EXCHANGE STUDIES PRACTICAL INFORMATION - Kadri Toom International Relations Office, Tallinn University of Technology ; Tel 620 3549

EXCHANGE STUDIES
PRACTICAL INFORMATION

                                               Kadri Toom
International Relations Office, Tallinn University of Technology
                              kadri.toom@ttu.ee; Tel 620 3549

STEP 1: SELECTION

  By exchange committees in faculties

 After selection you are:
  the representatives of TUT and
  future ERASMUS / exchange studies
   ambassadors

STEP 2 : NOMINATION

 • Erasmus: first contact between the two
   universities by the Erasmus coordinator

 • Your personal information (name, date of
   birth, e-mail address, study field and
   level) is sent to the partner university
   abroad

 • Confirmation in some form is expected.
   (Usually, student would receive further
   instructions from the receiving university
   by email)

STEP 3: APPLYING TO THE
PARTNER UNIVERSITY
Online Application form or paper application.
Supporting documents (may vary):

    Transcript of Records – in English,
     signed/stamped, from your Dean’s Office
    Language certificate
    Copy of ID document
    Copy of EU Health Insurance card or other
     Proof of Health Insurance
    CV
    Learning Agreement

LEARNING AGREEMENT (LA)
Courses that you plan to take abroad
For TUT student, consists of 2 docs:
          Learning Agreement
          Exchange Studies Plan
LA
 Signed by the head of your study programme
  and the Erasmus coordinator
 Then sent to the receiving university for signing
 When complete, there are 5 signatures – 1 from
  student;2 from home university; 2 from the
  receiving university + stamps from both
  universities

LLP Erasmus
(2007 – 2013) LA

Unless the
receiving university
requires the new
form, this may still
be used in
2014/2015.

Available at
www.ttu.ee/erasm
us-forms

                         Signature of the
 Signature of the HEAD   Erasmus
 OF YOUR STUDY           coordinator of
 PROGRAMME at home       home university
 university              (Kadri Toom)
 Signature of the
 departmental /          Signature of the
 academic                Erasmus
 coordinator of the      coordinator of host
 host university         university

Erasmus Plus
(2014-2020) LA

If your receiving
university requires this
new form, please
contact TUT
Erasmus Office
in room II-201
for assistance.

Please note:
TUT Erasmus code is
EE TALLINN 04

Erasmus Plus
general info:
http://ec.europa.eu/progra
mmes/erasmus-
plus/index_en.htm

EXCHANGE STUDIES PLAN

TUT document, basis for the credit
transfer!
 Two columns to indicate the transfer plan

 To be approved and signed by the head
  of your study programme at TUT

 Stays in the TUT Dean’s Office

 Used in the credit transfer process after
  your exchange

Local TUT document. Only signed by you and the
head of your study programme at TUT.
Stays in your Dean’s office.
Keep a copy!

STUDY LOAD
 Exchange students are required to complete a
  minimum of 15 ECTS per semester, however
  your receiving university may set higher
  requirements
 You also have to follow the TUT / faculty
  requirements according to your student
  status!
 Additional information:
  http://ttu.ee/studying/new-and-current-
  student/regulations-2/#__6._Study_load
 Consult with your Dean’s office to make sure
  you are aware of all requirements!

STEP 4 -SENDING THE
APPLICATION DOCUMENTS

 Application documents must be completed and
  submitted to room II-201 at least a week before
  the application deadline
 Copies of application documents are kept in the
  IRO
 Keep copies for your own use
 Keep all your exchange studies documents –
  the LA, the financial agreement, the confirmation
  letters etc safe – they will be needed later!

STEP 5 –
CONFIRMATION OF ACCEPTANCE

May   be in the form of:
     Official Acceptance Letter by mail
     Pdf copy of the official acceptance letter
     Confirmation of acceptance via e-mail
     Signed Learning Agreement

The acceptance letter is a basis for
  signing the financial agreement

Bring the acceptance letter along with a
   copy of the academic calendar of the
   receiving university when you come to sign
   the Financial Agreement

STEP 6 – THE FINANCIAL AGREEMENT
   States the amount of your scholarship
   Calculated according to your study months at the
    receiving university
   Exact dates from the acceptance letter or the
    academic calendar of the receiving university
   If you return early, you may be required to return a part
    of the Erasmus grant
   The Financial agreement is signed shortly before the
    beginning of the exchange, from August. However
    there may be a delay in receiving the money this
    year, 2014, since we are moving into a new phase in
    the Erasmus programme
   If you go on exchange for the whole academic year, your
    second term scholarship is paid only after your second
    term Learning Agreement has been signed.
   Upon receiving the confirmation of acceptance, travel
    arrangements should be made

ERASMUS MONTHLY GRANTS
TUT outgoing Erasmus students will receive a
  monthly grant, depending on their destination:

Group 1 (countries with high living costs)
AT, DK, FI, FR, IE, IT, LI, NO, SE, UK : 500 Eur

Group 2 (countries with medium living costs)
BE, HR ,CZ, CY, DE, GR, IS, LU, NL, PT, SI, ES, TR : 450
  Eur

Group 3 (countries with lower living costs)
BG, EE, HU, LT, LV, MT, PL, RO, SK, FYROM: 400 Eur
Please note: (1) double financing is not allowed. If you receive another grant
   from the European Commission or the Estonian Government, you will
   participate in Erasmus programme without a scholarship.
   (2) For student exchange destinations outside of the Erasmus programme
   there are no automatic grant offers from TUT. (3) Switzerland does not take
   part in Erasmus programme in 2014/2015.

STEP 7 – REGISTERING IN OIS

 Register in OIS by the “red line day”
 Go to Applications and fill in an
  APPLICATION TO A VISITING STUDENT
  PLACE
 Enter the name of the host university and
  duration of the exchange
 If you have questions, contact your Dean’s
  Office

CONTACTS in Dean’s Offices
   Civil Engineering– Ms Betra Leesment, III-201, Tel: +372 620 3521,
    betra.leesment@ttu.ee
   Mechanical Engineering – Ms Jana Saidla, VI 221, Tel: +372 620 3533,
    jana.saidla@ttu.ee
   Power Engineering – Ms Ülle Valtna, VII 231, Tel: + 372 620 3695,
    ylle.valtna@ttu.ee
   IT – Ms Merike Siidoja, ICT- 407, Akadeemia tee 15A,Tel: + 372 620 3528,
    merike.siidoja@ttu.ee; Ms Katri Kadakas Tel: + 372 620 3544,
    katri.kadakas@ttu.ee
   Chemistry – Ms Marju Hõimla, IV 201,Tel: + 372 620 2795,
    marju.hoimla@ttu.ee
   Science – Ms Aili Hirvesoo, IV 208, Tel: + 372 620 2995,
    aili.hirvesoo@ttu.ee
   Social Sciences – Ms Elve Vunn, X 339, Akadeemia tee 3, Tel: + 372 620
    2646, elve.vunn@ttu.ee; Mr Archil Chochia, X 325, Akadeemia tee 3,
    Tel: + 372 620 2425, archil.chochia@ttu.ee

   Economics (incl. Int. Relations)– Ms Jelena Sõrmus, X-254, Akadeemia tee
    3, Tel: + 372 6204121, jelena.sormus@ttu.ee, Ms Annela Mets, X 247,
    Akadeemia tee 3, Tel + 372 620 3947, annela.mets@ttu.ee

   Colleges – College Erasmus coordinator

STEP 8 - CHANGING
  THE LEARNING AGREEMENT
Within one month from the beginning of exchange
  studies
Fill in the “Changes to Learning Agreement” form and
    correspondingly the Changes to Exchange Studies
    Plan
Sign the form and get signatures from the receiving
   university
Send back ALL THREE (pdf copies are fine):
       • The original Learning Agreement (which was
         sent with application)
       • The Changes to Learning Agreement
       • Changes to Exchange Studies Plan

STEP 9 - END OF PERIOD

CERTIFICATE OF ATTENDANCE – Official
  Confirmation of Study Period
  • Document that confirms your ACTUAL
    study period
  • NB! The number of months has to be in
    accordance with your financial
    agreement!

STUDENT FINAL REPORT
  • Within one month of your return

STUDY RESULTS

TRANSCRIPT OF RECORDS – Official
  document will be sent from university to
  university. (Original belongs to the student,
  copies to Dean’s office and Erasmus
  coordinator)

Find out WHEN the results will arrive!

NOTIFY YOUR DEAN’S OFFICE if they might
  not arrive by the end of June!

STEP 10 - CREDIT TRANSFER
   Once you have the Official Transcript,fill in
    the Credit Transfer form in ÕIS
   Print out the form
   Get a signature from the Head of your
    study programme
   Hand it in to your Dean’s Office along with
    the Official Transcript
   Students on paid places at TUT: credit
    transfer through APEL after your studies
    abroad: http://ttu.ee/studying/new-and-
    current-student/apel/.
   APEL fees: http://ttu.ee/studying/new-
    and-current-student/apel/apel-fees/.

REQUIRED DOCUMENTS
These five documents are required to
  complete your exchange:

1. Erasmus Financial Agreement
2. Learning Agreement + Changes (if
   needed)
3. Confirmation of study period
4. Transcript of Records
5. Student Report

NB! Because of the new phase of Erasmus
  programme in Autumn 2014, there might be
  some changes in documentation. We will
  inform you!

Residence permit, Visa requirements
 Non-EU students:

If holding a residence permit in Estonia and you wish
   to stay outside Estonia for more than 183 days per
   year, you will have to register your staying away
   with the Estonian Police and Border Guard Board
   either on the spot or by post:
   http://politsei.ee/en/teenused/residence-
   permit/eemalviibimise-registreerimine.dot

Non-EU students going to EU universities: Visa may
  be required. Please check with the receiving university
  or the closest consulate of the chosen country:
  http://www.vm.ee/?q=en/taxonomy/term/170

Additional info:
  http://ec.europa.eu/immigration/tab1.do?subSec=30
  &language=7$en#morethan

EU nationals going to EU
universities
If your stay in another EU country is
   longer than 3 months, you will be
   required to apply for a residence
   document confirming your right to live there

Please note: in some countries you may have
  to report your presence upon arrival

Information:
http://europa.eu/youreurope/citizens/residenc
   e/documents-formalities/registering-
   residence/index_en.htm.
Consult with the receiving university!

INSURANCE
Students from EU countries:
EU Health Insurance Card required!
    Easier access to medical services, although
     it does not cover all medical expenses

All exchange students: additional insurance
   is recommended or required by many
   universities!

Follow the receiving university’s
  instructions!

SUMMARY - NEXT STEPS

 Check the application deadline

 Follow the instructions of the receiving
  university

 Compile the application package

 Prepare the Exchange Studies Plan and the
  Learning Agreement

 Bring documents to room II-201 at least
  one week before the application deadline!

FUTURE RESPONSIBILITIES
Promoting the exchange studies
   • Among your friends
   • Study Abroad Fair
   • Info sessions
   • Facebook group: Tallinn Tech Students
     Abroad (you can join it today if you wish!)

TUT   International Club
  •    Buddies
  •    Events, competitions, parties
  •    Trips

Thank you!

          Kadri Toom, IRO II-201
        620 3549, kadri.toom@ttu.ee
             ttu.ee/studyabroad