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Student mobility for studies

Information for students of the Faculty of Science of Charles University participating in student mobility for studies as a part of the ERASMUS+ programme

Last updated: 30 September 2022

 

  1. Eligibility conditions for the Erasmus programme
  2. Selecting a university
  3. Curriculum
  4. Selection procedures at the Faculty of Science’s departments/institutes
  5. Creating applications in the CU web app
  6. Binding curriculum
  7. Approval of CU applications and faculty nomination
  8. Applications for universities abroad
  9. EU Academy language test (OLS)
  10. Acceptance by the university abroad
  11. Decision of the dean on awarding the scholarship
  12. Requirements before departure – insurance, contacts, DROZD
  13. Euro account for paying out the scholarship
  14. Participation Agreement
  15. Enrolment at the university abroad
  16. Changes to the curriculum, extending the visit abroad
  17. Requirements after returning (+ Acceptance of credits acquired abroad)
  18. Financial settlement in the event of a shortened study visit

 


Information about Erasmus student mobility for studies on the web pages of Charles University is available here. Please have a look at this information first. Information specific to the Faculty of Science is provided below.


 

1. Eligibility conditions for the Erasmus programme

In accordance with the eligibility conditions (link to these conditions here; in Czech only), the requirements for students to participate in an Erasmus study visit are as follows: 

  • Students must be enrolled in an accredited bachelor’s, master’s or PhD programme at the Faculty of Science of Charles University; in the case of bachelor’s students, study visits may be taken as early as the first year;
  • For the entire period of the study stay, including the administrative preparations, students must be duly enrolled in studies at Charles University, i.e. studies have not been interrupted or completed. When passing state final exams in the spring, students should take advantage of early enrolment, which is usually announced around mid-July – you can find the exact terms in the schedule at this link.
    Please note that when taking state bachelor’s exams in the autumn term, the Decision on awarding a scholarship  cannot be prepared until students are duly enrolled in the first year of the continuing master’s programme of study (see point 11). The enrolment dates for the first year are provided in the schedule, individual enrolment dates are not permitted.
  • Study stays may be taken in any country participating in the Erasmus+ programme, except for the Czech Republic;
  • Study stays are for 2 to 12 months;
  • The Erasmus+ programme permits repeated stays by students in each stage of their studies (Bc., Mgr./NMgr., Ph.D.) with a maximum duration of 12 months abroad (study stay / practical traineeship or a combination of the two); however, in the event of a lack of funds, the faculty’s International Relations Committee may decide to shorten the duration of the scholarship or the applicant’s year of study and study results will be taken into account, or priority may be given to students visiting for the first time during their studies at the Faculty of Science (see point 7).
  • A stay abroad in the Erasmus+ programme as an integral part of an accredited study programme, i.e. with recognition of study results, does not entitle students to discounts on study-related fees.
  • The full text of the eligibility conditions may be downloaded here.

 

2. Selecting a university

Every applicant may apply to up to three universities at the same time. Erasmus study stays are carried out under inter-institutional agreements. The agreements are concluded between the departments/institutes of the Faculty of Science and the institution abroad.

When selecting a university based on an agreement, pay attention to the following:

  • The year of validity of the agreement
  • The type of visit [study stay (SMS) / practical traineeship (SMT) / both]
  • The intended student under the agreement [BSc. (undergraduate) / MA. (graduate) / Ph.D.]
  • The language requirements of the receiving university (e.g. language certificates)
  • The number of students permitted under the agreement

The agreements that correspond best to your professional focus should be used for your study stay. Bachelor’s students have the opportunity to choose from the agreements offered by the departments of their section. Master's students (and other students in specific departments/institutes) should focus on agreements concluded at their departments/institutes.

You can find current information on universities abroad available for your department, the number of positions, and the number of applicants in Charles University’s web app (https://is.cuni.cz/webapps/). You can log in to the app using the same data you use for the Central Authorization Service (CAS).

Detailed information on foreign receiving institution is available from the respective coordinators of the departments/institutes of the Faculty of Science (see the list here), the guarantors of the inter-institutional agreements (academic staff members of the department/institute under whose proposals the agreement with the foreign workplace was concluded).

The experience of students who studied at a specific university is very useful. Older final reports are available. Newer final reports, that can be searched by university, city, country, academic year, or by the students’ home faculty are published on the website www.charlesabroad.cz. In addition to conventional tips relating to studies, you can also find here a lot of practical information relating to accommodation, finances, and insurance, among other topics (information is only in Czech language).

You can use social media to contact local students. The non-profit organization ESN focuses on helping incoming foreign students and is available at many universities throughout Europe. The organization is made up of local students who provide support to foreign peers and organize events for them. You can find more useful information on your local ESN website and in social media.

It usually takes a good deal of time and effort to search for information about countries, universities, and the courses offered. Thus, it is advisable to start early, preferably prior to the regular selection procedure in February/March and the winter exam period, i.e. during the winter semester.

 

3. Learning agreement

If you have selected your receiving universities, you then need to choose your courses and create a learning agreement. The choice of courses should broaden your professional focus. Hence, it is advisable to first consult your intentions with your thesis supervisor (except for 1st and 2nd year bachelor's students) and the guarantor of the programme that you are studying at the Faculty of Science in at the time of study stay abroad.

Minimum number of credits completed abroad for one semester:

Minimum number of credits abroad for BSc students: 20 ECTS *)  
Minimum number of credits abroad for MA students: 15 ECTS *)  
(number of credits enrolled in at the Faculty of Science after returning from the visit)
Recommended credits per semester: 30 ECTS *)  
*) ECTS = European Credit Transfer and Accumulation System
If the minimum number of credits is not met, you may be required to return a part of the scholarship.   


Method of calculating credits acquired abroad
for studies at the Faculty of Science:
 

  • All credits acquired abroad will always be included in the total number of your credits in the form of an optional course.
  • The course you enrol in abroad can be recognized as an equivalent to a course taught at the Faculty of Science. For the recognition of such an equivalent, you must request the guarantor of the course, who will assess whether the course corresponds to the foreign course.
  • If you must complete a required course at the Faculty of Science or a module and you do not arrange recognition of the course at the university abroad as an equivalent to the required course at the Faculty of Science, then you will still have this obligation after your return.
  • If credits are not assigned as whole numbers abroad, then they are rounded up for inclusion in your studies at the Faculty of Science.
  • Note that some universities do not list ECTS credits directly; in such a case, you must make sure they are converted to ECTS, as only ECTS credits are calculated in studies at the Faculty of Science.
  • When creating a learning agreement for the university abroad, you must consider the conditions for advancing to the next year. 

The three following scenarios could occur
(depending on whether or not the course has a recognized equivalent):
 

  1. Compulsory course  taught at the Faculty of Science – If the foreign course has a recognized equivalent, this course taught at the Faculty of Science will be recognized as “Fulfilled” for 0 credits. The credits acquired for the foreign course will be included in full in total number of credits at the Faculty of Science in the form of an optional course.

  2. Elective course  taught at the Faculty of Science – If the foreign course has a recognized elective equivalent, this course taught at the Faculty of Science will be recognized as “Fulfilled” for 0 credits. The number of credits for the equivalent will be calculated for the control of fulfilling the credits of the specific group of elective courses.
    Example:  Foreign course A has 10 credits and its Czech elective equivalent at the Faculty of Science has four credits. The student will only get 10 credits in electives for the foreign course, 0 credits in the total for the recognized equivalent with four credits for the equivalent being counted in the elective group. (The number of credits for the course taught at the Faculty of Science will be deducted from the number of credits required to complete the specific module.)

  3. In other cases  (the foreign course does not have a required course equivalent or elective equivalent or has only an optional course equivalent at the Faculty of Science), the credits acquired abroad will be calculated in full in the total number of credits at the Faculty of Science for optional courses.

The following information must be obtained for foreign courses: 

  • Course syllabus or description
  • Scope of course (number of hours per week, etc.)
  • Number of credits
  • Manner of completion (grade/exam, or form of completion – written/oral and type of course abroad – required/optional, etc.) 

These data can be found on the web pages of the respective universities. Direct communication with the workplace or a specific instructor is also recommended. If the required information cannot be obtained, ask for assistance from the department/institute coordinator or the guarantor of the inter-institutional agreement. If it is still not possible to acquire this information, the curriculum abroad will be accepted conditionally, with the understanding that the required information will be supplied as soon as possible.

The offer of bachelor’s courses in English at foreign universities is often limited, while the offer of master’s courses in English is usually larger. Thus, a student of a bachelor’s programme may take courses abroad intended for master’s students.

Record your selected courses in the form Draft protocol on the learning agreement for the Erasmus+ programme  (available for download here / in Czech language only).

 

4. Selection procedures at the Faculty of Science’s
    departments/institutes

If you have selected the universities and the courses you would like to take, then the next step is to register for the selection procedures.

Selection procedures are scheduled according to the Erasmus calendar. As a rule, the selection procedures are held in February/March for study stays for the upcoming winter and/or summer semester and additional selection procedures held in September for study visits for the upcoming summer semester. The dates for selection procedures can vary significantly in the different departments/institutes.

Selection procedures are announced by the departments/institutes of the Faculty of Science. (List of departments and institutes). Thus, check in advance the web pages of the department (News section) that has concluded an agreement with a foreign workplace. Information about the place, time, and specific requirements of the department can be found in the post about the announced selection procedures. To register for the selection procedure, you must contact the Erasmus coordinator of the department/institute, usually by e-mail (Contacts for Erasmus coordinators).

As part of the selection procedure, you may apply for up to three scholarship positions. Thus, it is possible to participate in up to three selection procedures that are organized by the Erasmus coordinators of the departments/institutes of the Faculty of Science.

The following materials are required for the selection procedures: 

  • Motivation letter
    –  one A4 page in English (or in the language of instruction at the university abroad)
        for each selected university
  • CV
  • Transcript of records from SIS
    –  Including GPA for bachelor’s studies
        and/or completed segment (year) of studies (lower years of bachelor’s studies)
    –  Note: for the biology section, the minimum GPA limit is 2.5
    –  In the case of multiple discipline studies, the applicant must meet the requirements
        of BOTH areas of study.
    For the selection procedures, the document that the student prints from SIS is sufficient.
  • Learning Agreement
    –  Draft protocol on the learning agreement for the Erasmus+ programme  (for each university)
           – At this stage, no signatures or approvals on the form are required.
    –  Information about the courses at the receiving university – syllabus/description, scope of course,
        number of credits, method of completion (for each university)
  • Approval from supervisor
    (except for 1st and 2nd year bachelor's students)

The selection committee has at least three members and the respective Erasmus coordinator of the department/institute is responsible for its establishment. The selection committee does not provide final approval for the applicant’s learning agreement. Thus, its decision does not necessarily entitle an applicant to a scholarship.

The Erasmus coordinator of the respective department/institute informs the student about the results of the selection procedures. Successful results in a selection procedure means that the student obtains a recommendation for an Erasmus study stay from the respective department/institute of the Faculty of Science.

If a student is successful in several selection procedures and is thus nominated for more than one university, they must announce which university they have selected within five business days of the end of the selection procedures at the faculty (Erasmus calendar) to the Erasmus coordinator at the department/institute and to the faculty Erasmus Office.

 

5. Creating applications in the CU web app

In addition to and separate from the selection procedure at the respective department/institute, you must create a university application (maximum of three) in the CU web app (https://is.cuni.cz/webapps/). You log in to this app using the same user name and password as for SIS (Instructions for completing the application / in Czech language only). If you do not know yet the term of the study stay, just fill in the approximate dates, for example, according to the academic calendar of the university abroad; the faculty Erasmus Office will fill in the precise dates at a later time (according to the Acceptance Letter).

After announcing your preferred university to the Erasmus coordinator of the department/institute and the faculty Erasmus Office, the remaining applications at the office will be deleted.

It is also possible in the app to monitor the status of the application, to print the relevant forms in PDF format, to verify the dates and the amount of the scholarship, etc. The student also enters the approved curriculum corresponding to the Draft protocol on the learning agreement for the Erasmus+ programme  (see point 6).

 

6. Binding learning agreement

After successfully completing the selection process at the department/institute of the Faculty of Science, a binding learning agreement for the university abroad must be approved, i.e. signed, (Draft Protocol on the curriculum for the Erasmus+ programme for the preferred university by your supervisor (except for 1st and 2nd year bachelor's students) and the guarantor of your study programme.

Enter the learning agreement approved by your supervisor and the guarantor of the study programme into the web app (https://is.cuni.cz/webapps/) in the following manner: 

  • In the “Learning agreement abroad”  section, all courses that the student will complete at the foreign partner’s workplace will be listed – after printing the form Table A.
  • In the “Learning agreement at CU”  section, the student fills in the courses that are recognized required or elective equivalents of foreign courses, or optional courses that the student would have completed at the Faculty of Science if they had not participated in the Erasmus programme – i.e. in the corresponding semester (corresponds to Table 2 in the Draft Protocol on the learning agreement ). The courses taught at the Faculty of Science are listed in Table B  after printing the form.
  • The course codes, credits, and type of course at the Faculty of Science must also be entered in the app.
  • The generated form must contain the same courses and data as the approved Draft protocol on the learning agreement for the Erasmus+ programme.

Generate the Learning Agreement from the web app (above the list of courses, click on the green-coloured print icon)  and print the form.

Your supervisor (except for 1st and 2nd year bachelor's students) and the guarantor of the study programme that you will be studying in at the time of your Erasmus study stay approve the following with their signatures: 

  • Draft protocol on the learning agreement for the Erasmus+ programme (in addition, written information about the foreign courses is attached – syllabus/description, scope of the course, number of credits, method of completion)
  • The generated Learning Agreement – the Academic Tutor Signature is where the guarantor signs the form.

The student does not register the listed optional courses in SIS. On the other hand, if the guarantor recognizes an equivalent required or elective course, the student should register it in SIS.

 

7. Approval of CU applications and faculty nomination

From the web app, generate the rest of the Learning Agreement for Studies  (the first page with your personal data and the page entitled Commitment of the three parties), sign it and send it together with the signed Draft protocol on the curriculum for the Erasmus+ programme  and the signed Learning Agreement  (Table A and Table B) by e-mail (to: erasmus@natur.cuni.cz) or bring the documents to the faculty Erasmus Office. The faculty Erasmus Office will enter the approval for the learning agreement in the web app and arrange for the Vice-Dean for Studies to sign the Learning agreement for Studies. You will receive by e-mail the Learning Agreement for Studies  signed by the Vice-Dean, and then you send it by e-mail to the university abroad for signing.

The faculty Erasmus Office nominates the successful applicants via the web app. When nominated, the status of the application will change from “created” to “nominated”.

These steps, especially the approval of the curriculum by the supervisor and the guarantor, entitle the student to receive the Erasmus scholarship.

Nominations for a university abroad are made by the faculty Erasmus coordinator in accordance with the deadline for student nominations established by the university abroad. In exceptional cases, taking into account the date of the selection procedures of the Faculty of Science, the nomination for a university abroad must be made before the Learning Agremeent for Studies  is approved in its final version.

In the event of cancelling the visit, the student is required to immediately notify the Erasmus coordinator of the respective department/institute and also the faculty Erasmus Office.


If it is demonstrated after the announcement of the budget that the allocated funds are not sufficient to cover the costs of the study visits of all successful applicants, the resulting nomination will be decided by the faculty’s International Affairs Committee, which will proceed according to the following criteria: 

  • Shortening the duration of the visit (or financial support)
  • Priority selection of students from higher years
  • Selection of students with better study results – these result will be assessed by section
  • The order of the visit  (Priority will be given to students who have never been on a visit during their studies at the Faculty of Science) 
  • In exceptional cases, the procedures may be carried out according to the priority interests of the department (joint research, international cooperation).

The Erasmus faculty coordinator immediately informs the coordinators of the respective departments/institutes of the Faculty of Science about the decision of the International Affairs Committee, who will then inform the students of the resulting nominations. The faculty coordinator will also notify all students.

 

8. Applications for universities abroad

The student sends the (Learning Agreement)  to the university abroad (via e-mail).

* IMPORTANT: Students must check the requirements of the receiving institution themselves (e.g. their own form for the Learning Agreement; creating an application in the web app of the receiving institution, accommodation conditions, dates of orientation day or language courses, etc.). The deadline for submitting the application (Learning Agreement) may differ from the deadlines at CU. Thus, we recommend working simultaneously on the application for CU and for the receiving institution. The signing of forms for the university abroad is only possible after approval of the curriculum and the application at the Faculty of Science. *


Certificate of language level

– If required by the receiving institution, it may be issued by the Institute for Language
   and Preparatory Studies 
of Charles University based on the following:

  • A submitted certificate of successfully completing lifelong learning courses at the Faculty of Science
  • An exam from a foreign language MS760ZK (level B1) or MS760ZK2 (level A2) taken by a student enrolled prior to 2014
  • A submitted international certificate (FCE, CAE, CPE, IELTS, TOEFL, etc.)
  • Taking an exam at the Institute for Language and Preparatory Studies – more information available here. The student must send confirmation (e-mail; screenshot showing that the institution abroad requires confirmation of the language level) to the faculty Erasmus Office. Based on this, the student will receive a confirmed Protocol from the selection procedure, which they will submit to the Institute for Language and Preparatory Studies  for the purpose of testing.

 

9. EU Academy language test

We would like to inform you about a new online language support (OLS)  on the platform EU Academy.

This new version offers many interactive and interesting language activities that will help you to learn a new language or advance a language you already know. The EU Academy is designed to meet needs of all students. Creating an account and starting a language education takes only a few seconds! The introduction module will quickly show you how to create a new account, which will give you an access to the OLS and many other short courses at the EU Academy.

The first step is to create an account at: https://academy.europa.eu/courses/welcome-to-the-eu-academy, after receiving a confirmation e-mail, follow the link bellow.

https://academy.europa.eu/local/euacademy/pages/course/community-overview.php?title=learn-a-new-language

How to take the entrance exam?

  1. Follow the second link
  2. Click on ‚Resume‘. Scroll down and click on ‚Join community‘
  3. Choose the preferred language group (English is at the bottom) and click on ‚Language assessment‘ to start the exam
  4. Complete the exam
  5. The EU Academy will immediately give you your results (wrong/correct answers).
    At the end it will show you the level of language.
  6. After completing the exam you can continue in learning the language in ‚Dashboard‘

 

10. Acceptance by the university abroad

Two documents are needed to be accepted for the study visit:

  • The Learning Agreement  signed by the university abroad

  • The Acceptance Letter 
    (if issued by the university; this is sometimes replaced by an acceptance e-mail)

 

11. Decision of the dean on awarding the scholarship

The faculty Erasmus Office issues to the student the Scholarship Decision  based on the submitted Acceptance Letter  and the Learning Agreement  signed by the organization abroad. The signature of the dean of the Faculty of Science on the Scholarship Decision  is arranged by Mgr. Vojtěch Bauer at the Foreign Affairs Office of the faculty (Albertov 6, 3rd floor).

For this step, the student may be represented under a power of attorney without notarization.

A Scholarship Decision  can only be prepared for students who are duly enrolled in studies (studies may not be interrupted or completed – see point 1).

Financial support for specific countries: rates by country (2021 call). The total amount of the scholarship is calculated according to the duration of the stay.

 

12. Requirements before departure
      – insurance, contacts, DROZD

The signature of the dean of the Faculty of Science on the Scholarship Decision  is arranged by Mgr. Vojtěch Bauer at the Foreign Affairs Office of the faculty (Albertov 6, 3rd floor).

Here you will also be asked to sign an affidavit confirming the obligations of an outgoing student in accordance with Rector’s Directive no. 33/2016. These are as follows:

  1.  To arrange sufficient health insurance for the specific destination
  2.  To register in the system Voluntary registration of Czech citizens when travelling abroad  (DROZD)
     – or a similar system (if available) in your home country
  3.  To provide the faculty with contact information abroad
  4.  To provide contact information for a close person
  5.  To acquaint yourself with the security situation in the country abroad

More information can be found here:
https://www.natur.cuni.cz/fakulta/zahranicni-agenda/pro-studenty/pomoc

Czech citizens are entitled to health care in the EU and EEA countries in accordance with EEC Council Regulations No. 1408/71 and No. 574/72.  However, in any EU country, you must take into account patient co-financing. Thus, it is the student’s responsibility to arrange for insuring all medical expenses valid for the destination country.

From 1 June 2004, an amendment to the aforementioned Regulations has been in effect, introducing the European Health Insurance Card  as proof of entitlement to medical care in the EU and EEA countries.

Students of the Faculty of Science can use the insurance that is arranged by the faculty for all students and employees for trips abroad. This insurance includes liability insurance and accident insurance for short-term stays (up to 180 days) and long-term stays (up to 365 days).

Faculty insurance can be used after the period indicated in the Scholarship Decision. Faculty of Science employees (including part-time students) are required to submit a signed Posting Request  to the Foreign Affairs Office (when traveling for more than 30 days with the appropriate attachments).

Information on faculty insurance (how to proceed in case of an insurance event, insurance limits, the insurance card) is available here.

 

13. Euro account for paying out the scholarship

Filling in the account number in the online Erasmus application is one of the conditions for issuing the Participation Agreement  and for paying out the scholarship funds by the Rectorate’s European Office. A euro account can be opened at any bank with a branch office in the Czech Republic (in the case of a bank other than Komerční banka, also fill in the IBAN and SWIFT code).

 

14. Participation Agreement

By way of the Rectorate’s European Office, the student concludes with CU a Participation Agreement, which regulates the conditions for using the scholarship. This is the last document that needs to be completed before departure. Participation Agreements  are prepared according to the departure date. You will be informed about the possibility of signing the agreement by e-mail from the Rectorate’s European Office. (A Participation Agreement  cannot be prepared without a euro account number, see point 13).

The following must be submitted in order to sign the agreement at the European Office: 

  • Signed Decision of the Dean on awarding a scholarship
  • The Learning Agreement  signed by the University abroad
  • The Acceptance Letter (Acceptance/Invitation/Admission Letter)

The scholarship for one whole semester will be transferred to your euro account within 14 days of signing the Participation Agreement.

 

15. Enrolment at the university abroad

The university abroad informs the student about the method and date of enrolment by sending materials by e-mail or in printed form together with the Acceptance Letter.  In some cases, universities abroad respond with a considerable delay, thus it is advisable to contact the relevant foreign office by phone or e-mail. In the event of continued problems, you may contact the faculty coordinator.

 

16. Changes to the curriculum, extending the visit abroad

CHANGES TO THE CURRICULUM

It is quite common that you will need to change the approved curriculum after your arrival abroad or during your studies (the most common reasons are: a course is not taught, instruction takes place in another language, the course is at full capacity or overlaps with your schedule, etc.). A change is possible within 30 days of the beginning of your studies.

To approve the changes to your curriculum, the same procedure applies as for binding approval of the original curriculum.

When changing the curriculum abroad, first inform the supervisor (outside the 2nd year of bachelor’s studies) and then the guarantor of your study programme. In addition, provide them with all of the required information about the new courses included in the curriculum (see point 6), explain the reasons for the planned changes, and send the original approved curriculum and the new form for course changes – Proposal for changes to the protocol on the curriculum for the Erasmus+ programme (available for download here / in Czech language only).

Once the Proposal for changes to the protocol on the curriculum is approved by the supervisor and the guarantor of the respective study programme, enter the same changes in the web app, and generate the relevant form. The form contains Table C – a table with marked changes in the foreign courses and Table D – a table with possible changes in required and elective courses, provided they are equivalents of added or removed foreign courses. Table D also lists the optional courses that the student would study at the Faculty of Science during an extension of the Erasmus scholarship to the summer semester (see below).

Send the approved Proposal for changes to the protocol on the curriculum  and the form generated from the app to the faculty Erasmus Office, which will mark the approved changes in the curriculum in the web app (you can collect it at the faculty Erasmus Office upon arrival from abroad).

The above process is handled from abroad via e-mail with scans of the relevant documents.

In some cases, the university abroad also requires confirmation of changes to the curriculum – they often have their own forms. If this is not the case, the approved form generated from the web app (Table C, Table D ), can be used abroad, or the Changes in Learning Agreement form can be used (available for download here).

Changes to the curriculum on foreign forms will not be confirmed until they have been duly approved at the Faculty of Science.


EXTENDING THE STUDY STAY ABROAD

An Erasmus+ study stay may be extended: 

   a)  without an entitlement to an increase in financial support (i.e. zero-grant)
   b)  with financial support

The following applies for both cases: 

  • A student with Erasmus status can use all the benefits offered by the Erasmus programme during the extended period.
  • The overall duration of the study stay (including the extended period) may not exceed 12 months, and the study stay must be completed no later than at the end of the academic year.
  • The extended period must directly follow the originally planned study stay (most often this is an extension from the winter to summer semester)
  • According to the rules of Erasmus, an extension must be approved no later than one month before the planned end of the visit.

The following must be obtained for an extension: 

  • A extension recommendation from the department/institute coordinator
    A proposal for an extension must be approved by the selection committee of the department/institute. The department coordinator then notifies the faculty coordinator of the results of the procedure.

  • Consent to extending the visit abroad (Acceptance letter for the extended period issued by the university abroad)

  • Approved curriculum for the extended period (Proposal for changes to the protocol on the curriculum and the form generated from the app)
    The total number of acquired credits and study obligations must be higher than the approved original binding curriculum prior to the extension. In the event of an extension, the curriculum is changed in the same manner as in the case of a curriculum changed during the semester visit (see above).


Upon receipt of the approved binding curriculum for the extended period – i.e. the approved Proposal for changes to the protocol on the curriculum and the form generated from the web app by all parties, the Acceptance Letter and the recommendation from the departmental/institutional coordinator, the faculty coordinator extends the period of study abroad in the web app and, if sufficient financial resources area available, prepares an Amendment to the Dean’s Decision on Awarding a Scholarship.

Subsequently, the Rectorate’s European Office will send Amendment 1 to the Participation Agreement to the student for signing, which regulates the length of the stay abroad and the resulting obligations upon return. The increased funds will be transferred to the respective account.


Extending your studies abroad means higher demands on you for completing your studies on time, especially if you do not take courses abroad that are approved as equivalents to required and elective courses. If your studies are not completed in the standard time, a fee is charged for the additional time studied.

 

17. Requirements after returning

  1. Submit the required documents to the faculty Erasmus Office  and the Rectorate’s European Office  within 10 days of being issued (and no later than 22 September of the respective academic year)
  2. Complete the Final report

Documents for the Rectorate‘s European Office:

  1. Transcript of Recordsoriginal document
  2. Confirmation of Erasmus+ periodoriginal document
  3. * The coordinator of the university abroad may also send the above documents to the following e-mail addresses: erasmus@natur.cuni.cz and erasmus@ruk.cuni.cz *

Documents for the faculty Erasmus Office:

  1. Transcript of Recordscopy of the document
  2. Confirmation of Erasmus+ periodcopy of the document
  3. Request to enter the courses completed in the Erasmus programme in SIS / Request to enter Erasmus PhD study visit in SISoriginal document

Concerning the specific documents:

  • Transcript of Records – Issued and signed by the university abroad
    Only those courses that have been approved in the final version by the guarantor of the programme will be recognized from the Transcript of Records  as part of the completed study obligations at the Faculty of Science. If any of the approved courses is not listed in the Transcript of Records  (e.g. the student terminated their studies during the semester abroad or did not complete a course), such a course must be removed from the curriculum according to the instructions in point 16.
    Deadline for delivery:  within 10 days of the date of being issued by the receiving institution, but no later than 22 September of the current academic year.
  • Confirmation of Erasmus+ period – Issued and signed by the university abroad
    This document is attached as Annex D Participation Agreement, or can be downloaded here.
    In the event of a shortened study stay abroad resulting from the confirmation of the duration of the stay, the student is required to return the unauthorized part of the scholarship.
    Deadline for delivery:  within 10 days of the date of being issued by the receiving institution, but no later than 22 September of the current academic year.
  • Request to enter the courses completed in the Erasmus programme in SIS
    – available for download here (in Czech language only)

    A) If it only contains courses approved in the final version by the programme guarantor, only the student signs the form.

    • Scope of instruction:  number of hours per week, month, or semester
    • Completion of the course:  e.g. a grade or exam
    • Form of course completion:  written, oral, etc.
    • Number of acquired credits  – only whole credits
    • Name of course:  English and Czech translation of course name (not the course name in the local language of the university abroad)

    B) If it contains courses not approved in the standard manner, you must contact your supervisor and the guarantor of th  programme and submit the required data on these foreign courses (see point 6) and together with the approval, send these materials with the “Request to enter the courses completed in the Erasmus programme in SIS”  for the binding approval to the respective guarantor of the study programme. The Erasmus office will then arranged for the approval of the Request by the Vice-Dean of Studies.

    OR:

  • Request to enter Erasmus PhD study visit in SIS – available for download here
    Only for a PhD study stay focusing on the topic of the dissertation without fulfilling other study obligations (taking exams, completing credits, etc.). If there has been no change in the study stay, the Request is signed only by the student.
  • Final Report – two parts:
    • Mobility Tool/EU Survey in the European-wide database
    • Questionnaire (Erasmus+ report on student mobility) for the Czech National Agency for International Education and Research.
    The student receives instructions for completing the report in an automatic e-mail generated by the database after the end of the visit abroad. The final report should be completed within 15 days of th  end of the visit.

 

18. Financial settlement in the event of a shortened study stay

The duration of the study stay is precisely defined in the Participation Agreement, which must be documented upon arrival from an Erasmus stay. If you return from abroad earlier than anticipated (you received a corresponding confirmation of the length of the stay from the university abroad with an earlier return date), you must return the respective part of the scholarship. This amount is calculated automatically according to the dates and lump sums specified in the instructions in point 11 (Decision of the Dean on Awarding a Scholarship).

 


Information about Erasmus student mobility for studies on the web pages of Charles University is available here. (Please have a look at this information first. Information specific to the Faculty is provided on this page.)