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INFORMATION ABOUT THE RESULT

After the official approval of the ELTE Student and Teacher Mobility Committee (HOMB), the applicant will be informed via email (and also via Mobility-Online) about the result of the Erasmus+ application. 

NOMINATION 

The students who have won Erasmus+ scholarship for study purpose are nominated to their host institution by their faculty international coordinator. Please note, that the nomination process and deadline are different in each host institution, thus we advise you to consult the nomination deadline in your host institution and ascertain that you are nominated by the deadline. The host institution confirms whether they can receive the nominated student for the semester.  

HOST UNIVERSITY REGISTRATION PROCEDURE (Long-term student mobility) 

After the nomination confirmation, the receiving universities contact their incoming Erasmus+ students to inform them about their own respective registration processes and the field of studies given. If the host university does not inform the student about the successful nomination and/or send the instruction about its registration procedure (in case of Autunm mobility until April, in case of Spring semester until October) please contact the Faculty International Office via email.

Generally required registration documents by the host universities (universities can vary in their registration requirements): 

• Registration form – in need of the responsible person’s signature at the sending university, please contact the Faculty International Office 

• Erasmus+ Scholarship Certificate – Issued by the Faculty International Office 

• Certificate of Language proficiency – Host universities may require an official document proving the student’s language proficiency. The accepted documents can be varied by universities (examples for accepted proofs of language proficiency: the host university’s own template, the student’s language exam certificate, or a certificate of language proficiency issued by the Faculty International Office) 

• Transcript of Records – Issued by the Academic Registrar’s Office 

The student only needs to submit the required documents in the required format before the registration deadline! The preparation and submissions of the required registration documents are the responsibility of the student. For more information, please check the website of the host university! 

MORE PRACTICAL INFORMATION 

All obligations related to travelling and staying abroad (travel, accommodation, visa, residence permit, etc.) should be managed and financed by the scholarship holder. The student also should acknowledge the fact that the Erasmus+ grant may be not enough to cover all incurred costs. The calls for additional financial support are available here. 

• The scholarship winners should keep themselves informed about accommodation facilities of the receiving institution and arrange an accommodation, with the help provided by the host institution 

• The scholarship winner takes care about the travel arrangements and the insurance covering the whole mobility period according to the insurance requirement of the host university 

ELTE ADMINISTRATION TO DO’S  

BEFORE THE MOBILITY

Erasmus+ Scholarship winners (long-term mobility, short-term mobility, traineeship) obligated to complete the Before, During and After the Mobility administration to do’s at ELTE. These tasks are mandatory for receiving the scholarship. It is recommended to start the administration 6-8 weeks before the start of the mobility, so the scholarship arrives by the start date of the mobility. In case of later administration, the scholarship will also be paid later.  We recommend that you open a euro-based account for your Erasmus+ scholarship. 

Students with an awarded study abroad mobility from 2024/2025 spring semester can complete their pre-departure tasks (concluding the Learning Agreement, entering the necessary data for the grant contract, etc.) via Mobility-Online. You can find the information material here. If you have any questions, please contact your faculty international coordinator. 

DURING THE MOBILITY 

1. Registering for the semester. Please note that one of the basic conditions of the Erasmus+ scholarship is that the student has an active student status during the scholarship period in Hungary (it does not apply to students participating in traineeship after graduation). During the registration period at ELTE, declare your active student status in Neptun as usual. If you have missed this, report it urgently to the faculty Academic Registrar’s Office. Passive students are not eligible for an Erasmus+ scholarship, failure to declare the active student status will result in a refund of the full amount of the grant awarded.  

After the registration period at ELTE, the declared active status will be changed to Erasmus status by the Academic Registrar’s Office. If the student active status has not been changed to Erasmus status by October (in case of autumn semester mobility) or by April (in case of spring semester mobility) contact the faculty International Office via email.

The Erasmus status in Neptun is crucial, because: 

• The credit recognition is not possible without declared status (according to point 3.10 of the Grant Agreement, credit recognition must be initiated upon arrival back home); 

• Students with Erasmus status are exempt from reallocation (in the case where such reallocation would occur due to the Erasmus semester at the end of the academic year); 

• No tuition fee is required for credits gained during the Erasmus semester in case of credit exceedance

2. Completing the Learning Agreement During the Mobility (optional)

Submitting the LA During the Mobility document is mandatory for everyone whose courses have changed compared to the Before the Mobility section.

• via Mobility-Online (Digital Learning Agreement, abbreviated: DLA), if the Before the Mobility part was submitted there — see details in the attached guide.

• In paper form, filled out, signed, and then uploaded as a PDF to Mobility-Online, if the Before the Mobility was submitted this way.

Important notes when filling it out:

• Only the added or deleted courses need to be indicated in the document.

• Fill it out only when your final course list at the host university is available.

• If there is a difference in the ECTS credit totals between Table A and Table B, enter the difference in Table B under one line called "Elective courses."

• One foreign course can be recognized for multiple ELTE courses, and vice versa, multiple foreign courses can be combined for the recognition of one ELTE course — if the acquired knowledge justifies it and the program director approves it.

• The program director (responsible person) must also approve and sign this document.

• All three parties’ signatures are required! Electronic signatures (e.g., via Adobe Reader) are accepted, but AVDH-certified signatures are not. For DLA, the document is automatically forwarded to all signatories.

The final version signed by all three parties must be submitted by email to erasmus@tatk.elte.hu At this point, the student's final list of foreign courses and their recognition at ELTE will be confirmed by the program director.

3. Submitting the Neptun Application Form for Preliminary Course Recognition (mandatory)

The form (similar to the Learning Agreement) includes the courses completed abroad and the ELTE courses to be recognized. However, unlike the LA, this form presents clear course equivalency pairs.  The form is forwarded by the Neptun system to the program director after the submission deadline. The program director may either approve or reject the request.If the program director rejects it, the student can submit a new application form. To ensure a smooth process, it is recommended that the form be completed in line with the course equivalences agreed upon in the Learning Agreement (Before or During, depending on whether changes were made). If any of these details are unclear, it is advisable to consult the program director again before submitting the form.

After the Mobility 

The remaining 10% of your scholarship will be awarded after the successful completion of the mobility and the fulfilment of the obligations set out in the Grant Agreement. By submitting the Erasmus + final documents, students fulfil their obligations under the Grant Agreement regarding the settlement, and at the same time requests the payment of the residual scholarship.

HOW TO CLOSE THE MOBILITY? 

1. Transcript of Records/Traineeship Certificate: It contains all the courses completed at the host institution and their credit value / the student's professional activity, as well as the signature and seal of the host institution, etc. (In the case of traineeships, it can be substituted by the Learning Agreement After the Mobility section) 

2. Certificate of Attendance: it confirms the exact dates of your mobility, please ask your host institution to fill it out and sign it. In the case of study abroad mobility, please use the Certificate of Attendance form provided, but in the case of traineeship it can be substituted with the Learning Agreement After the Mobility section or the Traineeship Certificate.

   Additional Information for the Certificate of Attendance (CoA): The receiving university must indicate the exact period of time of the mobility, the starting date of their studies as well as when they completed their studies. If the verified dates fall outside the semester period, the receiving university must provide an explanation in the comments section why earlier departure was necessary (e.g., participation in a language course before the start of classes) and why a later departure was required (e.g., retake exams). In the absence of such justification, only the period falling within the semester will be accepted. If the duration stated in the CoA deviates by more than 5 days from the initially specified duration (as stated in the Grant Agreement), the scholarship will be recalculated. This may result in a refund if the second instalment does not cover the difference (before mobility, only 90% of the total scholarship is transferred; the remaining 10% is paid after submission of the closing documents), but it may also result in an additional scholarship payment. Therefore, the scholarship is only granted for the period spent abroad in connection with the studies. 

3. Certificate of green travel: Students awarded with the additional support for green travel are obliged to keep the travel documents and provide proof of the realised green travel at the end of their mobility. Accordingly, please take special care to keep the tickets used during the trip! Accepted certificates: 

• travel documents (travel tickets - e.g. bus ticket, train ticket), which contain the name of the student, the travel dates and the location of departure and arrival,
• without them (e.g. carsharing, car-pooling, train ticket without a name) a legal liability form (through a customer gateway with AVDH authentication, or printed out, signed with a blue pen, scanned and then sent). 

4. Proof of use of the additional support for students with disabilities or long-term illnesses: Students awarded the additional support must provide proof of use with an itemised list supported by invoices at the end of their mobility. Please follow the guidance for the documentation you received via e-mail when you were awarded with the additional support. Failure to do so will prevent closing your mobility. 

For more information, please visit the following website. 

CREDIT RECOGNITION

The recognition of credits completed within the Erasmus+ programme is a multi-phase process. The aim is to ensure that the credits gained abroad are recognised at ELTE, paired appropriately with equivalent courses from the curriculum and recorded in the Neptun system. 

1. The preparation of the Learning Agreement consists of two phases: the "Before the Mobility" and the "During the Mobility" Learning Agreement. In both phases, the student fills out the agreement and has it signed by their ELTE programme director and the responsible person at the host university.  The "During the Mobility" section should be filled after the Erasmus semester begins, once the course registration period at the host university is over, it is confirmed which courses the student will take abroad and which home institution courses will be recognised in exchange, based on the agreement with the programme director. The deadlines for submission are November 30 for the autumn semester and April 30 for the spring semester. 

2. Additionally, during the mobility, a Neptun request must be submitted for the preliminary course recognition at ELTE. The assistance of the host institution is not required for this procedure. The submission deadlines are November 30 for the autumn semester and April 30 for the spring semester.  The preliminary course recognition Neptun request (similar to the LA) contains the details of the courses completed abroad and those to be recognised at the home university. However, unlike the LA, these courses are presented in clear equivalence pairs. The student must fill the request with the details of each course taken abroad (course code, name, credits) along with a compulsory or compulsory elective ELTE course (course code, name, credits at ELTE) that they wish to have recognised as equivalent. If the completed course during the mobility wished to be recognised as elective course at ELTE, please skip the code detail of the course, add ‘elective course’ as the name of the course, and add the number of credits of the completed course abroad. At the end of the form, the total credit value of the courses completed abroad and the total credit value of the equivalent ELTE courses to be recognised must be summarised. The difference between these two numbers should be entered in the lower-right cell of the table as elective credits. This ensures that every gained credit during the mobility will be recognised by ELTE. Please note, in case of credit exceedance no tuition fee should be paid after credits completed during the Erasmus period! 

The finalised form, submitted by the student via Neptun system to the programme director, can be either approved or rejected.  In case of a rejection by the programme director, the student can submit a new request. To ensure a smooth process, it is advisable to adhere to the details agreed upon during the creation of the LA. If any of these details are unclear, it is recommended to consult with the programme director again before finalising the form. 

3. At the end of the mobility, the student uploads the Transcript of Records (ToR) received from the host university, along with the Credit Recognition Request via Neptun. Based on these two documents, the Academic Registrar's Office will—without any further assessment—record the credits gained abroad, either as equivalents of curriculum courses or elective courses at ELTE. 

For graduating students, the ToR and the Credit Recognition Request form must be submitted at least three working days before their scheduled final exam. It is essential for these students to present their Transcript of Records and have their courses recognised before the final examination – without these steps, they will not be permitted to take the final exam.   

For more information about the credit recognition procedure at ELTE, please visit the following website. 

UNIQUELY TAILORED STUDY ARRANGEMENT

If the student intends to take compulsory credits according to their curriculum at ELTE during the semester of the mobility, they must consult with their programme director regarding the uniquely tailored study arrangement before the mobility period.  A student who wishes to submit a uniquely tailored study arrangement request to the Study and Credit Transfer Committee (TKB) should electronically send via the Neptun system to the Faculty's Academic Registrar’s Office, addressed to the Study and Credit Transfer Committee (TKB). The request must be submitted using a form specifically designed for this purpose, which can be obtained from the relevant Academic Registrar at the Academic Registrar's Office (TH). Further details are provided in Section 74 of the Academic Regulations for Students.