Student Mobility Contract

To be completed and signed by the student and the Universityof Sheffield BEFORE the beginning of the exchange period.

THE HOME UNIVERSITY

University Name and Erasmus+ ID Code: / University of Sheffield - UK SHEFFIE01
Full Address: / Western Bank, Sheffield, S10 2TN
Represented by: / Mrs Dörte Stevenson, Head of Global Opportunities & Exchanges

AND

THE STUDENT

Full Name:
Degree Title:
Host University Name:
(e.g. University of Granada)
Host University Country:
(e.g. Spain)

Wishing to apply for an Erasmus+ grant

Supplemented by:
(Please tick if appropriate) / ☐ / Funding for a disability/learning difficulty
☐ / Funding for a low household income
(A definition of the aboveis outlinedon page 2 of the Erasmus+ Grant Fact Sheet)

To be transferred to the bank account nominated electronically by the student via the University of Sheffield’s MUSE portal.

During the academic year:(e.g. 2018-19)

Have agreed on the Conditions and Annexes below which form an integral part of this contract:

Annex ILearning Agreement

Annex IIGeneral Conditions

Annex IIIErasmus+ Student Charter

The terms of the conditions in this contract take precedence over those set out in the annexes.

Conditions of the Erasmus+ Grant

1. Overview of the Contract

  1. The University of Sheffield agrees to allocate an Erasmus+ grant to the student for undertaking an Erasmus+exchange period provided that sufficient funds are available and that the student satisfactorily meets the conditions outlined within this contract.
  2. The student accepts the Erasmus+ grant and undertakes to carry out the exchange as described in Annex I, ensuring to complete all the Erasmus+ forms within the specified timeframes as requested by the University of Sheffield[1]
  3. The contract must be signed by hand. Any amendment to this contract following the signatures must be made in writing.
  4. The contract will enter into force when the last of the two parties signs.

2. Duration of the Exchange

  1. The exact start and end dates of the exchangemust be entered on the Proof of Arrival form and Confirmation of Stay form. These dates must be confirmed by the host universityby way of handwritten signatures. Any amendments made to the duration dates on these forms after the signature must be initialled by the Coordinator in the host university.
  2. The start date of the exchangemust be the first day that the student is required to be present at the host university. This could be for a compulsory language course, orientation or registration event. The duration dates should not include any time spent in the host country travelling or settling in ahead of the exchange.
  3. The end date of the exchange must be the last day the student is required to be present at the host university, usually for the final exam or an assessment deadline. Any time spent in the host country after this point (e.g. awaiting results, re-sit examinations and personal travel) should not be included in the duration.
  4. The Erasmus+ grant calculation is based on the duration of the exchange. The duration isnormally calculated in whole months and days using the EC’s duration calculator and the dates entered on the Erasmus+ forms.
  5. The minimum duration to be eligible for Erasmus+ funding is 3 months.
  6. The maximum duration for which a student can receive an Erasmus+ grant within each academic cycle (undergraduate/postgraduate/doctoral studies), including any previous participation in the Erasmus+ programme, is 12 months.
  7. If the student wishes to request an extension to the exchange, s/he must make this request to the University of Sheffield as early as possible and ideally before mid-January. The University of Sheffield will then consider the request based on the availability of Erasmus+ funds.
  8. The Confirmation of Stay form must be completed and signed by the host university to prove that the exchange took place as planned and to confirm the final end date. Where the exchange has finished earlier or later than originally indicated on the Proof of Arrival form, the University of Sheffield will adjust the second allocation Erasmus+ grant.
  9. The student agrees to ensure that full and accurate duration dates are entered on all of his/her Erasmus+ forms and acknowledges that these dates will be used to calculate the Erasmus+ grant. It is the student’s responsibility to ensure that the dates are entered correctly according to the conditions outlined above.

3. Financial Support

  1. The maximum Erasmus+ grant rates are outlined in the Erasmus+ Grant Fact Sheet. The grant amount is normally determined by multiplying the number of months and leftover days by the corresponding grant rates, provided that sufficient funds are available to cover the whole duration.
  2. Students who wish to apply for extra funding for a disability/learning difficulty will be required to complete an additional application form and provide supporting documents before their period abroad begins. Global Opportunities & Exchanges can offer further information on request.
  3. Students cannot receive the Erasmus+ grant if they are already in receipt of another EU grant (for example, an Erasmus Mundus scholarship).
  4. The Erasmus+ grant can supplement funds obtained via other sources such as placement wages, student loans and bursaries provided that the student fulfils the conditions outlined in the Learning Agreement.
  5. The student may be required to repay some or all of the Erasmus+ grant if s/he does not comply with the terms of the agreement. If the student terminates the exchange before it ends, s/he will be liable to repay any Erasmus+ funding s/he has so far received. If the student is prevented from completing the exchange due to circumstances beyond his/her control, s/he may be eligible to keep the grant amount equivalent to the actual exchange duration. Such cases must be agreed between the University of Sheffield and the British Council.

4. Payment Arrangements

  1. The University of Sheffield agrees to pay the student the first 70% of the Erasmus+ grant on receipt of the completed and signed (i) Student Mobility Contract, (ii) Learning Agreement – Part 1 and (iii) Proof of Arrival form provided that sufficient funding has been made available. The aforementioned documents must have been finalised and submitted to the University of Sheffield no later than 2 months after the exchange has commenced. Failure to complete these documents within this timeframe will result in the student losing the opportunity to claim the Erasmus+ grant.
  2. The University of Sheffield agrees to pay the student the final 30% of the Erasmus+ grant on receipt of (iv) Part 3 of the Learning Agreement,(v) the Confirmation of Stay form and (vi) the on-line Student Report Form. Failure to complete these forms within 30 days after the exchange has finished will result in the student being invoiced for the first allocation Erasmus+ grant and losing the opportunity to claim the remaining 30% grant allocation.

5. Insurance

  1. The student is covered by the University of Sheffield’s travel insurance policy for the exchange period abroad as outlined here: The student must download and print an insurance certificate as instructed on the above web page and take it with him/her to the host country. S/he should also read the policy summary to ensure s/he is aware of what the insurance covers.
  2. The student must also be in possession of a European Health Insurance Card (EHIC), if eligible.

6. Online Linguistic Support

The following section only applies to:

Exchanges where the main language of instruction is listed in the OLS section on the web page:

Students who are selected by the University of Sheffield to utilise the language tool licences (once they have been made available). Preference will be given to students who would benefit the most from this additional language support.

Native speakers of the language of instruction are exempt.

  1. The student must carry out an online assessment of linguistic competences before and at the end of the exchange period. The results of the assessment will not have an impact on the student’s acceptance to study in the host university, nor shall they affect the continuation of that exchange period,nor his/her academic progression on the degree course. However, the University of Sheffield has the right to withhold the Erasmus+ grant if students do not complete the test when instructed. The University will send full instructions to selected students once further information is available.

7. Legal Terms

  1. This contract is governed by the law of England and Wales.
  2. The competent court determined in accordance with the applicable national law shall have sole jurisdiction to hear any dispute between the University of Sheffield and the student concerning the interpretation, application or validity of this contract, if such dispute cannot be settled amicably.

SIGNATURES

The student confirms that s/he has read and understood the conditions outlined above. The student agrees to abide by the conditions set out above and in the annexes of this contract.

Student’s Signature:
(The signature must be handwritten)
Date:

The University agrees to abide by the conditions set out above and in accordance with the terms of its Erasmus+ HE Charter.

Home University Signature:
Mrs D Stevenson, Head of Global Opportunities & Exchanges
Date:

Once you have completed and signed this contract, please send it by post or scan and email to:

Global Opportunities & Exchanges

Level 3, The Arts Tower

University of Sheffield

Western Bank, SHEFFIELD S10 2TN

Email:

Alternatively, you can place it in the drop-off box at our reception on level 1 of The Arts Tower.

Global Opportunities & Exchanges will then sign and file the contract.
That is the end of the process for this document.

Annex II

GENERAL CONDITIONS

Article 1: Liability

Each party of this agreement shall exonerate the other from any civil liability for damages suffered by him or his staff as a result of performance of this agreement, provided such damages are not the result of serious and deliberate misconduct on the part of the other party or his staff.

The National Agency of the United Kingdom, the European Commission or their staff shall not be held liable in the event of a claim under the agreement relating to any damage caused during the execution of the mobility period. Consequently, the National Agency of the United Kingdom or the European Commission shall not entertain any request for indemnity of reimbursement accompanying such claim.

Article 2: Termination of the agreement

In the event of failure by the student to perform any of the obligations arising from the agreement, and regardless of the consequences provided for under the applicable law, the university is legally entitled to terminate or cancel the agreement without any further legal formality where no action is taken by the student within one month of receiving notification by registered letter.

If the student terminates the agreement before its agreement ends or if he/she fails to follow the agreement in accordance with the rules, he/she shall have to refund the amount of the grant already paid.

In case of termination by the student due to "force majeure", i.e. an unforeseeable exceptional situation or event beyond the student's control and not attributable to error or negligence on his/her part, the student may ask to be considered to receive an Erasmus+ grant covering the actual duration of the mobility period. The University shall look at such requests on a case-by-case basis in consultation with the Erasmus+ National Agency, the British Council. Any remaining funds shall have to be refunded in these cases.

Article 3: Data Protection

All personal data contained in the agreement shall be processed in accordance with Regulation (EC) No 45/2001 of the European Parliament and of the Council on the protection of individuals with regard to the processing of personal data by the EU institutions and bodies and on the free movement of such data. Such data shall be processed solely in connection with the implementation and follow-up of the agreement by the sending institution, the National Agency and the European Commission, without prejudice to the possibility of passing the data to the bodies responsible for inspection and audit in accordance with EU legislation (Court of Auditors or European Antifraud Office (OLAF)).

The student may, on written request, gain access to his personal data and correct any information that is inaccurate or incomplete. He/she should address any questions regarding the processing of his/her personal data to the sending university and/or the National Agency. The student may lodge a complaint against the processing of his personal data with the [national supervising body for data protection] with regard to the use of these data by the sending university, the National Agency, or to the European Data Protection Supervisor with regard to the use of the data by the European Commission.

Article 4: Checks and Audits

The parties of the agreement undertake to provide any detailed information requested by the European Commission, the National Agency of the United Kingdom or by any other outside body authorised by the European Commission or the National Agency of the United Kingdom to check that the mobility period and the provisions of the agreement are being properly implemented.

[1](Full instructions at: