Erasmus for traineeships (SMT - Action KA131)

Access to mobility programmes requires enrolment—for the relevant academic year in which the mobility will be undertaken—in one of the following cycles of study 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 before the date the degree is awarded.

There are two distinct types of mobility available:

1. Erasmus mobility known as “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 type is available to all eligible categories.
2. Erasmus mobility known as “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 undertake during your mobility period must be strictly related to the learning objectives of your study programme. Within these parameters, and in full alignment with your Learning Agreement, during your Erasmus traineeship mobility you may complete:

• the curricular internship
• a voluntary or post-graduate internship

Given the importance of carrying out a high-quality international mobility experience, specifically dedicated to your activities at the host institution, during the mobility period you are not allowed—under penalty of cancellation of your mobility and the requirement to repay the mobility grant—to:

• attend courses or take 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 Selection Call.It is not possible to carry out mobility in countries or at destinations other than those listed.

Currently, for Calls and Notices relating 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 the 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

The allocation of a mobility placement is usually accompanied by a support grant. The amount of this grant is subject to a large number of variables (including, among others: travel distance, destination country, travel modalities, situations of fewer opportunities). It typically consists of the following components:

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

More precise information regarding grant amounts can be found in the Mobility Selection Calls.

For general guidance, please note the following regarding the main contribution:

• as a rule, the contribution from European Union funds is paid to you, up to 80% of the total amount, upon your arrival at the destination, with the remainder settled upon your return;
• the amounts for “long” mobility may range as follows:
  • for travel, from a minimum of €28.00 to a maximum of €1,735.00
  • for accommodation, 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 relevant calls/notices for applications.

A selection process is required for the allocation of each type of mobility. To this end:

• the Università per Stranieri di Perugia publishes an annual selection notice, inviting interested candidates to apply via the ProErasmus platform within a specified deadline
• a selection committee evaluates the applications and draws up a merit ranking, which is subsequently approved by the Rector, who officially allocates the requested placements

The first step is to independently find a host organisation willing to accept you as an intern. This is typically achieved through direct contacts via institutional email. The types of eligible host organisations are detailed in the respective selection Calls/Notices.

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

To apply to the identified host organisation, you will first need to prepare:

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

To identify a suitable host organisation, you may:

• consult the list of organisations that have previously hosted SMT mobility (PLEASE NOTE: the possibility of activating mobility towards any of these destinations must first be verified by the interested student through direct contact with the relevant contact person)
• contact the mobility tutor for your programme
• visit websites for searching 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 is your responsibility to confirm the working language to be used during the internship and to ensure you meet the required minimum language proficiency.

Before participating in the selection process, you must have already completed your Learning Agreement.

To create your Learning Agreement, you will need to use the ProErasmus application, which will require you to enter the following mandatory information in successive steps:

the details of the proposed host institution, specifically:

• legal name
• host country
• legal address
• website
• first and last name of the contact person
• contact person's email and phone number

the details of the proposed internship/placement, including:

• a brief description of the proposed host institution
• a description of the training activities planned during the mobility period
• an explanation of the reasons for choosing this particular destination in relation to your academic pathway
• Knowledge, skills and competences to be acquired during the mobility period

the type of internship/placement proposed, selecting from:

• curricular
• voluntary
• postgraduate

the duration of the proposed internship, the period in which it will take place, and the total number of working hours

Your Learning Agreement will be reviewed by your mobility tutor, who—within the deadlines set out 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 institutional university credentials.

Once you are in the dedicated ProErasmus section, you will be able to submit the learning proposal approved by your tutor, authorizing the submission of your application by:

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

You will receive an email confirming the successful completion of the process and indicating the assigned protocol number.

You will also receive an email once the selection process has been completed, informing you of the outcome.

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

To do this, you must:

1. download and complete the document entitled "Learning Agreement Before the Mobility" using the template available below
2. then upload the completed and signed form to ProErasmus (Phase C -> Function C), authorizing its submission to your mobility tutor and the Rector’s Delegate for the Erasmus+ and International Mobility programmes
3. wait to receive the result of the document’s assessment by email; if approved, you will be able to sign your approved Learning Agreement and send it to the host institution to be countersigned by the appropriate office, then forward it to the Erasmus and International Mobility Office at erasmus@unistrapg.it

If the procedure described is not successfully completed, the mobility placement will be revoked.

Learning Agreement Before the Mobility

Once your Learning Agreement has been finalized, you will have access through the ProErasmus application to complete the mobility financial agreement, which is essential for you to receive your mobility grant.

You will then need to:

1. Log into ProErasmus and go to Phase C "Mobility Management", then select Function D "Financial Agreement"
2. Enter your information in the guided procedure (type of travel—standard or green—and your bank details), and submit it to the Erasmus and International Mobility Service
3. Wait for an email notification confirming the formal validation of your agreement
4. Download, sign, and re-upload the agreement in the system, activating submission to the University’s legal representative for signature
5. Wait for an email notification confirming the completion of your financial agreement

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

• checking the services related to healthcare abroad, and obtaining insurance if necessary
• reviewing the entry and registration procedures for the host country (e.g. entry visa for non-EU students)
• finding accommodation (if needed, using services offered by the host university)
• purchasing your travel ticket

At the start of your mobility period, you must:

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

Failure to comply with these requirements will make it impossible to process the payment of your mobility grant advance.

Certificate of Arrival and Registration

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

The log:

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

Attendance log

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

To do so, you must:

1. informally contact your mobility tutor as well as the host institution's contact person, to confirm the suitability of your intended changes
2. download the specific form called "Learning Agreement during the mobility," available below
3. complete the form, sign it, scan it, and upload it to ProErasmus using the dedicated function (Phase C - Function C), thereby authorizing its submission to your mobility tutor and to the Rector's Delegate for the Erasmus+ and International Mobility programme
4. wait to receive an email communication regarding the outcome of the document review. If your changes are approved, you may then sign your approved Learning Agreement During the Mobility proposal and send it to the host institution for the appropriate signature and subsequent return to the Erasmus and International Mobility Office at erasmus@unistrapg.it

Learning Agreement During the Mobility

The extension, which is only available to recipients of so-called “long-term” mobility, 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 that your initiative is appropriate
• download the paper form entitled "request for extension"
• complete 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 to the Rector’s Delegate for the Erasmus+ and International Mobility Programme
• wait to be notified by e-mail of the outcome of your application’s evaluation. If approved, you will be able to sign your approved Learning Agreement During the Mobility, send it to your host institution for the relevant signatures, and 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 in the ProErasmus digital platform (Phase C -> Function E):

• the “Learning Agreement After the Mobility” document, which must be signed and preferably stamped by the representative of the host institution and must indicate the actual dates of the mobility period
• the attendance sheet
• 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 the mobility period and the payment of any outstanding balance will be suspended until all the above documentation has been duly submitted. If the required documents are not provided within the deadline set by the Administration, the mobility will be cancelled and you will be required to return any funds already received.

Learning Agreement After the Mobility

PLEASE NOTE: If the Call for Applications provides for reimbursement of travel days, you must send the following form via email to erasmus@unistrapg.it, attaching copies of your travel documents and a copy of an identity document.

Travel Declaration

The “Learning Agreement After the Mobility” issued by the host institution is required in order to submit a request for 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 in PDF format to ProErasmus (Phase C - Function E)
• await the outcome of the evaluation carried out by the Rector's Delegate for Erasmus+ mobility, after which—if successful—the recognized activities will be recorded in your academic transcript

Recognition request form

Each Department appoints for each Degree Programme a faculty member as “mobility tutor”, who is responsible for:

• coordinating mobility programme activities within the respective Degree Programme
• providing guidance on the educational offerings and training opportunities of host institutions
• assisting in preparing the academic or training activity 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, typically organizes:

1. seminars dedicated to presenting mobility calls
2. an orientation seminar for students awarded Erasmus mobility placements, where all the steps required for the proper completion of the application process are explained
3. upon request, a pre-departure orientation meeting for beneficiaries (check), during which all the procedures related to organizing and properly managing your mobility experience, as well as the necessary documentation, are illustrated

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

Online Linguistic Support (OLS) is a tool designed to help those participating 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 wishing to enhance their language skills can take online language courses before and during their time abroad.

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