Erasmus for traineeships (SMT - KA131 action)

Eligibility for mobility programmes requires enrolment—during the academic year relevant to the mobility programme—in one of the following study cycles at the Università per Stranieri:

• first-cycle degree programme (Bachelor's)
• second-cycle degree programme (Master's)
• PhD programme

The internship may be undertaken within twelve months after graduation, provided that the application is submitted before the degree is awarded.

Two distinct types of mobility programs 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 Università per Stranieri di Perugia, this option is available to all eligible categories of participants.
2. The so-called Erasmus "Short mobility" has a minimum duration of 5 days and a maximum of 30 days. At the Università per Stranieri di Perugia, this option is reserved exclusively for PhD candidates.

The activities you may carry out while on mobility must be strictly related to the learning objectives of your degree programme. Within these limits, and in full accordance with your Learning Agreement, during your Erasmus traineeship mobility you may undertake: 

• curricular traineeships
• a voluntary or postgraduate traineeship

Considering the importance of participating in a high-quality international mobility experience aimed at carrying out activities at the host institution, during the mobility period you are not permitted, under penalty of cancellation of your mobility and reimbursement of your grant, to: 

• attend courses or take examinations at the Università per Stranieri di Perugia
• graduate at the Università per Stranieri di Perugia

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

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

• Programme Countries, which include: the Member States of the European Union, the countries of the European Economic Area (Iceland, Liechtenstein, Norway), and EU candidate countries (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

The assignment of a mobility grant is generally accompanied by a support scholarship. The amount of this scholarship depends on a large number of variables (including, among others: distance in kilometers, destination country, travel modality, circumstances of fewer opportunities), and typically consists of the sum of the following:

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

More precise details regarding the calculation of contributions are available in the official mobility calls for applications.

For basic guidance, it may be useful for you to know the following regarding the main contribution:

• the European Union-funded contribution is generally paid to you as follows: 80% of the total amount is disbursed upon your arrival at your host destination, with the remaining balance paid upon your return;
• for “long” mobility periods, the amounts may range:
  • 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 carrying out Erasmus+ SMT mobility are defined in the calls/notices for selection.

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

• the Università per Stranieri di Perugia annually publishes a Selection Call, inviting interested candidates to submit their application through the ProErasmus platform by a specified deadline
• a selection committee evaluates the applications and prepares a merit ranking, which is subsequently approved by the Rector’s official decree assigning the requested destinations

The first step is to independently identify an institution willing to host you as an intern, which is usually done through direct contact via your institutional email account. The types of eligible host institutions are detailed in the relevant Calls for Applications/Notices.

Once you have identified a preferred destination and obtained confirmation of their willingness to host your internship, you will need to obtain an “acceptance letter”. A template for this letter is provided below.

To submit your application to the identified institution, you will first need to prepare:

• your CV, normally formatted according to the European model (https://europass.europa.eu/it/create-europass-cv);
• a cover letter (https://europass.europa.eu/it/create-europass-cover-letter)

To identify a potential host institution, you may:

• refer to the list of institutions that have previously hosted SMT mobility participants (PLEASE NOTE: if you wish to undertake a mobility at one of these destinations, you must independently verify its current availability by directly contacting the relevant contact person)
• contact the mobility tutor for your degree programme
• visit websites that facilitate the search for internships abroad, including:

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

Acceptance letter template

When contacting the identified host institution, it will be your responsibility to verify the working language to be used during the internship and to ensure you meet the minimum language proficiency requirements.

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

To compose your learning proposal, you will need to use the ProErasmus application, which will require you to enter the following mandatory information in successive steps:

Details regarding the proposed host institution, specifically:

• legal name
• host country
• legal address
• website
• full name of the contact person
• e-mail and phone number of the contact person

Details regarding the proposed internship/traineeship, including:

• a brief description of the proposed destination
• a description of the planned training activities during the mobility period
• a statement of your motivations for selecting this destination with respect to your academic pathway
• Knowledge, skills and competences to be acquired during the mobility period

The type of internship/traineeship proposed, chosen from:

• curricular
• voluntary
• postgraduate

the duration of the proposed internship, its time frame, and the total number of activity hours

Your learning proposal will be reviewed by your mobility tutor, who—respecting the deadlines specified in the Call—may:

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

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

Once in the dedicated ProErasmus area, you will be able to upload the approved learning proposal from your advisor and authorize submission of your application by:

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

You will receive a confirmation email upon successful completion of the process, indicating the assigned protocol number.

Finally, you will receive an email once the selection process is complete, informing you of the outcome.

After you have been assigned a mobility placement, you must ensure that your project is accompanied by a finalized Learning Agreement, which sets out your study plan abroad and guarantees the recognition of any credits (ECTS) earned.

To do so, you need to:

1. download and complete the "Learning Agreement Before the Mobility" document using the template available below
2. upload the completed and signed form to ProErasmus (Section C -> Function C), authorizing its submission to your mobility tutor and to the Rector’s Delegate for the Erasmus+ programme and international mobility
3. wait to receive an email notification regarding the outcome of the document evaluation; if approved, you will be able to sign your approved Learning Agreement proposal and send it to the host institution to obtain the required signature, then return it to the Erasmus and International Mobility Office at erasmus@unistrapg.it

If the above procedure is not successfully completed, the mobility assignment will be revoked.

Learning Agreement Before the Mobility

Once your Learning Agreement has been finalized, you will be able to access the mobility financial agreement through the ProErasmus platform. Completion of this agreement is required in order to receive your mobility grant.

You will need to:

1. access Phase C "Mobility Management" in ProErasmus, and from there proceed to Function D "Financial Agreement"
2. complete the guided procedure with your relevant information (type of travel – standard or green – and bank details), then submit it to the Erasmus and International Mobility Service
3. wait for an email notification confirming the formal validation of the agreement
4. download, sign, and re-upload the agreement in the system, triggering its submission to the University’s legal representative for the required signature
5. wait for an email notification confirming the completion of the financial agreement

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

• check healthcare and medical assistance services available abroad, and, if necessary, take out health insurance
• verify entry and registration procedures in the host country (e.g. entry visa for non-EU students)
• search for accommodation (possibly using services provided by the host university)
• purchase your travel ticket

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

1. obtain a certificate of commencement of your internship/placement, using the template provided below
2. send the aforementioned certificate of commencement of your internship/placement by email toerasmus@unistrapg.it

Failure to comply with these requirements will result in the inability to process the payment of the advance mobility grant you are entitled to receive.

Certificate of Arrival and Registration

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

The log:

1. must be reviewed and signed by the mobility coordinator at the host institution in the appropriate section
2. may be requested at any time by the Erasmus and International Mobility Office to verify the proper progress of your mobility period
3. must be submitted at the end of your mobility period

Attendance 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, but only for “long” mobility periods, and solely within the first 30 days from the start date of your mobility.

To do this, you must:

1. informally contact your mobility tutor as well as the contact person at the host institution, to ensure the appropriateness of your initiative
2. download the appropriate 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), thereby authorising its submission to your mobility tutor and the Rector’s Delegate for the Erasmus+ programme and international mobility
4. wait to receive the outcome of the document review by email; if approval is granted, you will then be able to sign your approved Learning Agreement During the Mobility, send it to the host institution for the appropriate signature, and have it returned to the Erasmus and International Mobility Office at erasmus@unistrapg.it

Learning Agreement During the Mobility

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

To request an extension, you must:

• contact your mobility tutor as well as the contact person at the host institution informally, to ensure the appropriateness of your request
• download the paper form entitled “Request for Extension”
• 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+ Programme and International Mobility
• wait for the outcome of the document review to be communicated to you by email; if approved, you will be able to sign your approved Learning Agreement During the Mobility and send it to the host institution for the appropriate signature, then forward 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 procedure (Phase C -> Function E):

• The “Learning Agreement After the Mobility”, which must be signed and preferably stamped by the responsible person at the host institution, and must indicate the actual dates of your mobility period
• The attendance signature register
• A copy of the “EU SURVEY” Narrative Report, which must be completed within the deadlines specified in the communications received from the Beneficiary Module platform

The recognition of your mobility period and the payment of any remaining grant will be suspended until you have completed all of the above requirements. If the documentation described is not submitted within the deadline set by the Administration, the mobility will be cancelled and you will be required to return any funds that have been disbursed.

Learning Agreement After the Mobility

PLEASE NOTE: If the selection call provides for travel days reimbursement, you must submit the following form by email to erasmus@unistrapg.it, attaching copies of your travel receipts and a copy of a valid ID document.

Travel Declaration

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

• download, complete, and sign the specific recognition request form
• upload the signed request form, converted to .pdf format, in ProErasmus (Phase C - Function E)
• await the evaluation outcome by the Rector’s Erasmus+ Mobility Delegate, which—if positive—will result in the validated activities being registered in your student record

Request for Recognition Form

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

• coordinating mobility-related activities within the relevant programme
• providing guidance on the educational and training opportunities offered by host institutions
• assisting in the preparation of 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 collaboration with the Rector's Delegate for Mobility, normally organizes:

1. seminars dedicated to presenting mobility calls
2. an orientation seminar for students selected for Erasmus mobility, outlining all the steps required for the correct completion of the application procedures
3. upon request, a pre-departure orientation meeting (check), during which all necessary steps to organize and properly manage the procedures related to mobility and the use of the relevant documentation are provided

The dates of the seminars are communicated to students via 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 their experience.

Participants wishing to enhance their language skills can take online language courses both 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 through the language support service, with no restrictions on the number of languages or study units.