Academic learning mobility – Preparing for Erasmus mobility

After the completion of the evaluation procedure of the candidates for participation in outgoing student mobility, the administrative Erasmus+-coordinator notifies the host universities about the selected students who preferred the respective destination.

The International Affairs and Projects Department organizes and conducts an information meeting with the participation of the outgoing Erasmus+ students, the administrative Erasmus+ coordinator, the departmental Erasmus+ coordinators, the faculty ECTS coordinators and the institutional Erasmus+ coordinator.

Students approved for participation in the programme receive the Erasmus Student Charter, which regulates the rights and obligations of Erasmus+ students.

Students complete the application documents required by the host institution. Each host institution has its own rules and procedures involving filling out an application form. Each host institution sets its own application deadlines.

An expert from the Front Office prepares the selected students a free of charge academic report with the results they have achieved.

Before departure, each selected student must have a signed ‘Learning agreement for studies’ which sets out the programme of study as agreed between the student, the sending and the host organization. This learning agreement defines the intended outcomes of the training for the period of study abroad and indicate the conditions for formal recognition. The agreement also determines the place of the training. In the learning agreement, the sending institution and the student agree on the level of language proficiency to be achieved by the student before the beginning of the study period in accordance with the recommended level indicated in the inter-institutional agreement concluded between the sending and receiving institutions (or in accordance with the requirements of the company in the case of a placement). Where applicable, the sending institution and the student may agree to provide the appropriate language support to enable the student to reach the agreed level.

The learning agreement is drawn up with the help of the department’s Erasmus+ coordinator. The learning agreement for participation in student learning mobility must include subjects for a minimum of 30 credits for a mobility duration of one semester and a minimum of 60 credits for a mobility duration of one academic year.

The learning agreement is signed by the institutional Erasmus+ coordinator and the student, after which it is sent to the host institution to be signed.

After the learning agreement has been signed by the student, VFU and the host institution and confirmation that the student has been accepted to study at the host institution has been received, an individual contract for awarding an Erasmus grant is signed.

When signing the individual contract for financial support, each candidate fills out and signs a declaration under the Personal Data Protection Act, published on the VFU website.

• The student has to insure himself/herself at the expense of the financial support granted to him under the Contract for all types of compulsory insurance necessary for conducting his/her studies in the host country;
• The student has the right and it is recommended to insure himself/herself with additional optional types of insurance at the expense of the received funding, if this is profitable and financially expedient in view of the implementation of the studies and in order to save possible higher costs. Such insurances can be of the type ‘Medical expenses abroad’, ‘Accident’, ‘Civil liability of an individual to third parties’, etc.;
• European Health Insurance Card or its equivalent — the certificate temporarily replacing it, provides him/her and facilitates access to free medical treatment in the host country, which is a member of the EU. For more information, the student can also contact the National Health Insurance Fund of the Republic of Bulgaria – http://www.nhif.bg/web/guest/85. Covered limits and treatment responsibilities are regulated according to the current European social security regulations in the area.
• The European Health Insurance Card does not cover specific medical interventions and the necessary insurances for this purpose should be concluded additionally, if such a need exists.

Students who have signed a contract for their participation in the Programme continue to receive their university scholarship. In addition, the right to a scholarship or loan granted to students for their studies at their sending institution must be maintained during the period abroad.

Students who have signed a contract for their participation in the Programme have to pay their semester fees at VFU before departure.

Within 30 calendar days after signing the individual contract for student learning mobility under the Erasmus+ programme on both sides, as well as no later than the date of the start of the mobility period, or upon confirmation of arrival at the host institution, the participant is pre-financed in the amount of between 70% and 100% of the amount specified in Article 3 financial support for implementing the subject of the Agreement. In the event that the student does not submit the necessary documents within a period corresponding to the schedule of the sending institution, a later payment of the pre-financing can be exceptionally accepted. If the payment is less than 100% of the maximum amount of the grant, the submission of an online report by the Participant (on-line EU survey) should be considered as a request for payment of the balance of the financial support. VFU has 45 calendar days to make payment of the balance or issue a refund order. The Erasmus grant is paid via bank transfer by the Accounting Department, which processes and stores the expenditure justification documents. The account holder must be the student who will participate in student mobility for the purpose of learning/placement. The account must be in euros and be opened in a bank specified by VFU.

Within 30 calendar days after signing the individual contract for student learning mobility under the Erasmus+ programme on both sides, as well as no later than the date of the start of the mobility period, or upon confirmation of arrival at the host institution, the participant is pre-financed in the amount of between 70% and 100% of the amount specified in Article 3 financial support for implementing the subject of the Agreement. In the event that the student does not submit the necessary documents within a period corresponding to the schedule of the sending institution, a later payment of the pre-financing can be exceptionally accepted. If the payment is less than 100% of the maximum amount of the grant, the submission of an online report by the Participant (on-line EU survey) should be considered as a request for payment of the balance of the financial support. VFU has 45 calendar days to make payment of the balance or issue a refund order. The Erasmus grant is paid via bank transfer by the Accounting Department, which processes and stores the expenditure justification documents. The account holder must be the student who will participate in student mobility for the purpose of learning/placement. The account must be in euros and be opened in a bank specified by VFU.

Students participating in Erasmus+ learning mobility (regardless of whether they receive an Erasmus+ EU grant) are exempt from paying tuition fees, registration, exams and access to laboratories and libraries in the host institutions. However, students may pay some small fees for expenses such as insurance, for the use of various materials such as photocopier services and laboratory materials on the same basis as local students pay for these expenses. No additional fees or other payments are collected from outgoing students in connection with the organization or administration of their mobility period.

The mobility period is compatible with part-time work and, if the student receives an Erasmus+ EU grant, it is also compatible with the income the student will receive as long as he/she carries out the activities provided for in the accepted mobility programme.

Before starting the mobility, the students switch to a permanent exam session.