ERASMUS+ Study Stays

ERASMUS AGREEMENT SHEET

Students choose from agreements:

- linked to their own institute
- linked to the International Office (OZS)
- through another institute, but preference may be given to students belonging to that institute in the evaluation process

For filtering the ERASMUS AGREEMENTS chart, follow these steps:

1) Highlight the column / columns you want to filter
2) Click on „Data“
3) Click on „Filter views“
4) Click on „Create new filter view“
5) Now the filter should be set

If  a student comes from a disadvantaged socio-economic environment, it is possible to raise the scholarship by 200 euros/month. The application must be submitted at the European Office of the Rectorate of Charles University.  

ACADEMIC YEAR 2025/2026:

As of the academic year 2025/2026, a travel grant is newly introduced; therefore it is crucial that your means of travel in WebApps are indicated correctly!

"Distance" is defined as the direct distance between the main headquarters of the sending and receiving institutions.

Distance Calculator to determine the distance

Proof of travel costs:

Acceptable means of transport to/from the host foreign institution are: train, bus, bicycle or car sharing.

Both journeys - i.e. the first mobility journey and the last journey back to the Czech Republic - must be made by one of the above mentioned means and participants must keep evidence of such journeys (tickets) to be submitted to the European Office (EO) at the Rector's Office of the Charles University for checking upon return.

In the case of the 'car-sharing' option, it must be a shared journey. In this sense, carpooling does not include the case where someone drives you to the mobility location and returns without you (family, friends). You must provide an original affidavit with the signatures of all the persons (address + date of birth) who shared the transport and proof that the journey actually took place (petrol receipt, toll receipts, etc. for both journeys). In the case of travel by bicycle, the original affidavit of the journey made is required.

The allowance cannot be processed during and after the return from mobility.

After returning from mobility, send copies of tickets and other documents to erasmus.outgoing@ruk.cuni.cz.
 

In case of non-compliance, the allowance will be refunded.

*Please note: Confirmation of Erasmus period cannot be provided, e.g. for the period 1.3.2024 - 30.3.2024, together with a return ticket dated 24.3.2024 showing that the physical mobility ended earlier.

ACADEMIC YEAR 2024/2025:

Please note: The Green Erasmus scholarship for long-term mobility of 2-12 months is no longer valid for the academic year 2024/2025.

Based on the increasing experience of students with fraudulent practices, we warn outgoing students that it is definitely not recommended to send accommodation payments to private providers in advance (before arrival and personal inspection of the accommodation). Payments sent to fraudulent parties in this way are not usually recoverable.

Read the document "How to Avoid Becoming a Victim of a Rental Fraud Abroad"

By April 2025, all visitors who do not need a visa, except British and Irish citizens, will need an Electronic Travel Authorisation (ETA) – a digital permission to travel to the UK.

ETA is extending in two phases:

• Eligible non-Europeans can apply in advance from 27 November 2024 and will need an ETA to travel to the UK from 8 January 2025.
• Eligible Europeans can apply from 5 March 2025 and will need an ETA to travel to the UK from 2 April 2025.

Visitors can find out when they will need an ETA here:  Check when you can get an electronic travel authorisation (ETA) - GOV.UK (publishing.service.gov.uk)

An ETA costs £10 and permits multiple journeys to the UK of up to six months at a time over two years or until the holder’s passport expires – whichever is sooner.

You can find all the important information in the document HERE.

If for any reason you need to cancel your mobility, please fill out a CANCELLATION REQUEST and send it to outgoing@fsv.cuni.cz.

Detailed instructions can be found here - Upon-nomination instructions
Students are respomsible for their own application process at the hosting university.

Learning Agreement - there are several types:

• We recommend using the European Learning Agreement (form) (Guidelines on how to use the Learning Agreement for Studies) - you fill in all the details, sign and send to outgoing@fsv.cuni.cz for signature. You will then send it to your hosting university who must also sign the LA. In this LA there is already a list of courses - so when sending it to outgoing@fsv.cuni.cz, it is best to enclose a study plan already APPROVED by the guarantor of your study programme. The faculty coordinator (Mgr. Petr Klimša) signs for the sending institution on the basis of the study plan from WebApps approved by the guarantor.

• Learning Agreement from WebApps - the same procedure as for the European one, but it must contain three signatures - yours, sending institution (arranged by the OZS, send again to outgoing@fsv.cuni.cz) and the partner university. It does not include a list of courses and so some universities will want to submit it with this LA.

• Online Learning Agreement - some universities require what is called an OLA (https://learning-agreement.eu/), you log in with your SIS details and complete as instructed. List me (Petr Klimša) as the contact person for FSV with email outgoing@fsv.cuni.cz. Again, it must be "signed" by all three parties.

Study plan
Fill in WebApps with courses at the foreign university and Czech equivalents (if there is no equivalent/you cannot find one, enter "Zahraniční výjezd" (Study stay abroad). Send it to the guarantor for approval and signature (can be digital as well), then send to outgoing@fsv.cuni.cz. In order to reduce the communication burden, please send the study plan at the same time as the Learning Agreement.

Get your study plan from Charles university online application approved and signed by your academic tutor/ supervisor well in advance. You can find a sample study plan HERE. If you have any doubts about the formalities of your study plan, please contact the Erasmus coordinator at your institute.

You can find your academic tutor/ supervisor at Karolinka. 
If the student studies abroad, they commit to fulfilling the obligation with ECTS credits at the host university:

• Bachelor's degree 20 credits/semester
• Master's degree 15 credits/semester

Acceptance letter
Once you receive the acceptance letter, forward it to outgoing@fsv.cuni.cz. The acceptance letter should include the exact dates of the semester/your stay.

Erasmus+ Agreement
The sooner you submit the documents, the sooner you can sign the agreement. The Erasmus Agreement CANNOT be signed retrospectively, i.e. after returning from mobility. In this case the student will not receive the scholarship. The contract must be signed before departure or at the beginning of the mobility if the student has not completed all the necessary signatures on the documents (typically related to LA).

The Erasmus+ Agreement will be issued by the European Office and once they are ready for you, they will invite you via email for the signature.

You will receive your scholarship by 30 days at the latest.

You can find the draft of the Erasmus Agreement here.

Power of Attorney (to conclude the Financial Agreement)

ADDITIONAL INFORMATION:
Outgoing students in the winter semester must assure the check on the study results for the next academic year (go to SIS - summary of exam results - validations - I apply to the study department to carry out the final check for advancement to the next stage of study - submit request).

Information for students with special needs can be found here.

If you proceed to a higher study cycle, please also assure a premature enrolment at your Student Affairs Office. 

Upon request from the European Office of RCU, take the OLS (Online Linguistic Support) language test. 

It is necessary to have/ open your Czech EUR account with a bank branch in the Czech Republic:

This link provides information on the processing and protection of personal data at Charles University in relation to the Erasmus+ agenda (students).

Approval of changes to the study plan

Enter the changes into the study plan at is.cuni.cz/webapps (Table C and D) by pressing either the red cross (X) to delete the subject or plus (+) to add a new subject.

Send the changed study plan for approval to your academic tutor who will ensure its delivery to the International Office (outgoing@fsv.cuni.cz).

Extension of the study stay

Extensions are currently possible within the capacity of the financial budget; applications will be considered according to the date of submission.

If you plan to extend your stay, you need to deliver a letter of acceptance to outgoing@fsv.cuni.cz and have your study plan approved by the guarantor of your field of study. Extensions are only possible from the winter to the summer semester, i.e. within the same academic year. You must apply for the extension at least one month before the end of the original mobility and the entire administrative process, including signing the addendum to the Erasmus+ agreement, must be completed BEFORE the end of the original mobility. After the end of the mobility, the mobility cannot be fruther extended. The stay cannot be extended twice. Extensions are not eligible.

The addendum to the contract cannot be issued or signed after the original end of stay date in the original Learning Agreement.

After you return, it is necessary to fill in your final evaluation report and submit the following documents to the International Office of the Faculty of Social Sciences (IO FSV) and to the European Office of RUC (EO RUC); deadline for submitting these document: within 30 days of the date it was issued by the receiving institution:

• Confirmation of Erasmus Study Period - the original document to EO RUC, a copy to IO FSV (outgoing@fsv.cuni.cz)
• Confirmation of Swiss Mobility Programme - the original document to EO RUC, a copy to IO FSV (outgoing@fsv.cuni.cz)
• Transcript of Records - copies to EO RUC and IO FSV (erasmus.outgoing@ruk.cuni.cz and outgoing@fsv.cuni.cz)

Students must also complete the final report at Charles abroad.

Documents can also be sent by the coordinator of the foreign university directly to outgoing@fsv.cuni.cz and erasmus.outgoing@ruk.cuni.cz.

The recognitions of Erasmus+ results fall under the responsibility of the Student Affairs Office and your academic tutor/supervisor.

Protocol on fulfilling study obligations 

When and how should I use this form?

• Upon arrival from a stay abroad, the student fills in the protocol - in the Equivalent course at FSS CU and No. of credits awarded at FSS CU columns, s/he fills in according to the original approved Learning Agreement, in case of changes in the subjects, s/he agrees with his/her academic tutor/supervisor.
• The report together with the transcript (list of completed subjects) will be submitted to the academic tutor/supervisor for final approval.
• The academic tutor/supervisor will confirm whether the course will be recognized as a compulsory course (in which case he will enter the abbreviation P in the "Recognized as" column), or as a compulsory elective (in this case, the guarantor will specify the specific code of the compulsory elective group into which the recognized subject should be included), for an optional course, it is sufficient to indicate the abbreviation V.
• The academic tutor/supervisor approves/determines the number of credits and the grading of recognized subjects.
• The academic tutor/supervisor signs the protocol.
• The student submits or mails a copy of the transcript and signed report to the Student Affairs Office.
• Students in the Czech study program fill out the Czech form, students in the English program fill out the English form.
• How do I find the study plan code (in SIS in Personal Data).

Erasmus+ statistics:

Our faculty traditionally ranks among the best at student exchanges within Charles University.

Records

Erasmus+ Q&A:

Answers to the most common questions related to the whole administrative process within the Erasmus+ programme can be found in the Rectorate's application ViaErasmus!

All students can access the web interface by clicking the link above and logging in using UKČO@cuni.cz (each student's personal number).

Useful links:

Charles abroad

Work while you are studying abroad

Erasmus+ STOCKHOLM video

Erasmus+ BORDEAUX video

 Database of Final Reports

We would like you to share your experience from the Erasmus study stay you attended. We will be happy if you send us a few photos or a short video and drop a couple of lines about how you enjoyed your stay and what you will remember.

Due to compliance with the GDPR, we politely ask you to express your consent in the e-mail sent with the publishing of the provided documents on the social networks of FSV UK (Instagram of FSV UK, Facebook of FSV UK) and for presentations within the International Office.

Please send your contributions to life@fsv.cuni.cz

We would also like to ask you to share your Erasmus+ experience in our "Exchange Experience" on Moodle. You can share your experiences from study stays, internships and other types of mobility. Just click on the relevant tab and click on "Add Entry" (see below) - then you can write your "review"!