Erasmus for traineeships (SMT - KA131 action)

Access to mobility programmes requires enrolment—during the relevant academic year for which the mobility will take place—in the following study cycles at the University for Foreigners:

• first cycle degree programme
• second cycle (master’s) degree programme
• doctoral degree programme

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

Two different 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 Università per Stranieri di Perugia, this type is open to all categories of participants.
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 exclusively reserved for doctoral candidates.

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 strict accordance with your Learning Agreement, during your Erasmus traineeship mobility you may undertake:

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

Given the importance of pursuing a high-quality international mobility experience specifically focused on your activities at the host institution, during the mobility period you are strictly prohibited—under penalty of cancellation of your mobility and repayment of your scholarship—from:

• attending courses or taking examinations at the Università per Stranieri di Perugia
• graduating at the Università per Stranieri di Perugia

The countries where a mobility period can take place are specifically listed in each Call for Applications.It is not possible to undertake mobility in other countries or destinations.

Currently, for Calls and Notices relating to action KA131, the possible 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: https://erasmus-plus.ec.europa.eu/programme-guide/part-a/eligible-countries

Allocation of a mobility placement is generally accompanied by a support grant. The amount of this grant depends on a wide range of factors (including: travel distance, destination country, mode of travel, circumstances of fewer opportunities), and usually consists of the following components:

• a primary contribution from European Union funds
• an additional contribution from European Union funds, provided to students with “fewer opportunities”
• further contributions from Ministry of University and Research funds
• further contributions from the Umbria regional student financial aid agency

A more precise calculation of contributions can be found in the Calls for Applications for mobility placements.

For general reference, please note with regard to the main grant:

• as a rule, the grant funded by the European Union is disbursed on arrival at your host destination for 80% of the total amount, with the balance paid upon your return;
• for “long-term” mobility, the amounts may be:
  • Travel: from a minimum of €28.00 up to a maximum of €1,735.00
  • Subsistence: from a minimum of €500.00 up to a maximum of €550.00 per month

The eligible periods for Erasmus+ SMT mobility are specified in the respective Calls for Applications/selection notices.

A selection process is required for the allocation of all types of mobility opportunities. To this end:

• the Università per Stranieri di Perugia annually publishes a Call for Applications, inviting interested candidates to apply via the ProErasmus platform by a stated deadline
• a committee evaluates the applications and draws up a ranked merit list, which is subsequently approved by the Rector through an official act assigning the selected destinations

The first step is to independently find an organisation willing to host you as an intern, which is usually done through direct contact using your institutional email address. The types of eligible host organisations are detailed in the Calls for Applications/Notices of selection.

Once you have identified a suitable placement and obtained an agreement to host your internship, you must acquire an acceptance letter; a template for this is provided below.

To apply to the selected organisation, you will need to prepare in advance:

• your CV, usually formatted according to the European model (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: before taking further steps, students must directly check with the contact person for each organisation to confirm whether placements are currently available)
• contact the mobility tutor for your Degree Programme
• visit websites specialising in international internship searches, 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 selected, it is your responsibility to verify the working language for the internship and ensure you meet the required minimum language proficiency.

Before taking part 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:

the details of the proposed host organisation, specifically:

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

the details of the proposed internship/placement, comprising:

• a summary description of the proposed destination
• a description of the learning activities planned during the mobility period
• a statement of the motivations for your chosen destination in relation to your academic pathway
• Knowledge, skills and competences to be acquired during the mobility period

the type of internship/placement proposed, chosen from:

• curricular
• voluntary
• postgraduate

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

Your learning proposal will be reviewed by your mobility tutor, who – in compliance with the deadlines specified 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

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

Once in the dedicated area of ProErasmus, you can complete your study proposal approved by your academic tutor and authorise the submission of your application by:

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

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

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

After you have been awarded a mobility placement, you must ensure that your project includes the completion of a Learning Agreement, which sets out your study plan 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), authorising it to be sent to your mobility tutor and the Rector’s delegate for Erasmus+ and international mobility programmes
3. wait to receive notification via email 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 for their signature, before returning it to the Erasmus and International Mobility Service at erasmus@unistrapg.it

If the procedure described above is unsuccessful, your mobility placement will be revoked.

Learning Agreement Before the Mobility

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

You will then need to:

1. log in to ProErasmus and go to Phase C "Mobility Management", then proceed to Function D "Financial Agreement"
2. enter the relevant information in the guided procedure (type of travel – standard or green – and bank details), and 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, submitting 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 finalised, it is in your interest to proceed as soon as possible with the following:

• ensure you have access to healthcare services abroad, taking out insurance if necessary
• check entry and registration procedures in the host country (e.g. entry visa for non-EU students)
• look for accommodation (making use, if available, of services offered 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 for your internship/traineeship, using the template provided below
2. send the aforementioned certificate of commencement of the internship/traineeship by email toerasmus@unistrapg.it

Failure to comply with these procedures will make it impossible to advance the mobility grant due to you.

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 register.

The register:

1. must be checked and signed by the mobility contact person at the host institution in the dedicated section
2. may be requested at any time by the Erasmus and international mobility office to verify the correct progress of your mobility
3. must be submitted at the end of your mobility period

Attendance register

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

To do this, you must:

1. make informal contact with your mobility tutor as well as the contact person at the host institution to ensure the appropriateness of your request
2. download the dedicated 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), authorising its submission to your mobility tutor and the Rector’s delegate for the Erasmus+ programme and international mobility
4. wait to receive notification of the evaluation outcome via email, which, if positive, will allow you to sign your approved Learning Agreement During the Mobility and send it to the host institution so it can be signed by the relevant authority and then forwarded 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-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 organisation, to ensure the appropriateness of your request
• download the paper form entitled "request for extension"
• complete, sign, scan and upload the form 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
• await notification of the outcome of the document assessment by email; if approved, you will then be able to sign your approved Learning Agreement During the Mobility proposal and send it to the host organisation 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 to the ProErasmus digital procedure (Phase C -> Function E):

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

Mobility recognition and payment of any remaining grant will be suspended until the above requirements have been fulfilled. Should the required documentation not be provided within the timeframe established by the Administration, the mobility will be cancelled and any funds already received must be returned.

Learning Agreement After the Mobility

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

Travel Declaration

The “Learning Agreement After the Mobility” form issued by the host institution is required in order to request recognition of the activities carried out during your mobility period. To this end, you will need to:

• download, complete and sign the specific recognition request form
• upload the signed recognition request form as a .pdf file to ProErasmus (Phase C – Function E)
• wait for the outcome of the assessment by the Erasmus+ Mobility Rector’s Delegate; if approved, the recognised activities will be recorded in your student transcript

Recognition request form

Each Department appoints a faculty member as “mobility tutor” for every Degree Programme. The mobility tutor is responsible for:

• coordinating mobility-related activities within the Degree Programme
• providing guidance on the academic offerings and training opportunities at host institutions
• assisting in the preparation of 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, normally organises:

1. seminars dedicated to presenting mobility calls for applications
2. an orientation seminar for students awarded Erasmus mobility placements, outlining all the steps required for the correct completion of the application procedures
3. upon request, a pre-departure orientation meeting (check), providing guidance on all operations needed to organise and manage the processes related to the mobility experience and the use of relevant documentation

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

Online Linguistic Support (OLS) is a tool designed to help Erasmus+ participants improve their command of the language they will use during their studies abroad, ensuring they can make the most of this experience.

Participants who wish to enhance their language skills can attend online language courses before and throughout 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 on the linguistic support service, with no restrictions on the number of languages or study units.