Study placement step by step

Online language support

• stipulates the student's obligation (also applies to recent graduates) to participate in online language testing BEFORE starting and AFTER completing the mobility
• nominated students will receive a link to complete the online test
• based on the results of the language test, the student can be assigned a license to participate in an online language course, if the student accepts the license, it is then mandatory to complete the course
• if the student obtains level C2 in the test BEFORE starting the mobility, he no longer needs to take the final language test
• applies to all mobilities after January 1, 2015

in study stay within the Erasmus+ program: a student can participate in Erasmus under the following conditions:

• The student is a citizen of one of the program countries or is a citizen of another state, but studies in the program country in an accredited study program.
• The student was selected in a duly announced selection procedure and at the time of departure for a study abroad is enrolled in at least the 2nd year of bachelor's study program or is a student of any year of the accredited Mgr. or Ph.D. study program at USB (full-time/ combined/distance forms of study).
• The student must be properly enrolled for studies at the faculty through which he is staying abroad for the entire duration of his mobility, he cannot terminate or interrupt his studies.
• The study stay is implemented only on the basis of valid bilateral contracts concluded between the relevant USB faculty and a foreign institution or on the basis of university-wide contracts concluded between the USB and a foreign institution. The duration of the study stay is min 3 months and max 12 months.
• A condition for successful completion of a study stay abroad is the acquisition of a minimum number of 18 ECTS credits per semester of study at the host institution.
• A student who studies in the Czech Republic in an accredited study program and wants to travel for a study stay and/or for a practical traineeship to his/her country of origin has the lowest priority in the selection process and will be granted the status of zero grant student, i.e. without the right to be awarded a scholarship.
• A student who studies in the Czech Republic in an accredited study program and wants to travel for a study stay and/or for a practical traineeship cannot complete this stay in the country of his current residence.
• Each applicant must meet the Eligibility Conditions of the Erasmus+ program.
• The program is not intended for students who came to the Czech Republic to study under the Erasmus Mundus program.

Repeated departures for a study stay within the Erasmus+ program

The European Commission has established the following rules for repeated departures for student mobility in the Erasmus+ program:

• every student can go on a study stay and/or a practical traineeship for a total duration of up to 12 months at any level of study (i.e. bachelor's, master's, doctoral)
• previous mobilities (study and work stays) are added together in the given degree of study
• Although repeated study stays of students within the Erasmus+ programme are possible, due to the limited financial resources reserved for this activity by the European Commission, they can be assessed on the basis of preferences announced in a selection procedure, which is fully within the competence of individual faculties.

Combination of study stay and traineeship

This combination is possible under the following conditions:

• the total length must be a minimum of 3 months and a maximum of 12 months
• the traineeship and study stay must follow each other
• the traineeship must be guaranteed by the same receiving university institution at which the student is doing a study stay and which issues a confirmation of the duration of mobility (work traineeship and studies)
• financial support is allocated to the student for the entire duration of the stay according to the rules for financial support for a study stay!

The selection procedure takes place directly at the faculties and is fully under the direction of the faculty coordinators, who themselves set the requirements for applicants in accordance with the conditions set out in the Eligibility Conditions of the Erasmus+ program for student study stays.

The following is usually assessed:

• academic results
• motivation
• language skills
• field of study

The selection procedure is held once a year, usually in January. Faculties can subsequently announce an additional selection procedure for study stays for the summer semester, usually in October.

Faculty coordinators of the Erasmus+ program will provide you with information about available places and the conditions for participating in the program.

Students who succeed in the selection process are subsequently nominated for an Erasmus+ study stay. This nomination is binding. If a student is forced to cancel his nomination due to serious health or personal reasons, he is obliged to do so immediately by means of the Notice of cancellation of stay form, which must be confirmed by the faculty coordinator and forwarded to the International Office of the USB Rectorate. Withdrawal from the nomination may affect your future participation in the Erasmus+ program.

1.NOMINATION

The faculty coordinator will notify the foreign university of the names and contact details of the selected students. Based on this data, the coordinator of the foreign university will then contact the student and provide him with the necessary information on what needs to be arranged before arriving at the host university.

2.COMPLETING THE FORMS

Selected students fill out (if possible electronically) the necessary forms required by the USB and the foreign university. The University of South Bohemia provides financial support to the student and has obligations to the European Commission and the National Agency of the Czech Republic, which provides the Erasmus+ grant, to document mobilities. Use the current forms and respect the fact that the foreign university may have its own requirements.

The requirements for the admission of foreign students, forms, special requirements and deadlines for submitting an application to a foreign university are the responsibility of the outgoing student.

The basic USB forms:

Learning Agreement for Studies

Grant Agreement for Studies

Foreign university forms:

• the requirements of the foreign university can be found on the website of the given university
• the application can be in an online form or in a paper version
• dates, application deadlines and special requirements (letter of motivation or recommendation, proof of language level, etc.) are the responsibility of the student.

3. HOW TO COMPLETE THE LEARNING AGREEMENT

You can download the LA in the “Forms” folder.

You fill in the initial information.

On the website of the host university, you can search for subjects that correspond to the focus of your study program.

The Learning Agreement must consist of at least 4 subjects, regardless of the amount of credits, with a minimum amount of 18 credits per semester.

Consult the selected subjects with authorized persons at the faculty/department and then fill them in "Table A".

Consult how your studies will be recognized upon your return with the authorized person at the faculty/department, and then fill in "Table B".

You have two options: 1. The foreign subject will be recognized as a subject at USB (form A/B), so you will indicate the Czech equivalent; 2. The foreign subject will be recognized in the same wording as an optional subject (form C) - enter the same name of the subject as in "Table A".

Sign the document and submit it for approval and signature first to your faculty coordinator at USB and then to the responsible person at the foreign university.

The LA must be confirmed and fully signed before your departure abroad.

4. PROOF OF FINANCIAL SECURITY DURING THE STAY

• In some countries it is necessary to prove that the arrival will not be a burden on the local social system. Therefore, you must have proof of your financial security during your stay ready.
• Upon request, the International Office of the Rectorate of USB will issue you a confirmation of participation in the Erasmus+ program based on the confirmation of acceptance. If the country of residence requires proof of a certain amount of financial coverage upon entry and the grant awarded by us does not cover it, you must have a statement from your bank account ready for the remaining amount.

• After receiving the Learning Agreement, the host university will issue you with an official confirmation of acceptance to study, a Letter of Acceptance, stating the exact date of your stay abroad (mostly to your home address, in case it reaches the address of the USB Rectorate - we will inform you).
• The host university will contact you to provide you with up-to-date information and to resolve various organizational issues with you (changes to the study plan, accommodation, arrival, etc.). If not, and the information is not even on the university's website, try to urge the sending of the information yourself or with the help of a faculty coordinator or contact the International Office of the USB Rectorate.
• Before the start of the semester, many universities organize a so-called Orientation Week for their incoming students, an introductory week dedicated to handling the necessary formalities, registration, getting to know the university, the place of residence and getting to know Erasmus+ students. If this Orientation Week is offered to you by the university and you attend it, it will be included in the total length of your study stay in relation to the amount of the scholarship.
• It is important to submit the accommodation forms in time according to the instructions of the host university, which can be found on their website or sent to you together with the acceptance letter. At some universities, accommodation must be booked well in advance. Some universities (Spain, Italy) do not have dormitories or provide private accommodation, which is relatively expensive, so students arrange their own accommodation.
• Find out the practical information needed for your stay at a foreign university on the websites of partner universities or from faculty coordinators, who can also provide you with contacts for students who have already studied at the university of your choice.

• The foreign university will inform you in advance about the dates and method of registration, usually in the form of an acceptance letter or an information e-mail.
• therefore, plan your arrival date in such a way that you arrive at the foreign university on time and with a reasonable advance notice.
• just like the University of South Bohemia (Erasmus Student Network), some foreign universities provide their incoming students with help on arrival through a "mentor/buddy", which is usually a student of the local university who is in contact with you before and upon arrival and helps you with the arrangement of primary administrative matters. Information about these services will be provided by the International Office of the partner university.
• if the foreign university does not provide you with precise information in advance about the administrative tasks that must be taken care of after your arrival abroad, visit the International office as soon as possible, where the Erasmus coordinators will advise you and help you with the enrollment of subjects.
• often, after arriving at a foreign university, a student finds out that some of the subjects that were agreed upon in the Learning Agreement cannot be attended for various reasons (e.g. the university will not open them, they are taught in a different language, do not fit in the timetable, etc.). In such cases, you are obliged to make changes to the study contract within 30 days of your arrival at a foreign university.
• changes in the study contract must be filled in the Learning Agreement form, in the DURING MOBILITY section, it is also necessary to fill in Table A (deleted and newly enrolled subjects) and Table B (method of recognition of newly enrolled subjects) and ensure approval by the foreign university and the USB faculty coordinator.
• this new Learning Agreement becomes fully binding for the student after the changes have been approved by both parties. All subjects that the student is enrolled in must be completed abroad, i.e. meet regular attendance, seminar work, exams or credits. The listed subjects must subsequently match the Transcript of Records, which the foreign university issues to the student after passing all the exams at the end of the stay.
• study at a foreign university is successful if, according to the Transcript of Records submitted, it is evident that the student completed all the subjects listed in the Study Agreement/Learning Agreement and obtained at least 18 ECTS credits from them.
• if the student has been granted a license for an online language course, the student is obliged to work on the language course during his stay abroad.
• in case of any problems that may affect the successful completion of your study stay, contact your faculty coordinator immediately.

Extension of the study stay is possible under the following conditions:

• no later than 30 days before the planned end of the study stay, the student must submit an Application for Extension of Study Abroad (FORMS section) to the faculty coordinator approved by the foreign university and the faculty coordinator.
• the original study period and the extension of the study period must follow each other (i.e. it cannot be extended from the summer semester to the winter semester).
• the period of 12 months in a given study cycle (i.e. bachelor's, master's or doctoral studies) must not be exceeded.
• the extended stay must end no later than September 30 in a given academic year.
• before starting an extended stay the student must conclude an Addendum to the Grant Agreement at the International Office of the Rectorate of the USB (Mgr. Zdeňka Novotná) with, which will set out the new conditions of the study stay (length, financial coverage).
• please note that extending the stay does not automatically entitle the student to the allocation of financial support. The student pays the costs of the extended stay abroad from his own resources, and the amount of the scholarship, which in this case is paid to the students only after the stay abroad has ended and all the necessary documents have been submitted, depends on the total amount of the remaining funds of the Erasmus+ program allocated to the USB for the given academic year.

After returning from abroad, it is obligatory for the student to:

1. submit the following documents:

Confirmation of study period (CSP) = Confirmation of the length of stay

• the period of stay indicated in this confirmation should be in line with the period specified in the Grant Agreement, which is the period for which the student is granted a scholarship.
• if the actual duration of the student's stay abroad, confirmed by the foreign university, is shorter than the originally set period, the student is obliged to return a proportional part of the scholarship for each unused day.
• hand in the ORIGINAL confirmation to the faculty coordinator or the International Office of the USB Rectorate no later than ten working days after the end of the stay.

Transcript of Records (TOR)

• the document is issued by a foreign university after the student has passed all exams or credits from all subjects that he indicated in the Learning Agreement, including any changes.
• the minimum number of completed credits from enrolled subjects must be 18 ECTS credits.
• the student submits a copy of this confirmation to his faculty coordinator as soon as he receives it from the foreign university.
• some universities send the confirmation directly to the USB International Office, in which case we inform the student immediately after receiving the TOR.

    We recommend setting aside sufficient time during the last month of your stay at a foreign university to process both documents.

2. complete an online language test after the end of the stay

• the student will automatically receive a notification to take the test by e-mail

3. fill out the final report from the study stay (Participant Report)

• after the end of the study stay (according to the end date specified in the Grant Agreement), you will receive login details to your email, using which you can enter the online system and fill out a report
• the questionnaire can be continuously saved (using the "Save" button), so you don't have to fill it all at once
• once you are sure that you have filled in all the data correctly, you can submit the questionnaire, which you do by ticking the "Finish" box at the bottom of the questionnaire and clicking "Save"
• save the report to your computer to present it in case of technical difficulties
• the report must be completed within 30 days of receiving the invitation at the latest.

FAQ on completing the final report

• template of the final report - template in EN and CZ version for viewing only, each student fills out their report online after receiving a notification by e-mail
• part 4 Recognition of study abroad/Academic Recognition
  • all subjects the students study abroad are always recognized
  • subjects at a foreign university that have a similar syllabus to subjects taught at the faculty and the head of the department or the teacher of the given subject agrees that the given subject is equivalent will subsequently be recognized as group "A" (compulsory) or "B" (compulsory optional) subjects
  • subjects completed at a foreign university that do not correspond to the syllabus of the subjects at the given faculty, or the head of the department or the teacher does not approve their recognition as "A" or "B" in advance, will always be recognized by the student as subjects of group "C" (optional subjects)
  • in point 4.10, check the full recognition option
• part 5 Foreign Language Skills and Linguistic Support
  • 3. Students who have been granted a license for an online language course choose Yes
• part 10 Costs
  • 1 - Erasmus+ scholarships are usually paid from two sources - from EU funds and from the state budget of the Ministry of Education, Youth and Sports of the Czech Republic. Information about the sources from which your study stay is financed can be found in the Grant Agreement, Article III. and IV. If the number of days for which you are granted a scholarship from EU funds is indicated in Article III, check the answer Yes.

• please note that the financial support from the Erasmus+ program that the student receives from the home institution is not intended to cover all the costs associated with studying abroad. It is only a contribution that should cover the increased costs of studying abroad. A financial contribution is also expected from the student.
• the calculation of the amount of the scholarship is governed by the table of allocated scholarships and grants of the Erasmus+ program
• The scholarship is provided in the form of a lump sum for the month and days of stay abroad.
• the amount of financial support is calculated as a multiple of the length of stay and the monthly grant determined for the given destination country. For calculation purposes, 1 month = 30 days. If the length of stay does not correspond to whole months, then the financial support is calculated as a multiple of the number of days exceeding the length of whole months and 1/30 of the monthly grant established for the given destination country.
• the only way to pay a scholarship to partially cover the costs of living abroad is only through a non-cash transfer to your bank account opened in the Czech Republic or abroad
• the student must be the owner of the account
• the amount of the scholarship will be expressed in EUR
• we recommend that students find out about the benefits of setting up a euro account in the Czech Republic or abroad and find out information related to account management fees, transactions and withdrawals from ATMs abroad

• your grant will be paid for from one or two sources – EU funds and funds from the state budget from co-financing of the Ministry of Education, Youth and Sports of the Czech Republic.
• the scholarship is paid in full before departure, on the basis of documents indicating the expected start and end of the stay.
• To make a bank transfer, the following information is required about your account:
  • full bank account number (including bank code)
  • Name of the bank
  • exact address of the branch where you opened the account (street, number, city, zip code)
  • account number in the form of IBAN (international bank account number) - you can find it, for example, in the bank account contract, on the account statement or in your online banking
  • BIC/SWIFT (International Bank Identification Code)
  • the currency in which your account is held.
• It is absolutely essential that you provide us with all of the above information, otherwise we cannot transfer the scholarship to you.

Increased financial support for students from disadvantaged socio-economic backgrounds

!!! IMPORTANT - THIS IS NOT A SOCIAL SCHOLARSHIP !!!

• Students who are entitled to a child allowance according to a special legal regulation may apply for an increased Erasmus+ socio-economic scholarship, if the decisive income in the family determined for the purposes of the child allowance does not exceed the product of the minimum living wage of the family and a coefficient of 1.5.
• A student can apply for an increased financial support for a student coming from a disadvantaged socio-economic environment if, together with the financial documents, he/she submits:
  • Application for an increased financial support (the form can be downloaded from the USB website)
  • Written confirmation Notification for the purpose of awarding a scholarship (Sdělení pro účely přiznání stipendia), issued by the Labor Office of the Czech Republic.
• The student must apply for an increased financial support before starting the stay.

Information for students with severe disabilities or special needs

• If your health condition requires increased costs, but you would like to participate in a study stay abroad or a practical traineeship within the Erasmus+ program, your sending school can ask the National Agency through its institutional coordinator for additional financial support beyond the normal scholarship Erasmus+ programme.
• The prerequisite for the allocation of a special scholarship is the fulfillment of the basic conditions for student mobility, the special scholarship is intended only to cover increased expenses abroad resulting from medical needs.
• When filling out the preliminary calculation in the application for transport, food and accommodation, attention must be paid to determining the difference between the price for normal costs and the price for increased costs due to the relevant handicap. Only this price difference (not the entire amount for the above-standard service) is then a legitimate request of the student within the application for a special Erasmus+ scholarship.

• The allocated special scholarship must be invoiced after returning from a study stay or practical traineeship! Invoices are submitted indicating the actual costs incurred, the name and address of the entity that issued the invoice, the amount and currency, and the date of issue of the invoice.
• The application is submitted on a form in which the student provides a detailed calculation of the requested scholarship.
• The student consults with his/her faculty coordinator about the submission of the application and then sends it by e-mail to the coordinator of the USB International Office.

The following must be attached to the application:

• medical report;
• a copy of the ZTP card (certificate indicating the seriousness of disability - if the student has one);
• documents of the Erasmus+ program for the relevant type of mobility - signed learning agreement for studies / traineeship
• an acceptance letter in which the receiving institution confirms your acceptance for the study stay / traineeship and where it is stated that they understand your health condition.

Deadline for submitting applications to the International office:

until June 30 for the winter semester stays or for the entire academic year;

until November 15 for the summer semester stays.

According to the obligations arising from the grant agreement, the student is obliged to fulfill the following after the end of the stay abroad:

• submit the Confirmation of study period and Transcript of Records within the agreed deadlines
• ensure that the subjects listed in the Learning Agreement, including any changes made during the course of study, match the subjects listed in the Transcript of Records
• ensure that the number of credits for successfully completed subjects listed in the Transcript of Records is at least 18 ECTS credits
• ensure that the confirmed period of stay indicated in the Confirmation of study period coincides with the period indicated in the grant agreement
• fill out the Final Report on your stay abroad on time
• take an online language test in time to assess the level of language knowledge achieved after the end of the study stay
• regularly use an online language course of the relevant language if the student was granted a license for such a course at the beginning of the study stay

In the event that the student does not fulfill the aforementioned obligations, he will have to return the allocated financial support or part of it in accordance with the Grant Agreement.

If the foreign university is not able to prepare the Transcript of Records within 14 days after the end of the study stay, the student is obliged to inform his faculty coordinator about this fact immediately.

Learning Agreement

Confirmation of study period

CZ Grand Agreement

EN Grand Agreement