During / After Stay

Here you will find information on the following topics:

  • Extension
  • Cancellation/termination/shortening
  • Confirmation of stay
  • Recognition

All necessary Erasmus documents are provided under Documents/Links


Extension DURING the stay abroad

NOTE: At the moment, the extension of a current stay abroad is NOT possible.

If your stay takes place in the winter semester, you can – if both host and home university agree – extend your stay to the summer semester (subject to available budget, possibly on a zero-grant basis). You can also apply for an extension if you have specified a too short duration of stay in the agreement (for example: examination period in the last month of stay not observed). An extension from the summer semester to the following winter semester (over the summer vacations) is not possible. Residencies in the UK cannot be extended.

The following steps are required for the extension:

1) Host University Consent:
Ask your host university if they agree to an extension. The extension must not affect the number of Erasmus+ places (quota) available for other students. If your host university deducts extensions from the University of Salzburg’s quota, which would mean that the extension would affect other mobilities, the extension cannot be carried out.

2) Application:
Applications will be submitted directly via Mobility Online as of WS 2022/23.

Deadline for application: 4 weeks before the end of the original stay.

The application must be filled out completely by you (with academic motivation) and signed by the Erasmus+ contact person at the host university. The extension period must start seamlessly with the first day after the end of the original period and must be at least 15 days. You should never exceed your personal quota of Erasmus+ mobility months (12 months per study cycle/24 months for diploma studies).

3) Agreement of the home university
If you have uploaded the complete application including the agreement of the host university in Mobility Online in due time, and if furthermore your mobility coordinator agrees to the extension (upon request of the International Office), the application will be approved (if applicable on a zero-grant basis). You will be informed by email about the outcome of the application.

4) Extended Learning Agreement
Upload your extended Learning Agreement in Mobility Online (as soon as you know which new courses you will attend during the extended period; the Learning Agreement does not necessarily have to arrive together with the application). For this purpose, use the Learning Agreement during the Mobility form that you generate in Mobility Online and have all additional courses that you want to receive credit for confirmed by your host university and the body responsible for credit transfer issues at the department. Note that there is also a minimum requirement of 3 ECTS per month for the period extended as a zero grant.

5) New Grant Agreement (Addendum)
After a successful extension, the International Office will issue a supplementary agreement (“Addendum”) – also in the case of a Zero Grant extension. You will then be notified by email – as with the first grant agreement. The Addendum must then be signed by you as well as by the International Office. Please note that the agreement – also for the extended period – is an absolute requirement for the Erasmus+ stay!

6) Recipients of study grants (Studienbeihilfe)
If you are receiving study grants, you must apply to the Scholarship Office (Stipendienstelle) for an extension of the study grant.


Withdrawal/dropout/shortening

If you feel compelled to withdraw from your Erasmus+ stay before it begins, or (if you are already abroad) to terminate your Erasmus+ stay early, please complete the appropriate steps in Mobility Online. Shortenings are also handled via Mobility Online.

In any case, please inform the International Relations Departmen of the PLUS via as well as your responsible E+ coordinator at FB and the responsible person at the host institution.


AFTER the Erasmus stay abroad

After the stay, the following documents must be submitted to the International Relations Office (in person or by mail) for the payment of the 2nd instalment of the E+ scholarship:

  • Transcript of Records (issued by the host university)
  • Confirmation of Residence
  • Letter of Recognition from the PLUS

Confirmation of stay

Before your return you have to get a confirmation of stay signed by the host university for the whole period of your Erasmus+ stay. You can find a template here on this website in the download section. You can also use a form provided by the host university.

Attention: The confirmation of stay must have been signed at the earliest 5 days before the end of your stay (according to the confirmation), otherwise it will not be accepted.

Current program generation (mobilities starting on or after 01.09.2021, except UK): After the end of the stay you have to send the original confirmation of stay to the International Office within four weeks (in person or by registered mail). The confirmation of stay can also be accepted by email if it is sent directly from the host university to the International Office. Only then will you receive the second, final installment of your Erasmus+ grant. If your stay was shorter than originally stated, this will be deducted from the last installment on a per-day basis.

Previous program generation (mobilities starting before 01.09.2021 or to UK): After the end of your stay you have to send the original confirmation of stay to the OeAD-Erasmusreferat within four weeks (in person or by registered mail; NOT to the International Office of the University of Salzburg). Only then will you receive the second, final installment of your Erasmus+ grant. If your stay was shorter than originally stated, this will be deducted from the last installment on a per-day basis.

If you do not submit the confirmation of stay, you will have to pay back the entire Erasmus+ grant!

Recognition

Erasmus+ is a full-time study program, i.e. in principle you have to complete a total of 30 ECTS credits per semester. According to the Erasmus+ guidelines, for the funding a minimum of 3 ETCS per month of stay must be recognized at the home university (= University of Salzburg)!
The detailed conditions (e.g. repayment limit for the mobility grant) are part of the grant agreement; for more information see “Financial Support”.

For recognitions at PLUS, please follow the recognition guide here.
Alternatively, for Joint Master’s recognitions, the Learning Agreement Section C “Recognition AFTER Stay” can be used. This is available under “Downloads/Links”.

Deadlines for recognition:

  • 2 months after return from abroad.
  • Students whose stay ends in June or later: 15. November.

After successful recognition, hand in to
(1) the transcript of records from the host university
(2) official recognition from Rechtsabteilung at PLUS

(Not available yet: Upload two documents in Mobility Online, namely (1) the transcript of records from the host university and (2) official recognition from Rechtsabteilung at PLUS.)

If, due to the student’s fault, the recognition cannot be proven or cannot be proven to the required extent, all or part of the mobility grant may be reclaimed.

Recipients of study grants must also submit recognition documents to the Stipendienstelle. Please observe the internal deadlines and guidelines of the Stipendienstelle.

Please note that the payment of the 2nd installment of the Erasmus+ scholarship will only be made after the recognition notification and the confirmation of stay have been reviewed.

Co-funded by the EU_POS