Information for Outgoing NUI Galway Students Mary Lyons International Affairs Officer 3 rd April, 2014

1. Studying abroad on theERASMUSprogrammein 2014/15 Information for Outgoing NUI Galway Students Mary Lyons International Affairs Officer 3rd April, 2014

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

4. ERASMUS (Erasmus of Rotterdam, 1466-1536) EuRopeanCommunity 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.

5. Documents available to download • Information Brochure • Read carefully! • NUI Galway Application Form • i.e. your application for the Erasmus Grant • Obtain Academic Coordinator’s signature. • Return to our office by 30thApril (for Semester 1 or Full Year) or 28thNovember (for Semester 2). Both documents can be downloaded from www.nuigalway.ie/erasmus/outgoing

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

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

10. Your Grant Application Form Is available to download in Word or pdf. Ideally it should be typed. 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.

11. Grant Application Form If you do not submit your form by the 30thApril 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.

12. Completing the Application Form • Please ensure it is clearly legible. • 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. • Double-checkyour Bank Details and note the account number you’ve given us if you’ve more than one account. (Grant payments processed online by bank transfer: essential that info. you provide is accurate! Notify us of any change!!)

13. Completing your application (continued) • Homeaddress: a permanent address, please! • Double-check your e-mail address • @nuigalway.ie AND alternative address • Departmental Coordinator Signature • Form not accepted without this signature • Return to Int’l Office by30thApril.

14. Remember ... Grant application form not received on time: NO GRANT!!! DEADLINE: 30THAPRIL (or 28thNovember if you are going on Erasmus in Sem. 2)

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

16. BA students 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.

17. Other things you should do in plenty of time ... • 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. - University websites - Reports from our former students - Erasmus students here • - www.monetos.co.uk/ & www.justlanded.com/

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

19. Remember ... Grant application form not received on time: NO GRANT!!! DEADLINE: 30THAPRIL

20. Insurance • You must hold an EHIC(see www.ehic.ie) • You will also need private insurance. • May be TRAVEL or HEALTH INSURANCE. • Existing policy (e.g. Inclusion on parents’ health policy) MAY suffice. • You MUST 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.

21. What we’ll send you before you go • Letter of nomination from NUI Galway confirming your Erasmus student status • Two copies of the institution-student agreement • Learning Agreement • Erasmus Student Charter

22. Your Erasmus “contract” Two copies – 1 for you, 1 for us Personal details Host uni. details Bank details SIGNATURE!!! Institution-Student Agreement

24. A list of all courses and modules you will take Get sign-off by host university Return it promptly to NUIG Should be approved/signed by NUIG coordinator Page 2 if there are subsequent changes The Learning Agreement

25. 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). • ONLY IFyou 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.

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

27. Other paperwork • Grant acknowledgement form – for each instalment – AMOUNTandSIGNATURE, please! • Student Final Report – at end • Certificate of Attendance – have this signed and stamped before you come home. • Grant instalments will be withheld if paperwork missing!!!

28. Your Registration status at NUI Galway • You must be registered at NUI Galway for the academic year 2014/15. • 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.

29. The Erasmus Grant Amounts vary according to host country: 2 “bands” of countries. Main instalment at beginning, FY usually receive further instalment in January, with top-up at end. Single-semester students usually get 2 instalments.

30. 2014/15 Grant Amountsbut grant is not guaranteed for every student – we will know more in June €250 per month for Denmark, France, Italy, Austria, Finland, Sweden, UK €200 per month for Belgium, Czech Republic, Germany, Spain, Netherlands, Turkey, Hungary, Malta

31. Local Authority Grants Higher education grant maintenance cheques • Will 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. • This authorises the Fees Office to forward your grant cheque to your bank account. • IMPORTANT TO REGISTER AT NUI GALWAY

32. 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 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. • Returning home without completing “International” year also has implications for your subsequent studies, your final degree and your fees at NUI Galway.

33. What is meant by “3 months”? 1st September to 30th November or 5th February to 4th May In other words: Day x of month n until day (x-1) of month (n+3)

34. EILC • Erasmus Intensive Language Courses • Less widely-used languages – e.g. Dutch, Swedish, Finnish, Flemish, Maltese (and also Italian!) • Short course before academic year • No tuition fee • Small additional grant (€300) • Will be advertised in May

35. 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. • International Office will advise in June/July.

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

37. Accommodation Standards may vary! Research areas/prices in advance. 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. Our advice: Do not enter into any subletting arrangements! BEWARE OF SCAMS!!!

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

39. Language Courses 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.

40. More points to remember Assimilatewith native and other international students e.g. when arranging accommodation. 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 open-minded! Travel, experience the culture. Cultural differences ... …

41. 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!!! 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 Alcohol ...

42. Safety & Welfare Good idea to note local emergency numbers just in case ... 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.

43. Remember also … You are an ambassador for your country & university. Homesickness: You are not alone! It’s very common & should pass. 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! If problems arise, do not hesitate to contact either: International Affairs Office (erasmus-office@nuigalway.ie) or NUI Galway Dept. Coordinator or Home **Contact your family on a regular basis!**

44. Remember ... Grant application form not received on time: NO GRANT!!! DEADLINE: 30THAPRIL

45. GOLDEN RULES – DO NOT FORGET!!! DO NOT MISS THE DEADLINE OF 30THAPRIL. DEAL WITH PAPERWORKPROMPTLY. NEVER LEAVE A BLANK ON A FORM. MAKE SURE TO REGISTER AT NUI GALWAY BEFORE YOU GO. KEEP COPIES OF ALL IMPORTANT DOCUMENTS.

46. ENJOY YOUR ERASMUS EXPERIENCE!