Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Erasmus+ Pre-Departure Meeting Semester 1,2 & Full Year

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health What will be covered.. Erasmus Grant documentation & Importance of submissions of these to Erasmus office Insurance Information Grant payments- how you are paid Things to do while on Erasmus

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health ERASMUS Office Contact Details If you have any queries on Non-Academic, Administrative or Financial matters in relation to the programme contact Peter Dalton& Marion Bienert –40 – 45 Mount Joy Square –Dublin 1 –Ph: – IS THE BEST WAY TO CONTACT THE OFFICE If you have any queries on Module/class suitability contact your DIT Academic Coordinator. Who is my Academic Coordinator?Academic Coordinator ALL forms requested must be submitted to Original copy of Grant contract posted to the Erasmus office with signature is

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health What on EARTH does Non-Academic mean It means that if you need a letter confirming you as an erasmus student, or details on form submission to date or so on you contact Marion and Peter. If however you want to know if a module is relevant for your degree, or what happens if you fail, this is an Academic matter and you need to contact your DIT Academic Coordinator.

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health REGISTRATION & GRANT CONTRACT You must be fully registered with DIT and pay any fees due to the institute You will not receive a grant if you do not submit your grant contract before you go on Erasmus Your grant will not be paid until you are fully registered and submit necessary documents.

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Attached to the Grant Contract Confirmation of Arrival Before learning agreement- During Learning Agreement Grant Receipt for Payment Erasmus Student Charter Please check the pre-filled forms have your correct details Notify where there are errors and advise the correct entries. New versions will need to be sent. All forms are also available at / /

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Forms… Before you Go: – Post original Grant Contract to Erasmus office –Erasmus Protocol –Confirm Insurance Policy- in grant contract –EHIC- provide a clear copy of card. –“Before”Learning Agreement When you Arrive/During: –Confirmation of Arrival –“During” Learning Agreement- confirm via if no change to

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Before – Grant Contract Check your details Enter your IRISH bank details (Current Accounts only) Select an erasmus insurance policy and initial in the box provided Sign, date and place on page 6 Read the document in full Post/Hand in the final form to us in hard copy with original signature Incomplete forms will be returned to you

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Before - Insurance In order to participate in the ERASMUS+ programme outgoing students must select a dedicated erasmus travel insurance policy which has been developed in conjunction with Marsh Ireland, AIG and ACE insurances. The Erasmus insurance policy is mandatory for all outgoing students regardless of insurance coverage currently held. This is non-negotiable. Students will be provided with detailed coverage document upon receipt of the completed Grant Contract

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Before – Insurance Cover Breakdown *still under negotiation Full details on the policies will be issued to all students once they have selected their preferred insurance cover. All information is at Insurer & Policy 1 semester1 Full YearDIT Contribution * AIG – Basic Travel % ACE – Extended Travel %

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Before - EHIC EHIC – Mandatory for all EU students –Please provide a copy / scan of your card prior to departure –Must be valid for your entire stay –Temporary Replacements / Confirmation of Application cannot be accepted. –Apply for you EHIC card here

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Before - Erasmus Protocol Please read the form Sign your name at the bottom & date form Return the complete form to the office electronically or in hard copy (addresses are on the form!) Incomplete forms will be returned to you

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Before - Learning Agreement – Annex 1 Proposed Mobility Programme Review the instructions on the front of the form Submit a COMPLETED version PRIOR to your departure from Ireland If this does not happen you will need to complete the form on arrival and ensure EVERYONE pre-dates the form to before you left. –This form was sent in May/June to your

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health During– Confirmation of Arrival Please have this signed and stamped by your host organisation on arrival Return a complete version as soon as possible to

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health During - Annex 1-Learning Agreement - Exceptional Changes to the Proposed Mobility Programme Review the instructions on the front of the form Confirm your modules and Learning agreement within 3 weeks of arrival. Your combined Before & During Learning Agreement MUST accurately reflect the courses on your transcripts at the end of your mobility.

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health During - Annex 1-Learning Agreement - Exceptional Changes to the Proposed Mobility Programme If there is no change as per what was is specified in the before learning agreement you need to to confirm that there is no change in your learning agreement. If there is a change in your learning agreement you must complete and submit this during learning agreement to

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Confirmation of Mobile Number In case of Emergency you need to provide us with a mobile number that you will use while you are on your Erasmus( foreign or Irish number). You must complete the following Google form- this is mandatory Here

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health After – Final Forms – Just before you leave Confirmation of Departure Have completed just before you leave the host organisation. Ensure you are happy with end date before you submit the form. This cannot be amended later. Submit via just before the end of your mobility

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health After – Final Forms – on your return Final Report – Online Survey When we receive your confirmation of departure you will be sent a link by the EU to the final report. You must complete the final report before we can approve your second payment.

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Stage 3 – Final Forms – on your return Grant Receipt –Return to during or at the end of your mobility.

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Final Report On submission of your departure form the European Commission will send you an to complete a final report. This will only be sent to you after your departure date and once your Erasmus is complete. You will not receive your final payment until you submit your departure form and completed the final report. * ensure you check your spam inbox for this

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Completed Forms = Grant Payments Allocation 1 requirements FormsWhen to submit Original Grant ContractBefore You Leave ProtocolBefore You Leave EHIC CopyBefore You Leave Learning Agreement: Before You Leave “Before” Confirmation of ArrivalOn Arrival Learning Agreement: “During” On Arrival Foreign Mobile number via google form google form On Arrival

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Completed Forms = Grant Payments Allocation 2 requirements FormsWhen to submit Confirmation of DepartureBefore you leave Final Report To be completed after your mobility Grant ReceiptBefore you leave

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Hang on a second I can’t scan when I’m away…. All Organisations should have a student accessible scanner (PDF multipage is best) If not you can scan using your MOBILE PHONE

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health FREE Mobile Phone Scanning Apps iTunes: Android & Microsoft:

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Not Acceptable Scans  File too small  Background too dark. Edges cut off.

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Not Acceptable INCOMPLETE Forms –Missing entries i.e. no dates, name of signatories –Incorrect entries – duration, months etc –Missing signatures – Scanned copy of Grant contract NOT acceptable Original must be submitted to the Erasmus Office

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health The Mysterious Erasmus+ Grant Grant Amounts set by HEA Final total amount due to a student is based on ACTUAL duration in host organisation. For the moment we can only estimate your duration in the host organisation. Therefore your grant allocation can go UP or DOWN depending on your final duration in the host organisation. TypeCountriesPer Month Group 1Denmark, Ireland, France, Italy, Austria, Finland, Sweden, United Kingdom, Liechtenstein, Norway 270EUR Group 2Belgium, Czech Republic, Germany, Greece, Spain, Croatia, Cyprus, Luxembourg, Netherlands, Portugal, Slovenia, Iceland, Turkey, Bulgaria, Estonia, Latvia, Lithuania, Hungary, Malta, Poland, Romania, Slovakia, former Yugoslav Republic of Macedonia 220EUR

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Grant Allocations *You submit the forms ONCE. Not every month and only receive 2 payments – When you arrive and when you leave Given in 2 Allocations – 2 Payments* 1.80% paid while you abroad subject to receipt of documents 2. 20% (or remainder) paid on return

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Grant Payment Schedule DIT runs grant payments ONCE a month 15th of each month cut off date for submission of forms (except December)- any documents submitted after the 15 th will not be considered for payment that month. Students who complete the form requirements will be considered eligible for payment. Students who fail to submit even one form by the cut off will NOT be considered eligible for payment that month. Eligible students will receive their grant by the END of that month

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Grant Payment Schedule (cont’d) Students who are not eligible for payment will have to wait until the following month for payment (and only subject to receipt of all forms) It is your responsibility to ensure your forms are received These rules apply whether you are eligible for grant allocation one or grant allocation two Allocation two can be positively or negatively affected by the final date given in your confirmation of departure document. The final end date cannot be changed after it has been processed.

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health OLS- Online Linguistic Support If you are studying in the host country language you will be issued with a invitation to the OLS system where you will be assessed on your level of Language. This needs to be completed before you go on mobility Depending on your language level of your assessment you may be issued with access to the OLS where you can improve your level of language during your mobility After your mobility you will be assessed to see the level of improvement. For more information on OLS please visit

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Remember All the requested completed forms must be received by the international office. All Scans must be clear, complete and readable. Any incomplete/unreadable forms will be returned. Keep track of your form submissions, this will save EVERYONE time and energy. The Erasmus Insurance is mandatory

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Remember The cut off date for submission of forms is NOT the date the grant is paid. If you are unsure if you have submitted a form, submit it again. Your grant will be withheld if we are missing a form but not if we have 2. No form that requires DIT/Host approval or signature should be altered after that approval or required signatures have been obtained. You can only submit one confirmation of departure, the date on this form will be considered your final end date in the host organisation.

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Finally…. Your grant is paid on your time in the host organisation NOT host country Please ensure we have a working address and mobile number for you abroad to contact you in case of emergency – this is mandatory. Please complete the google form here during your mobility with the number : Click herehere Keep in contact with your Academic Coordinator!! FINAL date for form submission is August 1 st each year, however earlier dates might be set.

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health We advise you to register with the Dept. of Foreign Affairs If you have a medical condition- do ensure that you bring with your prescription and or sufficient medicine to cover your trip. Remember you are Ambassadors for both Ireland and DIT. Forms submitted after 1 st August will not be accepted and DIT will request reimbursement of monies paid- This does happen!

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health If you have applied for a SUSI grant and are going to be awarded please complete the following google form HereHere ONLINE LINGUISTIC SUPPORT Please go to Article 6 of your grant contract and complete the following if applicable. Link

Arts & Tourism — Business — Engineering & Built Environment — Sciences & Health Questions? The Erasmus office would like to wish you every success on your Erasmus