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ERASMUS EXCHANGE PRACTICAL INFORMATION. Mari Peets Erasmus coordinator for outgoing students. THE BEGINNING. Step 1 Selection process – Completed ! By Erasmus committees in Faculties Now you are the representatives of TUT (and of Estonia) How to represent our university?
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ERASMUS EXCHANGEPRACTICAL INFORMATION Mari Peets Erasmus coordinator for outgoing students
THE BEGINNING • Step 1 Selection process – Completed! • By Erasmus committees in Faculties • Now you are the representatives of TUT (and of Estonia) • How to represent our university? • Know the facts – presentation of TUT • Distribute the materials – brochures for the host university coordinator • Study hard, behave well!
NOMINATION • Step 2 – Nomination - Completed • First contact between the two universities • by the Erasmus coordinator • Your personal information (name, date of birth, e-mail address, study field and level) is sent to your chosen partner university • Confirmation in some form is expected
APPLYING • Step 3 – Applying to the partner university – completed for most students • Application form online or paper application • Supporting documents: • Transcript of Records – in English, signed/stamped • Language certificate • Copy of ID document • Copy of EU Health Insurance card • CV • LEARNING AGREEMENT
LEARNING AGREEMENT • MOST IMPORTANT DOCUMENT (Includes courses that you will follow) • Consists of 2 documents - “Official” Learning Agreement form and it’s Annex (lisa). • Official Learning Agreement • Places for 5 signatures - student’s signature + 2 from home university and 2 from the receiving university • Signed by your academic adviser and the Erasmus coordinator • Sent to the receiving university for signing
ANNEX TO THELEARNING AGREEMENT • BASIS FOR THE CREDIT TRANSFER (YOUR INSURANCE POLICY between you/TUT) • Two columns to indicate the transfer plan • Signed by your academic adviser • Stays in the Dean’s Office • Used in the credit transfer process after your exchange
STUDY LOAD • The rule of the ERASMUS programme is to complete at least 15 ECTS (EAP) credits per semester. • You also have to follow the TUT requirements according to your student status • 22.5 EAP per semester for students on RE places • 15 EAP per semester for REV students • NB! Finnish students: • KELA has their own requirements! • Talk to your Dean’s office to make sure you fulfill all requirements!
STEP 4 -SENDING OUT THE DOCUMENTS • Documents are sent out by the ERASMUS COORDINATOR (not the student) • At least a week before the application deadline • Copiesof all application documents are kept in the International Relations Office • It’s also a good idea to keep copies for your own use, please keep a separate folder for your Erasmus documents – the Learning Agreement, the financial agreement, the confirmation letters etc.
STEP 5 – ACCEPTANCELETTER • In return you should get a • CONFIRMATION OF ACCEPTANCE in the form of: • Official Acceptance Letter by mail • Pdf copy of the official acceptance letter • Confirmation of acceptance via e-mail • Signed learning agreement • The acceptance letter is a basis for signing the financial agreement • If you don’t receive the official acceptance letter, you need to present the academic calendar of the receiving university.
STEP 6 – FINANCIAL AGREEMENT • Financial agreement states the amount of your scholarship • Calculated according to your study months at the receiving university • Dates from the acceptance letter or the academic calendar of the receiving university • If your scholarship is for 5 months, you cannot return early, or you’ll pay some money back! • Financial agreement is signed before the beginning of the exchange • NB! Do not wait with making travel plans, the money will come last minute!
STEP 7 –REGISTERING IN ÕIS • Register in ÕIS by the “red line day” • Go to Applications (Avaldused) and fill out an application to a VISITING STUDENT PLACE(KÜLALISÜLIÕPILASEKS SUUNDUMINE) • Enter the name of the host university and the duration of exchange • Some faculties require to submit a study plan, others don’t – please ask your Dean’s Office • Students studying on REV places pay 64 Eur (1000 Eek) registration fee
CONTACTSin Dean’s Offices • Ehitusteaduskond – Betra Leesment • Mehaanikateaduskond – Jana Saidla • Energeetikateaduskond – Ülle Valtna • IT– Merike Siidoja • Keemia – Raili Klesment/Kadri-Ann Matson • Mat-Loodus – Aili Hirvesoo • Sotsiaalteadused – Elve Vunn/Archil Chochia • Majandusteaduskond – Annela Mets/Monika Nevalainen/Piret Levertand/Tiit Randla (LA) • Kolledžid – oma Erasmus koordinaator
STEP 8 - CHANGING THELEARNING AGREEMENT • Within one month from the beginning of studies • Fill out“Changes to Learning Agreement” form and it’s Annex • Sign the official form and get signatures from the receiving university • Send back ALL THREE: • The original Learning Agreement (sent with application) • The changes to Learning Agreement • The Annex to Learning Agreement
STEP 9 END OF PERIOD • CONFIRMATION of STUDY PERIOD • Document that confirms your ACTUAL study period • NB! Dates have to show the same amount of months than on your financial agreement (not the exact same dates, but the NUMBER OF MONTHS) • STUDENT FINAL REPORT • Within one month of your return
STUDY RESULTS • TRANSCRIPT OF RECORDS – Official document will be sent from university to university. (Original belongs to the student, copies to Dean’s office and Erasmus coordinator) • Find out WHEN the results will come • NOTIFY YOUR DEAN’S OFFICE if they won’t come by the end of June
STEP 10 CREDIT TRANSFER • Once you have the Official Transcript • Fill out the credit transfer form in ÕIS • Names of courses both in the original language and in English • Print the form out • Get a signature from your academic adviser • Hand it in to your Dean’s Office along with the copyof your Official Transcript
REQUIREDDOCUMENTS • You have completed your exchange when you have presented five documents: • 1. Financial Agreement • 2. Learning Agreement + Changes (if needed) • 3. Confirmation of study period • 4. Transcript of Records • 5. Student Report • 6. EILC completion certificate (if applicable)
CULTURALADJUSTMENT • Adjustment process has 5 stages: • Honeymoon • Culture shock • Initial adjustment • Mental isolation • Acceptance and integration
STAGES • HONEYMOON • Initially studentsare fascinated and exited by everything new. • The visitor is elated to be in a new culture. • Making new friends, going out, partying • CULTURE SHOCK • The students are immersed in new problems: housing, transportation, shopping and language. • Get mentally tired from continously straining to express yourself in a foreign language.
STAGES 2 • INITIAL ADJUSTMENT • Everyday activities such as housing and moving aroundare no longer major problems • Places, faces and study environment are getting more familiar • Although students may not yet be fluent in English, basic ideas and feelings in the second language can be expressed
STAGES 3 • MENTAL ISOLATION • Students start missing family and friends • Stress from not being able to express themselves as well as they can in their native language. • Frustration and a loss of self-confidence. • ACCPETANCE AND INTEGRATION • A routine has been established. • Acceptance with the habits, customs, foods, and characteristics of the people of the new culture. • Students feel comfortable with new friends, school, and the language of the country.
REENTRY • READJUSTMENT – just as difficult as adjustment, only UNEXPECTED • Students change while they’re abroad • New friends vs old friends – who are my friends now? • People at home can’t understand the inner changes and new connections • Home environment also changes – political events, music, TV shows • Students feel “lost”
CHANGES • Students become more tolerant, open-minded, patient, undestand different cultures better • Widens perspectives • Learn more about themselves • Gain self-confidence • Loss of friends • Loss of “position” • Loss of belonging • Grieving process • Life style • Experiences • Friends POSITIVE NEGATIVE
INSURANCE • REQUIRED: EU Health Insurance Card • Easier access to medical services, but it does not cover all medical expenses • Additional insurance – Highly recommended, required by lots of partner universities
AON StudentInsurance • To top up EU Health Insurance benefits • www.aonstudentinsurance.com • Offers insurance packages specially for students • Easy online application • Everything you need during your stay abroad: • Medical expenses • Dental expenses (!) • Accident insurance (Accidental death, permanent disablement) • Emergency Assistance (inc. transportation home) • Travel insurance • Legal expenses
That’sit, thankyou! If you have any questions, please contact Mari Peets, IRO III-210 620 3542, mari.peets@ttu.ee