Application / before your stay

Source: https://international.univie.ac.at/en/student-mobility/outgoing-students/erasmus-student-exchange/application-before-your-stay/ Parent: https://international.univie.ac.at/en/student-mobility/outgoing-students/erasmus-student-exchange/

On this page you will find information about the application process:

• Application at the University of Vienna
• Application at the host university
• Erasmus+ Status
• Online Linguistic Support
• Formalities of entry and residence in the host country
• Insurance cover while abroad
• Accommodation
• Erasmus Student Network (ESN)

Application at the University of Vienna

The application for an Erasmus+ spot at the University of Vienna must be submitted online via the registration tool Mobility Online within the application period.

The following documents must be uploaded with the online application and build the general selection criteria:

• Statement of purpose ("Motivationsschreiben")
• Academic transcript ("Sammelzeugnis")
• Proof of identity (passport or national ID card - front and back)
• Language certificate

If you have to provide additional obligatory application documents, can vary depending on your degree programme. Also further study program specific selection criteria are possible. Please check your department's website for further information. If there is no information available online, please contact your mobility coordinator directly to ask about the required application documents. Your mobility coordinator is in charge of processing the application and deciding who will be awarded spots.

Because of the limited number of spots, it is advisable to list alternatives in your application (you can list up to 3 preferences). Please mind the semester dates at the partner university - in some countries, for example, the summer semester commences already in January.

• List of Erasmus+ spots (including information on the mobility coordinator for each spot)
• Application deadlines (please note that your department may have its own, earlier deadline!)

After the application deadline has expired (we do not apply a first-come-first-served principle), the mobility coordinators nominate the selected students to the International Office. If you have been nominated, the International Office will contact you by e-mail, providing information on the next steps to take.

How to apply via Mobility Online

In order to apply via Mobility Online, you will need your u:account username and password. Please note that in order to apply, you must be enrolled as a student in this degree programme at the University of Vienna. You only select the degree programme during the application process in Mobility Online. If you are enrolled in several degree programmes, one of these degree programmes may be displayed as long as you have not completed the corresponding step in Mobility Online.

Once you have logged in you are asked to give Mobility Online consent to process your data. You can then create an application. Following this, you will receive a link via e-mail and must log in to Mobility Online. Thereafter you can add further information to your application and upload the application documents.

You are, of course, able to save a draft version of your application; it is not necessary to complete the application in one go. However, keep the application deadlines in mind!

Links to Mobility Online:

• Create a new application for Erasmus+ student exchange  (Please note that the first login takes a couple of minutes. Please do not click on the login button more than once!).
• Login after successful registration: if you have already created an application, please use this link in order to access or continue to work on your application.

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• Problems with the online application

If you have problems with the subsequent login (if, for example, a new application form is shown), please close all browser windows completely or use a different browser (e.g. Google Chrome).

If you still have problems, try the following:

• Make sure that you used the right link to log in.
• Make sure that you are using your student u:account to log in (you cannot log in using a staff account!)
• Make sure that you have entered your password correctly (case sensitive).
• Read the section on troubleshooting in the guide on how to apply via Mobility Online
• If you are still having problems, please contact us via e-mail at erasmus.outgoing@univie.ac.at. Please include a screenshot.

Mobility Coordinators

At the University of Vienna, each field of study has its own mobility coordinator, who is responsible both for nominating students for Erasmus+ and for providing subject-specific advice.

Please contact your mobility coordinator for any questions regarding:

• Available partner universities and study placements
• Department-specific application requirements
• Questions regarding the application documents
• Specific features of the host university or host country

Mobility coordinators nominate students for available exchange spots and, depending on the number of applications, select which students will receive a spot.

In addition, mobility coordinators can advise you on many aspects of academic life at the host university.

Information regarding your Mobility coordinator you can find here, if you click on the i-icon.

Application at the host university

Once you have received the official nomination e-mail from the International Office, you need to take care of two administrative procedures (these can be dealt with in parallel):

• Submission of the documents to the International Office of the University of Vienna (detailed information regarding the documents and the deadlines can be found in the nomination e-mail)
• Independent application to the host university within the deadlines

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• Advice on how to apply to your host university

The International Office will inform the partner university as soon as possible about your nomination. After that, you should receive further information directly from your host university by e-mail. However, we advise you to not just wait for that e-mail, but to check your host university’s website in order to find out what documents you need to submit and, most importantly, when you need to submit them by ("application deadline"). If you have still not heard from your host university 2 weeks before the application deadline, please contact the International Office of the host university.

• Nomination certificate: Some universities require an additional written confirmation that you have been nominated for an Erasmus+ placement. The International Office will issue nomination certificates on request.
• Other forms that have to be signed by the University of Vienna: If your host university needs a document to be signed by the University of Vienna (institutional coordinator/Erasmus+ coordinator), this can usually be done by the International Office. Exception: if the form explicitly requires the signature of the “Departmental/Academic Coordinator”, it has to be signed by your mobility coordinator
• Erasmus+ Code and Subject Area Code: the Erasmus+ Code of the University of Vienna is AWIEN01; the Subject Area Code/ISCED code depends on your degree programme - a list of all codes can be found here.

Erasmus+ Status

Grant agreement with the University of Vienna

In order to study abroad with Erasmus+, you will be awarded the Erasmus+ status by the University of Vienna.

Through the Erasmus+ status, you will be exempt from paying tuition fees for the duration of your stay (both at the University of Vienna and at your host university).  Moreover, you will receive an Erasmus+ grant.

In order to be awarded the Erasmus+ status, it is absolutely necessary to sign a grant agreement conferring your Erasmus+ grant. Your grant agreement will be available to download from Mobility Online at the earliest 20 days before the start of your Erasmus+ stay. You will have to sign the grant agreement and upload it in Mobility Online.

Attention! If you fail to hand in the signed grant agreement, your Erasmus+ status will be revoked; consequently you will not be entitled to an exemption from tuition fees, nor will you receive the Erasmus+ grant.

Please have a look at our section on Financial matters for more information on the Erasmus+ grant.

Online Linguistic Support

The Online Linguistic Support (OLS) tool supports language learning for Erasmus+ mobility participants before and during their stay abroad. In OLS you can take a language assessment  and a language course.

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• OLS language assessment

Erasmus+ students whose main language of instruction is available in OLS can complete a language assessment to establish their language skills before their stay abroad. You can take the language assessment even if you submitted a language certificate with your application. You can decide for yourself whether you want to test your language skills again at the end of your stay.

Please find the instructions on how to register here for your language test on the EU Academy platform (incl. link to the platform). Please read the instructions carefully and take the language assessment for your working language.

Please note that the results are not available to partner universities or coordinators and do not affect the Erasmus+ grant.

The following languages are available in OLS:

Once you have completed the OLS language assessment, you may take an OLS language course.

If the main language of instruction does not correspond to the language of the country and you have reached a sufficient level in the language of instruction, you can also take the course in the language of the country.

Formalities of entry and residence in the host country

You are advised to acquaint yourself with the necessary formalities in connection with your entry to and residence in the host country in good time. You can find travel information on the website of the Austrian Ministry of Foreign Affairs. If you need further information, please contact the foreign representation (embassy/consulate) of the relevant host country in Austria. See here for the contact data of the relevant foreign representation.

Please note that special conditions of residence apply to third-country nationals and that, in some cases, it may be necessary to obtain a visa for your stay in the host country. If you have any questions, please contact your host university.

Insurance cover while abroad

An Erasmus+ mobility nomination does not include insurance cover. You are required to make the necessary arrangements yourself in good time before the start of your stay abroad. (Contact your health insurance provider; get information on possible co-insurance or insurance through your credit card issuer; if needed; take out a health, travel and/or accident insurance policy)

Accommodation

Depending upon the host country and city, it can be advisable to start looking for accommodation as soon as possible. For support and information concerning accommodation and halls of residence in the host country, please contact the International Office of your host university.

The International Office of the University of Vienna can help you to establish contact with former outgoing students familiar with your destination, who may have advice and information for you.

The University of Vienna has joined the housing platform HousingAnywhere.com, which enables students to temporarily sublet their room or to find accommodation for their stay abroad. HousingAnywhere primarily publishes adverts from students who want to temporarily sublet their accommodation. To receive a 20% discount on the booking fee sign up here.

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• Further information

As a student you can access the platform using your unet.univie.ac.at (or univie.ac.at) e-mail address. External landlords will only be granted access after having been checked and declared reputable by HousingAnywhere in this cooperation, thus guaranteeing that all the offers are genuine.

HousingAnywhere does not charge to advertise rooms/flats. A service fee is, however, charged for optimum use of the booking system.

Please note that the international Office of the University of Vienna does not mediate between landlords and tenants, nor do we accept any liability in this respect.

Erasmus Student Network (ESN)

Would you like to gain international experience before your Erasmus+ stay and meet fellow exchange students, maybe even incoming students from your future host country? Then you might be interested in joining the Erasmus Student Network (ESN).

The Erasmus Student Network of the University of Vienna cooperates with the International Office and provides additional support to new exchange students at the start of their stay (e.g. the "ESN orientation week" at the beginning of each semester). \ During the semester, ESN organizes events such as guided tours to cultural sights and companies, regular meetings, Welcome- and Farewell-Parties, excursions inside and outside of Vienna, film nights and much more.

Moreover, ESN coordinates a buddy system whereby students at the University of Vienna help and support international exchange students in finding their feet in Vienna. \ If you are interested in joining the Erasmus Student Network or if you would like to register as a buddy for incoming students, please visit the following website: \ www.esnuniwien.com