Transcript ERASMUS EXCHANGE PRACTICAL INFORMATION

Mari Peets
Erasmus coordinator for outgoing students
 STEP



1 Selection process –
Completed!
By exchange 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!
 STEP
2 – Nomination
◦ 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



STEP 3 – Applying to the partner university
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
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

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


The rule of the ERASMUS programme (applies
for other exchange schemes) 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!

Documents are sent out by the
ERASMUS COORDINATOR (not the student)

At least a week before the application
deadline

Copies of 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.


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.


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 shortly before
the beginning of the exchange
NB! Do not wait with making travel plans, the
money will come last minute!





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
semester registration fee









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 –Tiit Randla (LA)
Kolledžid – oma Erasmus koordinaator




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

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



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

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 copy of your Official Transcript







You have completed your exchange when you
have presented five documents:
1.
2.
3.
4.
5.
Financial Agreement
Learning Agreement + Changes (if needed)
Confirmation of study period
Transcript of Records
Student Report
6. EILC completion certificate (if applicable)



Practice your English, but also use the
opportunities to learn the local language
EILC - Erasmus Intensive Language and Culture
Offered only for smaller, less spoken languages
of Europe:



Belgium (Dutch), Bulgaria, Cyprus (Greek), Czech Republic, Denmark,
Finland, Greece, Hungary, Iceland, Italy, Latvia, Lithuania, Malta (Maltese),
the Netherlands (Dutch), Norway, Poland, Portugal, Romania, Slovakia,
Slovenia, Spain (for the languages Basque, Catalan, Galician and
Valencian), Sweden and Turkey.
Fun and useful, great orientation, one extra
month of scholarship, Application deadline 20.05
Alternative methods of language learning




Campus Europae Hook-up! online languague
courses FOR FREE (A1 and A2 level)
Finnish, French, German, Greek, Italian,
Latvian, Lithuanian, Luxemborgish, Polish,
Portuguese, Russian, Serbian, Spanish,
Turkish
Check it out, register and take a course at:
languagelearning.campuseuropae.org
No need to register as CE student.

Adjustment process has 5 stages:
◦
◦
◦
◦
◦
Honeymoon
Culture shock
Initial adjustment
Mental isolation
Acceptance and integration







HONEYMOON
Initially students are 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.




INITIAL ADJUSTMENT
Everyday activities such as housing and
moving around are 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

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.






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”




Students become
more tolerant, openminded, patient,
undestand different
cultures better
Widens perspectives
Learn more about
themselves
Gain self-confidence
POSITIVE




Loss of friends
Loss of “position”
Loss of belonging
Grieving process
◦ Life style
◦ Experiences
◦ Friends
NEGATIVE

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

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
If you have any questions, please contact
Mari Peets, IRO III-210
620 3542, [email protected]