Erasmus for Traineeships (SMT - KA131 action)

Eligibility for mobility programmes requires enrollment—during the academic year in which the mobility takes place—in one of the following degree programmes at the Università per Stranieri:

• Bachelor’s degree programme
• Master’s degree programme
• Doctoral programme

The internship may be carried out within twelve months of graduation, provided that the application is submitted prior to the awarding of the degree.

Two distinct types of mobility are available:

1. The so-called Erasmus “Long mobility” has a minimum duration of 2 months (60 days) and a maximum of 12 months (360 days). At the University for Foreigners of Perugia, this type is available to all eligible participants.
2. The so-called Erasmus “Short mobility” has a minimum duration of 5 days and a maximum of 30 days. At the University for Foreigners of Perugia, this type is reserved exclusively for doctoral candidates.

The activities you can carry out during your mobility must be strictly related to the learning objectives of your study programme. Within these limits, and in full accordance with what will be established in your Learning Agreement, you will be able to undertake the following during your Erasmus traineeship mobility:

• a curricular traineeship
• a voluntary or post-graduate traineeship

In light of the importance of participating in a high-quality international mobility aimed at carrying out activities at the host institution, you are not allowed—on penalty of cancellation of the mobility and reimbursement of the mobility grant—to:

• take courses or sit exams at the Università per Stranieri di Perugia
• graduate at the Università per Stranieri di Perugia

The countries where a mobility period can be undertaken are specifically indicated in each Call for Applications. It is not possible to carry out mobility in countries or destinations other than those listed.

Currently, for Calls and Notices related to the KA131 action, the possible destination countries are:

• Programme Countries, including: Member States of the European Union, countries of the European Economic Area (Iceland, Liechtenstein, Norway), and candidate countries for EU accession (Turkey, Serbia, and the Republic of North Macedonia)
• Partner Countries, the detailed list of which is available at: https://erasmus-plus.ec.europa.eu/programme-guide/part-a/eligible-countries

Normally, each mobility placement is paired with a support grant. The amount of this grant is subject to a large number of variables (including, among others: travel distance, destination country, mode of travel, circumstances of fewer opportunities), and typically consists of the following components:

• a main contribution funded by the European Union
• an additional EU-funded contribution for students in situations of “fewer opportunities”
• further contributions from the Ministry of University and Research
• further contributions from the Umbria Regional Agency for the Right to University Study

The exact calculation of contributions can be found in the selection calls for mobility grants.

For general guidance on the main contribution, please note:

• the EU-funded grant is generally paid out in two installments: 80% of the total amount upon arrival at your destination, with the balance paid upon your return;
• the amounts for "long" mobility periods may range as follows:
  • Travel: from a minimum of €28.00 to a maximum of €1,735.00
  • Living allowance: from a minimum of €500.00 to a maximum of €550.00 per month

The eligible periods for undertaking Erasmus+ SMT mobility are specified in the calls/notices for applications.

For each type of mobility, a selection process is required. To this end:

• the Università per Stranieri di Perugia annually publishes a Call for Applications, inviting interested candidates to apply via the ProErasmus platform within a specified deadline
• a committee evaluates the applications and draws up a merit ranking, which is subsequently approved by the Rector through an official decree that assigns the requested destinations

The first step is to independently find a host organization willing to host you as an intern, which is usually done via direct contact using your institutional email address. The selection calls/notices specify the types of eligible host organizations in detail.

Once you have identified a host organization of interest and confirmed their willingness to host your internship, you will need to obtain a “letter of acceptance”. A template for this letter is provided below.

To submit your application to the identified organization, you will first need to prepare the following documents:

• your CV, typically drafted in the European format (https://europass.europa.eu/en/create-europass-cv);
• a cover letter (https://europass.europa.eu/en/create-europass-cover-letter)

To help you identify a host organization, you may:

• consult the list of organizations that have previously hosted SMT mobility students (PLEASE NOTE: the possibility of undertaking a mobility placement at one of these organizations must be checked in advance by the interested student through direct contact with the relevant contact person);
• contact the mobility tutor for your degree programme;
• visit websites specializing in international internship opportunities, such as:

https://stage4eu.it/ 

https://erasmusintern.org

https://www.eurodesk.it

https://youth.europa.eu/home

https://www.scambieuropei.info/category/partire/stage

https://eures.europa.eu/index_it

Letter of Acceptance Template

When contacting the identified host institution, you are responsible for verifying the working language to be used during the internship and ensuring you meet the required minimum language proficiency level.

Before participating in the selection process, you must have already finalized your learning proposal.

To create your learning proposal, you must use the ProErasmus application, which will require you to enter the following mandatory information in successive stages:

the details of the proposed host organization, specifically:

• official name
• host country
• official address
• website
• full name of the contact person
• email and phone number of the contact person

the details of the proposed traineeship/internship, including:

• a brief description of the proposed destination
• a description of the expected learning activities during the mobility period
• a statement of the motivations underlying the choice of destination in relation to your academic pathway
• Knowledge, skills and competences to be acquired during the mobility period

the type of traineeship/internship proposed, choosing from:

• curricular
• voluntary
• postgraduate

the duration of the proposed traineeship, the time period, and the total number of working hours

Your learning proposal will be reviewed by your mobility tutor, who—within the deadlines set forth in the Call for Applications—may:

1. approve it, allowing you to proceed with submitting your application for that specific destination
2. request modifications
3. reject it with justification, in which case you may draft a new proposal if you wish

You can submit an application for a Call or Mobility Notice through the ProErasmus platform, which you can access using your university institutional credentials.

Once in the dedicated area of ProErasmus, you can complete your application based on the learning proposal approved by your academic tutor, authorizing the submission of your candidacy by:

• attaching your Curriculum Vitae
• attaching the acceptance letter signed by the proposed host organization

You will receive an email confirming that the process has been completed correctly, including the assigned protocol number.

You will also receive an email when the selection procedure has been completed, informing you of the outcome of your application.

After you have been assigned a mobility placement, you must ensure completion of a Learning Agreement defining the study plan to be undertaken abroad and guaranteeing the recognition of any credits (ECTS) earned.

To do this, you need to:

1. download and complete the document titled "Learning Agreement Before the Mobility" using the template available below
2. upload the completed and signed template in ProErasmus (Phase C -> Function C), thereby authorizing its submission to your mobility tutor and to the Rector's Delegate for the Erasmus+ Programme and International Mobility
3. wait to receive the outcome of the document evaluation by email; if approved, you will be able to sign your approved Learning Agreement proposal and send it to the host institution to be signed by the responsible person and then returned to the Erasmus and International Mobility Service aterasmus@unistrapg.it

If the procedure described is not successful, the mobility placement will be withdrawn.

Learning Agreement Before the Mobility

Once your Learning Agreement has been finalised, you will be able to access the completion of the mobility financial agreement via the ProErasmus application, which is required in order to receive your mobility grant.

You will need to:

1. log in to ProErasmus and go to Phase C "Mobility Management", then select Function D "Financial Agreement"
2. enter your required information in the guided procedure (type of travel – regular or green – and your bank details), then submit your application to the Erasmus and International Mobility Service
3. wait for an email notification confirming the formal validation of the agreement
4. download, sign, and upload the signed agreement in the system, then forward it to the University’s legal representative for signature
5. wait for an email notification confirming the completion of the financial agreement process

Once your Learning Agreement and financial agreement have been finalized, it is in your best interest to proceed as soon as possible with the following:

• check the health care services available abroad and, if necessary, take out an insurance policy
• review the entry and registration procedures for the host country (e.g., entry visa for non-EU students)
• search for accommodation (you may also consider using the services provided by the host university)
• purchase your travel ticket

At the start of your mobility period, you are required to:

1. obtain the confirmation of the start of your internship/traineeship, using the template provided below
2. send the aforementioned start confirmation of the internship/traineeship by email toerasmus@unistrapg.it

Failure to comply with these requirements will result in the inability to process the payment of your mobility grant advance.

Certificate of Arrival and Registration

During your mobility period, for each month of stay, you will be required to complete a daily attendance signature log.

The log:

1. must be checked and signed by the host institution's mobility coordinator in the appropriate section
2. may be requested at any time by the Erasmus and International Mobility office to verify the correct implementation of your mobility
3. must be submitted at the end of your mobility period

Signature log

It may happen that during your mobility period, for various reasons, you feel it is necessary to make changes to your Learning Agreement. This is possible, exclusively for so-called “long” mobility periods, only within the first 30 days from the start date of your mobility.

To do this, you must:

1. contact your mobility tutor informally, as well as the contact person at the host institution, to ensure your proposed modification is appropriate
2. download the relevant form entitled "Learning Agreement during the mobility," which you will find below
3. fill in the form, sign it, scan it, and upload it to ProErasmus using the dedicated function (Phase C - Function C), authorising its submission to your mobility tutor and the Rector’s Delegate for the Erasmus+ and International Mobility Programme
4. wait to receive the outcome of the document assessment by email; if approved, you will be able to sign your approved Learning Agreement During the Mobility proposal and send it to the host institution so that it can be signed by the appropriate representative and sent back to the Erasmus and International Mobility Service at erasmus@unistrapg.it

Learning Agreement During the Mobility

The extension, which is only available to beneficiaries of so-called “long” mobility periods, must be requested at least 30 days before the originally scheduled end date.

To do this, you must:

• informally contact your mobility tutor as well as the contact person at the host institution to ensure your request is appropriate
• download the paper form entitled “Request for Extension”
• fill out the form, sign it, scan it, and upload it to ProErasmus via the dedicated function (Phase C - Function C), thereby authorizing its submission to your mobility tutor and the Rector's Delegate for the Erasmus+ and International Mobility programme
• wait to receive notification by e-mail regarding the outcome of the document evaluation. If approved, you will be able to sign your approved Learning Agreement During the Mobility proposal, send it to the host institution for the appropriate signature, and return it to the Erasmus and International Mobility Service at erasmus@unistrapg.it

Request for Extension

At the end of your mobility period, you are required to upload the following documents to the ProErasmus digital platform (Phase C -> Function E):

• the "Learning Agreement After the Mobility" document, which must be signed and preferably stamped by the host institution's responsible person and must indicate the actual dates of your mobility period
• the attendance signature register
• a copy of the Narrative Report "EU SURVEY", which must be completed within the deadlines specified in the notifications received from the Beneficiary Module platform

The recognition of your mobility period and any remaining payment of the grant will be suspended until the above requirements are met. Should you fail to submit the required documentation within the deadline set by the Administration, your mobility will be annulled and you will be required to reimburse any amounts received.

Learning Agreement After the Mobility

PLEASE NOTE: If the call for applications provides for the reimbursement of travel days, you are required to send the following form by e-mail to erasmus@unistrapg.it, including copies of your travel receipts and a copy of your ID.

Travel Declaration

The “Learning Agreement After the Mobility” formissued by the host institution is required in order to request the recognition of activities completed during your mobility period. To this end, you must:

• download, complete, and sign the specific recognition request form
• upload the signed recognition request form, saved as a .pdf file, to ProErasmus (Phase C - Function E)
• wait for the evaluation outcome by the Rector’s Delegate for Erasmus+ mobility; if the evaluation is positive, the recognized activities will be recorded in your student profile

Recognition request form

Each Department appoints a faculty member for each programme as a “mobility tutor”, responsible for:

• coordinating activities related to mobility programmes within their respective programme
• providing guidance on the academic and training opportunities offered by host institutions
• assisting in preparing the study or training plan to be carried out at the host institution

List of mobility tutors

The staff of the Erasmus and International Mobility Service, in cooperation with the Rector's Delegate for Mobility, usually organizes:

1. seminars presenting mobility calls
2. an orientation seminar for Erasmus mobility grantees, providing a step-by-step overview of the application procedures
3. upon beneficiaries' request, a pre-departure orientation meeting (check), explaining all the necessary steps for correctly organizing and managing the procedures related to mobility and the use of all relevant forms

The dates of the seminars are communicated to students by email.

Online Linguistic Support (OLS) is a tool designed to help participants in the Erasmus+ programme improve their proficiency in the language they will use while studying abroad, enabling them to make the most of this experience.

Participants who wish to enhance their language skills can take online language courses before and during their stay abroad.

Access to the language course includes a wide variety of interactive and tailored activities. Participants can take language courses in any of the languages available on the linguistic support service, with no limitations regarding the number of languages or learning units.