erasmus+, cems, double degrees, pim & bilateral agreements€¦ · erasmus+, cems, double...

ERASMUS+, CEMS, Double Degrees,

PIM & Bilateral agreements

Information meeting for students qualified for study

abroad period in a. y. 2016/2017

20.04.2016 Małgorzata Chromy, DPM 1

20.04.2016 ERASMUS+, CEMS, DDs, PIM & Bilateral agreements 2016/2017 3

Contact Persons

International Centre (DPM)

20.04.2016 ERASMUS+, CEMS, DDs, PIM & Bilateral agreements 2016/2017

INTERNATIONAL CENTRE (DPM)

4

DPM website

WWW.SGH.WAW.PL/INTERNATIONAL


CONTACT PERSONS – INTERNATIONAL

CENTRE (DPM)

5

Ms.

Agata KOWALIKroom 17 build. A

@: [email protected], +48.22.564.98.44

OFFICE HOURS FOR STUDENTS:

Mondays, Tuesdays &Thursdays: 9.30 – 13.00;

Wednesdays: 13.30 – 15.30

On other days and hours students are served by prior

appointment only (with at least 1 day prior notice and

receiving confirmation)

ERASMUS+

students, CEMS

& Double

Degree

students with

Erasmus+;

ERASMUS+

placements

mailto:[email protected]



CENTRE (DPM)

6

Ms.

Agata AUGUSTYNIAKroom 17 build. A

@: [email protected], +48.22.564.97.60


Mondays, Tuesdays & Thursdays: 9.30 – 13.00;

On Wednesdays and Fridays students are served by

prior appointment only (with at least 1 day prior notice

and receiving confirmation)

PIM & Bilateral

agreements

(incl.

Switzerland),

CEMS without

Erasmus+

grant,

Freemovers




CENTRE (DPM)

7

Ms.

Małgorzata CHROMY

room 7 build. A

@: [email protected], +48.22.564.98.41


Mondays, Tuesdays & Thursdays: 11.00 – 13.00


appointment only (with at least 1 day prior notice and

receiving confirmation)

Double Degree

programmes,

Erasmus+




CENTRE (DPM)

8

Mr. Grzegorz

AUGUSTYNIAKroom 12 build. A

@: [email protected], +48.22.564.98.42


Mondays, Tuesdays & Thursdays: 11.00 – 13.00


appointment only (with at least 1 day prior notice and receiving

confirmation)

Deputy Head of

International

Centre,

CEMS

Programme

Manager at SGH



PLEASE RESPECT OUR OFFICE HOURS!

Students who will show up in our office beyond office

hours without prior notification

(and without receiving confirmation about possibility of

meeting) will not be served


Contact Persons

Dean’s Offices


CONTACT PERSONS – DEAN’S OFFICE

OF UNDERGRADUATE STUDIES

11

Ms. Katarzyna SMOLIŃSKA

@: [email protected],

Tel.: +48 22 564 98 56

Vice Dean:

dr Piotr MASZCZYK

http://administracja.sgh.waw.pl/pl/DSL/Strony/default.aspx


http://administracja.sgh.waw.pl/pl/DSL/Strony/default.aspx


CONTACT PERSONS – DEAN’S OFFICE

OF GRADUATE STUDIES

12

dr Magda SZYBIAK

@: [email protected],

+48.22.564.98.84

Vice Dean:

dr hab. Katarzyna GÓRAK-SOSNOWSKA

http://administracja.sgh.waw.pl/en/dsm/Pages/default.aspx


http://administracja.sgh.waw.pl/en/dsm/Pages/default.aspx


We inform you that whole email correspondence

between student and International Centre (DPM)

and/or any other SGH unit (e.g. Dean’s offices) can be done

ONLY through SGH mailing system.

Sending emails from another email address (other than from

SGH account) will not be taken into account. For this reason

please remember about maintaining your account active also

abroad (more info at User Helpdesk website

http://administracja.sgh.waw.pl/en/DPU/Pages/default.aspx)

http://administracja.sgh.waw.pl/en/DPU/Pages/default.aspx


PROCEDURES


Website with departure procedures binding for all students

going for study abroad period in the a. y. 2016/2017

http://administracja.sgh.waw.pl/en/dpm/international_exchange/outgoing_students/exchange/departure/Pages/Procedures_2016-2017/departure_procedures_2016-2017.aspx




REGISTRATION

16

Delivery of contactform (after the

deadline)

Nominations of students to partner

universities –International Centre

Application process– delivering of

documents to partner university – student’s

responsibility


LETTER OF ACCEPTANCE

17

Student is responsible for obtaining it from host university

It must contain:

• Student’s name and surname,

• Name of the host university,

• Exact dates of stay,

• Signature of Coordinator at host university,

• Seal of the host university

Dates eligible for calculating the amount of grant: from the beginning of classes(or Orientation Days if it’s mandatory) until the last day of the 1st exam session

Template to be downloaded from the International Centre’s website – only thistemplate will be accepted


EXCHANGE REQUEST

+ LEARNING AGREEMENT

18

DocumentNumber of original

copies

Exchange request 2

Learning Agreement2

(printed on both sides)


ECTS – EUROPEAN CREDIT

TRANSFER SYSTEM

19

European Credit Transfer and Accumulation

System (ECTS) is a standard for comparing the

study attainment and performance of students of

higher education across the European Union

and other collaborating European countries. For

successfully completed studies, ECTS credits

are awarded. One academic year corresponds

to 60 ECTS credits that are equivalent to 1500–

1800 hours of study in all countries respective of

standard or qualification type and is used to

facilitate transfer and progression throughout the

Union. ECTS also includes a standard grading

scale, intended to be shown in addition to local

(i.e. national) standard grades

In case of universities

(PIM & Bilateral

agreements), which do

not use ECTS system

there is a conversion

table from local credit

system into ECTS.

You may ask for

further information

Ms. Agata Augustyniak


LEARNING AGREEMENT

20

It is mandatory to declare courses for

30ECTS/ semester (or 20ECTS/trimester).

The maximum number of ECTS for courses

not related to study major (for example for

language courses) is 10 ECTS and min. 20

ECTS for major-related courses. In case of

trimesters student needs to take all credits

for major-related courses

IMPORTANT – during stay abroad student

should take courses related to his/her major

of studies especially if exchange is done in

the last semesters of studies.

* It’s possible to

take just 24ECTS

/semester in case

student has

a surplus of credits

from previous

semesters.


PROCEDURES

STEP–BY–STEP


1ST VISIT AT DPM

22

ATTENTION!

DPM accepts only

documents filled in on

computer and printed

on both sides!

Documents that are

not prepared

according to the

guidelines will not be

accepted.

Leaving without

delivering required

documents will result

in not recognising of

such study period

abroad.

Student delivers:

• Learning Agreement (2 original copies)

• Exchange request (2 originalcopies)


VISIT IN DEAN’S OFFICE

23

!

• Signed documents (LA + exchange request) student picks up from DPM and delivers them to his/herDean’d Office (to contact person) to obtain Dean’ssignature

!!

• Picking up documents from Dean’s Office – 1 originalcopy of LA is left at Dean’s Office, 2nd copy of LA student takes to partner university to obtain the signatures. Student has to bring it back to receive the recognition of study abroad period


2ND VISIT AT DPM

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Delivery of the set of documents:

• Copy of LA

• Exchange request (original copy)

• Student’s commitment

• Letter of Acceptance

• Erasmus+ – taking online languagetest before departure (OLS)


FINANCIAL DOCUMENTS – ERASMUS+

25

Binding for all students with Erasmus+ grant including CEMS and Double Degree students

Templates of the documents as well as deadlines for delivering themwill be announced on our website and also sent by email

Financial documents have to be delivered within specified dates to the brown wooden box in front of DPM (between rooms 13 & 14)

Remember to pick up your copy of financial agreement after it’ssigned by all parties (after return from exchange)


CONFIRMATION OF PARTICIPATION

IN STUDY abroad

26

The issue of the confirmation

(for insurance, visa etc.) takes

place after student delivers all

the required documents.

To receive the

confirmation

student needs

to contact

his/her

contact

person at

DPM


INSURANCE – 3RD VISIT AT DPM

27

Delivering personally or by email of the copy of mandatory health insurance (EHIC for Erasmus+) and accident insurance (e.g. ISIC or Euro26) – not later than 2 weeks before student's departure

In case of Erasmus+ students lack of such confirmation will delaythe grant transfer

We suggest to buy insurance covering loss due to theft

In case of going to „exotic” countries students are required to checkinformation on necessary or suggested vaccination


GRANT TRANSFER

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Transfer of

grant takes

place after

delivering all

required

documents –

approx. 2

weeks before

student’s

departure


GRANT RATES

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Group of Countries Grant rate / month

Austria, Denmark, Finland, France, Ireland,

Liechtenstein, Norway, Sweden, United

Kingdom and Italy

500 EUR

Belgium, Croatia, Czech Republic, Greece,

Spain, the Netherlands, Iceland, Germany,

Portugal, Slovenia and Turkey

400 EUR

Bulgaria, Estonia, Lithuania, Latvia, Romania,

Slovakia and Hungary

300 EUR

In 2016/2017 there will be no scholarships from Fundusz Stypendialny i Szkoleniowy

(Scholarship and Training Fund) for students going to Iceland, Norway and Liechtenstein


ERASMUS+ – IMPORTANT INFORMATION

30

Duration of stay on Erasmus+ must not be shorter than 3

months and the stay has to take place during one and the same

academic year.

It is allowed to go for mobility shorter than 3 months only in case

of the academic year based on trimesters.

In case the mobility will be shorter than it was included in the

financial agreement between the student and SGH (but not shorter

than 3 months) student may be called to return part of the grant.

In case the period of stay at partner university will be shorter than

3 months (and there is no trimester organisation) student will have

to return the whole grant.


DEPARTURE VS. RECOGNITION

OF PREVIOUS SEMESTER

31

Do not leave the exams for the last moment i.e. for the re-sit

session!!!

Student who fails exams in the semester preceding his/her leave

for study abroad will have to obtain Dean’s consent for such leave

(in writing).

In case of deleting the student from the list of SGH students due to

failing the exam student will have to come back from abroad and

return whole Eramus+ grant.


MILESTONE

– DEPARTURE


PROCEDURES DURING STAY abroad

33

CONTACT INFO FORM (form to be downloaded from the website) – at latest 2 weeksfrom the beginning of classes at host university

CHANGES TO LEARNING AGREEMENT – at latest 1 month from the beginning of classes at host university:

• Bachelor students – by email (special form to be downloaded from website),

• Master students – through Virtual Dean’s Office

• In case of notifying about later/additional changes to LA (modules, midterms) it isnecessary to inform Dean’s office about this in the initial period of 1 month from the beginning of classes at host university

COURSE EQUIVALENTS – gathering of course outlines

Getting STAMP and SIGNATURE of the Coordinator at host university on LA (in case of changes to LA – 2 stamps and 2 signatures)

GETTING THE LETTER OF CONFIRMATION SIGNED (Erasmus+, CEMS and doubledegrees with grant) at the end of stay


IMPORTANT

34

Failure to declare changes to Learning

Agreement on time as well as making

changes to LA without obtaining prior

consent of the Dean will cause serious

consquences with deleting from list of

students and return of the grant

inclusive!!!


AFTER RETURN

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Student’s report(electronic version sent by email to contactperson at DPM)

ERASMUS+:

• Mandatory online survey on EC website(on the basis of financial agreementsigned by student)

• OLS language test at the end of stay


SETTLEMENT OF STUDY abroad

– 4TH VISIT AT DPM

36

TRANSCRIPT OF RECORDS – sent by host university(Attention! Sometimes student needs to ask for it)

• Current list of grade and credits conversion into ECTS points is available at DPM website

COURSE APPROVAL FORM

LEARNING AGREEMENT – original copy with signatures from host university + changes to Learning Agreement (Changes to Learning Agreement form)

COURSE EQUIVALENT PROPOSAL FORM (if applicable) – in case of changing the courses done abroad into SGH courses – course outlines signed by course Coordinator or tutor of the major – DELIVERED TO DEAN’S OFFICE

LETTER OF CONFIRMATION (issued by host university on SGH template) signed at the end of mobility


SETTLEMENT WITH DEAN’S OFFICE

37

DPM delivers to Dean’s office approveddocuments

Dean’s Office finalises settlement of student’s study abroad period (enteringthe courses and grades to VDO, recognition of semester)


LANGUAGE TUTORIALS

VS. STUDY abroad

38

Bachelor level

• Before leaving for studies abroad student is obliged to notify about it his/herlanguage tutor. In case of leaving for the last semester of language tutorials(4th semester) student needs to contact SGH language centre (CNJO) to enrol for the final exam.

• After return student – in order to have his/her tutorial(s) recognised – has to go to SGH language centre (CNJO) where he/she fills special form. Then the form with the consent of respective coordinator needs to be deliveredby student to contact person at Dean’s Office (Ms. K. Smolińska)

Master level

• In case of master students the study abroad takes place usually on the 3rd and 4th semester, that is after the language tutorials are finished. In case of leaving on 2nd semester student should contact SGH language centre(CNJO) to arrange the details of recognition of tutorial.

• Double degree students are waived from language tutorials.

REQUIRED DOCUMENTS


DPM – DOCUMENTS REQUIRED

BEFORE LEAVE

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Contact form with picture

Letter of Acceptance

Exchange request

(Copy) Learning Agreement

Student’s commitment

Copy of health and accident insurance

ERASMUS+ – financial agreement


FLOW OF DOCUMENTS

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Each student needs to deliver to DPM 2 originalcopies of Learning Agreement (printed on bothsides) & 2 originalcopies of exchange request as a set of documents to getthem signed by exchange coordinator.

ATTENTION! Learning Agreement and exchange requestdeliveredseparately will not be accepted.

Signed documentsstudent needs to deliver to respective Dean’sOffice.

Student picks upfrom Dean’s Office 1 copy of LA and 1 copy of exchange requestaccepted by the Dean.

Student delivers to DPM followingdocuments:

– Signed by Dean exchnage request– original copy,

– Copy of Learning Agreement signedby Dean,

– AcceptanceLetter,

– student’scommitment, and

– Copy of healthand accidentinsurance – at latest 2 weeksbefore leave.


COURSE EQUIVALENTS

42

Undergraduate Graduate

EQUIVALENTS Course Equivalents Proposal

Form should be delivered to

Dean’s Office before or after the

study abroad period.

Student needs to obtain outlines

of the courses he/she wants to

have recognised as equivalents

at SGH, and have them

accepted by the course

instructor, major course

coordinator or minor’s tutor and

deliver to Dean’s Office.

Course Equivalents Proposal

Form should be delivered to

Dean’s Office after the study

abroad period, before delivering

the study abroad settlement

documents to DPM. The Form

has to contain signatures of

coordinators of relevant courses

as well as Dean’s consent

before the form is attached to

study abroad settlement

documents.

It is possible to arrange the

recognition of the course

equivalents before the leave.

Please remember that in case of recognition of course equivalents the course will receive the ECTS

credits valid for certain course at SGH and not at the university at which the course has been taken


COURSE EQUIVALENTS

43

To receive the recognition of the course done abroadas SGH course equivalent it is necessary to obtainthe acceptance of the course outline

Course outline has to be accepted by coursecoordinator (in case of basic courses) or by tutor of major or minor (major and minor courses).

Student has to attach accepted course outlines to Course Equivalent Proposal Form which is availableon DPM website (pre-departure procedures’ section)


DEADLINES OF DELIVERING

DOCUMENTS TO DPM

44

DOCUMENTS

(final with all required

signatures and stamps)

FALL TERM

SPRING TERM

BEGINNING BY

15.02.2017

SPRING TERM

BEGINNING AFTER

15.02.2017

Exchange request +

Learning Agreement +

Letter of Acceptance +

Student’s commitment to

be delivered to DPM

Until

28.06.2016

Until

24.11.2016

Until

12.01.2017

Erasmus+ financial

documents

(delivered to brown wooden

box between rooms 13 and

14 in build. A)

Dates will be announced at a later date

in email correspondence and on website

Delivering of the copies of

health and accident

insurance for the period of

stay abroad

At latest 2 weeks before the leave

(delivered personally or sent by email to Ms. Agata Kowalik

or MS. Agata Augustyniak depending on the programme)


IMPORTANT

45

During the study abroad period students maintain rights and

obligations of SGH student (socialscholarships, scholarships for

academic performance, etc.; for details please check the website

of the Student Union).

Despite having all the mandatorycourses done at SGH

(absolutorium) student is not waived from taking certain amount

of courses and ECTS creditsabroad.

It is not possible to receiveDean’s leave for the period of

study abroad


LANGUAGE COURSES

46

Some universities may organise language courses beforethe beginning of mobility. Interested students need to check

information on such courses (rules, dates, fees etc.) on university’s website.

ATTENTION!!! Erasmus+ students do not receive the grant for the participation in language courses that take place

before the beginning of the semester.


ERASMUS+ ONLINE LANGUAGE

SUPPORT (OLS)

47

Online Linguistic Support (OLS) is mandatory for

Erasmus student mobilities within program countries

(it does not include students going with Erasmus+

grant to non-European countries).

It applies to students who will study or work during

placement in one of the following languages:

• English,

• French,

• Spanish,

• Dutch,

• German or

• Italian.

Before the beginning of

mobility each student

going for study or

placement abroad is

obliged to fill in the

online language test.

ATTENTION! Link to the

test will be sent to

students SGH email

address and OLS

account must be

established on this

email address.


ERASMUS+ ONLINE LANGUAGE

SUPPORT (OLS)

48

On the basis of the test’s result the university may

award the interested students with the licence for

online language course. The course will be available

during student’s mobility period.

ATTENTION – students whose result will be B1 or

lower will receive such licence and will be obliged to

take the online course (OLS system automatically

award the licence).

Before the end of mobility students will receive the

link to the second language test – the link will be

valid only for few days. The test has to be taken

immediately [remember to check your SPAM folder]

Tests before and

after the mobility

are mandatory.

Students who will

fail to take any of

these tests will

have to return the

whole Erasmus+

grant.