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Introduction to the process

The Erasmus+ program is not just about student exchanges for the studies. It also offers the opportunity to go abroad for an international internship! Check out the information below and find out how to gain international experience.

Who can go on Erasmus+ internship? It is applicable for every student or recent graduate of Kozminski University. The condition is to have the current status of KU student when you apply for the program. E+ Internships are also available for recent graduate students.

Who is “Graduate/ Recent Graduate”? It is a graduate of the first-cycle (undergraduate), the second-cycle (graduate including master's studies in Law), or Doctoral school at Kozminski University. In case of both, students and recent graduates, the application has to be submitted during the studies, even before the final exam or defense, while having the active student status. The E+ internship concludes no later than twelve (12) months after the completion of the studies. It is not possible to apply for or to complete an internship under Erasmus + while on a dean's leave.

Whom do I have to contact at KU to accept my internship?

Every student applying for an Erasmus internship grant should submit an Application for International Internship on myKozminski and contact KU’s Students Mobility Coordinator at least 30 days before the planned commencement of the internship program. The Students Mobility Coordinator ([email protected]) is available to consult on the process of application of a scholarship.
The person who recognizes the learning outcomes of your E+ Internship is Rector’s Rector's Proxy for Erasmus+ Internship or the director of the Doctoral school (in case you are Ph.D. student) who will also be signing the Learning Agreement in the myKozminski system.

If the internship is set to take place in the period from 1 October to 30 May, the student should contact the relevant Vice Dean in charge of the pursued field or the director of the Doctoral school (in case you are Ph.D. student) to obtain her/his approval to follow the international internship in certain company/firm.

For how long? 1. Short - term internship – 5-30 days combined with online component* 2. Long - term internship – the minimum period is 2 months (60 days), the maximum 12 months in case you did not participate in any E+ mobility during your last cycle of study (depending on student’s mobility capital).

*The virtual component may be carried out before, during, or after the physical mobility and should be complementary to the physical mobility. In the case of traineeships undertaken by Doctoral Candidates, the virtual component may be optional.

Who is eligible for the E+ Scholarship? The Erasmus+ scholarship is granted only if the internship takes place within the Mobility Capital to which the Student/Doctoral Student/Graduate is entitled. Mobility Capital is the period during which a student can receive Erasmus+ funding, which lasts up to a maximum of 12 months per level of study for undergraduate, master's, or doctoral studies, and a maximum of 24 months for uniform master's studies (Law studies). In order to apply for the Erasmus+ scholarship, a student must submit an online Application Form for the internship when she/he has the student’s status even before defending the academic title. Recent Graduates are entitled to internships under the Erasmus+ if they have not exceeded the 12-month mobility capital (i.e. if they have not previously benefited from the Erasmus + scholarship, granted up to 12 months in the last cycle of studies). In case of Law students – 24 months.

Where to go? You can go to the EU countries, to the countries of the European Economic Area: Iceland, Liechtenstein, Norway and to North Macedonia, Serbia and Turkey for the internship under Erasmus+ Program. It is students’ responsibility to get in touch with the company, pass the interviews at the company levels in order to be accepted by the company to follow the internship. We encourage students to look themselves for the company, use companies contacts given at the KU Platform available at the Carrier Office at KU. You can ask the Career Office for an advice or check the list of institutions and companies cooperating with KU (access for logged in users only - use KU credentials to login to Knowledge base and view the list): link and check www.erasmusintern.org

You can follow the internship in enterprises / companies, research institutes, non-profit organizations and other institutions (state administration units, libraries, hospitals, etc.).

It is NOT possible to do internships under the Erasmus + program in EU institutions, in institutions responsible for the management of EU programs, or in Polish diplomatic missions abroad.

Does the host institution provide remuneration to interns? The host institution is not obliged to provide remuneration to individuals who choose to undertake an internship at its facility. However, some institutions choose to offer remuneration. Participants in the Erasmus+ can simultaneously receive a scholarship under the E+ and financial remuneration from the host institution.

Who will cover the Insurance? The Student/Graduate is required to independently purchase appropriate insurance for the duration of the Erasmus+ Internship, including health insurance, accident insurance, and liability insurance for the period of the internship abroad. Does the host institution provide accommodation for interns? It may provide accommodation, but it is not required to do so. The rules of the Erasmus+ do not impose an obligation on the host institution to provide accommodation to interns. Individuals going on internships may inquire with the host institution about available accommodation options (e.g., a dormitory if the internship takes place at a university, or recommended accommodation options in the case of other institutions).

Recruitment process

Prepare yourself to apply to International Internship program by:

1. Checking all available information regarding internships and application process;

2. Collecting all the required documents which will be needed during the completion of the application form: - CV - Motivational letter (with focus on why you would like to participate in the internship) - Confirmation of English proficiency level (minimum required level is B2) - official certificate/confirmation from KU Foreign Language Center** ** In case you don’t have any English certificate, you can either:

a) Ask your English teacher to sign for you the Declaration of English level - download the template and get it signed, or

b) Take an English exam organized by International Relations Office (December/January).

SET OF MOST IMPORTANT INFORMATION - read carefully before applying:

Who: Every student or recent graduate of Kozminski University can go on international internships under the Erasmus + program. The condition is to have the current status of KU student or Recent Graduates. It is not possible to complete an internship under Erasmus + while on a dean's leave.

IMPORTANT: - Every person applying for an Erasmus internship grant should contact KU’s International Internship Coordinator at least 4 weeks before the planned commencement of the internship program. - If the internship is set to take place in the period from 1 October to 30 May, the student should contact the relevant Dean in charge of the pursued field of study to obtain their approval to do the internship in the period in question

For how long: 1. Short term internship – 5-30 days combined with virtual mobility 2. Long term internship - the minimum period is 2 months (60 days)

When to apply at KU: A student may go abroad under the Erasmus + Placement program after completing the third semester of studies. In exceptional cases, a student may apply for the Erasmus + Placement Program earlier than after the third semester and complete an internship with the consent of the Rector's Proxy for Student’s Internship.

Applications are accepted at the international Relations Office throughout the entire academic year. Internships may take place in a period agreed by the student, company and the Internship Representative.

Recent Graduates are entitled to internships under the Erasmus + program if they have not exceeded the 12-month mobility capital (i.e. if they have not previously benefited from the Erasmus scholarship, granted up to 12 months in the last cycle of studies).

In order to apply for the minimum grant for the international internship, a person planning a graduate internship must submit an online Registration Form and confirmation of acceptance for the internship before defending the academic title.

Where to go: In the Erasmus + program, you can go to EU countries, to the countries of the European Economic Area: Iceland, Liechtenstein, Norway and to North Macedonia, Serbia and Turkey for a student internship.

These can be enterprises / companies, research institutes, non-profit organizations and other institutions (state administration units, museums, libraries, hospitals, etc.).

Here you can find a list of companies offering international placements and internships under the Erasmus+ program. This list is for inspiration only and does not represent our official partners.

It is NOT possible to do internships under the Erasmus + program in EU institutions, in institutions responsible for the management of EU programs, or in Polish diplomatic missions abroad. Full list of institutions where Erasmus + internships is not possible: https://european-union.europa.eu/institutions-law-budget/institutions-and-bodies/institutions-and-bodies-profiles_en

Learning Agreement “Before Mobility” - preparation step by step

Before starting the Learning Agreement for the internship (LA), complete the application form by logging in to my.kozminski.edu.pl and select 'Application for International Internships.'

To complete the application form, you will need the following information:

1) the Student's/Doctoral Student's/Graduate’s personal details; 2) the Host Organization’s details, including the mentor or representative of the Host Organization; 3) the Sending Institution’s details (KU), including the relevant Proxy’s’s/Doctoral School Director’s information; 4) the duration of the Student's/Doctoral Student’s/Graduate’s stay at the Host Organization; 5) the Student’s/Doctoral Student’s/Graduate’s level of English proficiency; 6) general descriptions of the tasks to be undertaken by the Student/Doctoral Student/Graduate at the Host Organization; 7) the planned approach to achieving the learning outcomes defined for the mobility. Remember that when completing the LA and the application form, you must already have a company approval for your internship.

STEPS:

1. LA part “Before Mobility” It becomes available to a student, once the IRO Coordinator reviews and approves the Application Form. If application is incomplete, KU Coordinator contacts the student/graduate directly. Upon approval of Application Form, the student/ graduate receives an emailnotification and can start completing the LA online.

In LA, student/ graduate is asked to complete information connected to the internship, such as:

duration,
detailed program of the internship,
monitoring and evaluation plans,
data of the receiving institution (including assigned Mentor in the receiving institution).

Once fulfilled, LA has to be submitted online for the approval of International Relations Office and the Delegate/Rector’s Proxy for Student Internships.

2. After the approval of LA, the e-document will be generated and sent out through email to be signed by:

1) the Student/Doctoral Student/Graduate; 2) the relevant Proxy’s/Doctoral School Director; 3) the representative of the Host Organization. After the LA is signed by all three parties, the KU Coordinator may start the process of generation the Financial Agreement for the E+ Scholarship. If students do not have the Mobility Capital that qualifies them for an Erasmus+ scholarship for the period of the indicated in the application internship, they will be contacted by the Coordinator and informed about the lack of funding for all or part of the planned traineeship period. Before starting the Internship, the Student/ Graduate shall complete the Online Language Assessment (OLS) test on the EU Academy platform.

Other formalities: insurance & visa

INSURANCE - please make sure that you purchase an insurance for your internship stay that covers:

unexpected occurrences (including the costs for transporting human remains)
unforeseen events, including loss or damage of contents and valuables
medical expenses, especially for COVID related treatment and hospitalization

These are the recommendations of the National Erasmus Agency for students going abroad.

European Union citizens, going to study in Europe, will need also EHIC - European Health Insurance Card (EKUZ - Europejska Karta Ubezpieczenia Zdrowotnego).

VISAS – in case you need visa for your internship stay, please ask host institution for the admission letter that will help you in the visa process.

Since visa regulations varies depending on country, your first approach should be Consulate of your exchange destination where you will receive all details regarding required documents.

In case you have any doubts concerning need of visa in your case, please check your status with the proper Consulate or the website of your country ministry of foreign affairs.

Grant agreements arrangements

EU destinations

Grant agreement will be prepared for you once your Learning Agreement has been approved by Vice-dean and signed by all 3 parties (Proxy at KU + You + Mentor). The amount of the scholarship will depend on: - The country where you go (Europe is divided into 3 financial regions) and - The number of days you will spend on your internship.

Once Learning Agreement is signed online by all required parties, there will be a notification sent directly to the student regarding possibility of completing online financial data which will be used to prepare Grant agreement.
Basing on provided data, Coordinator will prepare and send to sign online the Grant Agreement (the document is signed by the student and KU Coordinator). Once signed online by both required parties, the transfer of first installment (80%) will be transferred to the student’s bank account. Second installment will be transferred once all formalities connected to International Internship are completed (when the internship finishes) – please see details in “After mobility” section below.

Along with the grant agreement you will receive access to OLS English test which is obligatory part of the Erasmus+ mobility. You will be obliged to make the OLS test at the beginning of the exchange and save the proof of the result.

The grant agreement is signed electronically. You will receive to your KU email the information from the system when the grant agreement is ready to be signed.

Scholarship rates/group

Group 1: Denmark, Finland, Ireland, Iceland, Liechtenstein, Luxembourg, Norway, Sweden and regional countries 1-12 i 14 [1] 820 EUR/month

Group 2: Austria, Belgium, Cyprus, France, Greece, Spain, the Netherlands, Malta, Germany, Portugal, Italy and countries in the region 13 [1] 820 EUR/month

Group 3: Bulgaria, Croatia, Czech Republic, Estonia, Republic of North Macedonia, Lithuania, Latvia, Romania, Serbia, Slovakia, Slovenia Turkey, Hungary 750 EUR/month

[1] According to the Erasmus+ Program Guide, regions 1-12

[1] Region 14 countries: Faroe Islands, Switzerland, United Kingdom Faroe Island, Switzerland, United Kingdom

[1] Region 13 countries: Andorra, Monaco, San Marino, Vatican City.

Find out more about the rates here.

Learning Agreement “During the Mobility”

If during the Erasmus+ Internship you or the company changes the scope of your duties, you should make changes to can be made in the LA.

Changes should be made in the part “During Mobility” LA section in the myKozminski system by the Student/Graduate after the consultation with the relevant Proxy for the Internship)/ Director of Doctoral School and the representative of the Host Organization. Those changes made must be approved by all parties to the LA within:

1) no more than thirty (30) days – if the internship is long-term;

2) four (4) days – if the internship is short-term; from the start of the Erasmus+ Internship by the Student/ Graduate.

Learning Agreement “After the Mobility”

1. The student/graduate completes online LA – AFTER THE MOBILITY section within fourteen (14) days after the completion of the Erasmus+ Internship. Please make sure to receive all information directly from the Mentor from the company/organisation where you did the internship in. Submit it for the approval (also online).

2. The student fills in the questionnaire for Erasmus+ beneficiaries (the link will be sent automatically from the Erasmus+ Programme system).

3. Attach mandatory Confirmation of stay in hosting institution.

4. The IRO Coordinator pays out the remaining installment of the Erasmus+ grant ( 20%), once the formalities are completed by the student/graduate.

Data protection

In the Erasmus+ and European Solidarity Corps programs, the European Commission is the Data Controller for personal data. The Commission, as the Data Controller, entrusts the processing of this data to the Polish National Agency. At that point, the National Agency becomes a so-called Data Processor. Subsequently, the National Agency for Erasmus+ and European Solidarity Corps Programs in Poland, which is the Foundation for the Development of Education (FRSE), signs grant agreements with beneficiaries, entrusting them with the processing of personal data of project participants and employees of the beneficiary organizations involved in the project. Beneficiaries, therefore, process personal data on behalf of the European Commission, through a funding agreement they sign with FRSE. ALK processes personal data under Erasmus+ agreements in accordance with applicable EU, international, and national data protection laws (in particular, Regulation 2018/17252). ALK processes personal data lawfully, fairly, and transparently concerning the individuals to whom it pertains. ALK collects personal data for specific, clear, and legally justified purposes, and they are not further processed in a manner inconsistent with those purposes. The data is adequate, relevant, and limited to what is necessary for the purposes for which it is processed. The data is accurate and, if necessary, updated, stored in a format that allows for the identification of the individuals to whom the data relates, and for no longer than is necessary for the purposes for which it is processed. The data is processed in a manner that ensures appropriate data security. More information on the security of personal data processing within Erasmus+ projects can be found here.