Student mobility for study (SMS)
Goals of SMS
To enable students to derive educational, linguistic and cultural benefits from the experience of studying in one of the participating countries; to contribute to the development of a group of highly qualified, broad-minded and internationally experienced young individuals, future professionals; to facilitate the transfer of credits and the recognition of completed obligations made abroad using ECTS or a compatible system; to promote cooperation between the faculty and the host institutions and to enrich the educational environment.
Conditions for exchange
A prerequisite for the implementation of the SMS is the signing of a bilateral agreement with the institution where the student wishes to perform the exchange (host institution). The bilateral agreement specifies the number of places for exchange and the level of study programme to which the bilateral agreement applies. If there is no institution on the list of partner institutions where the student wishes to complete part of the study obligations, the exchange is not possible. The student has the opportunity to contact the faculty where they want to complete part of the study obligations and prepare everything necessary for the signing of a bilateral agreement. If it is signed, it brings the student points within the tender.
A student can participate in the Erasmus programme and obtain the status of “Erasmus student” if he/she:
- is a citizen of the Republic of Slovenia or any country participating in the programme, or a foreign citizen who has permanent residence or refugee status in one of the participating countries, or a stateless person in one of the participating countries;
- upon departure for the exchange, the student must be enrolled in at least the 2nd year of undergraduate study or in the first year of postgraduate study at the faculty; upon application, the student must be enrolled in at least the first year of undergraduate study or in the first year of postgraduate study at the faculty
- was selected for exchange in the selection process;
- is enrolled in the faculty during the exchange (has the status);
- for the same type of mobility has not yet exceeded the maximum number of months of exchange.
In principle, the rule is that the status of a student at the time of the exchange is equal to the status of students in the country of destination. The student retains all sources of scholarship from the home country and does not pay tuition at the host institution.
Application and selection process
Step 1: The Faculty (expected in January) publishes the Call on the website (for the next academic year), to which the student must apply (details in section 6 CALL).
Step 2: The student checks whether he meets the conditions for the exchange (set out in section 1.1. Exchange conditions).
Step 3: The faculty carries out the selection procedure (details in section 6 CALL).
Step 4: The student receives a Decision on Selection (expected in March) and a Decision on the Award of a Grant (expected in June). With the Decision on the Selection, the faculty informs the student whether he was selected in the selection process or not. The Decision on Selection does not mean that the student has also been awarded a grant. The Decision to award a grant is issued by the Faculty when it learns from the National Agency (CMEPIUS) how much funding has been allocated to it. Students who meet the conditions but for whom places or funds are no longer available are placed on the reserve list by the faculty due to possible cancellations of selected students.
Selection and pre-exchange procedure
Step 5: All selected students must complete a Learning Agreement for Studies before going abroad. Learning Agreement is a tripartite contract between a student, a home- and a foreign institution. It is also an essential part of an individual’s mobility. Before going abroad, the student must, in cooperation with the mentor (mentors) or Erasmus coordinator, draw up a list of obligations to be performed abroad. In addition to this list, the learning agreement also includes a list of obligations that will be recognized upon their return if they successfully complete the obligations from the list for abroad. With its signature, the foreign host institution guarantees that it will offer them all the conditions to successfully perform its planned work. The learning agreement is a necessary document, without which an Erasmus exchange is not possible.
In the Learning Agreement, the student enters the anticipated study obligations to be performed abroad and the obligations at the home institution, which will be recognized if they successfully complete the obligations abroad. The academic coordinator can instruct the student to obtain a (positive) opinion on the recognition from the holder of the compulsory course to be recognized in the exchange.
The minimum number of credit points (EC) that a student must collect on an exchange depends on the duration of the exchange or study programme.
If the student does not reach the minimum number of credits, the faculty can request a refund of the paid financial aid.
The learning agreement is signed by: the coordinator at the home institution, the student and the coordinator at the partner institution. Therefore, the agreement must be sent early enough to the partner institution for it to be signed and returned before leaving for the exchange.
The exchange is finally confirmed when the partner institution returns the signed learning agreement.
While waiting for an answer, the student prepares for life and study abroad and collects information (former Erasmus students, brochures, internet…).
Step 6: After receiving the signed learning agreement, the Faculty prepares a grant agreement. As a rule, the student must return the signed agreement to the Faculty before leaving for the exchange.
Step 7: Within 30 days after the end of the exchange, the student is obliged to submit to the Faculty an application for recognition of obligations, a report on the completed Erasmus mobility, a certificate on the duration of mobility and a final report on mobility. The student who performed part of the final thesis within the exchange must also enclose a certificate from a co-mentor or another form of certificate from the host institution, proving that the student has fulfilled the obligations specified in the bilateral agreement. As an annex, the student also adds the content of the final thesis, which was created within the Erasmus exchange.
Certificate of duration of mobility (The so-called “Transcript of Records” is meant as a certificate of duration of mobility issued by the host institution, the student attaches to it a completed and signed section of the Learning Agreement “After Mobility”).
Additional evidence for students who completed part of the final thesis as part of the exchange:
- Co-mentor certificate at the host institution or other form of certificate from the host institution, proving that the student has fulfilled the obligations specified in the bilateral agreement.
- Content of the final thesis prepared as part of the Erasmus exchange.
(* at the end of the exchange, a special form will be sent to students via e-mail by the administrator of the Mobility tool system)
Step 8: The student is recognized for all credits acquired through completed obligations at the partner institution, either as a compulsory, elective or additional course.
The student applies for recognition with the Application for recognition of study obligations performed abroad. The application must be submitted within 30 days of the completion of the exchange. The Academic Affairs Committee decides on the application.
If the student applies for the recognition of a compulsory course, the Application for recognition must also be accompanied by a curriculum or another document from which the following is evident: name of the course, content of the course, number of credits or number of hours, and the course holder or positive opinion of the holder of the compulsory course.
Students can be recognized for credits acquired in a course that is the same in title but different in content from what has already been completed.
The student is not recognized for credits acquired in courses that are identical in content to the already completed courses or in the case of courses that were not defined in the learning agreement or in its possible subsequent amendment.
Step 9: After completing the recognition procedure in the case of an exchange for the purpose of study, the administration office enters the original title of the course, completed within the exchange, in the index, noting that it has partially or fully fulfilled obligations in a certain compulsory course, or obtained credits in elective courses or as an added obligation.
The grade obtained in a course taken at a partner institution is only translated into the grading system of the Faculty. Changing the grade is not allowed. The Erasmus mobility period is also entered in the Diploma Supplement.