to erasmus@dit. ie. Original copy of Grant contract posted to the Erasmus office with signature is required Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

What on EARTH does Non-Academic mean • It means that if you need a letter confirming you as an erasmus student, or details on form submission to date or so on you contact Marion, Bernard and Peter. • If however you want to know if a module is relevant for your degree, or what happens if you fail, this is an Academic matter and you need to contact your DIT Academic Coordinator. Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

REGISTRATION & GRANT CONTRACT • You must be fully registered with DIT and pay any fees due to the institute • www. dit. ie/registration • You will not receive a grant if you do not submit your grant contract before you go on Erasmus • Your grant will not be paid until you are fully registered and submit necessary documents Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Attached to the Email • • Grant Contract Confirmation of Arrival Before learning agreement- During Learning Agreement Grant Receipt for Payment Erasmus Student Charter (Protocol) Certificate of Attendance Please check the pre-filled forms have your correct details • Notify erasmus@dit. ie where there are errors and advise the correct entries. New versions will need to be sent. Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Forms… • Before you Go: – – – Post original Grant Contract to Erasmus office Erasmus Protocol Confirm Insurance Policy- in grant contract EHIC- provide a clear copy of card. “Before”Learning Agreement • When you Arrive/During: – Confirmation of Arrival – “During” Learning Agreement- confirm via email if no change to erasmus@dit. ie Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Before – Grant Contract • Check your details • Enter your IRISH bank details (Current Accounts only) • Select your insurance policy and initial in the box provided • Sign, date and place on page 6 • Read the document in full • Post/Hand in the final form to us in hard copy with original signature • Incomplete forms will be returned to you Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Before - EHIC • EHIC – Mandatory for all EU students – Please provide a copy / scan of your card prior to departure – Must be valid for your entire stay – Apply for you EHIC card here http: //www. ehic. ie Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Before - Insurance In order to participate in the ERASMUS+ programme outgoing students must have the following; • Travel & Medical insurance, This is mandatory & Non -negotiable. • IT IS IMPORTANT FOR YOU TO START PLANNING NOW FOR BOTH YOUR MEDICAL & TRAVEL INSURANCE AS YOU WILL NEED TO INCLUDE THIS ON YOUR GRANT CONTRACT AS BELOW EXAMPLE SHOWS. FAILURE TO SUBMIT THE ORIGINAL GRANT CONTRACT WITH YOUR INITIALLED INSURANCE DETAILS PRIOR TO YOUR DEPARTURE DATE WILL DISQUALIFY FROM YOUR ERASMUS FUNDING. NO EXCEPTIONS WILL BE MADE. Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Before – Insurance Cover Breakdown • 1. Your travel & medical insurance must cover the whole period of time abroad. • 2. Your travel & medical insurance must include repatriation. Sample of what is contained in grant contract: “It is mandatory for all outgoing participants be covered for medical and travel insurance under the Erasmus+ guidelines. I confirm that I, FIRST NAME SURNAME understand the insurance requirements for the Erasmus+ mobility and that I will be responsible for my own travel/medical insurance (which includes repatriation) for the duration of my Erasmus period. My travel/medical insurance is correct and fulfils the requirements of the Erasmus+ mobility as specified in the information below. ” - Insurance Policy Number/Reference: ___________ Insurance Company: __________ Name of the Agent responsible (Participant): FIRSTNAME SURNAME PLEASE INITITAL HERE _______ Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Before - Erasmus Protocol • Please read the form • Sign your name at the bottom & date form • Return the complete form to the office electronically or in hard copy (addresses are on the form!) Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Before - Learning Agreement – Annex 1 Proposed Mobility Programme • Review the instructions on the front of the form • Submit a COMPLETED version PRIOR to your departure from Ireland • If this does not happen you will need to complete the form on arrival and ensure EVERYONE pre-dates the form to before you left. – This form was sent in May/June to your email Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

During– Confirmation of Arrival • Please have this signed and stamped by your host organisation on arrival • Return a complete version as soon as possible to erasmus@dit. ie Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

During - Annex 1 -Learning Agreement - Exceptional Changes to the Proposed Mobility Programme • Review the instructions on the front of the form • Confirm your modules and Learning agreement within 3 weeks of arrival. • Your combined Before & During Learning Agreement MUST accurately reflect the courses on your transcripts at the end of your mobility. Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

During - Annex 1 -Learning Agreement - Exceptional Changes to the Proposed Mobility Programme • If there is no change as per what is specified in the before learning agreement you need to email erasmus@dit. ie to confirm that there is no change in your learning agreement. • If there is a change in your learning agreement you must complete and submit this during learning agreement to erasmus@dit. ie Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Confirmation of Mobile Number • In case of Emergency you need to provide us with a mobile number that you will use while you are on your Erasmus( foreign or Irish number). Please complete the emergency number form here once you have started your mobility Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

After – Final Forms – Just before you leave • Certificate of Attendance • Have completed just before you leave the host organisation. • Ensure you are happy with end date before you submit the form. This cannot be amended later. • Submit via email just before the end of your mobility Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

After – Final Forms – on your return • Final Report – Online Survey When we receive your confirmation of departure you will be sent a link by the EU to the final report. You must complete the final report before we can approve your second payment. Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Stage 3 – Final Forms – on your return • Grant Receipt – Return to erasmus@dit. ie during or at the end of your mobility. Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Final Report • On submission of your departure form the European Commission will send you an email to complete a final report. • This email will only be sent to you after your departure date and once your Erasmus is complete. You will not receive your final payment until you submit your departure form and completed the final report. • * ensure you check your spam inbox for this email Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Completed Forms = Grant Payments Allocation 1 requirements Forms When to submit Original Grant Contract Before You Leave Protocol Before You Leave EHIC Copy Before You Leave Learning Agreement: “Before” Before You Leave Confirmation of Arrival On Arrival Learning Agreement: “During” On Arrival Foreign Mobile number via google form On Arrival Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Completed Forms = Grant Payments Allocation 2 requirements Forms Certificate of Attendance Final Report Grant Receipt When to submit Before you leave To be completed after your mobility Before you leave Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Hang on a second I can’t scan when I’m away…. • All Organisations should have a student accessible scanner (PDF multipage is best) • If not you can scan using your MOBILE PHONE Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

FREE Mobile Phone Scanning Apps • i. Tunes: • Android & Microsoft: Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Not Acceptable Scans File too small Background too dark. Edges cut off. Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Not Acceptable • INCOMPLETE Forms – Missing entries i. e. no dates, name of signatories – Incorrect entries – duration, months etc – Missing signatures – Scanned copy of Grant contract NOT acceptable Original must be submitted to the Erasmus Office Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

The Mysterious Erasmus+ Grant • • Grant Amounts set by HEA Final total amount due to a student is based on ACTUAL duration in host organisation. For the moment we can only estimate your duration in the host organisation. Therefore your grant allocation can go UP or DOWN depending on your final duration in the host organisation. Countries Study Traineeship Group 1 Denmark, Finland, Iceland, Ireland, Luxembourg, Sweden, United Kingdom, Liechtenstein, Norway 280 EUR 380 EUR Group 2 Austria, Belgium, Germany, France, Italy, Greece, Spain, Cyprus, Netherlands, Malta, Portugal 230 EUR 330 EUR Group 3 Bulgaria, Croatia, Czech Republic, Estonia, Latvia, Lithuania, Hungary, Poland, Romania, Slovakia, Slovenia, former Yugoslav Republic of Macedonia, Turkey 230 EUR 330 EUR Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Grant Allocations Given in 2 Allocations – 2 Payments* 1. 80% paid while you abroad subject to receipt of documents 2. 20% (or remainder) paid on return *You submit the forms ONCE. Not every month and only receive 2 payments – When you arrive and when you leave Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Grant Payment Schedule • DIT runs grant payments ONCE a month • 15 th of each month cut off date for submission of forms (except December)- any documents submitted after the 15 th will not be considered for payment that month. There is no grant run in JAN • Students who complete the form requirements will be considered eligible for payment. • Students who fail to submit even one form by the cut off will NOT be considered eligible for payment that month. • Eligible students will receive their grant by the END of that month Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Grant Payment Schedule (cont’d) • Students who are not eligible for payment will have to wait until the following month for payment (and only subject to receipt of all forms) • It is your responsibility to ensure your forms are received • These rules apply whether you are eligible for grant allocation one or grant allocation two • Allocation two can be positively or negatively affected by the final date given in your confirmation of departure document. • The final end date cannot be changed after it has been processed. Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

OLS- Online Linguistic Support • If you are studying in the host country language you will be issued with a invitation to the OLS system where you will be assessed on your level of Language. This needs to be completed before you go on mobility • Depending on your language level of your assessment you may be issued with access to the OLS where you can improve your level of language during your mobility • After your mobility you will be assessed to see the level of improvement. • For more information on OLS please visit • http: //erasmusplusols. eu/ Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Remember • All the requested completed forms must be received by the international office. • All Scans must be clear, complete and readable. • Any incomplete/unreadable forms will be returned. • Keep track of your form submissions, this will save EVERYONE time and energy. • The Travel & Medical Insurance is mandatory Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Remember • The cut off date for submission of forms is NOT the date the grant is paid. • If you are unsure if you have submitted a form, submit it again. Your grant will be withheld if we are missing a form but not if we have 2. • No form that requires DIT/Host approval or signature should be altered after that approval or required signatures have been obtained. • You can only submit one confirmation of departure, the date on this form will be considered your final end date in the host organisation. Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Finally…. • Your grant is paid on your time in the host organisation NOT host country • Please ensure we have a working email address and mobile number for you abroad to contact you in case of emergency – this is mandatory. • Please complete the google form here during your mobility with the number : Click here • Keep in contact with your Academic Coordinator!! • FINAL date form submission is August 1 st each year, however earlier dates might be set. Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

• We advise you to register with the Dept. of Foreign Affairs https: //www. dfa. ie/travel/citizens-registration/ • To download Travel. Wise visit the App Store or Google Play • If you have a medical condition- do ensure that you bring with your prescription and or sufficient medicine to cover your trip. • Remember you are Ambassadors for both Ireland DIT. • Forms submitted after 1 st August will not be accepted and DIT will request reimbursement of monies paid- This does happen! Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

• If you have applied for a SUSI grant and are going to be awarded please complete the following google form Here • ONLINE LINGUISTIC SUPPORT Please go to Article 6 of your grant contract. If you are being taught in a foreign language you will be sent access to the OLS Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Download the Erasmus+ app now • Google Play: • https: //play. google. com/store/apps/details? id=com. euf. project. erasmus • Itunes Store: • https: //itunes. apple. com/be/app/erasmus/i d 1234624026? mt=8 • Erasmus app video here Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Mental Health • Your Mental Health is most important! Academic/Social Balance • Those with disabilities need to ensure that they register with the partner university disability department • You can still avail of the student supports such as counselling, chaplaincy departments, students union as well as the partner universities supports- they will also have these services! • You must remember that DIT is here for you for support even though you are in a different country! Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Follow Erasmus+ • Twitter • Instagram • Facebook Share your story/experience: here Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health

Questions? The Erasmus office would like to wish you every success on your Erasmus Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health