ERUA Short Mobilities

Taking part in an ERUA activity means enriching your university experience through an international learning opportunity alongside students from other universities across the Alliance. Here you can find all the information you need to apply, organise your mobility and access any available funding.

HOW TO PARTICIPATE

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FAQ – FREQUENTLY ASKED QUESTIONS

PARTICIPATION REQUIREMENTS

Download the Call for Applications

The University of Macerata allows students regularly enrolled at the University (including part-time students) in the academic year covered by the relevant call for applications to participate in ERUA short-term training activities at all levels of study (Bachelor’s degree, Master’s degree and PhD programmes).

Applicants must also:

• be regularly enrolled and up to date with their studies in the relevant academic year, depending on the period in which the activity takes place, and remain enrolled for the entire duration of the activity and until the ECTS/CFU obtained have been formally recognised; alternatively, in exceptional cases:
  • be graduating students during the period in which the short-term training activity takes place, with an expected graduation date after the end of the activity;
  • be regularly enrolled but have no ECTS/CFU remaining in their study plan that can be recognised;
• be up to date with the payment of university tuition fees;
• for non-EU students, hold a valid residence permit and have a regular status in the Esse3 system;
• in order to have the activity recognised upon completion, have elective courses/activities in their study plan corresponding to a number of CFU consistent with the number of credits awarded for the activity or required in the relevant ERUA Learning Agreement.

The University of Macerata reserves the right to give priority to students who have never previously participated in short-term training activities over those who have already taken part in such activities.

Applicants must also meet the requirements established by the host university and specified in the relevant calls for applications.

FINANCIAL SUPPORT

Short-term training activities organised exclusively online do not provide for any financial support.

If such activities are organised in blended format or require physical attendance at the host university, they are funded through ERUA2 project funds. Financial support consists of reimbursement of eligible expenses actually incurred, up to a maximum amount of €800.00.

Please note that the amount indicated above represents the maximum amount that may be reimbursed. The actual amount reimbursed may therefore be lower, depending on the expenses actually incurred for the individual short-term training activity.

The financial support may be paid in two instalments:

• if strictly necessary, before the beginning of the short-term training activity and after the student has signed the ERUA Mobility Agreement, an advance payment equal to 50% of the maximum amount available may be paid upon receipt by the International Mobility Office of the duly completed “Advance Payment Request”;
• at the end of the short-term training activity, after the student has submitted all original receipts and invoices for the expenses incurred, together with the relevant supporting documentation, the balance will be paid. The balance corresponds either to the difference between the eligible expenses incurred and the advance received, or to the total eligible expenses incurred during the mobility period if no advance payment was requested;
• in addition to the €800 maximum amount, students may receive an additional €100 for each of the following conditions, provided that at least one of them applies:

a) the student has a recognised disability status, declared at the time of enrolment and duly recorded in the Esse3 system;

b) the student falls within the first ISEE income bracket;

c) the student undertakes Green Mobility, i.e. uses a low-CO2-emission means of transport (such as train, car sharing or bus), in order to promote more inclusive and sustainable international mobility. The Green Travel contribution is available to beneficiaries who use Green Travel both for the outbound and return journeys.

WHAT TO DO BEFORE THE MOBILITY

Students who are eligible according to the ranking list for the short-term training activity must contact the International Mobility Office of the University of Macerata at s.traini10@unimc.it and communicate whether they accept or decline participation in the activity.

The International Mobility Office will send the selected student all the instructions and documents to be completed, signed and returned before the mobility period for the short-term training activity.

Failure to contact the International Mobility Office before the mobility will mean that the participant is not eligible to receive financial support for the activity. If no communication (acceptance or withdrawal) is received within the deadline previously indicated, the student will be considered to have withdrawn from the activity.

More specifically, selected students must:

• confirm their participation in the short-term training activity to the International Mobility Office by email;
• complete and sign the “ERUA Mobility Agreement” and return the completed document to the International Mobility Office before the beginning of the short-term training activity;
• only if strictly necessary, complete and submit the “Advance Payment Request”;
• complete the “ERUA Learning Agreement” and share it with their Departmental Erasmus Coordinator/Contact Person for signature;
• send the “ERUA Learning Agreement”, duly signed by the participant and the Erasmus Delegate, to the International Mobility Office before the start of the mobility or, if this is not possible, by the end of the mobility period at the latest.

AT THE TIME FO THE DEPARTURE

Students must have the following:

• a valid identity document that will not expire during the short-term training activity;
• please note that the receipt certifying an application for the first issue or renewal of a residence permit, although it allows the holder to remain legally in Italy and, under certain conditions, to return from their country of origin, is generally not recognised by other Schengen Area countries as a valid document for travel within the area;
• a European Health Insurance Card (EHIC)[1];, issued by the Italian Revenue Agency, in order to access healthcare in EU countries;
• any specific documentation required by the host university;
• the duly completed and signed “ERUA Mobility Agreement”;
• for non-EU students, a valid Italian residence permit covering the entire mobility period and adequate health insurance coverage in the destination country;
• for non-EU students, an Italian or European (SEPA area) bank account or, alternatively, an Italian or European (SEPA area) prepaid card.

[1] For healthcare in non-EU countries, students should contact the A.S.U.R. of their municipality of residence for information and, where necessary, take out appropriate private health insurance.

WHAT TO DO DURING THE MOBILITY

1. Carefully keep all receipts, payment confirmations and invoices.
2. Write on each receipt, either in pen or pencil, the nature of the expense, specifying whether it relates to “transport”, “food” or "accommodation".
3. Please note that the maximum daily amount reimbursable for food expenses is €40. Any amount exceeding this limit will be borne by the student and will not be reimbursed.
4. Make sure that, at the end of the training activity, the host institution issues a Certificate of Attendance/Participation confirming the student's actual participation in both the mobility and the training activity. Without this document, reimbursement cannot be processed upon return.

WHAT TO DO AFTER THE MOBILITY

Upon return, the following documents must be submitted to the International Mobility Office:

• a certificate or attendance certificate confirming participation in the short-term training activity;
• a certificate confirming successful completion of the final assessment, where applicable;
• the “ERUA Learning Agreement”, duly signed by the host university;
• the Excel summary table listing all expenses incurred for which reimbursement is requested;
• original receipts for all expenses incurred during the mobility period relating to food, accommodation and transport.

These documents must be submitted to the International Mobility Office within 20 days of the end of the mobility period.

If the above-mentioned documents are not submitted, the expenses incurred during the mobility period will not be reimbursed.

DOWNLOADS

Call for Applications

ERUA Mobility Agreement (download the pdf version)

Advance Payment Request (only if necessary)

Excel Expense Summary Table

ERUA Learning Agreement

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FAQ

1. Can I share an apartment with other students?

Yes, it is possible to share an apartment with other students participating in the mobility programme.

2. If we share accommodation, how should we manage the payments?

If accommodation is shared, payment may be made by one person, while the other flatmates can transfer their respective shares by bank transfer.

Please send us a copy/proof of the bank transfer made for your share of the expenses as proof of payment for reimbursement purposes.

3. There are no flights available for the dates covered by the reimbursement. Can I travel earlier or return later?

Yes, it is possible to depart earlier or return later than the dates indicated. However, only travel expenses relating to those additional days will be reimbursed (for example, the flight and any bus or train required to reach the airport).

All other expenses incurred outside the official mobility period will be borne by the student.

4. Example: I am from Milan. Can I depart from Milan airport?

Yes, it is possible to depart from Milan, provided that the flight and the mobility arrangements overall are less expensive than those departing from the airports closest to Macerata (Rome, Bologna, Pescara or Ancona).

If the flight from Milan is more expensive, only the equivalent route from Rome or Bologna will be reimbursed, based on the fare available on the date on which the Milan flight was booked.

For this reason, when booking a flight from Milan, for example, students must always send a screenshot showing the fare for the equivalent route from the “airport closest to Macerata – destination”.

5. Can I depart from or return to an airport in another country?

Yes, this is possible, but the same rule described above applies: if the flight to or from a foreign airport is more expensive than the corresponding route to or from Rome or Bologna, only the amount corresponding to the latter route will be reimbursed.

6. I am completing the Learning Agreement. Who is the relevant Erasmus Delegate who needs to sign it?

The updated list of Erasmus Delegates is available at the following link: https://oldportal1.unimc.it/iro/Coordinatori/index.html

7. What should I enter in Table B of the Learning Agreement?

In Table B, you must indicate the course/activity in your study plan for which you intend to have the ECTS/CFU obtained during the event or mobility recognised. For example, you may enter:

• “Further Language Skills”
• “Elective Modules”
• “Other Educational Activities”
• or other equivalent courses/activities, depending on your degree programme.

8. I will undertake Erasmus+ Study mobility after the ERUA mobility. Can I still receive the ERUA reimbursement?

Yes. You may still receive the ERUA reimbursement even if you have been selected for the Erasmus+ Study programme, because the two mobilities do not overlap and take place during two different periods.

9. I receive an ERDIS scholarship. Am I still entitled to mobility reimbursement?

Yes.