Scholarship Holder Guide-English

2014
Scholarship Holder Guide

[GUIDELINES FOR SCHOLARSHIPS 2014] FELLOW-MUNDUS
Contents
1 Introduction .................................................................................................................2
2 Step by step: What to do once selected ........................................................................3
2.1 Before arrival – Preparation of the mobility period...................................................... 3
2.2 Upon arrival at the host institution and during the mobility period ............................ 3
2.3 Finishing the mobility period ........................................................................................ 4
3 Practical information ....................................................................................................5
3.1 Starting date and duration of the mobility period ........................................................ 5
3.2 Documents .................................................................................................................... 5
3.2.1 Mandatory documents .......................................................................................... 5
3.2.2 Visa ........................................................................................................................ 8
3.3 The scholarship.............................................................................................................. 9
3.3.1 Scholarship’s coverage .......................................................................................... 9
3.3.2 Monthly allowance ................................................................................................ 9
3.3.3 Tuition fees .......................................................................................................... 10
3.3.4 Participation costs ............................................................................................... 10
3.3.5 Scholarship’s holder expenses and request for reimbursement ........................ 10
3.3.6 Payment of the scholarship ................................................................................. 11
3.4 Housing........................................................................................................................ 12
3.5 Language courses ........................................................................................................ 12
3.6 Travel ........................................................................................................................... 13
3.7 Insurance ..................................................................................................................... 14
3.8 Information for staff mobility ..................................................................................... 14
4 Contact details ........................................................................................................... 16
5 Check list ................................................................................................................... 17
1
1 Introduction
Congratulations on having been accepted for an Erasmus Mundus FELLOW-MUNDUS

scholarship! The FELLOW-MUNDUS team is excited to welcome you to its community!
We hope that this guide will help you understand what to expect and what steps you need to
take before, during, and after your FELLOW-MUNDUS experience. Please read this guide
carefully and take it with you during the whole duration of the mobility.
The Guide is structured in a simple way:
a) Step by step: What to do once selected

b) Practical Information (documentation, information about the scholarship, housing,
insurance, and specific information about Staff mobility)
c) Contact details
d) A useful check list to help you preparing your mobility
This Guide was developed thanks to previous Erasmus Mundus projects and students’
feedback: we therefore hope that the information herein included clarifies all the questions
that may arise during the phase of mobility preparation and implementation. Should you have
any further question, please contact: fellow@unl.pt
The FELLOW-MUNDUS team wishes you a fruitful academic and personal experience!
2
2 Step by step: What to do once selected
2.1 Before arrival – Preparation of the mobility period
 Send the Statement of scholarship acceptance by email.

 Define the mobility dates together with the host institution.
 Update the personal data and travel information.
 Send a copy of the passport/visa, to the FELLOW-MUNDUS team via email.
 Discuss and sign the learning agreement/research plan/work plan with the home and
host university and fill it in. Send a copy to the FELLOW-MUNDUS team via email.
2.2 Upon arrival at the host institution and during the mobility period
 Meet the contact person of your host institution to have the first meeting. In this
welcoming meeting, you will receive information on several important aspects for the
smooth implementation of your mobility flow:
o opening of a bank account in the host country (if applicable);
o registration procedures at the local authorities;
o student facilities and registration at the host institution;
o any other necessary procedures at this stage.
 Hand in the original boarding passes of your travels to the contact person at the host
institution who will send them by post to the FELLOW-MUNDUS team. In case you
have lost your boarding passes, you must provide a statement issued by the flights
company confirming your travel or a copy of the passport with a stamp of the
authorities confirming you entered the host country. These documents may be issued
only after the payment of a fee.
 Send the reimbursement request via email and send the original receipts of payment
by postal mail to the FELLOW-MUNDUS team (if any).
 Sign the Certificate of arrival and ask the host university to send a copy to the
FELLOW-MUNDUS team.
 Open a bank account at the host country (where applicable);
 Send a copy of your local bank account details, once you have opened a bank account
in the host city (where applicable), to the FELLOW-MUNDUS team by email.
 Sign 3 copies of the Scholarship contract that the host university will handle to you
upon arrival. The host university will then send them to the FELLOW-MUNDUS team
by postal mail. Once they have been signed by the FELLOW-MUNDUS team, we will
send 2 copies of it (one for the scholarship holder and the other one for the host
institution).
 Register to courses at the host institution.
 Discuss and sign the changes to the learning agreement/research plan/work plan
with the home and host university and fill it in. Send a copy to the FELLOW-MUNDUS
team via email.
3
2.3 Finishing the mobility period

 Send the reimbursement request via email and send the original receipts of payment
by postal mail to the FELLOW-MUNDUS team (if any).
 Boarding passes:
If you are a scholarship holder coming from a partner institution, you must hand out
the boarding passes of the return flight to the home institution’s contact person which
will send them to the FELLOW-MUNDUS team by international postal mail. If you are a
scholarship holder coming from a non-partner institution, you must send the boarding
passes of the return flight to the FELLOW-MUNDUS team to the address indicated in
the contact details.
In addition to the above, you must always send a copy of the boarding passes by
email to the FELLOW-MUNDUS team, within one week after the return to the
home country. In case you have lost your boarding passes, you must provide us
with a statement issued by the flights company confirming your travel or a copy of the
passport with a stamp of the authorities confirming you left the host country. It is
possible that travel company or authorities charge fees for this confirmation. These
documents must also be sent by email.
 Transcript of Records / Report of Activities:

If you have attended courses at the host institution, your host institution will provide
you with the transcript of records with your grades, which shall be sent by email to the
FELLOW-MUNDUS team.
If you have NOT attended courses at the host institution, the host institution will
provide you with a report of the undertaken activities, prepared by your supervisor.
The Transcript of Records or Report of Activities must be sent by email to the FELLOW-
MUNDUS team by the contact person of the host institution immediately after the end
of your mobility period. In case your host institution fails to send the document you
must do so in order to ensure that your mobility file is completed.
 Feedback on your experience:

It is extremely important for the consortium’s coordination to share with all the
participants the experiences of the FELLOW-MUNDUS scholarship holders. It would
therefore be great if you could send us a short text about your experience and some
photos and videos. We will be delighted to publish them in our newsletters and on our
website.
 Final Questionnaire:
You must fill in the final questionnaire that we will send to you. The document must be
printed, signed and send it to the FELLOW-MUNDUS team by email at the latest 15
days upon completion/ending of your mobility.
4
3 Practical information
Rights and obligations of FELLOW-MUNDUS Scholarship holders are clearly mentioned in
the Scholarship contract that you will receive and sign, so you are strongly advised to
reread this document at this stage.
3.1 Starting date and duration of the mobility period

The mobility period which you will undertake in the host institution has a specific duration,
according to the type of mobility:
 Undergraduate students: 5 to 10 months

 Master students: 5 to 24 months
 Doctorate students: 6 to 36 months
 Post-doctorate students: 6 to 9 months
 Staff: 1 to 3 months
The exact dates for the program of activities to be developed must be agreed between the
scholarship holder, the host institution and the home institution (if applicable) and therefore it
may be subject to slight changes. Partners are required to specify the exact starting date and
foreseen ending date of each mobility flow. These dates will be used as reference to the
booking of the travel, to the insurance subscription and to the scholarship’s payment schedule.
Please note that the dates may be subject to slight changes, but you have to respect
the whole duration of the mobility scholarship you have been awarded with. You will
never receive a bigger scholarship than the one you have been selected to. This
means that if you want to stay longer in the host institution, you will have to pay for the rest
of your stay by yourself. You will just receive the maximum of the scholarship you have been
selected to (check the maximum duration in the Scholarship contract).
In case of error in indicating the exact mobility dates, the coordinating institution reserves the
right to demand the reimbursement of any expenses overpaid to the scholarship holders based
on wrong information.
The entire mobility period must be uninterruptedly spent at the host institution. Some
exceptions may be allowed by the FELLOW-MUNDUS team as long as they receive the formal
and written approval by the host and coordinating institutions as well as from the EACEA –
Education, Audiovisual and Culture Agency. These very few exceptions are clearly indicated in
the Scholarship contract (please read it again so that you have all the information).
3.2 Documents
3.2.1 Mandatory documents

List of mandatory documents:
1. Statement of scholarship acceptance: document stating that you have accepted the
scholarship you have been awarded with.
2. Visa: Endorsement in a passport or identification document, that allows the holder to
travel into or through the country of the government issuing it.
5
3. Acceptance letter from the host institution: Letter which proves that the student or
staff has been accepted at the host institution.
4. Letter of award: document issued by the FELLOW-MUNDUS team granting the
scholarship to the scholarship holder.
5. Certificate of arrival: document that states that you have arrived to the host
university. Available on the website: http://fellow.unl.pt/index.php/apply-
en/information-scholarship-holders.
6. Scholarship contract: Required to clearly define your obligations and rights in a
scholarship contract that will be signed by both parties at the beginning of the
program. This document will be sent directly to the host university.
7. Certificate of attendance: Certificate distributed by the host institution at the end of
the mobility period certifying that the student or staff was in mobility. Available on the
website: http://fellow.unl.pt/index.php/apply-en/information-scholarship-holders.
8. Transcript of records or Diploma supplement: To recognize that you have successfully
completed at least one year of undergraduate studies or to prove that you already
have completed a Bachelor, a Master or a Doctorate. It also guarantees the transfer of
credit for courses passed successfully by the exchange student. The relevant person in
charge at the home university carries out the recognition after the student returns to
his/her home institution.
9. Other documents: upon request of the host university, the scholarship holder might
be asked to present other documents (for example, sworn translations of documents).
For each type of mobility:
For Undergraduate students:
- Learning agreement: It is a study plan that details what subjects/courses/fields of

research you intend to cover during your mobility and thus provides information on
what you want to achieve during your stay abroad. It has to be agreed on with the
relevant person in charge at your home university and your host university. It should
be signed by the student and the contact person in charge at your home and host
institution.
The number of ECTS credits per semester is 30. Please keep this in mind when
preparing your plan of activities.
The section “Equivalent study Program in the home institution” in the Learning
Agreement cannot be left blank. In case there are no direct equivalent subjects,
an explicit reference to the assurance of academic recognition of the subjects
undertaken in the host institution as an integral part of your course in the home
institution must be included in the document.
Please take into consideration the fact that one month after the beginning of the first
semester (for 5-months mobilities) and one month after the beginning of the second
semester (for 10-months mobilities) no more changes should be made to the initial
Learning Agreement so as to ensure the fulfillment of all mobility requirements within
the established deadlines.
This document will be available on the website: http://fellow.unl.pt/index.php/apply-
6
How to fill in the Learning agreement:
The host
Discuss the
Sign the university will
equivalences Send the Send a copy
Choose the document sign the
at your home Learning to the
courses at and ask your document
university agreement to FELLOW-
the host home and send it
and fill in the the host MUNDUS
university university to back to the
Learning univeristy team
sign it scholarship
agreement
holder
For Master students (mobility and full master):
- Project proposal: It is a plan that provides information about the courses/research

that you are going to develop during your stay in the host university.
Any significant change must be reported during the first two months of mobility
(subjects change, supervisor change, etc.).
How to fill in the Project proposal:
The host
Discuss the
Choose the Sign the university will
courses document sign the
at your home Project to the
/fields of and ask your document
university proposal to FELLOW-
research at home and send it
the host university to back to the
Project univeristy team
university sign it scholarship
proposal
holder
For Doctorate and Post-Doctorate students:
- Research plan: It is a plan that details what subjects/courses/fields of research you

intend to cover during your mobility and thus provides information on what you want
to achieve during your stay abroad. A signed authorization from the relevant person in
charge at your home university (tutor/supervisor) is required.
Any significant change must be reported during the first two months of mobility
(subjects change, supervisor change, etc.). Full PhDs are allowed to make minor
changes to their research plan during the first 10 months of their mobilities.
7
How to fill in the Research proposal:
The host
Discuss the
Choose the Sign the university will
courses document sign the
at your home Research to the
/fields of and ask your document
university proposal to FELLOW-
research at home and send it
the host university to back to the
Research univeristy team
university sign it scholarship
proposal
holder
For administrative and academic staff:
- Working plan: It is a plan that details the program of lectures/research conducted by

the visiting teachers or on the training hat will be followed by the staff.
Please note that one week after the beginning of the mobility no more changes should
be done. This document will be available on the website:
http://fellow.unl.pt/index.php/apply-en/information-scholarship-holders.
In order to fill in correctly the information required in these documents, you should previously
discuss with the responsible persons at the home and host institutions the subject of the
document.
Once the document is duly filled in, it must be saved, printed and signed by you, your home (if
applicable) and your host institutions. A copy of the signed version must be sent to the
FELLOW-MUNDUS team by email.
Every time a change is made to the initially signed document, a new document must be filled
in, signed, and sent to all involved institutions, respecting the abovementioned procedure. The
new document will replace/change the old one.
3.2.2 Visa
You should consider this issue as a high priority since this process may take several months to
be concluded. Immediately after receiving the selection confirmation by the FELLOW MUNDUS
team, you should contact the Consulate or Embassy of the host country which is closest to
your residence1 to request information about all documents that you should provide and all
procedures that you should follow.
In order to obtain the visa, you will need the Letter of award issued by the FELLOW-MUNDUS
team, which will be sent to the scholarship holder by email and postal mail. Please explain to
the Embassy/Consulate staff the urgent need to start the visa procedures and inform the
FELLOW-MUNDUS team and also the host university in case you experience some problems or
difficulties in communicating with the Embassy/Consulate.
1
You may find a list of all Embassies and Consulates through the website:
http://www.embassyconsulates.com/
8
An Acceptance letter issued by your host institution will also be requested by the
Consulate/Embassy. This document is to be issued by your host university within 15 days
(maximum) after the acceptance notification. In case this does not happen, please contact the
FELLOW-MUNDUS team.
Once the visa is issued, a copy must be sent to the FELLOW-MUNDUS team by email. In some
cases the Consulate/Embassy demands a flight ticket to issue the visa. As a way of fulfilling this
requirement, you should follow the procedures indicated on the Travel section of this guide.
In case of scholarship holders who have double nationality (being one European)
and therefore do not need to request visa, a copy of the valid passport must be
sent to the FELLOW-MUNDUS team by email.
3.3 The scholarship
3.3.1 Scholarship’s coverage

FELLOW-MUNDUS project scholarships cover the following items:
 A monthly allowance;
 Insurance coverage (health, travel, accident);
 Travel expenses for one economy class round-trip.
3.3.2 Monthly allowance

The subsistence allowance is a monthly allowance for costs of living. It must be paid in full to
the students and staff concerned on a monthly basis. Under no circumstances can these
amounts be reduced.
Type of Mobility Subsistence
Undergraduate 1000€/month
Master 1000€/month
Doctorate 1500€/month
Post-doctorate 1800€/month
Staff 2500€/month
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3.3.3 Tuition fees

No tuition fees can be applied to the scholarship’s holder, in any case.
3.3.4 Other participation costs

These costs cover library costs, student unions, laboratory consumable costs, permit residence,
language courses costs, etc.
They will be charged to the international student/staff on an equal basis to that charged to
locals.
3.3.5 Scholarship’s holder expenses and request for reimbursement

The monthly allowance will cover these expenses:
• The scholarship's holder has to pay for the

VISA visa costs
• Holidays
TRIPS • Last-minute change in the flight tickets
• Housing
• Transport Tickets
PERSONAL EXPENSES • Food
• Clothes
• Bank accounts, etc.
• Books
• Laboratory consumable costs
OTHER COSTS • Photocopies
• Language courses
• Etc.
Request for reimbursement expenses
The FELLOW-MUNDUS Team will consider the possibility of reimbursing other travel expenses
that the scholarship holders may have, but always related to their mobility.
To submit a claim for reimbursement:
You must keep all original receipts and, after arrival to the host institution, submit your
reimbursement request (available on the website: http://fellow.unl.pt/index.php/apply-
en/information-scholarship-holders) directly to the FELLOW-MUNDUS team via email, and
send the original receipts by postal mail. For security reasons, keep a copy/scan of all receipts.
The reimbursement request must be done within 30 days upon the start of the mobility
period. Furthermore, reimbursements will be done to the bank accounts only and considering
the exchange rate of the day in which the expenses were done.
10
Eligible expenses: Bus, train or subway on the day of arrival/departure, payment of visa and
residence permit costs, passport issue costs (if available funds).
Non-eligible expenses: Taxi expenses, accommodation expenses, food expenses, expenses

with post/mail for sending documents without valid destination reference, fuel costs, extra
luggage costs, etc.
In case the Embassy/Consulate demands the visa payment by bank transfer, we may only
consider the receipts which clearly state the name of the recipient (ex.: Consulate of Italy).
There are some expenses that cannot be immediately reimbursed because the
available funds come from the travel expenses. For those scholarship holders whose
stay is longer than 10 months, the return ticket cannot be purchased immediately.
This means that the FELLOW-MUNDUS team does not know in the beginning of the
mobility if there will be available financial resources to cover the reimbursement expenses. As
soon as the return tickets for these scholarship holders are purchased, the FELLOW-MUNDUS
team will start the reimbursement procedures, in case there are leftovers.
3.3.6 Payment of the scholarship

Monthly subsistence allowance can only be paid as from the month of arrival and covers each
full month of the mobility. If a portion of a month is more than 15 days a full month allowance
is to be paid.
Example  6-month mobility* – Start date: 20 January – End date: 30 July
Start Date: 20 January – End Date: 30 July

From 20 January to 19 February 1 full monthly allowance
From 20 February to 19 March 1 full monthly allowance
From 20 March to 19 April 1 full monthly allowance
From 20 April to 19 May 1 full monthly allowance
From 20 May to 19 June 1 full monthly allowance
From 20 June to 19 July 1 full monthly allowance
From 20 July to 30 July 11 days (≤ 15 days) No monthly allowance.
(16 days minimum for 1 monthly allowance)
TOTAL duration of the mobility 6 months and 11 days
TOTAL scholarship 6 monthly allowances
* Please note that the dates are flexible, but you will never receive more than the maximum of
the scholarship you were awarded with (check the maximum in the Scholarship contract).
Scholarship schedule:
1. The scholarship payment will be organized as following:

a. The 1st transfer corresponding to the 2 first months of mobility, after the
arrival of the scholarship holders at the host institution and after the signature
of the scholarship contract. It will be paid directly to the European bank
account of the scholarship holder;
11
b. The remaining monthly transfers corresponding to each month of mobility, will

be paid directly to the scholarship holder’s European bank account;
c. For staff mobility, the scholarship will be paid directly upon arrival.
2. When the full duration of the mobility period does not include a full number of
months, the 16-day rule applies in order to fulfill one month of mobility, taking into
account that you cannot exceed the maximum of months stated in the Scholarship
contract. If you stay longer, the FELLOW-MUNDUS project will not pay for the rest of
the time you stay at the host institution.
European bank account:
The scholarship will only be transferred to a European bank account. Once arrived to the host
institution, the scholarship holder must open a European bank account (if applicable) and send
the details to the host institution and the FELLOW-MUNDUS team. In order to open a bank
account in Europe, the host university will provide the students with all the required
information.
The first scholarship can only be paid after the scholarship holder’s arrival to the
host institution and once the signed Scholarship contract and European bank
account details are sent to the FELLOW-MUNDUS team by email.
3.4 Housing
All matters regarding accommodation must be directly addressed to the host institution, which
will give you relevant information regarding available accommodation, costs and conditions.
Please note that it is not always possible to guarantee accommodation in the institution’s
campus. Please consult the FELLOW-MUNDUS website for more information.
If you have some difficulties in contacting the host institution in this or any other matter,
please contact the FELLOW-MUNDUS team by email: fellow@unl.pt.
3.5 Language courses

Your Host institution will send you detailed information about the language courses available
for you upon arrival.
The costs for the language course shall be borne by each applicant. However, for mobility
flows of 10 months or more, the FELLOW-MUNDUS team may provide financial resources for
language courses, depending on the funds available. You will be informed by the Host
Institution accordingly.
All scholarship holders attending language courses must send the information on the course
(duration, costs, organizing institution, etc.) and supporting documents by email to the
FELLOW-MUNDUS team.
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3.6 Travel
The scholarship you were awarded also includes the payment of the travel expenses with a
return ticket.
The FELLOW-MUNDUS team will book all flight tickets, buying a return ticket through a travel
agency, and having as reference the maximum amounts foreseen by the European Agency in
charge of the management of the Erasmus Mundus Programme. We will also consider the
mobility dates communicated by the host institution and by you. In any case, the flight may be
booked within 10 days (maximum) after or before the communicated dates.
The FELLOW-MUNDUS team will only purchase the travel to the host country once
the following documents are sent to them:
 Statement of Scholarship Acceptance, which confirms your interest in benefiting from

the mobility scholarship awarded;
 A copy of the visa to the host country or information of the host institution, Embassy
or Consulate stating that the visa is not necessary or copy of the passport which proves
the nationality of the host country and/or any EU-member state;
 Mobility Dates (starting and ending) agreed with your host and home institutions;
 Mobility proposal (Learning agreement, research plan, work program) approved and
duly signed.
Once the FELLOW-MUNDUS team has received all these documents, you will be contacted by
the travel agency.
In some cases, the Consulate/Embassy requires a flight ticket to issue the visa. As a way of
answering to this request, you should contact the Travel Agency as soon as possible and ask
them to do a flight pre-booking, which you should present to the Consulate/Embassy. This pre-
booking may be changed without any penalty. Even in the case of requesting a pre-booking,
the final and definitive ticket will only be purchased and issued in the above mentioned
conditions, that is, after sending all the requested documents and information.
We will not proceed to the reimbursement of travels already bought by you. Once the
flight ticket is issued, any change will be your own responsibility, and cannot be charged
to the FELLOW-MUNDUS team.
In case the scholarship holder withdraws from the FELLOW-MUNDUS project without a reason
considered valid by the FELLOW-MUNDUS team and the travel ticket has already been issued,
(s)he must reimburse the total amount of the travel purchase to the FELLOW-MUNDU team.
The return travels for the scholarship holders staying longer than 10 months will be
bought by the FELLOW-MUNDUS team at least 6 months before the end mobility date.
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3.7 Insurance
The FELLOW-MUNDUS team will provide a collective insurance to all the scholarship holders, in
the terms demanded by the European Commission: health, accident and travel.
In order to subscribe the insurance, you need to reconfirm the following information:
Forename, surname, birth date, passport number, nationality. Please ensure all your data is
correct, otherwise the insurance may not cover your medical expenses.
The insurance subscription will be done directly by the FELLOW-MUNDUS’ team, as soon as
you confirm the above-mentioned information and the departure date to the host country is
defined. The insurance company will directly send you all the individual documentation by e-
mail. You should send the FELLOW-MUNDUS team the policy document by email.
This insurance will be valid since the moment and place of departure to the mobility period
until the return, when the mobility period is over. Such insurance may not be valid in other
countries/regions therefore the travelling during the mobility must take this into
consideration.
3.8 Information for staff mobility
Duration of the scholarships: 1-3 months.
Staff mobilities can start at any moment. Only one return trip may be allowed to staff in case
the mobility in split in two different periods, in the event that such a division of mobility is
authorized by the host institution, the FELLOW-MUNDUS team and EACEA.
The monthly allowance can only be paid as from the month of arrival and covers each full
month of the mobility. If a portion of a month is more than 15 days a full-month allowance is
to be paid.
Example 1: 1-month mobility* from 20 January to 28 February

From 20 February to 28 February 9 days (≤ 15 days) No monthly allowance
(16 days minimum for 1 monthly
allowance)
TOTAL scholarship 1 months
Example 2*: 20 January – 5 April

From 20 February to 19 March 1 full monthly allowance
From 20 March to 5 April 16 days (> 15 days) 1 full monthly
allowance
TOTAL scholarship 3 months
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* Please note that the dates are flexible, but you will never receive more than the maximum of
the scholarship you were awarded with (check the maximum in the Scholarship contract).
Specific documentation for administrative and academic staff:
- Working plan: It is a plan that details the program of lectures/research conducted by

the visiting teachers or on the training that will be followed by the staff. This
document is available in the FELLOW-MUNDUS website:
http://fellow.unl.pt/index.php/apply-en/information-scholarship-holders.
After discussing the program with the responsible person at the home (if applicable)
and host institutions, the document must be integrally filled in, saved, printed and
signed. The signed version must be sent to the FELLOW-MUNDUS team by email.
Every time a change is made to the initially signed document, a new Working plan
must be filled in, signed and sent to all involved institutions. The new document will
replace the old one. Please note that one week after the beginning of the mobility no
more changes should be done so as to ensure the fulfillment of all mobility
requirements within the established deadlines.
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4 Contact details
All the information related with the project’s implementation can be consulted on the official
website: http://fellow.unl.pt
FELLOW-MUNDUS TEAM
AT NOVA
General Coordinator: José Esteves Pereira
Executive Coordinator: Tânia Sto. António
Scientific Coordinator: Iva Pires
Technical Manager of the FELLOW/IRO: Arlete Meneses
João Martins
Email: fellow@unl.pt
AT UFSC
Scientific Coordinator: Márcia Grisotti

Technical Manager of the FELLOW/IRO: Thania Cristina dos Santos
Email: fellowmundus@contato.ufsc.br
CONTACT INFORMATION:
International Relations Office (IRO)

Universidade Nova de Lisboa
Reitoria da Universidade Nova de Lisboa
Campus de Campolide,
1099-085 Lisboa
Portugal
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5 Check list
Before leaving to the host institution:
 Carefully read the Scholarship Holder Guide

 Request a visa for the country of your Host Institution
 Define and sign the learning agreement/research/work program in contact with the
contact person or the responsible person at (home and) host institution
 Attend the preparatory meeting with responsible at the home institution – for
scholarship holders coming from partner universities (where applicable)
 Define starting and ending dates of the mobility period with the contact/responsible
person at host institution
 Register in a language course – if applicable
 Send the information for insurance and copy of visa + copy of signed Learning
Agreement/Research/Work Program by email
 Book travel through Travel Agency and confirm if the e-ticket is sent to the FELLOW-
MUNDUS team
After arriving to the host institution and during the mobility period:
 Attend the welcoming meeting at the host institution

 Sign the Certificate of arrival
 Open a bank account – if applicable
 Fill in and sign the Scholarship Contract
 Hand out boarding passes to the contact person at the host institution
 Send a reimbursement requests by email and send the original receipts by postal mail
(if any)
 Update the Learning Agreement/Research/Work Program if there are any changes to
the initial one
 Attend the monitoring meeting(s) with staff at the host institution, when applicable
 Fill in and send the respective questionnaires, when applicable
Upon return to the home country:
 Sign the Certificate of attendance

 Send a reimbursement requests by email and send the original receipts by postal mail
(if any)
 Assure that the host institution sends the Transcript of Records/Report of Activities
 Send the boarding passes of the return travel by postal mail send a copy of them by
email to the FELLOW-MUNDUS team
 Send your feedback on your FELLOW-MUNDUS experience to the FELLOW-MUNDUS
team
 Fill in and send by email the final mobility questionnaire
17
May 2014
FELLOW-MUNDUS
Project number: 2013-2631
This project has been funded with support from the

Education, Culture and Audiovisual Executive Agency
(EACEA). This leaflet reflects the views of the
authors, and the EACEA cannot be held responsible
for any use which may be made of the information Publisher:
contained therein. Universidade Nova de Lisboa with the
financial support of EACEA.
International Relations Office
Universidade Nova de Lisboa
Reitoria da Universidade Nova de
Lisboa
Campus de Campolide,
1099-085 Lisboa
Portugal
Tel.: +351 213 845 207
Email: fellow@unl.pt
Cover photo: http://www.flickr.com/photos/thompsonrivers/5964942337
Logo Design: http://www.citi.pt/
Designed by: Universidade Nova de Lisboa
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2014

Scholarship Holder Guide

Congratulations on having been accepted for an Erasmus Mundus FELLOW-MUNDUS

The Guide is structured in a simple way:

a) Step by step: What to do once selected

2 Step by step: What to do once selected

2.1 Before arrival – Preparation of the mobility period

 Send the Statement of scholarship acceptance by email.

2.3 Finishing the mobility period

 Transcript of Records / Report of Activities:

 Feedback on your experience:

3.1 Starting date and duration of the mobility period

 Undergraduate students: 5 to 10 months

3.2.1 Mandatory documents

For each type of mobility:

For Undergraduate students:

- Learning agreement: It is a study plan that details what subjects/courses/fields of

How to fill in the Learning agreement:

For Master students (mobility and full master):

- Project proposal: It is a plan that provides information about the courses/research

How to fill in the Project proposal:

For Doctorate and Post-Doctorate students:

- Research plan: It is a plan that details what subjects/courses/fields of research you

How to fill in the Research proposal:

For administrative and academic staff:

- Working plan: It is a plan that details the program of lectures/research conducted by

3.3 The scholarship

3.3.1 Scholarship’s coverage

3.3.2 Monthly allowance

Type of Mobility Subsistence

3.3.3 Tuition fees

3.3.4 Other participation costs

3.3.5 Scholarship’s holder expenses and request for reimbursement

• The scholarship's holder has to pay for the

Request for reimbursement expenses

To submit a claim for reimbursement:

Non-eligible expenses: Taxi expenses, accommodation expenses, food expenses, expenses

3.3.6 Payment of the scholarship

Example  6-month mobility* – Start date: 20 January – End date: 30 July

Start Date: 20 January – End Date: 30 July

1. The scholarship payment will be organized as following:

b. The remaining monthly transfers corresponding to each month of mobility, will

European bank account:

3.5 Language courses

 Statement of Scholarship Acceptance, which confirms your interest in benefiting from

3.8 Information for staff mobility

Duration of the scholarships: 1-3 months.

Example 1: 1-month mobility* from 20 January to 28 February

Example 2*: 20 January – 5 April

Specific documentation for administrative and academic staff:

- Working plan: It is a plan that details the program of lectures/research conducted by

Scientific Coordinator: Márcia Grisotti

International Relations Office (IRO)

Before leaving to the host institution:

 Carefully read the Scholarship Holder Guide

 Attend the welcoming meeting at the host institution

Upon return to the home country:

 Sign the Certificate of attendance

Project number: 2013-2631

This project has been funded with support from the

Cover photo: http://www.flickr.com/photos/thompsonrivers/5964942337

Logo Design: http://www.citi.pt/

Designed by: Universidade Nova de Lisboa

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