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Information for UCL students who are undertaking an Erasmus+ placement as part of their degree programme.

The Erasmus+ funding arrangements set out below are subject to change following the UK's departure from the EU. 

Introduction to the Erasmus+ Programme

You can study or work abroad in Europe as part of your degree for a semester of a full-year. UCL has 400 Erasmus+ agreements with over 230 institutions in Europe. Please visit our Options Guide to find out more about the Erasmus+ agreements that your department has with other universities in Europe.

All students who have been selected by their department or the Study Abroad Team to participate in the Erasmus+ programme are eligible to receive an Erasmus+ mobility grant, provided they meet the requirements of the programme. The grant is non-repayable and is paid to you by UCL, using funds provided by the European Commission. These funds are awarded annually to UCL by the British Council (the UK National Agency for the Erasmus+).

Erasmus+ Grant 

All students who participate in the Erasmus+ programme are eligible to receive a grant, regardless of their nationality (unless you are to complete your placement virtually outside of the host country. More information in the first drop down option on the list below). To qualify, you must be taking part in one of the following activities as part of an approved programme of study for your year/semester abroad:

  • Erasmus+ exchange between UCL and another UCL partner university which holds an Erasmus+ Charter.

  • Undertaking an approved work placement in an EU country

  • Completing a British Council Language Assistantship in an EU country (SELCS only)

The period of the placement should be a minimum of 2 months (training) or 3 months (study). Most full-year placements will be around 9 months in duration. The maximum period of time a student can spend studying under the Erasmus+ programme at each level of study (UG or PG) is 12 months.

Important Information for 2021/22

There are some changes to eligibility for funding for this academic year as follows.

Blended Mobility

The British Council have confirmed that blended mobility is permitted, meaning you can begin your placement online with the view of going abroad to your placement in person later. This allowance is in place because there may be travel retrictions and/or your host university/organisation are operating online in the first instance.

Will I be funded if I am studying/working online and in the host country?

Yes. You will be eligible for funding if you are studying/working online from within your host country. Your host institution/organisation might offer a mixture of online and in person teaching/work. If this is carried out in the country of your placement, you are eligible to be funded for this.

Will I be funded if I am studying/working online from outside of the host country?

No. You will not be eligible for funding for any online learning period outside of the host country. You will still need to complete the relevant Erasmus paperwork.

Whether you will be studying in person, online and in or outside of the host country, you will do so as part of the Erasmus+ programme. Therefore, even if funding cannot be awarded as above mentioned, you will still have access to other areas of the programme, such as the Online Linguistic Support (OLS) tool.
 

Applying for the Erasmus+ grant

Once you have taken some time to familiarise yourself with the Erasmus information on our website, please can you confirm your placement(s) dates through askUCL by opening a new enquiry under the category Erasmus+ Grant Application.

We require your placement dates in order to calculate the amount of Erasmus+ funding that you are entitled to. Once we have received your dates, you will receive your personalised Grant Agreement. Your Grant Agreement outlines the amount of Erasmus+ funding that you are entitled to.

NB: If you are to do blended mobility (information in the above drop down menu), you must seperately confirm this and the dates of the virtual mobility to studyabroad@ucl.ac.uk as well as completing the below.

Guidance on completing this form

  • The dates that we require are the start and end date of your placement (i.e. the first and last day that you will be required to be in attendance), NOT the dates on which you plan to travel to and from your host country. If part of your placement will be carried out outside of the host country online, you must notify the Study Abroad team as well as completing this form by emailing studyabroad@ucl.ac.uk confirming this information.
  • For study placements: you can find the exact dates in the academic calendar of your host university
  • Note for study placements in Germany: most of the German universities indicate as end of the academic year the 30th of September. Bear in mind that this include the summer break – you should provide us with the date that the exams finish
  • If you are undertaking an Erasmus placement in Semester 2 only, or a different Erasmus placement in Semester 2, your paperwork pack for this will sent in the weeks prior to the commencement of this placement.
  • If you are a split-year student, please complete the form once, including information on both placements
  • You are only able to complete this form once. If you make an error or subsequently need to amend your dates, please contact studyabroad@ucl.ac.uk directly
  • It is vital that you complete this form prior to departure and once you can accurately confirm your placement dates
Supplementary grant for students from disadvantaged background 

There is an additional grant for those students from disadvantaged background who are undertaking a work or study placement in Europe under the Erasmus scheme. Eligible students are defined as disadvantaged by the relevant authorities and are eligible for grants and loans. For example, in England, these are students from households with annual incomes of £25,000 or less.

If you are a Home (UK) or EU student, the Study Abroad Team will source information on your eligibility from UCL Student Funding Office and Student Finance England and the supplementary grant will be added automatically on top of your main Erasmus+ grant.

If you are an Overseas student (non-UK/EU), the criteria should be based on national or regional equivalent. You will need to contact the Study Abroad Team, no later than 2 weeks before that start day of your placement, to provide evidence on your eligibility.

Study Placements: The supplementary grant awarded to students who meet the criteria is €120 per month. For example:

Study in medium/lower cost country: €370 + €120 = €490 per month

Study in higher cost country: €420 + €120 = €540 per month

Work Placements: The supplementary grant awarded to students who meet the criteria is €20 per month. For example:

Study in medium/lower cost country: €470 + €20 = €490 per month

Study in higher cost country: €520 + €20 = €540 per month

The grant is intended as a contribution to assist with the extra costs of studying/working abroad. It will not cover all the costs of your year/semester abroad, and should not be factored in to budgeting for core living expenses like rent, food etc.

The grant does not replace the standard student loans or grants to which you are entitled. If you normally receive a maintenance/tuition loan or UCL bursary, you should continue to apply for these in the normal way.

Receiving your Erasmus+ grant

We are only able to make payments in GBP (pounds sterling) by bank transfer into a UK account. Before the commence of your mobility you must ensure that you have a UK bank account. During the summer before you go abroad, you will be asked to add your bank details to your Portico account (instructions will be provided) so that we can make the transfer quickly and easily.

Saving your Bank Details on Portico

Log in to Portico with your UCL userid and password Click on ‘View/Update your Bank Details’ Under ‘Studentship Stipends’ enter your correct UK bank details and save them, using a recognisable label (i.e. Erasmus grant details)

Erasmus+ grant payment timeline

Grant payments can only be made to students once funds are received by UCL from the European Commission, usually in the autumn. However, there is no confirmed date for payment and this can be subject to delays, so please make sure that you have sufficient funds to cover at least the first 3 months of your placement.

Grant payments will only be made following submission and processing of all the required paperwork. The Study Abroad Team will process Erasmus+ paperwork twice a week during peak times, once a week during the rest of the year. The UCL Finance Team process payments twice weekly. We will aim to ensure that grant payments are processed within a maximum of 10 working days following submission of completed documentation. You should consider these processing/payment schedules when you are preparing your budget.

Although the Erasmus+ grant is calculated according to a monthly rate, it is paid as a lump sum in two unequal instalments:

  • Instalment 1 (80% of the total grant)
    The first instalment of your grant will be processed following submission of your Grant Agreement, fully-signed Learning Agreement and Confirmation of Arrival Form. If you submit these on time, this should be shortly after the start of your placement, assuming that UCL has received the funding from the British Council.

  • Instalment 2 (remaining 20% of the total grant)
    The remaining 20% of your grant will be paid after your placement has ended, conditional upon you having submitted all paperwork throughout your placement and your Confirmation of Departure form.

Confirmation of your grant payment

The Study Abroad Team will notify you by email ahead of any payments being made to you by UCL. After payment is made you will receive a ‘Remittance Advice’ notice by email from Accounts Payable to your UCL account. It is your responsibility to check that you have received the funds and alert us if you have not received them within the expected timeframe. It is therefore important that you are able to access your bank account from abroad – it is recommended that you set up internet or mobile banking for all your accounts before leaving the UK.

Additional Erasmus+ funding for students with disabilities 

If you have a disability or exceptional special needs then you may be entitled to extra funding to cover associated costs on your Erasmus+ placement. Please contact the UCL Study Abroad Team for further details.

The additional financial support that Erasmus+ provides for students with disabilities and other support needs helps to ensure that the programme remains inclusive and open to everyone. Students who need to apply for a special needs allowance should do so via the UCL Study Abroad Team as soon as possible before the start of the academic year in which they will be studying abroad.

Undertaking two different Erasmus+ placements during your year abroad

Please note that each Erasmus placement is treated as a separate mobility. If you are spending your year abroad on two separate Erasmus+ placements, you will receive a paperwork pack (Grant Agreement, Learning Agreement) for each placement separately, prior to each placement commencing. You will also receive your mobility grant for each placement separately.

Change in circumstances on your year abroad

If you return early from your Erasmus+ placement, if you fail your year abroad, or if you contravene the terms of your Erasmus+ Grant Agreement, it is likely that you will have to return some or all of your Erasmus+ grant.

In any case, it is paramount that you let the Study Abroad Team at UCL know as soon as possible of any changes in your situation which may affect your eligibility to receive a grant.

Similarly, it is a condition for receiving your grant that you undertake to return all the necessary Erasmus+ paperwork to UCL during the course of your Erasmus+ placement. If you do not do so you should be aware that you will be deemed ineligible to have received the grant and will be asked to return any money you have already been paid.

Change to placement dates whilst abroad

We appreciate that at the point of providing us with your placement dates, you are still a good few months away from arrival; as such, your exact start and end date may change during your placement. Please notify the UCL Study Abroad Team as soon as possible if the duration of your placement is likely to change, or if you are notified by your host institution/employer that your start and/or end date differ to the dates stated on your Grant Agreement. The Study Abroad Team will assess the change and respond accordingly.

Any extensions to placements must be communicated to the Study Abroad Team at least one month before the anticipated end date of the placement. Any reductions in placement duration will be assessed as appropriate by the Study Abroad Team.

Required documentation

In line with Erasmus+ regulations, you are required to submit a number of documents to us in order to qualify for your Erasmus+ Mobility Grant. Please visit our Documents and Forms page to find out more information about the documents you are required to submit.