2. STUDYING ABROAD WITH THE ERASMUS+ PROGRAMME IN 2016/17 Information for NUI Galway Students Mary Lyons International Affairs Officer 14 th April, 2016

3. International Affairs Office  Staff dealing with Erasmus Gisèle FarrellGisèle Farrell Room 103 downstairsRoom 103 downstairs Mary LyonsMary Lyons Institutional Erasmus CoordinatorInstitutional Erasmus Coordinator Room 201 upstairsRoom 201 upstairs  How to contact us: Call to 7 Distillery RoadCall to 7 Distillery Road e-mail: erasmus-office@nuigalway.iee-mail: erasmus-office@nuigalway.ie Tel: +353 91 493749Tel: +353 91 493749 Web pages: www.nuigalway.ie/erasmus/outgoingWeb pages: www.nuigalway.ie/erasmus/outgoing

5. ERASMUS (Erasmus of Rotterdam, 1466-1536) EuRopean Community Action Scheme for the Mobility of University Students So far, across Europe, over 3,000,000 students have participated. Bilateral Agreements between universities in various subject areas allow EXCHANGE of students – NO TUITION FEES. Workload of study period abroad is set out in student’s LEARNING AGREEMENT and is recognised by the Home University. MOBILITY GRANT may be available to assist with costs.

6. Documents available to download 1. Information Brochure Read carefully!Read carefully! 2. NUI Galway Application Form i.e. your application for the Erasmus Granti.e. your application for the Erasmus Grant Obtain Academic Coordinator’s signature.Obtain Academic Coordinator’s signature. Return to our office by 5pm on 28 th April (for Semester 1 or Full Year) or 25 th November (for Semester 2).Return to our office by 5pm on 28 th April (for Semester 1 or Full Year) or 25 th November (for Semester 2). Both documents can be downloaded from www.nuigalway.ie/erasmus/outgoing

9. This form should ideally be typed. Type or write your address continuously across page to prevent form running onto 2 nd page

10. You must give exact dates: see info that was sent to you from host university or check its website

11. Your grant application form Is available to download in Word. Is available to download in Word. Ideally it should be typed. Ideally it should be typed. If completing by hand, use BLOCK CAPITALS. If completing by hand, use BLOCK CAPITALS. It should only occupy one single page, so please ensure that you do not hit the “RETURN” key when typing your home address, for instance. It should only occupy one single page, so please ensure that you do not hit the “RETURN” key when typing your home address, for instance.

12. Grant Application Form If you do not submit your form by the 28 th April deadline, you will not be considered for an Erasmus grant.... You may be approved to study abroad as a zero-grant student, but you will not be eligible for an Erasmus grant.

13. Completing the Application Form Please ensure it is clearly legible. Please ensure it is clearly legible. Advisable to use the form of your name that appears on your passport. Advisable to use the form of your name that appears on your passport. Irish or English form? Use one and stick to it for all paperwork. Irish or English form? Use one and stick to it for all paperwork. Double-check your Bank Details and note the account number you’ve given us if you’ve more than one account. Double-check your Bank Details and note the account number you’ve given us if you’ve more than one account. (Grant payments are processed online by bank transfer: essential that info. you provide is accurate! Notify us of any change!!) (Grant payments are processed online by bank transfer: essential that info. you provide is accurate! Notify us of any change!!)

14. Completing your application (continued) Home address: a permanent address, please! Home address: a permanent address, please! Double-check your e-mail address Double-check your e-mail address @nuigalway.ie AND alternative address (alternative address: yours, not a parent’s)@nuigalway.ie AND alternative address (alternative address: yours, not a parent’s) Departmental Coordinator Signature Departmental Coordinator Signature Form not accepted without this signatureForm not accepted without this signature Return to Int’l Office by 28 th April (5pm). Return to Int’l Office by 28 th April (5pm).

15. Remember... Grant application form not received on time: NO GRANT!!! DEADLINE: 5pm on 28 TH APRIL (or 25 th November if you are going on Erasmus in Sem. 2)

16. Application to Host University Check their deadline and adhere to it. Check their deadline and adhere to it. Your academic coordinator will advise. Or check the website. Your academic coordinator will advise. Or check the website. Our Erasmus Code: IRLGALWAY01 Our Erasmus Code: IRLGALWAY01 Accommodation: Will you require university housing/room in a student residence? If so, get your application in before the deadline! Accommodation: Will you require university housing/room in a student residence? If so, get your application in before the deadline!

17. BA students IF you are required to provide transcripts with your application: IF you are required to provide transcripts with your application: Obtain a statement of your Semester 1 results from each department/discipline on official headed notepaper, and include your official First Year transcript.

18. Other things you should do in plenty of time... Make sure you are clear about ECTS requirements – ask your academic coordinator if unsure. Make sure you are clear about ECTS requirements – ask your academic coordinator if unsure. Research your host university and the town where you’ll be living. Research your host university and the town where you’ll be living. - University websites - Reports from our former students - Erasmus students here - www.justlanded.com/ - www.justlanded.com/ www.justlanded.com/

19. Other useful tips Have a look at the Dept of Foreign Affairs website: www.dfa.ie/travel/know-before-you- go/. Have a look at the Dept of Foreign Affairs website: www.dfa.ie/travel/know-before-you- go/.www.dfa.ie/travel/know-before-you- go/www.dfa.ie/travel/know-before-you- go/ Travel Advice available there by country - read the advice on safety, local laws, etc. Travel Advice available there by country - read the advice on safety, local laws, etc. Are you required to carry your passport as ID? Consider getting a passport card: www.dfa.ie/passportcard/. Are you required to carry your passport as ID? Consider getting a passport card: www.dfa.ie/passportcard/. www.dfa.ie/passportcard/ Good idea to register with the DFA. Good idea to register with the DFA. Note the contact details of the Irish Embassy or Consulate in your host country. Note the contact details of the Irish Embassy or Consulate in your host country.

20. More things you should be doing in advance... Sort out your EHIC and investigate insurance options. Sort out your EHIC and investigate insurance options. Make sure your passport will be valid for the duration of your study visit! Make sure your passport will be valid for the duration of your study visit! Set up online banking (credit card also useful). Set up online banking (credit card also useful). Think of getting an ISIC. Think of getting an ISIC.

21. Remember... Grant application form not received on time: NO GRANT!!! DEADLINE: 28 TH APRIL at 5pm

22. Insurance You must hold an EHIC (see www.ehic.ie) You must hold an EHIC (see www.ehic.ie)www.ehic.ie You should also hold private insurance. You should also hold private insurance. Can be TRAVEL or HEALTH INSURANCE. Can be TRAVEL or HEALTH INSURANCE. Existing policy (e.g. Inclusion on parents’ health policy) MAY suffice. Existing policy (e.g. Inclusion on parents’ health policy) MAY suffice. You should ensure you are covered for You should ensure you are covered for (i) personal accident, (ii) medical treatment and (iii) repatriation. If you intend travelling outside the EU on completion of your Erasmus studies, check whether your policy is EU-specific. If you intend travelling outside the EU on completion of your Erasmus studies, check whether your policy is EU-specific.

23. What we’ll send you before you go Letter of nomination from NUI Galway confirming your Erasmus student status Letter of nomination from NUI Galway confirming your Erasmus student status Two copies of the grant agreement Two copies of the grant agreement Link to Learning Agreement Link to Learning Agreement Erasmus Student Charter Erasmus Student Charter

24. Grant Agreement Your Erasmus “contract” Your Erasmus “contract” Two copies – 1 for you, 1 for us Two copies – 1 for you, 1 for us Personal details Personal details Bank details Bank details SIGNATURE!!! SIGNATURE!!! Originals only – no scans Originals only – no scans

25. The Learning Agreement Central to your Erasmus studies Central to your Erasmus studies Shows the courses you will take, the credits you will obtain, and how your studies will be recognised by NUI Galway. Shows the courses you will take, the credits you will obtain, and how your studies will be recognised by NUI Galway. Get sign-off by NUI Galway and host university. Get sign-off by NUI Galway and host university. For NUIG: you need approval and sign-off by your ACADEMIC coordinator. For NUIG: you need approval and sign-off by your ACADEMIC coordinator. Section headed “During the mobility period” is for CHANGES to your course choice. Section headed “During the mobility period” is for CHANGES to your course choice.

27. To whom should I send my Learning Agreement? In most cases, directly to your Academic Coordinator (see list of university links at back of brochure). In most cases, directly to your Academic Coordinator (see list of university links at back of brochure). ONLY IF you are B.A. non-language, send it to the International Office and we will ensure it reaches your two academic departments for review and approval. ONLY IF you are B.A. non-language, send it to the International Office and we will ensure it reaches your two academic departments for review and approval.

28. Essential for all B.A. students Ensure that your TWO sending departments/disciplines are aware of, and have approved, your choice of courses. Ensure that your TWO sending departments/disciplines are aware of, and have approved, your choice of courses. Ensure you take sufficient credits. Ensure you take sufficient credits. Get approval in writing (i.e. Learning Agreement, plus e-mail from 2 nd department). Get approval in writing (i.e. Learning Agreement, plus e-mail from 2 nd department).

29. If you apply for an Erasmus study visit but then get a teaching assistantship … You will need to apply for an Erasmus TRAINEESHIP grant, on a separate form. (Click the link “Erasmus Traineeships”.) You will need to apply for an Erasmus TRAINEESHIP grant, on a separate form. (Click the link “Erasmus Traineeships”.) You MUST inform your second- subject department and make arrangements to do work in that subject while you’re abroad. You MUST inform your second- subject department and make arrangements to do work in that subject while you’re abroad.

30. When you arrive … Get a Certificate of Arrival completed by your host university’s Erasmus/International Office. Get a Certificate of Arrival completed by your host university’s Erasmus/International Office. Start date: the official date when you are first required to attend at the university (not the date you arrived in the town/city) Start date: the official date when you are first required to attend at the university (not the date you arrived in the town/city) End date: the anticipated date by which you will have finished. End date: the anticipated date by which you will have finished. Return this promptly to us – otherwise your grant will be late. Return this promptly to us – otherwise your grant will be late.

31. Other paperwork Grant acknowledgement form – for each instalment – AMOUNT and SIGNATURE, please! Grant acknowledgement form – for each instalment – AMOUNT and SIGNATURE, please! Student Survey – completed online after your Erasmus studies Student Survey – completed online after your Erasmus studies Certificate of Attendance – have this signed and stamped just before you come home. Certificate of Attendance – have this signed and stamped just before you come home. Language testing … Language testing … Final grant instalment will be withheld if paperwork missing!!! Final grant instalment will be withheld if paperwork missing!!!

32. 2016/17 Grant Amounts but grant is not guaranteed for every student – we will know more in June Amounts vary according to host country: 2 “bands” of countries. Amounts vary according to host country: 2 “bands” of countries. €250* per month for Denmark, France, Italy, Austria, Finland, Sweden, UK €250* per month for Denmark, France, Italy, Austria, Finland, Sweden, UK €200* per month for Belgium, Czech Republic, Germany, Spain, Netherlands, Turkey, Hungary, Malta €200* per month for Belgium, Czech Republic, Germany, Spain, Netherlands, Turkey, Hungary, Malta *awaiting news of possible small increase *awaiting news of possible small increase

33. The Erasmus Grant Main instalment at beginning Main instalment at beginning The remainder is paid after the study period, provided The remainder is paid after the study period, provided first grant form was submittedfirst grant form was submitted Cert of Attendance was submittedCert of Attendance was submitted studies completed satisfactorilystudies completed satisfactorily online report (survey) completedonline report (survey) completed final language test taken (if applicable)final language test taken (if applicable)

34. OLS – Online Linguistic Support Studying through French, German, Italian or Spanish? Studying through French, German, Italian or Spanish? Compulsory online language assessment BEFORE you go away. Compulsory online language assessment BEFORE you go away. CEFR grades: A1 to C2 CEFR grades: A1 to C2 Completed test gives access to FREE online language course Completed test gives access to FREE online language course Compulsory 2 nd test at end of studies Compulsory 2 nd test at end of studies

35. Your Registration status at NUI Galway You must be registered at NUI Galway for the academic year 2016/17. You must be registered at NUI Galway for the academic year 2016/17. You will register online – be sure to do this before starting your studies abroad! You will register online – be sure to do this before starting your studies abroad! Go to www.nuigalway.ie/registration and follow instructions, making sure that the relevant fee is paid to NUI Galway. Go to www.nuigalway.ie/registration and follow instructions, making sure that the relevant fee is paid to NUI Galway.

36. SUSI Grants Higher education grant maintenance cheques Will be unable to collect grant in personWill be unable to collect grant in person Download the Unable to Collect Cheque Form from the Fees Office website: www.nuigalway.ie/student-fees/grants-scholarships- fellowships-finanical-supports/cannot-collect-what-do-i-do/ and return it to Fees Office.Download the Unable to Collect Cheque Form from the Fees Office website: www.nuigalway.ie/student-fees/grants-scholarships- fellowships-finanical-supports/cannot-collect-what-do-i-do/ and return it to Fees Office. This authorises the Fees Office to forward your grant cheque to your bank account.This authorises the Fees Office to forward your grant cheque to your bank account. IMPORTANT TO REGISTER AT NUI GALWAYIMPORTANT TO REGISTER AT NUI GALWAY

37. If you are in receipt of an Erasmus Grant, you may have to forfeit it if you fail to complete agreed study programme; you fail to complete agreed study programme; you fail to complete a minimum of three months abroad. you fail to complete a minimum of three months abroad. If you return home without completing agreed study period (but have completed 3 months), you can be asked to return a proportion of grant.If you return home without completing agreed study period (but have completed 3 months), you can be asked to return a proportion of grant. Returning home without completing “International” year also has implications for your subsequent studies, your final degree and your fees at NUI Galway. (Cost of Final Year with no free fees: €1,824)Returning home without completing “International” year also has implications for your subsequent studies, your final degree and your fees at NUI Galway. (Cost of Final Year with no free fees: €1,824)

38. What is meant by “3 months”? 1 st September to 30 th November or 8 th September to 7 th December In other words: 90 days (not merely 12 weeks)

39. Disability grant If you have a severe disability or exceptional special needs, you might be eligible for a grant to assist with the associated additional costs involved in completing an Erasmus study period. If you have a severe disability or exceptional special needs, you might be eligible for a grant to assist with the associated additional costs involved in completing an Erasmus study period. International Office will advise in June/July. International Office will advise in June/July.

40. Students with disabilities... Students who are registered with the Disability Service should inform the Disability Officer that they are going to study abroad. Students who are registered with the Disability Service should inform the Disability Officer that they are going to study abroad.

41. Accommodation Standards may vary! Standards may vary! Research areas/prices in advance. Research areas/prices in advance. Bring enough money to pay a deposit if renting in private sector. Bring enough money to pay a deposit if renting in private sector. Good idea to record and report any existing damage or anything missing at the time of moving in. Good idea to record and report any existing damage or anything missing at the time of moving in. Our advice: Do not sublet your room/flat Our advice: Do not sublet your room/flat BEWARE OF SCAMS!!! BEWARE OF SCAMS!!!

42. Remember: Erasmus Academic Coordinator at host university Erasmus Academic Coordinator at host university Be sure you have name and contact details! Be sure you have name and contact details! Keep a copy of your Learning Agreement. Keep a copy of your Learning Agreement. Keep a copy of your Cert of Attendance. Keep a copy of your Cert of Attendance. Find out what happens at the host university re. Exam Results – your responsibility! Find out what happens at the host university re. Exam Results – your responsibility! @nuigalway.ie e-mail account – our means of communication with you while abroad @nuigalway.ie e-mail account – our means of communication with you while abroad Check regularly & ensure inbox not full!Check regularly & ensure inbox not full!

43. Facebook A group will be set up called “NUI Galway Outgoing Erasmus 2016/17”. A group will be set up called “NUI Galway Outgoing Erasmus 2016/17”. We will invite you to join when it’s set up and we have all your e-mail addresses. We will invite you to join when it’s set up and we have all your e-mail addresses. Please don’t request to join the 2015/16 group as it is not relevant for you. Please don’t request to join the 2015/16 group as it is not relevant for you.

44. Language Courses You may have to pay a fee for language courses you are required to attend, especially in Spain. You may have to pay a fee for language courses you are required to attend, especially in Spain. Keep all receipts and evidence of attendance! You may be able to claim some assistance with the cost later in the year – Int’l Office will advise. Keep all receipts and evidence of attendance! You may be able to claim some assistance with the cost later in the year – Int’l Office will advise.

45. More points to remember Assimilate with native and other international students e.g. when arranging accommodation. Assimilate with native and other international students e.g. when arranging accommodation. Language students: this is your best opportunity to practise the language – use it! Language students: this is your best opportunity to practise the language – use it! Be brave, go for it – this is a life-changing experience. Be brave, go for it – this is a life-changing experience. Be open-minded! Be open-minded! Travel, experience the culture. Travel, experience the culture. Cultural differences... Cultural differences...

46. “Try, try, try to really integrate with native students, in class and at your accommodation, it helps your language so much to just relax and have a conversation at least once a day, far more than studying grammar and vocabulary.” (Steve, Erasmus in Besançon)

47. “Skype is brilliant if you ever miss home but I wouldn’t advise going home every few weeks. Challenge yourself and make the most of this wonderful experience that you’re lucky to have.” (Niall, Erasmus in Göttingen)

48. Important note about personal safety When you arrive in the host country with a large amount of luggage, be extremely vigilant at railway or bus stations!!! When you arrive in the host country with a large amount of luggage, be extremely vigilant at railway or bus stations!!! Exercise caution generally when out and about, especially at night. Look out for each other! Exercise caution generally when out and about, especially at night. Look out for each other! Don’t look conspicuous or carry valuables or large amounts of cash. Don’t look conspicuous or carry valuables or large amounts of cash. Alcohol... Alcohol...

49. SAFETY It is not advisable to be out alone at night. It is not advisable to be out alone at night. NEVER, EVER go off somewhere at night on your own without telling someone where you are going. NEVER, EVER go off somewhere at night on your own without telling someone where you are going. This applies regardless of whether you are male or female. This applies regardless of whether you are male or female.

50. Safety & Welfare Good idea to note local emergency numbers just in case... Good idea to note local emergency numbers just in case... Register with a doctor in the host town or city. Register with a doctor in the host town or city. If you have a medical condition, take translated copies of any documentation and ensure you will be able to get your medication. If you have a medical condition, take translated copies of any documentation and ensure you will be able to get your medication.

51. If an incident should occur where you are … Contact your family without delay to let them know you are ok. Contact your family without delay to let them know you are ok. Follow instructions issued by the authorities. Follow instructions issued by the authorities. Avoid crowded areas if possible. Avoid crowded areas if possible. Report any suspicious packages or persons to the police. Report any suspicious packages or persons to the police. Your host university will issue advice. Contact them with any concerns. Your host university will issue advice. Contact them with any concerns.

52. Remember also … You are an ambassador for your country & university. You are an ambassador for your country & university. Homesickness: Homesickness: You are not alone! It’s very common & should pass.You are not alone! It’s very common & should pass. Feel free to contact us if you have problems adjusting.Feel free to contact us if you have problems adjusting. Students most homesick initially often do not want to return home at the end of their studies abroad!Students most homesick initially often do not want to return home at the end of their studies abroad! If problems arise, do not hesitate to contact either: If problems arise, do not hesitate to contact either: International Affairs Office (erasmus- office@nuigalway.ie) orInternational Affairs Office (erasmus- office@nuigalway.ie) or NUI Galway Dept. Coordinator orNUI Galway Dept. Coordinator or HomeHome **Contact your family on a regular basis!**

53. Student Counselling Service at NUI Galway Support for Erasmus students: both for ongoing mental health issues and problems that may arise while on Erasmus.

54. Ongoing mental health issues Come to “Drop-in” at 5 Distillery Road before you go for preliminary assessment. Come to “Drop-in” at 5 Distillery Road before you go for preliminary assessment. Counselling Service can organise Skype appointments for you while you are on Erasmus Counselling Service can organise Skype appointments for you while you are on Erasmus

55. If problems arise during your Erasmus visit … E-mail studentcounselling@nuigalway.ie E-mail studentcounselling@nuigalway.ie studentcounselling@nuigalway.ie or telephone 091-492484 or telephone 091-492484 They will organise a preliminary online assessment and Skype appointments. They will organise a preliminary online assessment and Skype appointments.

57. Remember... Grant application form not received on time: NO GRANT!!! DEADLINE: 28 TH APRIL, 5pm

58. GOLDEN RULES – DO NOT FORGET!!! DO NOT MISS THE DEADLINE OF 28 TH APRIL (5pm). DO NOT MISS THE DEADLINE OF 28 TH APRIL (5pm). DEAL WITH PAPERWORK PROMPTLY. DEAL WITH PAPERWORK PROMPTLY. NEVER LEAVE A BLANK ON A FORM. NEVER LEAVE A BLANK ON A FORM. MAKE SURE TO REGISTER AT NUI GALWAY BEFORE YOU GO. MAKE SURE TO REGISTER AT NUI GALWAY BEFORE YOU GO. KEEP COPIES OF ALL IMPORTANT DOCUMENTS. KEEP COPIES OF ALL IMPORTANT DOCUMENTS.

59. ENJOY YOUR ERASMUS EXPERIENCE! ENJOY YOUR ERASMUS EXPERIENCE!