Selection procedure
Selection procedures for taking part in Erasmus+ study stays for the following academic year will be held from December to February at individual CZU faculties. Students apply through the International Relations Offices of the faculties.
Faculties that have signed bilateral agreements on exchange of students select students for the places they have available, faculties announce their selection criteria (field of study, good study outcomes, language skills with the language in which lectures will be held on the level at which applicants can understand lectures or communicate with their thesis supervisors, motivation and other matters). The selection of applicants is done by faculties. If all of the places for study stays are not fully used from the available quota, faculties may organise additional selection procedures during May/June for the winter semester and during October/November for the summer semester (the deadline is always specified).
Faculty coordinators for student selections (Erasmus+ outgoing mobility):
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FACULTY OF ECONOMICS AND MANAGEMENT
Ing. Veronika Brecklová E-mail: pefoutgoing@pef.czu.cz Tel.: +420 224 38 23 23 CEMS II/D244
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PhDr. Mgr. Lenka Kučírková, Ph.D. E-mail: kucirkova@pef.czu.cz Tel.: +420 224 38 2895 CEMS II /D306 |
PhDr. Mgr. Milena Dvořáková, MBA E-mail: dvorakova@pef.czu.cz Tel.: +420 224 38 28 93 CEMS II/D321 |
Mgr. Alena Drebitková Malá, Ph.D. E-mail: mala@pef.czu.cz Tel.: +420 224 38 28 39 CEMS II/D335 |
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FACULTY OF AGROBIOLOGY, FOOD AND NATURAL RESOURCES Ing. Jitka Kloučková E-mail: iro@af.czu.cz Tel.: +420 224 38 45 77 FAPPZ/AF120 |
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FACULTY OF ENVIRONMENTAL SCIENCES Mgr. Tereza Besskó E-mail: bessko@fzp.czu.cz Tel.: +420 224 38 36 85 MCEV (Z)/219 |
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FACULTY OF FORESTRY AND WOOD SCIENCES Ing. Kateřina Navrátilová E-mail: iro@fld.czu.cz Tel.: +420 224 38 48 71 L 119b |
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FACULTY OF ENGINEERING Ing. Monika Divišová E-mail: divisovamonika@tf.czu.cz Tel.: +420 224 38 32 12 TF/45/II |
Lucie Korečková E-mail: mareckoval@tf.czu.cz Tel.: +420 224 38 32 12 TF/45/II |
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FACULTY OF TROPICAL AGRISCIENCES Ing. Jana Hummelová E-mail: hummelova@ftz.czu.cz Tel.: +420 224 38 24 96 FTZ/1.36 |
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INSTITUTE OF EDUCATION AND COMMUNICATION Ing. Barbora Jordánová E-mail: jordanova@ivp.czu.cz Tel: +420 224 38 60 06 IVP/78 |
How to proceed if you were selected
- The International Relations Office of the Rectorate will circulate information email with details about the procedures
- Always check the website of the hosting university, it may have extra requirements, its own application form or it may ask you for online registration, etc.
- Make your study plan for the time you will be at the hosting university and arrange the recognition for the time you will get back to CZU, fill in the Online Learning Agreement
- Arrange other necessary documents for your study stay at the foreign university (health insurance, visa if necessary)
- Submit a request for an individual study plan at your home faculty
- Pass an online language assessment OLS
- You may apply for support for students from disadvantaged socio-economic background, if applicable
- You may apply for extra support for students with special needs (various handicaps, food allergies, need to have full-time assistance or similar)
- Sign the Financial agreement for acquiring a scholarship
1. INITIAL DOCUMENTS AND FORMS
Your place at a foreign university was agreed in the bilateral agreement. It is, therefore, necessary to send to the partner university your specific data in the form of nomination (name, surname, date of birth, level of study, email).
As soon as the selected students receive an information email from the International Relations Office of the Rectorate (Mr Adam Vacek & Ms Radka Kalousová, outgoing@czu.cz) typically during the second half of March, information and forms for the new academic year will be prepared on the website. Only then it will be possible to fill in and submit the forms.
Please, make sure that your personal data in UIS are correct (name, email, contact address for mail delivery).
Some universities may require data about courses and grades from your current and previous study (if you studied at a different university than CZU, you must typically also provide the outcomes of your studies from this university). Transcript of records/study results overview can be downloaded from UIS and signed by Study Administration Office.
Study plan at the hosting university and recognition at CZU
The so-called Learning Agreement is filled in online on the following web page https://learning-agreement.eu/. Instructions on how to fill it out will be part of the information email.
When preparing your study plan (Learning Agreement), you should base it on the study programme at CZU. Information on taught courses (course catalogue) at individual partner universities can be found on their websites or directly contact the coordinators of the chosen university. Your faculty coordinator at CZU will help you with the selection of the courses.
- Be aware that some universities may use their own credits, not ECTS.
- Be sure that your sum of ECTS credits equals 30 ECTS per semester. If you are going to study abroad for an entire academic year you should acquire 60 ECTS. The minimum obtained credits is set to 15 ECTS per semester. If you are attending Double Degree you have to fulfil 30/60 or other amounts according to the receiving university.
- Specify in your Online Learning Agreement which courses you will be studying at the foreign university, the codes of these courses and the number of ECTS credits. If you intend to work abroad on your final thesis or dissertation, specify that in the Learning Agreement either as "diploma thesis" or "dissertation" and the title/topic of the thesis. The final thesis or dissertation may be awarded a maximum of 15 ECTS credits. At the foreign university, you must find a supervisor (together with your CZU faculty coordinator) who will supervise the entire work and will grant you ECTS at the end of your stay.
What do you need to submit to the International Relations Office of Rectorate (IRO)?
In comparison with previous years majority of documents is filled in and submitted online. When your Online Learning Agreement is signed by your CZU faculty you may sign also the Student´s Declaration (also called statutory declaration) about your previous Erasmus mobilities if any, and bring it to IRO or Rectorate to Mr Adam Vacek & Ms Radka Kalousová, outgoing@czu.cz, office ZDRS/132).
When do the forms need to be submitted?
If a host university does not have an earlier deadline for submitting applications:
- by 10 June – if you are going to study abroad during the winter semester or the entire academic year.
- by 10 November - if you are going to study abroad during the summer semester
If a partner university has its own deadline or procedure, you will have to send the required forms by the application deadline they announced.
After successful nomination and application
Once you have been nominated to the partner university, the ERASMUS Office at the host university will contact you with relevant information in order to get you ready for a stay at the host institution (including accommodation information, pick up service at the airport, etc.).Some host universities have a limited accommodation capacity for ERASMUS students. You should therefore contact the ERASMUS Office at the host institution on time.
Finalizing your stay at a host university may take up to 12 weeks. If there is no response from the ERASMUS Office at the host university, please contact your faculty coordinator.
When all documents have been assessed by the host university ERASMUS Office and your application accepted, you will receive a Letter of Acceptance. Some host institutions send it by post, others by email or give you the possibility to download it in their online system... Letter of Acceptance and signed Online Learning Agreement are together proof of that you have been accepted by the host university. Copy of the Letter of Acceptance is required when you apply for an individual study plan at your CZU faculty.
ADDITIONAL DOCUMENTS
After you receive the acceptance documents from the host university, you can start arranging your travel to the target country (i.e. insurance, ticket, accommodation etc.). You will also be requested to sign a financial agreement at the International Relations Office of Rectorate. If you need a visa for the target country you will have to submit the application to the relevant embassy in Prague. With your application for a visa, you will also have to submit a Letter of Acceptance from the host university, Health Insurance and maybe some other documents, see details on the embassy website. (Note: Make necessary arrangements on time!)
INDIVIDUAL STUDY PLAN
Before your departure to the host university be sure to contact the Study Administration Office at your faculty in order to confirm your individual study plan (connected to your ERASMUS mobility) and inform the Study Administration Office about your planned studies at a host university, including for how long and at which partner university, include a copy of the Letter of Acceptance or information email with exact dates of the beginning and the end of your mobility. Take into account that it takes a while to get the approval of the individual study plan from the Study Administration Office, so do not leave everything at the last minute. Individual study plan in necessary for evidence of your mobility in UIS, only when mobility is registered you can enter your bank account details for scholarship transfer and download the pre-generated financial agreement from UIS.
Applying for the individual study plan varies by faculty:
| FACULTY | Where to apply for ISP at the Faculty? |
| Faculty of Economics and Management |
International relations office Here the mobility will be registered into the UIS. |
| Faculty of Agrobiology, Food and Natural Resources |
Study Administration Office / Science and Research Office After approval student has to bring the request for ISP to the International relations office and the mobility will be registered into the UIS. |
| Faculty of Engineering |
International relations office Here the mobility will be registered into the UIS. |
| Faculty of Forestry and Wood Sciences |
Study Administration Office / Science and Research Office After approval, the department will register the mobility into the UIS. |
| Faculty of Environmental Sciences |
Study Administration Office / Science and Research Office After approval, the department will register the mobility into the UIS. |
| Faculty of Tropical AgriSciences |
International relations office Here the mobility will be registered into the UIS. |
| Institute of Education and Communication |
Study Administration Office / Science and Research Office After approval, the department will register the mobility into the UIS. |
NOTE: Study Administration Office is responsible for students of bachelor and master degree study programmes. Science and Research Office is ONLY for students of doctoral degree programmes.
ONLINE LANGUAGE ASSESSMENT OLS
An integral part of the arrangement for the study stay is a language assessment on the OLS Online Language Support portal. Each student must pass this language assessment in the language in which he/she will study abroad (which he/she entered into the Learning Agreement as a language of instruction). A similar language test will follow after the conclusion of your study stay.
You will receive an invitation to complete the language assessment by email at the beginning of June (for the winter semester) or at the beginning of November (for the summer semester).
The test contains five sections that must be completed in the exact order: Grammar – Vocabulary – Key communication phrases – Listening – Reading.
The test is divided into individual sections, so it is not necessary to do the whole test at once.
The entire assessment should take about 40 minutes
Within the Online Language Support, you can obtain a license for an online language course in the language of instruction or in the official language of the country if avilable.
SUPPORT FOR DISADVANTAGED STUDENTS (If applicable)
a) Financial support for students from a disadvantaged socio-economic background
A student who is entitled to/receives a social scholarship under the conditions pursuant to Section 91 (3) of Act 111/1998 Coll. (entitled to a child allowance under a special legal regulation if the family income for the purpose of child allowance does not exceed the product of a family subsistence minimum and a coefficient of 2,7) may apply for additional support in the amount of EUR 200 per month for the Erasmus (in case of Erasmus traineeship it is 50 EUR per month). A student who is not entitled to a child allowance under a special legal regulation may also apply for additional support if he/she proves that the income in the family does not exceed the product of a family subsistence minimum and a coefficient of 2,7). For additional support (request and proof of the conditions fulfillment) it is necessary to apply to the International Relations Office of Rectorate, Mr Adam Vacek & Ms Radka Kalousová,outgoing@czu.cz before signing the Financial agreement, but not later than on 20 August for the winter semester or the whole academic year and until 10 December for the summer semester.
- Confirmation of the conditions fulfillment must be valid for the entire duration of the study stay.
- It is not possible to apply for additional support after the beginning of the mobility.
- General information can be found on http://www.naerasmusplus.cz/cz/mobilita-osob-vysokoskolske-vzdelavani/studenti-ze-znevyhodneneho-socio-ekonomickeho-prostredi/
For more information contact Mr Adam Vacek & Ms Radka Kalousová, erasmus_outgoing@rektorat.czu.cz.
b) Support for students with special needs
Students with special needs can apply for support to cover additional costs - a contribution to reimbursement of eligible costs - directly related to participants with disabilities and accompanying persons. A price difference between the current cost for transport, food and accommodation and the extra cost due to the student’s handicap can only be the eligible request for the Erasmus+ special needs scholarship. After the return from the study stay the allocated scholarship must be recognized on the basis of the real costs. It is necessary to deliver invoices and proofs of payments (confirmations must include the name and the address of the company, the amount and currency and the date of issue). Student must fill the application form in which he/she makes a detailed calculation of the required scholarship. The application form for the scholarship for students with special needs can be downloaded here. To the application student must attach:
- a medical report,
- a copy of the ZTP card (if the student has any),
- a confirmed Learning Agreement,
- an acceptation letter in which the receiving institution confirms acceptance of the student and states that the receiving institution is aware of the student’s health condition.
The application must be submitted to the International Relations Office of Rectorate, Mr Adam Vacek & Ms Radka Kalousová, erasmus_outgoing@rektorat.czu.cz.:
- by 20 August for the winter semester and the whole academic year,
- by 10 December for the summer semester.
General information can be found on http://www.naerasmusplus.cz/cz/mobilita-osob-vysokoskolske-vzdelavani/informace-pro-studenty-s-tezkym-handicapem-nebo-specifickymi-potrebami/ For more information contact Mr Adam Vacek & Ms Radka Kalousová, outgoing@czu.cz.
SIGNING THE FINANCIAL AGREEMENT
The Financial agreement is an official document confirming that you are an authorized beneficiary of the financial support given to outgoing students/staff in the framework of the Erasmus+ programme. You must sign this document at the International Relations Office of Rectorate with the Erasmus+ outgoing students’ coordinator (Mr Adam Vacek & Ms Radka Kalousová, outgoing@czu.cz), before your departure to the host university.
a) Documents to present before signing the financial agreement
- Individual study plan approved by your faculty.
- Health insurance for the entire period of your studies abroad (NOTE: The insurance should be a supplementary, travel health insurance in case of disease and accident in the target country. Regular health insurance from your home country usually does not cover all expenses for doctors and hospitalization, but only the very basic care.)
- Confirmation of acceptance - Letter of Acceptance, signed Online Learning Agreement.
- Exact dates of your study stay – only months are not sufficient. These dates you can find on a Letter of Acceptance, in information emails from your host university or you can contact the host university directly and ask for the exact date of the beginning and the end of your study stay. (NOTE: THE INFORMATION ON THE EXACT DATES OF YOUR MOBILITY IS COMPULSORY – YOU CANNOT SIGN THE FINANCIAL AGREEMENT WITHOUT THIS INFORMATION).
- Bank account – you (or your close relative) must have an account in CZK or in EUR. You must indicate all necessary bank information, including the address of the bank branch, the account number, currency of the account, name of the owner of the account etc. If any of these data is incorrect or is missing the scholarship cannot be sent to your bank account. Therefore, check your information carefully. In case that you are not the owner of the bank account, you should have an officially certified declaration of the owner of the account that you are entitled to have access to his/her account. You will enter your bank account number into the UIS university study system (Student’s portal – My studies – My study abroad – Bank account number for study placements) and the same bank account number must be valid for the whole duration of your study stay until your mobility and documents are finished. Of course, you can still use your existing bank account, it is not necessary to cancel it or change it.
- Result of the 1st OLS language assessment.
Erasmus financial support will be transferred to your account only after you have signed a Financial Agreement. The amount of financial support is set by the Czech Erasmus National Agency and varies according to the target country. You will find the monthly rate of financial support in the following paragraphs:
The academic year 2021/2022
Countries with higher living costs:
Denmark, Finland, Ireland, Iceland, Lichtenstein, Luxembourg, Norway, Sweden, United Kingdom - 519 EUR/month
Countries with medium living costs:
Belgium, France, Italy, Cyprus, Malta, Germany, the Netherlands, Portugal, Austria, Greece, Spain - 519 EUR/month
Countries with lower living costs:
Bulgaria, Estonia, Croatia, Lithuania, Latvia, Hungary, North Macedonia, Poland, Romania, Slovakia, Slovenia, Serbia, Turkey - 450 EUR/month
1 month = 30 days
b) Calculation of the amount of financial support for 2018/2019 & 2019/2020
The final amount for the duration of the mobility is calculated by multiplying the number of mobility days and the rate per month for the relevant host country. In case of incomplete months, the financial support is calculated by multiplying the number of days in the incomplete month and 1/30 of the rate per month. After signing the financial agreement student receives a confirmation of a scholarship which can also be used as a confirmation of study abroad.
c) Payment of financial support
Financial support is paid in one instalment after signing the financial agreement by both parties. The scholarship can be sent after the student submit all necessary confirmations (signed financial agreement, insurance, Individual study plan approved by relevant faculty, bank account number entered in UIS, etc.).
You may sign the Financial agreement:
- personally at the International Relations Office of the Rectorate
- you can send a person who will sign it on your behalf if such a person is legally authorised (affidavit/statutory declaration) and your signature is verified by the Czech Point on the document of authorisation