Application process
Application deadline
The application process - step by step
The application process consists of five steps:
Documents to be submitted
Here you will find an overview of all documents that need to be submitted as part of the Erasmus+ application process, maybe during and after completing your internship.
Please note that the documents will only become available after you have registered in our system. There are several reasons for this:
- The documents vary depending on the project year. We thus ensure that you always use the most up-to-date version.
- KOOR uses its own templates featuring the KOOR logo, customised layouts, and additional instructions for completing the forms.
- The forms contain automatic form fields (merge fields) that transfer the information provided during your registration, making them easier to complete.
It is therefore not possible to provide the documents in advance. However, if you would like to inform your internship host organisation about the contents of the Learning Agreement for Traineeships at an early stage, you can refer to the standard DAAD document. Please note that this document is not accepted by KOOR and is provided for information and preparation purposes only.
Additional documents to be submitted during the application process, during the internship, or after completion, if applicable:
- Proof of graduation in case of a graduate traineeship
- DURING form (for extensions, shortening, or other changes to the internship)
- Declaration of Honour for Language Support
- Supporting documents for Top-Ups and/or Green Travel
If required, these documents will be sent to you by email upon request.
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
1. Short Evaluation in the Online Application Portal
The short evaluation is a mandatory part of your final documents. It contains questions about the services provided by KOOR – Erasmus Services BW as well as your experiences during your internship. Please complete the evaluation in the online application portal approximately 1–2 weeks before the end of your internship. Only after completing the evaluation will the other final documents (3 & 4) become available for download in the system.
In addition, we would be delighted if you voluntarily shared an experience report on the Mobility Insights platform. Share your experiences and provide future interns with helpful tips and insights for their stay abroad.
2. Erasmus+ Participant Report
The online questionnaire provided by the European Commission is used to evaluate the Erasmus+ programme and is mandatory for receiving the second instalment of your grant. You will automatically receive the link by email after the end of your internship. The email will be sent from EU-CORPORATE-NOTIFICATION-SYSTEM@ec.europa.eu with the subject line “Erasmus+ participant report”. Please also check your spam folder.
Completing the questionnaire takes approximately 10 minutes. Please answer the questions carefully, as the results are used, among other things, to evaluate the implementation of the Erasmus+ programme by KOOR – Erasmus Services BW.
3. Traineeship Certificate
The Traineeship Certificate must be completed and signed by your internship host organisation after you have completed your internship. It confirms the actual duration of your internship and documents the quality of the internship by describing the tasks you carried out and the knowledge and skills you acquired, as well as assessing your performance and conduct at work.
Alternatively, you may submit a qualified internship reference or certificate, provided that its content corresponds to the information required in our Traineeship Certificate template.
Important information:
- Handwritten Traineeship Certificates will not be accepted.
- The document must be completed by your internship host organisation, NOT by you.
- The Traineeship Certificate / Qualified Internship Reference may only be issued before the end of the internship in exceptional cases, and no earlier than one week before the scheduled end date.
- The full internship period must be stated in the format DD.MM.YYYY or written out in full. Stating the months only is not sufficient.
4. Confirmation of Documentation from Your Home University
This confirmation is required for both voluntary and compulsory internships, but not for graduate internships. By confirming the recognition of the work completed during your internship, your home university confirms:
- the type of internship and the number of ECTS credits recognised, in accordance with the agreements set out in the Learning Agreement;
- that the internship will be documented in your Transcript of Records (including ECTS credits) and/or your Diploma Supplement.
Important information:
- If the type of internship and/or the number of recognised ECTS credits differs from the information stated in the Learning Agreement, these deviations must be clearly and comprehensively explained in the designated justification field.
- The confirmation must be completed and signed by the departmental coordinator at your home university or by the examinations office. It must not be completed or signed by the Erasmus+ coordinator in the International Office!
Additional documents, if applicable
1. Proof of Graduation
- Required only for graduate traineeships
- Must be submitted by email before the Grant Agreement is issued
- Accepted documents: Certificate of exmatriculation or university diploma
Formal requirements: The date of exmatriculation or graduation must confirm that:
- The application (or statement of interest) was submitted before this date.
- The internship starts after this date.
- The internship ends within one year of this date
2. DURING form
If you plan to extend or shorten your traineeship period, or if there are any changes to the content of your traineeship, these changes must be documented in this form to make them officially valid.
The form must be dated and signed by your supervisor at the host institution, your departmental coordinator, and you.
Please also inform your Erasmus+ coordinator by email of any newly agreed traineeship dates.
You will receive this form from us by email after you have informally notified us by email of the changes. For extensions, this notification must be submitted at least one month before the originally planned end date.
3. Declaration of Honour for Language Support
- Required only if you request language support for language courses and/or self study materials.
- Must be submitted by email together with the final documents at the latest.
- The form will be sent to you by email upon request.
Formal requirements
- Language support can only be provided for certain languages. See requirements here.
- Language support can only be requested after the materials have been purchased or the language course has been completed.
- Supporting documents (e.g. receipts, certificates of participation) may be requested as proof and must be provided upon request.
4. Proof of Eligibility for Top-Ups and/or Green Travel
As part of the final document review, KOOR – Erasmus Services BW carries out random checks to verify eligibility for additional funding (fewer opportunities and green travel). Grant recipients are required to keep the relevant supporting documents and provide them upon request.
If the required proof cannot be provided or does not confirm eligibility for the additional funding, the additional funding granted for the entire funded internship period must be repaid to KOOR.
