MOBILITY DOCUMENTS

The list below provides an overview of documents, which all grantees (staff included) need to submit before, during and at the end of their mobility:

Mobility Documents

Upon arrival

During the mobility

At the end of the mobility

All grantees

1. boarding passes in original (inbound)

2. signed scholarship contract/addendum scholarship contract

3. Travel tickets

4. Insurance certificate

5. Reimbursement request application/msword (52.00 kB) and original receipts

6. Certificate of Mobility (scholarship start date)

1. Addendum Scholarship contract (if changes in the mobility dates occurred)

1. Certificate of Mobility (scholarship end date)

2. Return boarding passes in original

3. Travel tickets

4. Acknowledgement of scholarship payment

5. Participation to the online mobility survey to grantee

 

 

Undergraduate and Master

1.Approved Learning Agreement

1. Approved changes to the Learning Agreement

1. Transcript of records issued by the host university
 2. Degree certificate (for full degree only)

3. Transcript of records issued by the home university proving the recognition of the exams passed abroad

PhD, Post-Doc and Staff

1. Work Plan proposal

1. Approved Updates of the Work Plan proposal

1. Final Report
 3. Phd Degree certificate (for full degree only)

3. Transcript of records issued by the home university (Phd only)

Documents description and deadlines for submission

Documents

Description

Deadline for submission

Scholarship contract and Addendum

The Addendum of the Scholarship Contract is compulsory in case changes in the mobility dates occur compared to the contract signed upon acceptance of the scholarship

The Scholarship Contract must be delivered in original to the Hosting University upon arrival;

the original Addendum is required in case of any change in the mobility period compared to the information included in the Scholarship Contract.

Work Plan proposal application/msword (448.50 kB)

Phd, Post-doc and Staff: send the document that you have already provided with your application or any updates of it before the mobility start.

This document must be delivered in original to the Hosting University upon arrival

Learning Agreement application/msword (455.50 kB)

Undergraduate and Master: before your mobility can start, you must complete the Learning Agreement. This must be approved and signed by your Home and Hosting universities before the mobility start.

The original must be kept by the Host University during the mobility and by the Home University after the return.

Certificate of Mobility application/msword (444.00 kB)

The document provided to you by your Host University at the mobility start and end.

This document must be delivered in original to the Hosting University upon arrival.

At the end of the mobility, the original Certificate of Mobility must be delivered to the Home University by TG1 grantee;

for TG2 and TG3 grantee, the original document is kept by the Host University.

Boarding passes (outbound journey)

Flight boarding passes related to the trip for reaching the Host University at the beginning of your mobility

This document must be delivered to the Hosting University upon arrival

IMPORTANT:In case of loss of the original boarding passes, grantees are requested to fill in and sign a Declaration of loss of boarding passes application/msword (68.50 kB) and to provide it together with:

- a copy of the boarding passes (if available);

- or a copy of the visa and passport pages with the personal information and with the stamp of the border officers as a travel proof.

Boarding passes

(Return journey)

Flight boarding passes of the return trip from your mobility

TG1 grantees:the original return boarding passes must be delivered to the EUROEAST Contact person upon arrival at the Home University.

TG2 and TG3 grantees: upon arrival to the Home Country  the original return boarding passes must be sent by post  to the Hosting University.

IMPORTANT: In case of loss of the original boarding passes, grantees are requested to fill in and sign a Declaration of loss of boarding passes application/msword (68.50 kB) and to provide it together with:

- a copy of the boarding passes (if available);

- or a copy of the visa and passport pages with the personal information and with the stamp of the border officers as a travel proof of the return trip.

Travel tickets

Flight tickets related to the trip for reaching the Host University at the beginning of your mobility

EUROEAST project does not require this document in original.

Travel tickets

Flight tickets of the return trip from your mobility

EUROEAST project does not require this document in original.

Insurance Certificate

Personal insurance card and insurance certificate

EUROEAST project does not require this document in original.

Final Report

Doctorate, Post-Doc and Staff must submit a Final Report including the description of the activities carried out during the mobility. The final report must be signed by the Host University academic supervisor (no specific document template).

This document must be delivered to the EUROEAST Contact Person in original upon arrival at the Home University for TG1 grantees;

for TG2 and TG3 the Final Report must be kept in original by the Host University.

Degree Certificate

Official certificate issued by the Host University proving the graduation (for full degree only).

This document must be kept in original by the Host University; for TG1, the original degree certificate must be delivered to the Home University.

Mobility survey

At the end of your mobility period approaches, the project coordinator will send you an email with a request to fill in an online survey concerning your satisfaction with the mobility and your evaluation of the project and of your experience. Replying to the survey is compulsory and very important in order for the Consortium to evaluate the project results and to take action for improvement.

EUROEAST project does not require this document in original.

Acknowledgement of scholarship payment application/msword (63.00 kB)

It is a document in which you declare to have received all the payments of  EUROEAST scholarship for the awarded months.

This document must be delivered to the Hosting University before the end of the mobility.