Before the mobility
(a) Search for a host institution
A work placement may be carried out in any of the countries participating in the Erasmus+ programme, except Polish diplomatic posts, European Union institutions and agencies, institutions managing programmes listed below:
https://europa.eu/european-union/about-eu/institutions-bodies_en
A student interested in a traineeship must find where they wish to complete the mobility. It’s up to the candidate to contact the host institution directly and ask about the possibility of having a traineeship within the Erasmus+ placement scheme.
It might be useful to ask the home faculty, academic staff, for suggestions.
Also, the search engine run by the Erasmus Student Network might prove helpful:
www.erasmusintern.org/traineeships
The host organisation and tasks performed during the placement must be directly related to the candidate’s field of study, ensuring the use of competencies acquired during the course of study and enabling the acquisition of new skills.
Going for a traineeship translates to working a full-time job at the host institution.
IMPORTANT! The traineeship cannot be carried out in the country of the student’s citizenship.
(b) Duration
The shortest possible duration of the traineeship is 60 days. The maximum duration of the traineeship is 150 days. However, it is possible to do traineeships for longer periods, but without funding.
The start and end of the traineeship should not fall on a Sunday or a holiday.
The "Erasmus+ Duration of Stay Calculator" may be used to calculate the minimum period of stay to receive the grant (see the Excel file at the bottom of the page).
It is not acceptable to shorten the placement declared to less than 60 days. Such a stay would not be authorised and would result in having to return the grant awarded.
IMPORTANT! If the candidate is taking part in any other module of ERASMUS+, it is necessary to fully conclude the previous trip before the next agreement.
(c) Letter of Intent
The candidate must obtain proof of the selected institution confirming their willingness to accept them for a traineeship.
(d) Traineeship Holder’s Form
After obtaining the Letter of Intent, the candidate must obtain the approval of the Institutional Coordinator and the Faculty Dean.
The candidate must meet the requirements set by their Institutional Coordinator, concerning knowledge of a foreign language, academic achievements, or other components.
(e) Required documents
- Letter of Intent,
- Traineeship Grant Holder’s Form,
- Confirmation of a maintenance grant - applies only to those who want to apply for a grant with additional funding for the less privileged. The certificate must prove the applicant is receiving a social grant at the time of submitting the application documents.
Please note that correspondence containing personal data should be password-protected. After receiving and accepting the application, the Erasmus Office will notify candidates of the next steps via e-mail.
(f) Agreement
Before signing a contract, the candidate is required to:
- Submit all required documents in ESRS (more about ESRS can be found at the bottom of the page),
- Take a preliminary language test at least 2 days before signing the contract - OLS - Online Linguistic Support system,
- Polish citizens only have to register in the "Odyseusz" service run by the Ministry of Foreign Affairs (see link) https://odyseusz.msz.gov.pl/
Signing the agreement
Please contact the Erasmus+ Office via phone (+48 58 523 24 67 or +48 58 523 31 22) approximately 2-3 weeks before the planned departure date to discuss the process and the best way to sign the agreement.
Option 1. At the Erasmus Office, in person
The contract is signed by both parties during a pre-arranged face-to-face meeting (mask is mandatory and social distancing must be applied). Please contact us to arrange a meeting.
Option 2. Via post
Once the documentation is verified by the Erasmus+ Office, the agreement is generated from the ESRS system.
The Beneficiary then verifies the contents of the agreement to ensure no inconsistencies (in case of any mistakes, please contact the Erasmus+ Lead Service by e-mail or phone immediately).
The agreement then must be downloaded and printed in 2 copies, signed and initialled on each page.
Both signed copies should be sent via the registered internal post or registered traditional post to the Erasmus+ Office.
After receiving the documents, a university representative signs 2 copies of the agreement on behalf of the Rector of the University of Gdańsk. A copy is uploaded to the Beneficiary's ESRS account. The original may be collected in person (available upon prior phone arrangement), or sent via post – the Beneficiary needs to inform the Office of their choice via e-mail. Please call the number below to arrange a meeting.
During the mobility
- If changes to the Training Agreement (TA) must be made, the TA should be updated during the first month of the mobility. The changes should be included in the "Section to be completed DURING THE MOBILITY" (page 6). Changes must be then accepted & signed by the host and sending institution. The dates of signing the document must confirm that the changes have been made during the first month of stay at the placement,
- Participants who have been granted an OLS license conditionally must complete the course while on placement,
- Before leaving the host institution the student receives a certificate of the accomplishment of the work placement along with the opinion on the student prepared by the mentor in the host institution - the Traineeship Certificate (form attached). The Traineeship Certificate contains a part confirming the duration of mobility (last page). This part must be separately completed and signed by the host institution.
Extending the traineeship
There is a possibility of extending the stay beyond the traineeship period agreed in the TA. The extended period of mobility is eligible for financing, however not longer than 150 days counted from the time of the original agreement.
Steps to follow to extend the traineeship:
- Notify the Erasmus+ Office of the planned change,
- Training Agreement à "Planned period of the mobility", Part IV "Section to be completed DURING THE MOBILITY" - input the modified (extended) period of stay, agreed upon with the host institution and obtain signatures of the host Institutional Coordinator and the Faculty Dean,
- Provide evidence of extended insurance (KL, NNW and third party),
- Sign an addendum changing the period of stay during the traineeship no later than on the last day of the original contract.
IMPORTANT! The above should be completed at the latest 3 weeks before the planned end of the stay.
After the mobility
At the end of the stay in the host institution, it is necessary to settle the accounts of the mobility. It must be done within two weeks after the mobility’s end date indicated in the "Confirmation of Traineeship Period".
Only once it’s settled, the second tranche of financing is released.
IMPORTANT! Failure to settle the accounts within the specified time frames will result in having to repay all the funds awarded so far.
The settlement consists of:
- Completing the Erasmus Scholarship Holder Questionnaire via the European Commission's IT tool AKA Mobility Tool. The invitation is sent automatically to the student’s e-mail shortly after the end date of mobility.
- Submitting a complete set of required documents:
- Traineeship Certificate (Attachment No. 4 - available on ),
- Confirmation of Traineeship Period, including information about the form of completed practice (Attachment No. 5- available on request),
- Complete Training Agreement, including the part concerning changes in the programme, if any (ESRS),
- Evidence of travel and accommodation (ESRS). Applies only to those, who completed the placement in full or in part as a pass or whose mobility was interrupted due to force majeure.
document delivery method
- Via post,
- In person (upon prior phone appointment).
Address
University of Gdansk Rectorate
Jana Bażyńskiego 8, 80-309 Gdańsk
Erasmus + Exchange Office
Room 202 (2nd floor)
Contact Us
+48 58 523 24 67 or +48 58 523 31 22
Opening Times
Monday - Tuesday, Thursday - Friday - 8.00 AM - 3.00 PM (Wednesday - closed)
