Erasmus for study purposes (SMS – KA131 and KA171 actions)

Access to mobility opportunities requires enrolment, for the relevant academic year in which the mobility will take place, in one of the following study cycles at the University for Foreigners:

• Bachelor’s Degree Programme
• Master’s Degree Programme
• Doctoral Programme
• Master

The Call for Applications specifies the categories of beneficiaries, indicating any exclusions or restrictions.

There are two distinct types of mobility that can in principle be activated:

1. The so-called Erasmus “Long mobility” lasts a minimum of 2 months (60 days) and up to a maximum of 12 months (360 days). At the Università per Stranieri di Perugia, this option is available to all target groups.
2. The so-called Erasmus “Short mobility” has a minimum duration of 5 days and a maximum duration of 30 days. At the Università per Stranieri di Perugia, this type is generally reserved for doctoral candidates only.

The Call for Applications will specify whether both types, or only one of the options described above, can actually be activated.

The activities you may undertake during your mobility must be directly related to the learning objectives of your degree programme. Within these parameters, and in full accordance with your Learning Agreement, during your Erasmus study period at the host University you may:

• attend courses and take the examinations and assessments included in the host University’s study plan
• undertake activities for the preparation of your thesis
• carry out research related to the preparation of your doctoral thesis
• undertake a continuous combined mobility (study + traineeship and/or research for your thesis). In this case, these activities must complement your study period and be carried out under the supervision of the host University

Please note that the host University may require you to meet specific language proficiency requirements in order to take part in the activities described above.

In light of the importance of ensuring a high-quality international mobility experience at the host University, during your mobility period you are not permitted to:

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

The countries where it is possible to undertake a mobility period and the specific host universities are specifically identified in each Call for Applications or Notice and in the related ProErasmus platform. Mobility is not permitted in countries or at destinations other than those indicated.

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

• Programme Countries, including: 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 the following link.

  Partner countries

For the Calls for Applications and Notices relating to action KA171, the current eligible destination countries are:

• Uzbekistan
• Senegal
• Montenegro
• Kosovo
• Albania

A mobility flow is generally associated with a support grant. The amount of this grant depends on a large number of variables (including: travel distance, destination country, mode of travel, disadvantaged background), and typically consists of the following components:

• a primary contribution funded by the European Union
• an additional contribution from EU funds for students from disadvantaged backgrounds
• a supplementary contribution from University funds
• further contributions from the Ministry of University and Research
• additional contributions from the Umbria Regional Agency for the Right to University Education

More detailed information about the exact amount of the contributions can be found in the Calls for Applications for mobility, although even these cannot always provide final amounts for some components, whose funding becomes available only after the Call is approved.

As general guidance, it is useful to note the following about the main contribution:

• the EU-funded contribution is generally paid to you in the amount of 80% of the total sum upon your arrival at the host destination, with the remaining balance paid upon your return;
• for mobility within KA131 (the standard mobility instrument), grants for "long-term" mobility may include:
  • for travel expenses: from a minimum of €28.00 to a maximum of €1,735.00
  • for living expenses: from a minimum of €350.00 to a maximum of €400.00 per month
• for mobility within KA171, grants for "long-term" mobility may include:
  • for travel expenses: from a minimum of €28.00 to a maximum of €1,735.00
  • for living expenses: from a minimum of €700.00 to a maximum of €900.00 per month

Erasmus+ mobility within the KA131 framework (i.e. the standard mobility scheme) is promoted by the University in different time cycles, corresponding to the European funding cycles. Currently:

• a number of mobility periods have been allocated and are ongoing; these must be completed by 30 September 2026 (Call for Applications 2025)
• new mobility periods under the Call for Applications 2026 must take place between 1 June 2026 and 30 September 2027

Erasmus+ mobility in the KA171 framework refers to the three-year validity period of the relevant agreement (academic years 2024/25 – 2025/26 – 2026/27) and is promoted by individual Departments during the applicable year, with all activities to be concluded no later than 30 September.

Each mobility activity must also be coordinated with the academic calendar of the host University

A selection process is required for every type of mobility placement. To this end:

• the University for Foreigners of Perugia publishes, for each type of mobility, a Call for Applications inviting interested candidates to apply via the ProErasmus platform by a specified deadline
• a committee evaluates the applications and compiles a merit ranking, which is subsequently approved by the Rector by official decree assigning the requested destinations

Only if the assignments are fewer than the available funds, the University for Foreigners usually publishes a Supplementary Notice, which considers the order in which eligible applications are submitted, resulting in the immediate assignment of available mobility placements and the related grants, subject to funding availability.

The first step is to identify your mobility destination among those offered by the University. This activity should be undertaken well in advance of the deadline set by the Call for Applications, and you can usefully begin even before the Call is published.

When doing so, you should carefully check the following:

• that you meet the language requirements specified by the selected University
• that your academic progress aligns with the requirements of the host University
• that the academic offer of the host University is compatible with the learning objectives of your own Degree Programme, ensuring you can select appropriate activities.

The information you need is:

• usually available on the websites of international universities, in the section dedicated to incoming Erasmus+ students
• alternatively, obtainable by corresponding with the Erasmus contacts at the international University, whose details are generally available on the ProErasmus platform or on the University’s own website.

Each international University sets specific language requirements that incoming students must meet in order to take part in a mobility programme. You should therefore check (either on the host University's website or by contacting their Erasmus coordinator):

• what the language of instruction is at the host University
• what the minimum required proficiency level is
• whether you are required to provide an official language certificate or any other form of language proficiency proof

The University you have chosen may require you, during the application process, tosubmit one of the following:

1. a language proficiency certificate, possibly specifying which certification bodies are accepted
2. OLS test: this is a language proficiency test based on the Online Language Support platform. To access it, candidates must register independently on the EU ACADEMY – OLS portal (link). Upon completion of the test, a pdf certificate is issued indicating the level achieved; you will then simply need to send your OLS test result to the international counterpart
3. proficiency form: this is a document that may be issued by the Università per Stranieri di Perugia following a test with the relevant language lecturer and/or teacher (currently available for English and Spanish). You must request it by email from the Erasmus staff, specifying:
   1. the language of instruction for which the certificate is required
   2. the minimum language proficiency level requested by the host University
   3. the deadline set by the host University for submitting the certificate

Before applying for the selection process, you must have already finalised your learning proposal. Please note that a separate learning proposal is required for each mobility destination you are interested in.

To prepare your learning proposal, you must use the ProErasmus platform, which will require you to enter the following mandatory information in successive steps:

• Your motivations, related to your educational path, for choosing that specific destination
• The language skills you possess compared to those required by the chosen University
• The semester in which you wish to undertake the mobility
• The duration of your mobility (in months or days, in the case of short mobilities)
• The list of courses you intend to take at the chosen University, including the respective credits
• The hyperlink – URL – to the webpages of the chosen University where course descriptions and other relevant information for the evaluation of your learning proposal can be found

Your learning proposal will be reviewed by your mobility tutor, who – in accordance with the deadlines stated 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 submit a new proposal if you wish

Remember that each destination requires a separate learning proposal validated by your tutor.

You can submit an application for a Call for Applications or a mobility notice using the ProErasmus platform, which you can access with your University institutional credentials.

Once you are in the dedicated area of ProErasmus:

• you can select one or more of the educational proposals approved by your tutor, authorising the submission of your application
• you will receive an email confirming successful completion of the process
• you will subsequently receive an email when the selection process has concluded, informing you of the outcome

Go to ProErasmus

The Erasmus and International Mobility Service will, immediately after your mobility assignment, notify the host University (also known as a "nomination"). This ensures that the University where you will undertake your mobility receives all the necessary information (your personal details, mobility period, etc.).

At this point:

• the more organised universities will promptly contact you by e-mail, providing the necessary instructions to help you decide whether to accept your mobility place (the so-called "application" process), which usually involves submitting an application form, proof of identity, and various other documents. The most important document in the application process is, however, the Learning Agreement, which will be discussed in the following section;
• it is possible that you may not receive any communication. In this case, you will be responsible for contacting the host University to ask about the "application" procedure and follow up accordingly.

The standard outcome of the application process is receipt of a letter of acceptance. However, it may happen that, due to incomplete documentation, failure to meet deadlines, or simply unexpected issues at the host University, your application is unsuccessful. Should this occur through no fault of your own, you are entitled to choose a new destination, but only if you had already proposed one and it was approved by the committee.

After you have been assigned a mobility, you must ensure that your learning plan is shared with and approved by the host University by completing a Learning Agreement, which defines your study plan abroad and guarantees recognition of the ECTS credits you earn.

To do this, you must:

1. once again check that the course offering at your chosen University still matches the activities you included in your validated learning plan. Should there be any changes, you may amend the Learning Agreement only where strictly necessary, while maintaining consistency with your original plan;
2. download, complete, sign, and save in .pdf format the Learning Agreement Before the Mobility form
3. then upload it to ProErasmus by accessing Phase B and choosing from the drop-down menu the document titled "LA erasmus before the mobility"; then complete the mandatory fields and authorise submission to your mobility tutor and the Rector’s delegate for the Erasmus+ and International Mobility programme
4. wait to be notified by email of the outcome of your document review. If approved, you may proceed as follows:
   1. if the host University requires use of the OLA platform, access the platform and copy the contents of your approved Learning Agreement proposal;
   2. if the host University does not use OLA or requests approval of the paper version, you must notify the Erasmus Office at erasmus@unistrapg.it so that the document you previously uploaded to ProErasmus can be sent to the Rector's delegate for the Erasmus+ Programme for signature. It is then your responsibility to forward the signed document to the host University for countersignature by the relevant office and to return it to the Erasmus and International Mobility Office

The Learning Agreement is the most important document for your acceptance by the host University. However, its signature does not replace the acceptance letter, which remains essential for signing the financial agreement with the University for Foreigners of Perugia and receiving your mobility grant.

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

You will need to:

1. log in to ProErasmus Phase D "Mobility Management", and from there access Function C "Financial Agreement"
2. enter the required information in the guided procedure (type of travel – standard or green – and your bank details), submitting it to the Erasmus and International Mobility Service
3. await an email notification confirming formal validation of the agreement
4. download, sign, and upload the agreement in the procedure, triggering submission to the University’s legal representative for signature
5. await an email notification confirming that the financial agreement has been finalised

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

• Check healthcare services abroad and take out insurance if necessary;
• Confirm the entry and registration procedures required by the host country (e.g. entry visa for non-EU students);
• Find accommodation (you may use the services offered by the host University, if available);
• Purchase your travel ticket.

Please note that at the beginning of each semester, the host University usually organises a welcome and orientation event for Erasmus+ students. Be sure to arrive in time to participate in this and any other events as communicated by the host University.

Upon your arrival at the host University, you are required to immediately report for an initial meeting with the representatives of the host institution (usually at the Erasmus and/or International Relations Office) to obtain your Certificate of Arrival and Registration.

The date indicated on the certificate will determine the start of the scholarship calculation. For this purpose, you must promptly send a scanned copy of the certificate by email to erasmus@unistrapg.it.

Certificate of Arrival and Registration

During your mobility period, you may find it necessary to make changes to your Learning Agreement for a variety of reasons. This is only possible within the first 30 days following the official start date of your mobility.

To proceed, you must:

1. contact your mobility tutor informally, as well as the Erasmus coordinator at your host University, to ensure the suitability of your request;
2. download, complete, sign, and save as a .pdf file the template Learning Agreement During the Mobility
3. upload the document to ProErasmus by accessing Phase B and selecting “LA erasmus during the mobility” from the drop-down menu;
4. complete the required fields, then authorise the submission to your mobility tutor and the Rector’s delegate for the Erasmus+ and International Mobility Programme;
5. wait for the outcome of the document review, which will be communicated to you by email. If approved, you may alternatively:
   1. if the host University requires the use of OLA, log in to the platform and enter the content of your approved Learning Agreement During the Mobility proposal;
   2. if the host University does not require OLA or requests approval of the paper document, you must notify the Erasmus Office at erasmus@unistrapg.it so that the document previously uploaded to ProErasmus can be submitted for signature to the Rector’s delegate for the Erasmus+ Programme. You are then responsible for submitting the signed document to the host University for their signature and resending it to the Erasmus and International Mobility Office.

The extension must be requested at least 30 days before the originally scheduled end date. Only in the case of a second extension, the advance notice is reduced to 15 days.

To do this, you must:

• informally contact your mobility tutor and the Erasmus coordinator at the host University, to ensure your initiative is appropriate
• download, complete, sign, and save in .pdf format the extension request form. Only if you intend to add new learning activities during the requested extension period, you must also attach a proposal for a Learning Agreement During the Mobility (in a single .pdf file including both the extension request and the Learning Agreement During Mobility)
• upload the document to ProErasmus by accessing Phase B and selecting from the drop-down menu the document titled "Erasmus mobility extension"
• complete all mandatory fields and authorise final submission to your mobility tutor and the Rector’s Delegate for the Erasmus+ and International Mobility programme
• wait to receive notification of the assessment outcome by e-mail, which if positive will allow you to receive at your institutional e-mail address the document titled "extension request" already signed by the Rector’s Delegate for the Erasmus+ Programme
• it is your responsibility to forward the document to the host University so it can be signed by the relevant person and returned to the Erasmus and International Mobility Service

At the end of your mobility period, you will need to:

• request and obtain the final mobility certificate before your departure. Without this certificate, your mobility cannot be recognised and you will be required to reimburse the funds received. This document:
  • must be signed and, where possible, stamped by the mobility coordinator at the host institution;
  • must indicate the actual start and end dates of your mobility.
• request and obtain the Transcript of Records before your departure. This is the document by which the host University certifies the activities you carried out during your mobility period. Without this certificate, it will not be possible to recognise the activities you have completed.
• complete the online EU SURVEY questionnaire. On your scheduled departure date, you will receive a notification from the Beneficiary Module platform with the link to the form. Once you have completed the questionnaire, you will receive a PDF copy of your responses by email.

These documents must be uploaded to the ProErasmus application in the section dedicated to managing and reporting your mobility (Function D).

Only if the host University is unable to provide you with the relevant documents in paper format before your departure, will it be possible to obtain them subsequently, including via direct email to the Erasmus and International Mobility Service of the Università per Stranieri di Perugia, at erasmus@unistrapg.it.

Final Mobility Certificate

PLEASE NOTE: if the Call for Applications provides for reimbursement of travel days, you are required to send the following form by email to erasmus@unistrapg.it, attaching copies of your travel receipts and a copy of your identity document.

Travel Declaration

The Transcript of Records issued by the host University is required in order to request validation of activities carried out during your mobility period. To this end, you must:

• download and complete the form below
• sign the form, convert it to .dft format and upload it to ProErasmus (Phase C – Function E)
• wait for the outcome of the assessment carried out by the Rector’s Erasmus+ Programme delegate; if successful, the validated activities will be recorded in your academic transcript

Final validation request form for activities carried out during the mobility period

Each Department appoints a contact lecturer for every Degree Programme, designated as the “Mobility Tutor”, responsible for:

• coordinating mobility-related activities within their Degree Programme
• providing guidance on the academic and training opportunities offered by host institutions
• assisting in the preparation of the study or training plan to be undertaken at the host institution

List of Mobility Tutors

The staff of the Erasmus and International Mobility Office, in collaboration with the Rector's Delegate for Mobility, usually organises:

1. a seminar primarily for first-year students, aimed at presenting international mobility opportunities promoted by the Università per Stranieri di Perugia
2. seminars dedicated to presenting mobility Calls for Applications
3. an orientation seminar for students awarded Erasmus mobility placements, where all steps required for proper completion of the OLA/Learning Agreement application and approval procedures are explained
4. a pre-departure orientation seminar (check), during which all steps for organising and properly managing the procedures related to mobility and the use of relevant documentation are explained

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

Online Linguistic Support (OLS) is a tool designed to help Erasmus+ participants improve their proficiency in the language in which they will be studying abroad, ensuring they can make the most of this experience.

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

Access to the language course includes a wide range of interactive and tailored activities. Participants may attend language courses in any of the languages available through the linguistic support service, with no restrictions on the number of languages or study units.