Information for outgoing students (Traineeships)

emergency line for USB students and employees who find themselves in an emergency situation

mobile phone number: +420 702 027 176,

Emergency line is a service that was established for the purpose of providing assistance to participants of mobilities abroad (i.e. USB students and employees who are on a study or work stay abroad) in solving crisis situations (CS) related to foreign mobility, especially during non-standard working hours, i.e. in 24/7 mode.

You can also send your request to e-mail: This email address is being protected from spambots. You need JavaScript enabled to view it..

You can contact the emergency line in the following situations:

• you become a victim of a serious crime (assault/rape, disappearance, kidnapping, serious injury, death, etc.)
• there will be a serious deterioration of the mental state or a suicide attempt of the mobility participant
• natural/anthropogenic crisis in the place of residence (large-scale natural disasters, mass infections, large-scale accidents, political/social crisis, war conflict, deterioration of the security situation, terrorism, etc.)

The emergency line support system does not cover other situations, e.g. common health problems, loss/stolen documents, personal belongings or finances, financial crisis, visa advice, employment law issues, court proceedings due to the commission of a misdemeanor/criminal act, etc.

In these cases, contact the relevant state administration authorities or departments of the University of South Bohemia:

• Loss/theft of documents, personal belongings or finances - Police at the place of your stay abroad
• Financial crisis - if it is related to the payment of scholarships, please contact the relevant department of the faculty/rectorate
• Travel advice, visa advice - Ministry of Foreign Affairs of the Czech Republic
• Vaccination abroad: State Institute of Health
• Labor law issues – relevant personnel department of the rectorate/faculty
• Common health problems - medical facilities according to the current place of residence (contact your insurance company first)

BEFORE ANY TRIP ABROAD, WE RECOMMEND REGISTRATION IN THE NATIONAL SYSTEM “DROZD”

• stipulates the student's obligation (also applies to recent graduates) to participate in online language testing BEFORE starting and AFTER completing the mobility
• applies to mobilities whose main working language is the language listed here: https://erasmusplusols.eu/
• 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

This type of traineeship is intended for recent graduates. Those interested in participating in this type of traineeship must meet the following criteria:

• successfully pass the selection process for participating in a traineeship within the Erasmus+ program
• the student must arrange all administrative steps related to going on a traineeship before completing his studies at USB
• a student can go on a traineeship no later than 12 months from the end of his studies at USB
• the duration of the traineeship is included in the 12 months to which the student is entitled in one study cycle (Bc., Mgr.)
• the student must take care of the obligations associated with the statutory health insurance
• social insurance - participation is voluntary
• income tax: financial support provided to interns/graduates from the Erasmus+ program is exempt from income tax (Act No. 586/1992 Coll. on income taxes); the taxation of any financial contribution provided by the receiving organization depends on the legislation of the destination country. When submitting a tax declaration in the Czech Republic, the student takes steps to prevent double taxation according to the corresponding international treaty.
• Labor office: registering an unemployed graduate with the labor office is not mandatory
• Upon completion of the traineeship, USB issues the student either a Certificate of Completion of the traineeship or confirms the Europass mobility document

A student can participate in a practical traineeship within the Erasmus+ program if:

• is duly enrolled in an accredited Bc., Mgr. or Ph.D. study program at USB – full-time, combined and distance forms of study
• is a citizen of one of the program countries or is a citizen of another country, but studies in the program country in an accredited study program, in any grade
• must be properly enrolled for the entire period of the traineeship (excluding graduate traineeships) to study at the sending institution in the field covered by the traineeship, i.e. cannot interrupt or terminate studies in the given field at the sending institution before the end of the traineeship abroad
• was selected in a duly announced selection procedure

Additional details:

• a student who studies in the Czech Republic in an accredited study program and wants to travel for a practical traineeship and/or a study stay in his 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 practical traineeship and/or a study stay cannot complete this stay in the country of his current residence

Graduate traineeship:

It is possible to complete a practical traineeship within 12 months after graduation (including the duration of the traineeship)

• the student becomes a graduate on the day of passing state exams, from this day one year begins to be counted, in which the traineeship must be started and completed (however, the ongoing academic year in which the traineeship is administratively conducted must still be respected, it cannot extend into the next academic year)
• graduate traineeship can last 2-12 months, but the length of the already completed Erasmus+ stays (both study and work) in the study cycle in which the student applies for the graduate traineeship is deducted (pay attention to long master's programs, more in the Qualification conditions)
• all administration must be completed before graduation, i.e. before passing the final state exam

Other important conditions:

• Each applicant must meet the Eligibility Conditions of the Erasmus+ program: Erasmus for student traineeships
• the receiving organization can be any public or private organization active in the labor market or in the field of education, vocational training or youth (public or private enterprise, public entity at local, regional or national level, professional association, trade union, research institutes, foundations, NGOs , non-profit organizations, institutes and educational centers, etc.)
• the intern must work full-time in the foreign organization (common in the country of the receiving organization)
• the conclusion of an inter-institutional contract is not a condition of the practical traineeship, but the traineeship must be agreed upon and confirmed in advance
• the practical traineeship must be approved by the faculty sponsoring the student's traineeship, and subsequently be recognized by the student - the student must receive ECTS credits and finally have the traineeship listed in the diploma supplement (the practical traineeship will become part of the given study program) 

Unauthorized organizations in which a practical traineeship cannot take place:

• EU institutions and other EU bodies including specialized agencies (https://europa.eu/european-union/about-eu/institutions-bodies_en)
• organizations managing EU programs (to avoid possible conflicts of interest and/or double funding, e.g. national agencies) 

Repeated student departures within the Erasmus+ program:

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

• each student can travel for a maximum of 12 months at each level of study
• previous mobilities (study and work stays) in the given degree of study are added together (pay attention to long master's programs, more in the Qualification Conditions)
• the program is not intended for students who came to the Czech Republic to study under the Erasmus Mundus program
• Although repeated student traineeships within the Erasmus+ programme are possible, due to the limited financial resources reserved for this activity by the European Commission, they may be assessed on the basis of preferences announced in the selection procedure for the given academic year. 

A combination of study stay and traineeship is possible under the following conditions:

• the total length must be a minimum of 3 months and a maximum of 12 months
• 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 traineeships 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 process takes place directly at the faculties and is fully managed by the faculty coordinators, who themselves set the requirements for applicants in accordance with the conditions set out in the Qualification Conditions of the Erasmus+ program for student traineeships.

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 traineeships 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+ traineeship. 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.

Students selected in a regular selection procedure:

1. students themselves first search for and arrange their traineeship at a foreign organization/institution

• the host organization can be any public or private organization active in the labor market or in the field of education, vocational training or youth (public or private enterprise, public entity at local, regional or national level, professional association, trade union, research institutes, foundations, NGOs , non-profit organizations, institutes and educational centers, etc.)
• unauthorized organizations in which a practical traineeship cannot take place are EU institutions and other EU bodies including specialized agencies and organizations managing EU programs (to avoid possible conflicts of interest and/or double funding, e.g. national agencies)
• you will work full-time in the organization according to a pre-agreed work schedule
• some employers provide students with a salary – this is up to the agreement between the student and the employer
• more information on how to search for a traineeship can be found here (in Czech only)

2. students then fill out the following forms (electronically if possible):

Training Agreement (TA) – traineeship work plan

• forms can be downloaded in the FORMS folder
• the duration of the traineeship must correspond to the number of days for which you will receive the scholarship, usually 60 or 90 days, for an accurate determination, use the Scholarship Calculation Calculator (.xlsx)
• when drawing up your work plan, discuss with the study department/head of department/person responsible for traineeships how your traineeship will be recognized upon your return and how many credits you will be allocated
• you submit the completed and approved documents for signature to the faculty coordinator for confirmation
• you must have the traineeship work plan approved by all parties before going abroad

Academic recognition of traineeship

Your traineeship will be recognized in two ways:

• if a traineeship abroad is part of your study plan, the placement will be recognized as a subject and you will receive the appropriate number of ECTS credits
• if the foreign traineeship is not part of your study plan, it will be listed in the Diploma Supplement

The following situations may occur during your traineeship abroad:

Changes to the traineeship plan (Training Agreement):

• in the event that changes occur in the originally approved traineeship plan (in content, person of the coordinator, etc.), they must be agreed in writing by both the sending and receiving institutions.
• the trainee fills out the section DURING THE MOBILITY, CHANGES TO THE ORIGINAL TRAINING AGREEMENT in the Training Agreement document and secures the signatures of all 3 parties

Extension of traineeship:

• is only possible after agreement of the sending and receiving institution
• the student can apply for it at any time during the traineeship, but no later than 30 days before the originally pla nned end of the traineeship
• the period of 12 months that a student can take 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
• the application is submitted via the Application for extension form. The application includes a motivation section, in which the reasons for extending the stay must be stated. The student submits the request to his/her faculty coordinator.
• the application must be confirmed by the student, the representative of the foreign institution, the faculty coordinator and approved by the International Office of the USB Rectorate
• please note that extending the stay does not automatically entitle the student to the allocation of financial support. The student covers the costs of his/her stay abroad for the duration of the traineeship extension from his own resources

Shortening the traineeship:

• is possible after the agreement of the student with the sending institution and is solved by an addendum to the financial agreement and a proportional reduction of the scholarship
• the student is obliged to deliver to his/her faculty coordinator the form Notification of Shortening of Stay (or Notification of Shortening of Stay by the Zero Grant Period - then there is no change in finances)
• if the student does not comply with the minimum length of stay, i.e. 2 months, he must return the scholarship in full! (this provision does not apply in case of termination of stay due to "force majeure")

After returning from abroad, the student is obliged to:

1. hand in the Traineeship Certificate = Confirmation of the length of stay

• The student will deliver the ORIGINAL confirmation of the actual duration of the traineeship signed by the receiving organization to their faculty coordinator within 10 days after the end of the traineeship
• if the actual duration of the student's stay abroad, confirmed by a foreign organization, is shorter than the originally set period, the student is obliged to return a proportional part of the scholarship for each unused day

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

• the student will automatically receive a request to complete the test by e-mail

3. fill in the final report from the traineeship (Participant Report)

• after the end of the traineeship (according to the end date specified in the Participant 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" buttons), 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 finish the questionnaire, which you do by ticking the "Finish" box at the bottom of the questionnaire and clicking "Save"
• save the report on 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 for completing the final report

• sample final report - sample in EN version for viewing only, each student fills in their report online after receiving a notification by e-mail
• part 4 Recognition of stay abroad/Academic Recognition
• if the traineeship abroad is part of the study plan, the student will receive the corresponding number of credits
• the traineeship is always listed in the Diploma Supplement
• in point 4.10, check the Full recognition option
• part 5 Foreign Language Skills and Linguistic Support
• 5.3. Students who have been granted a license for an online language course choose Yes
• part 10 Costs
• 10.1 - 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 stay is financed can be found in the Grant Agreement, Article III. and IV. If the number of days for which you receive a scholarship from EU funds is indicated in Article III, check the answer YES, otherwise check NO and in point 10.5 check “State and/or other regional grant(s)”

• 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
• in addition to Erasmus+ financial support, a reward from the host organization may also be provided, as after the induction phase of the traineeship, the student will be a full-fledged workforce. The reward can take the form of financial support and/or contribution in kind (e.g. free accommodation, public transport tickets, meal vouchers, etc.)
• double funding is not possible, i.e. in addition to Erasmus+ financial support, the student may not simultaneously receive any other financial support from EU sources to cover the costs associated with mobility
• 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 from 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.
• depending on the amount of the scholarship, the scholarship will be paid to you in one or two installments, the number of installments will be specified in the Grant Agreement
• the scholarship is transferred to the student's bank account after the signing of the Grant Agreement and the delivery of all relevant documents before departure abroad

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 when signing the Grant Agreement, otherwise we cannot transfer the scholarship to you.

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 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 (Mgr. Zdeňka Novotná, This email address is being protected from spambots. You need JavaScript enabled to view it.)

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 Traineeship Certificate within the agreed deadlines
• ensure that the confirmed duration of stay and content of work indicated in the Traineeship Certificate corresponds to what was 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 traineeship
• 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 traineeship

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