Application process
The application process - step by step
- You have received your internship commitment? Register in our Online application portal Placement Online
- You confirm your registration with the link that will be sent to you by mail directly after the registration.
- Your application for the Erasmus+ scholarship will be formally reviewed by us.
- You will be given access to the application documents (Learning Agreement, application form, insurance declaration, declaration of honour for green travel).
- When filling out the documents our Checklist is there to help.
- You upload your application materials to Placement Online by the deadline (1 month before the start of the internship*).
- We check your application documents.
- You will complete an online language test in your future working language. (Please note that the language learning portal is currently not available)
- You will receive your scholarship contract, called the Grant Agreement, by mail.
- You print out the Grant Agreement and send it back to us in duplicate with your signature in the original by post.
- You will receive the payment of the first grant installment (80% of the total grant).
- During the internship inform us about any changes (shortening/extension) or in case of difficulties.
- Four weeks before the end of the internship, you will receive the reminder by mail to submit your final documents.
- You will complete the short field report in Placement Online.
- You will get access to the graduation documents (Traineeship Certificate, Certificate from the university recognizing your internship, Mobility Type Form, where applicable also upload your receipts/proof for green travel) in Placement Online.
- You will answer the European Commission survey in Mobility Tool+ (invitation will be sent by mail).
- When submitting the closing documents, our checklist will help.
- You upload all final documents to Placement Online by the deadline (8 weeks after the end of the internship).
- You will receive the second installment equal to 20% of the total stipend.
*For internships at educational institutions, there is a reduced deadline of one week for submitting the complete Erasmus+ application documents
The application documents
Application form
Download the application form as well as the other application documents in Placement Online after successful formal verification of your registration, sign it and submit it for signature to the Erasmus coordinator of the International Office of your home university. The form confirms your enrollment and your remaining Erasmus funding quota.
Learning Agreement
The Learning Agreement includes general information about your internship such as weekly working hours, working language, remuneration and insurance coverage. In addition, it states whether the internship is voluntary, mandatory, or graduate, and how it will be recognized at your home university. The Learning Agreement is signed by both your internship site and your department coordinator.
HKA students will find a list of the department coordination responsible for their course hereStudents of the other participating universities please contact their International Office.
Insurance declaration
With the insurance declaration signed by you, you confirm to us that you have sufficient health insurance coverage abroad and that your liability and accident insurance at the workplace is regulated.
Declaration of Honour for top ups
The declaration of honour for the additional funding can be downloaded after registration in placement online. You must indicate whether you are entitled to receive the additional funding or not.
As soon as you have signed and uploaded the declaration, we will unlock you for the further application documents.
Declaration of Honour for green travel
If you plan to travel at least one complete Route (outward or return) with susatianbale means of transport, you can download the declaration of honour for green travel after registration in placement online. You must indicate the sustainable means of transport you choose.
The declaration has to be printed and signed and submitted with the Grant Agreement by post.
The Grant Agreement
You will receive your Grant AGreement three months before the start of your internship.
This is the only document we need in the original . For this you will receive an email with the scholarship contract attached. Print this out in duplicate, sign it (incl. date) and return the contract to us BEFORE the start of your internship by mail.
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.
Mobility Type Form
The Mobility Type or Blended Form confirms to us the times you actually spent in the internship on site and which period you spent either in the home office in the target country or in Germany due to the corona pandemic.
