Vice-Rectorate of Basque, Culture and Internationalization

1) In the first phase of the process (selection of beneficiaries), participants must submit the documents expressly listed in each call for applications. These are usually:

• Application for registration (Annex 2)
• Copy of the National ID document / Foreigner’s Identification Number (NIE)
• Work programme, explanatory report or training agreement (Annex 3)
• Acceptance of the work plan proposal by the counterpart to the respective applicant at the host university (Annex 4)
• Applicant's Curriculum Vitae in English (in Spanish for applicants from Latin America)
• Linguistic accreditation
• For inbound individuals: Documents that provide evidence of their employment relationship with the University of origin and that they comply with the profile required by the position that they are applying for

2) Once the beneficiaries of the exchange grants are selected, they will submit in the second part of the process the documents required to validate their stipend:

• Copy of the flight tickets providing details of the itinerary, dates and means of transport utilized for each segment of the trip.
• Aid agreement. A complete signed copy of this agreement provided by the International Relations Office must be submitted.
• A copy of the travel insurance policy. Before arrival to the University of destination, participants will take out a travel assistance insurance policy that covers for medical and pharmaceutical expenses in the event of illness or accident during their entire stay, and that especially includes unlimited cover for repatriation costs in the event of death or medical transfer to the place of origin in the event of serious illness or accident.

Taking out a travel insurance policy is mandatory for participants in the Erasmus+ programme and a necessary condition to receive the economic grant. The UPV/EHU offers the IBILI-EHU insurance policy.

Exchange travel and stays carried out without an insurance policy and/or without a signed Aid Agreement before departure will not be funded.

Inbound participants will also need to present their passport, submit a bank certificate and fill out a bank form in order to receive the stipend in their international bank accounts.

Participants will be responsible for obtaining the visa required to enter and/or stay in the country, if applicable, and to follow any other administrative procedure required to remain in the country. A copy of the visa can be required by the International Relations Office before the trip, but the UPV does not accept responsibility for the loss of opportunity to participate in the exchange programme due to the participant's failure to comply with this procedure.

The UPV can issue letters of invitation to streamline the participants’ visa procedure. If a letter of invitation is required, it can be requested by writing to: pc.international@ehu.eus

Once they are in the country of destination, students who participate in a long exchange programme must submit the following documents.

• Start certificate / Certificate of arrival:
•  Within a period of 1 month from enrolling in the University of destination, students will send to the UPV a certificate issued by the centre of destination that confirms the date on which they have enrolled. This must be properly filled in, signed and sealed by that university.
• If this document has not been submitted once the submission period expires, it will be possible to un-enrol the participant from the programme without academic recognition, without collecting any economic aid and with imposition of a penalty.
• The date of issue of the certificate may by no means be prior to the date of the start of the student’s stay in the university of destination.
• UPV/EHU's initial survey regarding the exchange programme: The participant must respond to the UPV/EHU's initial survey regarding the exchange programme, where initial assessments of the exchange programme must be recorded.
• UPV/EHU's interim survey regarding the exchange programme: At the halfway point of the exchange programme, an interim survey will be sent to participants as follow-up on their experience.

In both cases, the International Relations Office will send to the beneficiaries of the exchange programme the relevant instructions for this.

• Certificate of end of stay (for students with a long stay) and Certificate of attendance (for personnel with a short stay): The participant must reliably accredit the actual stay and the length of the stay within one month after the end of the stay by providing the relevant certificates, properly filled in, signed and sealed by the university of destination.

If this document has not been submitted once the submission period expires, it will be possible to un-enrol the student/personnel member from the programme without academic recognition, without collecting any economic aid and with imposition of a penalty.

The date of issue of the certificate may by no means be prior to the date of the start of the student’s stay in the University of destination.

• EU SURVEY Questionnaire: The European Commission will send the beneficiaries an automatic notification to complete the Questionnaire called EU SURVEY / Participant’s report.  

This online response form is MANDATORY. The message will indicate an access link where beneficiaries must fill in and submit the form within 30 calendar days from the reception of this message.

Warning! The notification email may enter as spam, and it is important to pay attention to respond on time.

Failure to fill in the report is considered non-compliance with the programme and may result in request for refund of the grant received and loss of recognition of participation in the ERASMUS+ exchange programme.

• UPV/EHU's final survey regarding the exchange programme: The participant must respond to the UPV/EHU's final survey regarding the exchange programme. The International Relations Office will send to the beneficiaries of the exchange programme the relevant instructions for this.
• Report regarding dissemination and impact of the exchange programme (university personnel): When participants in personnel exchange programmes return to their university of origin, they must organise a meeting (with their supervisors and/or co-workers) in order to share and disseminate the experience in the country of destination, the goals achieved, contacts made, etc. After this meeting they must forward a copy of the minutes/report that includes information on the dissemination carried out to: pc.international@ehu.eus
• Technical report (PhD candidates): PhD candidates must also present the technical report, signed by the candidate and their supervisor at the destination, recording the progress achieved at the destination with regard to the work plan proposed at the beginning.
• Testimonial: On a voluntary basis, participants in exchange programmes can leave a testimonial of their experience to encourage new candidates to register for future calls for applications for Erasmus+ programmes. The International Relations Office will send to the beneficiaries of the exchange programme the relevant instructions for this.

CONCLUSION OF THE PROCESS

Once the exchange programme has finalized and the International Relations Office has verified that all documents have been validly submitted and filled in completely, the participant will receive a Certificate of participation in the Erasmus+ exchange programme.