Application process
The application process - step by step
- You have received your internship commitment? Register in our Online application portal
- Confirm your registration with the link that will be sent to you by mail directly after the registration.
- Download the declaration of honor for the additional funding and upload it fully completed back into the system.
- Download the declaration of honor for green travel and upload it fully completed back into the system.
- Download the insurance declaration and re-upload it after signing.
- Application for the Erasmus+ scholarship will be formally reviewed by us.
- You will be then given access to the application documents (Learning Agreement, application form).
- When filling out the documents our Checklist is there to help.
- Upload your application documents within the deadline ( 2 weeks prior to the start of the internship*).
- We check your application documents.
- Receive your scholarship contract, called the Grant Agreement, by email.
- Upload the signed grant agreement.
- Receive the payment of the first grant installment (80% of the total grant).
- During the internship you may inform us about any changes (shortening/extension) or in case of difficulties. We have to be informed of any planned extensions at least one month prior to the original end date of the traineeship.
- Four weeks before the end of the internship, you will receive the reminder by mail to submit your final documents.
- Complete the short questionnaire in the online application portal.
- Get access to the final documents (Traineeship Certificate & Certificate from the university recognizing your internship).
- Answer the Participant Report of the European Commission (invitation will be sent by mail, please check your SPAM file).
- When submitting the closing documents, our checklist will help.
- Upload all final documents within the deadline (2 months after your internship has ended).
- Receive the second installment equal to 20% of the total funding.
*For internships at schools and universities (including university reseach insitutions), there is a reduced deadline of one week for submitting the complete Erasmus+ application documents. The two week deadline applies to Language School.
The application documents
1. Declaration of Honour for Additional Funding (Top-Ups)
You can download the Declaration of Honour for Additional Funding immediately after registering at the online registration portal. In this declaration, you indicate whether you belong to the group of so-called "Fewer Opportunities" participants and whether you are eligible for, and wish to claim, additional funding.
2. Declaration of Honour for Green Travel
You can download the Declaration of Honour for Green Travel immediately after registering at the online registration portal. In this declaration, you confirm your need for additional funded travel days and provide information about the means of transport you intend to use for your journey abroad.
3. Insurance Declaration
The Insurance Declaration can be downloaded directly after registering at the online registration portal. By signing the declaration, you confirm that you have adequate international health insurance coverage and that appropriate liability and workplace accident insurance arrangements are in place for the duration of your traineeship.
Once you have completed, signed, and uploaded Declarations 1–3 in the system, access to the additional application documents (4–5) will be unlocked.
4. Application Form
You can download the application form after your registration has been successfully reviewed by KOOR. You must sign it and submit it to the Erasmus coordinator at the International Office of your home university for signature. The form confirms your enrolment and your remaining Erasmus funding eligibility.
Students of HKA should send their application form together with a current certificate of enrolment to erasmus.KOOR@h-ka.de for signature.
5. Learning Agreement for Traineeships
The Learning Agreement contains the key information about your internship, including the area of work, weekly working hours, working language, remuneration, insurance coverage, and details regarding recognition at your home university. It also specifies whether the internship is a voluntary internship, a compulsory internship, or a graduate internship. The document must be signed by you, your internship provider, and your departmental coordinator. After uploading it to the online registration portal, it will be countersigned by KOOR.
Students of HKA can find the relevant departmental coordination here. Students from other participating universities should contact their International Office.
The Grant Agreement
You will receive your Grant Agreement at the earliest three months before the start of your internship. It will be sent to you by email as an attachment.
Read the document carefully, and double-check all information, especially your contact and bank details before signing it. Upload the signed document to the online registration portal in good time before the start of your internship.
The final documents
Traineeship Certificate
The Traineeship Certificate is filled out and signed by the internship site after your internship. It confirms the actual duration of the internship.
Certificate of the university
With the certificate of the university for the recognition of your achievements in the internship, your university confirms the notation of your internship in your Transcript of Records (incl. ECTS) and/or Diploma Supplement. You will need the certificate for both voluntary and compulsory internships.
