1. Erasmus+ Pre-Departure Meeting Semester 1,2 & Full Year 2017-2018

2. Insurance Information Grant payments- how you are paid
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

3. 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 and Stuart Nolan
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?
ALL forms requested must be submitted to Original copy of Grant contract posted to the Erasmus office with signature is required

4. 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, Stuart 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.

5. 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 .

6. Attached to the Email Grant Contract Confirmation of Arrival
Before learning agreement-
During Learning Agreement
Grant Receipt for Payment
Erasmus Student Charter (Protocol)
Certificate of Attendance
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.

7. When you Arrive/During:
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

8. 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

9. 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 Chubb 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

10. 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 semester
1 Full Year
DIT Contribution*
AIG – Basic Travel 99
170
10%
CHUBB – Extended Travel
130
239

11. EHIC – Mandatory for all EU students
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

12. 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

13. 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

14. 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

15. 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.

16. During - Annex 1-Learning Agreement - Exceptional Changes to the Proposed Mobility Programme
If there is no change as per what 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

17. 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). Please complete the emergency number form here once you have started your mobility

18. After – Final Forms – Just before you leave
Certificate of Attendance
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

19. 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.

20. Stage 3 – Final Forms – on your return
Grant Receipt
Return to during or at the end of your mobility.

21. * ensure you check your spam inbox for this email
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

22. Completed Forms = Grant Payments Allocation 1 requirements
When to submit
Original Grant Contract
Before You Leave
Protocol
EHIC Copy
Learning Agreement:
“Before”
Confirmation of Arrival
On Arrival
Learning Agreement: “During”
Foreign Mobile number via google form

23. Completed Forms = Grant Payments Allocation 2 requirements
When to submit
Certificate of Attendance
Before you leave
Final Report
To be completed after your mobility
Grant Receipt

24. 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

25. FREE Mobile Phone Scanning Apps
iTunes:
Android & Microsoft:

26. Not Acceptable Scans  File too small
 Background too dark. Edges cut off.

27. INCOMPLETE Forms Not Acceptable
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

28. 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.
Type
Countries
Per Month
Group 1
Denmark, Ireland, France, Italy, Austria, Finland, Sweden, United Kingdom, Liechtenstein, Norway
270EUR
Group 2
Belgium, 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

29. When you arrive and when you leave
Grant Allocations
Given in 2 Allocations – 2 Payments*
80% paid while you abroad subject to receipt of documents
20% (or remainder) paid on return
*You submit the forms ONCE. Not every month and only receive 2 payments –
When you arrive and when you leave

30. 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 15th will not be considered for payment that month. There is no grant run in JAN
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

31. 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.

32. 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

33. All Scans must be clear, complete and readable.
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

34. 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.

35. 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 here
Keep in contact with your Academic Coordinator!!
FINAL date for form submission is August 1st each year, however earlier dates might be set.

36. We advise you to register with the Dept. of Foreign Affairs
To download TravelWise visit the App Store or Google Play
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 1st August will not be accepted and DIT will request reimbursement of monies paid- This does happen!

37. If you have applied for a SUSI grant and are going to be awarded please complete the following google form Here
ONLINE LINGUISTIC SUPPORT
Please go to Article 6 of your grant contract. If you are being taught in a foreign language you will be sent access to the OLS

38. Eileen Fitzpatrick Erasmus Bursary
Eileen Fitzpatrick Erasmus Bursary - €500 to support Erasmus students
In Memory of Eileen Fitzpatrick former Head of Careers
Fund set up by Eileen’s family to support students
More info on
Click here for application Here

39. Download the Erasmus+ app now
Google Play:
Itunes Store:
Erasmus app video here

40. Share your story/experience: here
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Share your story/experience: here

41. Questions?
The Erasmus office would like to wish you every success on your Erasmus