Information for students going abroad in the academic years 2018/2019 23/7/2018, Brno ERASMUS+ Traineeship Information for students going abroad in the academic years 2018/2019

Erasmus+ Traineeship The application as well as the time span of the Erasmus+ Traineeship realisation mentioned in the application form is binding! If you want to carry out your traineeship later on, you have to submit an updated Letter of Acceptance or Traineeship Agreement with new dates to the faculty as well as to rectorate IRO latest by the original beginning date of the traineeship. To cancel a traineeship is possible only for serious reasons, such as serious health condition, visa issues, or if the traineeship provider cancel the agreement etc. Fill out and deliver the "Notification of Traineeship Cancellation" form to international officer of your faculty To download the form, go to: Notification of Cancellation of the Traineeship Cancellation may affect your future applications

Erasmus+ Traineeship Traineeship needs to be carried out during: 1. 6. 2018 – 15. 9. 2019* Minimum length of traineeship: 2 months Maximum length of traineeship: 360 days Erasmus+ grant provided for 3 months Note well!!! The long-term residence permit issued by the Czech Authority allows you to stay in the Schengen Area (outside the Czech Republic) for 90 days in any 180-day period (so called 90/180 rule). This applies to non-gainful activity stays only. Longer stays or gainful activity are subjected to appropriate visa.

Repeated mobility Students may carry out their traineeships repeatedly in one study cycle. However, the total duration of mobilities must not exceed 360 days for any combination of study periods and/or traineeships in the study cycle concerned. Previous mobilities (study periods and traineeships together) including those carried out with the support of Erasmus Mundus programme are added up in the study cycle concerned. 

Which countries are included in Erasmus+? The Erasmus+ Traineeships may take place only in the programme countries: EU member states: Austria, Belgium, Bulgaria, Czech Republic, Croatia, Cyprus, Denmark, Estonia, Finland, France, Germany, Great Britain, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, the Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden Non-EU member states: Iceland, Lichtenstein, former Yugoslav Republic Macedonia, Norway, Turkey Note well!!! Traineeships in Switzerland are not possible under current cirsumstances at MENDELU. Traineeships in the country of residence are not possible. Traineeships in the country of the origin of the trainee has the lowest priority and as such will not be approved by MENDELU.  

Non-eligible organisations Traineeships cannot take place in: EU institutions and other EU bodies, including specialised agencies organisation administering EU programmes, organisation having its seat in the country of the sending institution (Czech Republic). Note well that the traineeship workload has to respond to the full-time employment usual in the country of the traineeship. A mobility period is compatible with a part-time job as long as the trainee carries out the activities forseen in the agreed mobility programme. However, relevant visa is needed.

Where to look for the internship? If you do not want to address individual traineeship providers directly, check out: Reports about the abroad placements database in the UIS: In the section: Public information portal → Further information about MENDELU → In the section: Study information → Reports about the abroad placements !!! Do not forget to switch to Work placement or/and Graduate work placement in the upper left part of the webpage!!!

Where to look for the internship? Current Erasmus+ Traineeship Offers published at our webpage here: http://www.iro.mendelu.cz/home/27580-international-students Other portals whethe you can find a traineeship or publish your CV: http://erasmusintern.org/ Traineeships in Spain: http://www.internshipconsultant.eu/services.html#erasmusprojects https://www.facebook.com/sicspain http://www.emtraining.es/index.html https://www.spain-internship.com/en/ Traineeships in Slovakia: www.placementslovakia.com

Before departure Find a suitable traineeship provider Agree upon the content of the traineeship compatible with your study field Fill out the Traineeship Agreement (TA) form Fill out and have the Travel proposal approved in UIS Note well that the Travel proposal can be printed out only after it is approved electronically by relevant person. Have the traineeship registered in UIS – it is to be done by your faculty international relations officer (IRO) based on approved Traineeship Agreement Pay the travel insurance at MENDELU cashier´s office in Brno or at the Faculty of Horitculture in Lednice

Student´s portal -> Bank connection icon Before departure Open an EURO account at some of the Czech bank instituitions (Komerční banka offers a special deal for outgoing Erasmus+ students; ask for the confirmation at your faculty IRO) Enter the EURO account number in UIS: Student´s portal -> Bank connection icon Undergo initial online language assesment of your knowledge of the workplace main language (you will receive the login data and further instructions via e-mail) SIGN GRANT AGREEMENT!!! Personal presence required!!! It is necessary to schedule a date and time specific appointment via e-mail (zuzana.palackova@mendelu.cz) at least 14 days before the departure.

Traineeship Agreement Trilateral agreement on traineeship concluded by student, faculty and employer Determines duration and content of the traineeship, skills required from the student, their language skills, traineeship recognition etc. Signed by the student, faculty coordinator and traineeship provider. Traineeship Agreement can be downloaded here: http://www.iro.mendelu.cz/outgoing-students/internship-placements/erasmus/28234-procedure-before-departure 11

Enter your name and academic year 18/19 Bachelor - (EQF level 6) Master - (EQF level 7) Doctorate - (EQF level 8) Choose your study code : http://ec.europa.eu/education/tools/isced-f_en.htm Enter the name of the faculty International Relation Officer Enter official company email, private emails such as .gmail, .hotmail are not acceptable Enter exact date of the beginning and the end your traineeship Note well that you need to work full-time in the foreign organisation. Based on that enter the number of working hours per week. Fill in the language you will use during your traineeship. Choose also the level.

Fill out this section if the traineeship is embedded in your curriculum. Fill out this section if the traineeship is NOT embedded in your curriculum. Mark in this section that you are covered by the insurance that you pay at MENDELU cashier’s office)

Date needs to precede your departure. Student’s signature. Original signature and stamp of your supervisor in the receiving organisation. Original signature and stamp of respective vice-dean is to be arranged by the International Relations Officer at the faculty.

eAgenda -> Trips abroad -> New trip Travel proposal Document needed for approval of mobility and for arranging the insurance Fill it out electronically in UIS: eAgenda -> Trips abroad -> New trip Submit it electronically for aprroval (once approved you will get a notification email to your university email account) Print out the Travel proposal in 2 copies and have them approved by the faculty IRO Deliver one of the signed copies to the MENDELU cashier´s office (or the one at the Faculty of Horticulture) and pay the insurance.

Travel proposal: step-by-step eAgenda −> Trips abroad −> New trip User, Trip as and Department appear automatically Continue in filling out: Country: select the country where you realise your Traineeship from scroll-down menu (e.g. Kingdom of Spain) Destination: type name of the organisation where you realise your Traineeship

Type of journey: select relevant type of mobility (in case of traineeship choose "Teaching stay") Purpose: type purpose of mobility (Traineeship) Since: enter the starting date (the day you leave the Czech Republic) using the datepicker Until: type end date (the day you arrive back in the Czech Republic) using the datepicker Mobility programme: select the relevant programme from scroll-down menu (Erasmus Plus) Specification: select relevant type of mobility (Praktická stáž) Project: - none - (do not fill in)

Click the button " File and go to trip financing form"

Dates and destination must be filled in again From: enter the starting date (the day you leave the Czech Republic) using the datepicker Until: enter the starting date (the day you arrive back to the Czech Republic) using the datepicker Country: select the country where you realise your traineeship (e.g. Kingdom of Spain) Place of stay: do not fill in Travelling expenses: do not fill in Other: do not fill in Board: do not fill in Accomodation: do not fill in

Click on the button "Add stay" Your stay shall appear in the table "Stays in countries and expenses"

Click on the button "Go to Enter trip financing"

Type of resource: Select "Own funds" from scroll-down menu

Click on the button "Add new resource"

In Table of sources of financing fill in: Accommodation – 0 Kč Travelling expenses – 0 Kč Board – 0 Kč Insurance premium – type the amount that has been calculated, e.g. 690 Kč Other – 0 Kč

Click on the button "Save trip financing and go on"

Fill in: not requested Accommodation: not requested Travelling expense: not requested Board: not requested Other:

Click on the button "Save expenses explanation and go on"

Submit the Travel Proposal by clicking on the button "Submit trip application" and wait for the notification email addressed to your university email. Afterwards, log in the Trips abroad application again and print out the Travel proposal in 2 copies. Have them signed at faculty IRO.

(look for the link Certifikát k pojištění studentů AJ) Insurance Must be arranged at MENDELU Price depends on the length of the Traineeship: 3 to 12 months : CZK 2,890 for 1 trip (1 destination) up to 3 months: CZK 21 per day Student receives an insurance card where they fill in the number of insurance contract - 2000200122 Travel insurance certificate can be downloaded here: (look for the link Certifikát k pojištění studentů AJ) http://www.omvi.mendelu.cz/pojisteni/28686-studenti

Insurance Assistance Service 24/7: Euro-Center Prague, s. r. o. Tel: +420 221 860 606 Fax: +420 221 860 600 help@euro-center.cz

Online language support (OLS) Compulsory online language assessments: - of the workplace main language - 2 assessments – before and after the traineeship - initial assessment – you will receive the login data via email by 17. 7. 2018 latest (unless you need them earlier) Note well that before the assessment, you will need to fill out your profile data. Pay attention especially to the Type of Mobility. It is Higher Education Traineeship not Higher Education Studies) - final assessment – 30 days after the estimated end of the mobility you have entered in your profile, the access will be denied User guide: http://erasmusplusols.eu/app/uploads/PARTICIPANT_User_Guide_LA__EN.pdf

Online language support (OLS) Voluntary online language course: - language choice depends on the level scored at initial assessment - B2 and higher – workplace main language or local language - B1 and lower – workplace main language (automatically assigned) - course level – depends on student, can be changed during the course - course availability – from the initial assessment till the end of traineeship - type of activities – grammar, listening comprehension, texts, chats, interactive sessions with tutors and/or other parcticipants Further information: https://erasmusplusols.eu/online-language-courses/

Grant Agreement Must be signed 2 weeks before departure LATEST! Schedule an appointment for signing the Grant agreement via e-mail: zuzana.palackova@mendelu.cz Grant agreement template can be found here (see the subsection Before mobility): http://www.iro.mendelu.cz/outgoing-students/internship-placements/erasmus/28240-forms-documents-contacts-to-faculties

To sign the Grant Agreement you need: Traineeship Agreement signed by all three parties Insurance payment receipt from MENDELU cashier´s office/Faculty of Horticulture Traineeship registered in UIS by the faculty International Relations Officer Czech EURO account registered in UIS and active Print screen of the result of initial on-line language assessment with student´s name stated on it Passport and Long-term residence card or/and visa valid for the whole length of your traineeship (including the days spent on journey from and back to the Czech Republic) Confirmation that your tuition fees for the next semester has been settled Upon request, your return tickets to the place of the Traineeship and back to the Czech Republic

Grant amounts for the Erasmus+ period 2018/2019

Visa/Long-term residence permit The long-term residence permit issued by the Czech Authority allows you to stay in the Schengen Area (outside the Czech Republic) for 90 days in any 180-day period (so called 90/180 rule) and only if the stay is non-gainful. Do not forget to include the days you spend travelling to the place of the traineeship and back to the Czech republic, as well as those days you spent in the Schengen Area (outside the CR) 90 days before the day you travel out of the Czech Republic to get to the Traineeship place. If your traineeship including the days spent travelling in any 180-day period exceeds 90 days, or if the traineeship provider is willing to pay you extra money, you need to apply for the long-term residence visa at the embassy of the state where your traineeship takes place.

Special grants For students with special needs disabilities or e.g. a condition requiring a special diet detailed cost calculation, medical report and a copy of the disability card (if applicable) is necessary the institutional coordinator shall assess the adequacy of the grant requested grant shall be accounted for upon the return from the traineeship period abroad Deadline for filing the application was: 1 December 2018 Application form (in Czech only) to be found at: http://www.iro.mendelu.cz/outgoing-students/internship-placements/erasmus/28231-financial-terms

Special grants For students with a socio-economic disadvantage application need to be filed before the Grant agreement is signed students whose family income did not exceed the product of the life minimum multiplied by coefficient 1.5 in the previous year are eligible the eligibility must be confirmed in written by relevant authority of the student´s home country and accompanied by official translation into Czech language and superleglised or apostille verified (if applicable)

During mobility The Changes to Traineeship Agreement form can be downloaded here (see the subsection During mobility): http://www.iro.mendelu.cz/outgoing-students/internship-placements/erasmus/28240-forms-documents-contacts-to-faculties is to be used if the content of the traineeship, the responsible person or mobility dates change or if the traineeship is to be shortened for more than 5 days. All changes must be approved by all three parties (student, sending institution, receiving organisation)

Change in the length of traineeship - Extension Possible only upon agreement with the sending institution and receiving organisation, based on the Application for Extension of Erasmus+ Traineeship. Download the form here (see the subsection During mobility) : http://www.iro.mendelu.cz/outgoing-students/internship- placements/erasmus/28240-forms-documents-contacts-to- faculties You have to apply for the extension at least 1 month before the original end of the traineeship. The extension follows up the original mobility seamlessly

Change in the length of traineeship - Extension Student needs to adjust the Travel Proposal and have it approved. If necessary, student arranges the payment of the insurance for the extended period of the traineeship and have the receipt of the payment delivered to the Rectorate IRO. Insurance of the extended traineeship has to be settled before the original end of the traineeship. Student needs to have valid visa or comply with the 90/180 rules during the extended period of traineeship

Interruption of the traineeship Possible only if the enterprise is closed due to enterprise holidays (and the traineeship provider states it in written; original of the statement needs to be submitted to the Rectorate IRO) The closure period does not count towards the minimum duration of a traineeship period but it will count towards the maximum of 12 months per each cycle of study During the closure period students are not eligible for the grant

Change in the length of traineeship – Shortening Possible upon agreement between the student and the sending institution. If the length of the traineeship is shortened by more then 5 days, student must sign the Amendment to Grant Agreement. However, the minimum length of the traineeship (2 months) must be always met!!! Student who does not meet the minimum length of the traineeship will return the whole grant!!!  (This provision shall not apply in case of termination of the stay due to force majeure and announced as soon as the force majeure occurs).

After mobility Submit the original of Traineeship Certificate within 14 days after the end of the Traineeship (the minimum length of the traineeship of 2 months must be met!!!) Traineeship Certificate download below (in the subsection After mobility): http://www.iro.mendelu.cz/outgoing-students/internship-placements/erasmus/28240-forms-documents-contacts-to-faculties Submit the final report to EC database, i.e. EU Survey (the password for entering the database will be sent to you via email by the end of the traineeship) Take the final online language test (OLS) Within 7 days after obtaining the Traineeship Agreement apply for its recognition (ask for more information at the faculty IRO) Upon request, present the originals of the travel tickets/boarding passes. We do make inspections at place of Traineeships!!!

Watch out! Rectorate IRO requires the original of the Traineeship Certificate. Make sure the TC is signed and/or stamped in blue ink, so that it is obvious it is the orginal document. Before leaving the receiving organisation, double check that the dates on the Traineeship Certificate correspond with reality and the signature responds to the signature at the Traineeship Agreement/Changes to Traineeship Agreement. Student who does not meet the minimum length of the traineeship (60 days) will return the whole grant!!!

Watch out! Student who does not submit Traineeship Certificate with original signature and stamp within 14 days after the end of Traineeship will return a portion or even the whole grant!!! Student who does not submit the final report or does not take the final on-line language test will return the whole grant!!!

Coordinators at faculties Faculty of AgriSciences: Ing. Daniel Falta, Ph.D., Vice-dean for External Affairs and Internationalization tel.: 545 133 214, e-mail: daniel.falta@mendelu.cz Officer: Bc. Alena Hooperová, tel.: 545 133 398 hooperov@mendelu.cz Faculty of Forestry and Wood Technology: doc. Ing. Valerie Vranová, Ph.D., Vice-dean for International Relations tel.: +420 545 134 039, e-mail: valerie.vranova@mendelu.cz Officer: Mgr. Ing. David Sís, tel.: 545 134 007, david.sis@mendelu.cz Faculty of Business and Economics: Ing. Bc. Martin Machay, Ph.D., Vice-Dean for Education tel.: 545 132 550, email: martin.machay@mendelu.cz Officer: Mgr. Eva Klepárníková, tel.: 545 132 725, eva.kleparnikova@mendelu.cz

Faculty of Regional Development and International Studies: Ing. Helena Lorencová, Ph.D., Vice-dean for Education Affairs tel: 545 136 285; helena.lorencova@mendelu.cz Officer: Hana Kališová, tel.: 545 136 112 hana.kalisova@mendelu.cz Faculty of Horticulture: Ing. Ivo Ondrášek, Ph.D., Vice-dean for International Relations tel.: 519 367 242, e-mail: ivo.ondrasek @ mendelu.cz Officer: Ing. Jana Nečasová, tel.: 519 367 224 jana.necasova@mendelu.cz

Thank you for attention Zuzana Palacková zuzana.palackova@mendelu.cz Mo - Thu: 9 - 12 + 420 545 135 150 When sending an email, do not forget to indicate what faculty you study at