Erasmus for Traineeships (SMT - KA131 Action)

Access to mobility programmes requires enrolment, for the relevant academic year in which the mobility will take place, in one of the following study cycles at the Università per Stranieri:

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

The internship can be undertaken within twelve months of graduation, provided that the application is submitted before the date of graduation.

There are two types of mobility 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 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 undertake during your mobility must be strictly related to the learning objectives of your study programme. Within these boundaries, and in full accordance with your Learning Agreement, during your Erasmus traineeship mobility you may:

• complete a curricular internship
• undertake a voluntary or post-graduation internship

Given the importance of carrying out high-quality international mobility specifically aimed at activities at the host institution, during your mobility period you are not permitted, under penalty of cancellation of your mobility and repayment of your 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 mobility periods can be carried out are specifically identified in each Call for Applications.It is not permitted to undertake mobility in countries or at destinations other than those specified.

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

• Programme Countries, which include: European Union Member States, countries of the European Economic Area (Iceland, Liechtenstein, Norway), and countries that are official candidates 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 generally accompanied by a support grant. The amount of this grant depends on a wide range of variables (including: travel distance, destination country, mode of travel, fewer opportunities circumstances), and normally consists of the following components:

• a main contribution funded by the European Union
• an additional contribution from European Union funds for 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

A more precise breakdown of the contributions can be found in the Mobility Call for Applications.

For general guidance, you may find the following information about the main contribution useful:

• as a rule, the European Union grant is paid to you in the amount of 80% of the total at your arrival at your destination, with the balance settled upon your return;
• for "long-term" mobility, the following amounts may apply:
  • 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 Erasmus+ SMT mobility are specified in the calls for applications/notices of selection.

A selection process is required for the allocation of each type of mobility. For this purpose:

• the Università per Stranieri di Perugia publishes an annual Call for Applications, inviting interested candidates to submit their applications via the ProErasmus platform by a specified deadline
• a committee evaluates the applications and compiles a merit ranking, which is then formally approved by the Rector, who assigns the available placements according to the ranking

The first step is to independently find a host organisation willing to accept you as an intern. This is usually done through direct contact via your institutional email. The details regarding the types of eligible host organisations are provided in the selection Call/Notice.

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

In order to submit your application to the identified host organisation, you must first prepare:

• your CV, typically using 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 potential host organisation, you may:

• consult the listof organisations that have previously hosted SMT mobilities (PLEASE NOTE: the possibility to undertake a mobility with one of these destinations must be checked in advance by the interested student via direct contact with the relevant contact person)
• contact the mobility tutor for your degree programme
• visit websites for international internship opportunities, 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 host institution you have identified, you are responsible for verifying the working language to be used for the internship and ensuring you meet the minimum required language proficiency level.

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 organisation, specifically:

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

The details of the proposed traineeship/internship, including:

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

The type of traineeship/internship proposed, chosen from:

• curricular
• voluntary
• post-graduate

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

Your Learning Agreement will be reviewed by your mobility supervisor, who – in compliance with the deadlines set out in the Call for Applications – may:

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

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

Once in the dedicated ProErasmus section, you can complete the approved learning proposal with your tutor's authorization and submit your application by:

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

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

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

After you have been allocated a mobility placement, you must ensure the completion of a Learning Agreement, which defines the academic 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 called "Learning Agreement Before the Mobility" using the template available below
2. then upload the completed and signed template to ProErasmus (Phase C -> Function C), authorizing its submission to your mobility tutor and the Rector’s delegate for the Erasmus+ programme and international mobility
3. wait to receive the outcome of the document review by email; if successful, you will be able to sign your approved Learning Agreement proposal and send it to the host institution for signature by the relevant authority, and then submit the signed copy to the Erasmus and International Mobility Office at erasmus@unistrapg.it

If the procedure outlined above is not successfully completed, your mobility placement will be withdrawn.

Learning Agreement Before the Mobility

Once your Learning Agreement has been finalized, you will be able to access the completion of the financial mobility agreement through the ProErasmus application. This agreement is essential for you to receive your mobility grant.

You will need to:

1. log into ProErasmus, access Phase C "Mobility Management", then proceed to Function D "Financial Agreement"
2. enter your details in the guided process (type of travel—regular or green—and your bank details), and submit them to the Erasmus and International Mobility Service
3. wait for email notification confirming the formal validation of the agreement
4. download, sign, and upload the agreement in the system, submitting it to the University’s legal representative for signature
5. wait for email notification confirming the finalization of the financial agreement

Once your Learning Agreement and financial agreement have been finalized, we recommend that you proceed as soon as possible to:

• check the available health care services abroad, and if necessary, purchase health insurance
• verify the entry and registration procedures required by 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, you are required to:

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

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

Certificate of arrival and registration

During your mobility period, for each month of your stay, you must keep a daily attendance log with signatures.

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 correct participation in the mobility programme
3. must be submitted at the end of the 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, exclusively for so-called “long” mobility stays, only within the first 30 days from the start date of your mobility.

To do this, you will need to:

1. informally contact your mobility tutor as well as the contact person at the host institution, to make sure your request is appropriate
2. download the specific form called "Learning Agreement during the mobility" which is available below
3. fill out the form, sign it, scan it, and upload it to ProErasmus using the dedicated function (Phase C - Function C), 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 notification regarding the outcome of the evaluation of the document; if approved, you will be able to sign your approved Learning Agreement During the Mobility proposal and send it to the host institution for the relevant signature, which should then be 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 do this, you must:

• informally contact your mobility tutor as well as the representative at the host institution, to ensure the appropriateness of your request
• download the paper form entitled "request for extension"
• complete the form, sign it, scan it, and upload it into ProErasmus using the dedicated function (Phase C - Function C), authorizing its submission to your mobility tutor and to the Rector’s Delegate for the Erasmus+ and International Mobility programme
• wait to receive notification of the document's assessment via e-mail; if your request is approved, you will be able to sign your approved Learning Agreement During the Mobility proposal, send it to the host institution for signature by the relevant authority, and then forward it to the Erasmus and International Mobility Office at erasmus@unistrapg.it

Request for Extension

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

• the “Learning Agreement After the Mobility” document, which must be signed and, if possible, 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 Narrative Report “EU SURVEY”, which must be completed within the deadline specified in the communications received from the Beneficiary Module platform

The recognition of your mobility period and the payment of any remaining grant balance will be suspended until you have completed the above requirements. Failure to submit the required documentation within the deadline set by the Administration will result in the cancellation of your mobility, with the obligation 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 by email to erasmus@unistrapg.it, attaching copies of your travel documents and a valid 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 proceed, you must:

• download, complete, and sign the dedicated recognition request form
• upload the signed request form, converted to .pdf format, to ProErasmus (Phase C - Function E)
• await the outcome of the evaluation conducted by the Rector’s Delegate for Erasmus+ Mobility, after which—if positive—the recognized activities will be officially recorded in your academic transcript

Request for recognition form

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

• coordinating mobility-related activities within the relevant Programme
• providing guidance on the academic and training offer of 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 Service, in collaboration with the Rector's Delegate for Mobility, normally organizes:

1. seminars dedicated to presenting mobility calls for applications
2. an orientation seminar for students selected for Erasmus mobility, during which all the steps required for the proper completion of application procedures are explained
3. upon request from beneficiaries, a pre-departure orientation meeting (check), during which all the procedures for correctly organizing and managing the mobility experience and related documentation are explained

The dates of the seminars are communicated to students by e-mail.

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

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

Access to the language course includes a wide range of interactive and tailored 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.