Guidelines for Partner Coordinators: Erasmus Mobility Checklist

1. PRIOR TO MOBILITY

• Learning Agreement: Discuss and sign the Learning Agreement between the participant, home institution, and host institution.

• Visa & Insurance: Provide guidance on visa application (if required) and ensure participants have valid insurance coverage.

• Travel Arrangements: Assist with booking flights, accommodations, and necessary travel documents.

• Pre-departure Support: Offer pre-departure orientation, including academic expectations, cultural differences, and local regulations.

• Communication: Maintain contact with the participant via WhatsApp or email to address concerns and facilitate smooth integration.

• Financial Preparation: Ensure the participant understands Erasmus funding, budgeting tips, and financial expectations.

2. DURING MOBILITY

• Course Selection Support: Assist participants in finalizing their course selections and ensuring compatibility with their home institution.

• Regular Check-ins: Maintain video chat or email contact to monitor well-being and academic progress.

• Cultural & Academic Adaptation: Offer guidance on cultural adaptation and academic expectations at the host institution.

• Financial Management: Remind participants about responsible budget management and Erasmus grant usage.

• Feedback Collection: Gather feedback on mobility experience, inclusion at the host institution, and any challenges faced.

• Emergency Contact: Ensure participants have emergency contact details for both the home and host institutions.

3. AFTER THE END OF MOBILITY

• Transcript of Records: Confirm that all completed courses appear correctly in the Transcript of Records.

• Recognition Process: Organize the recognition procedure for the completed courses at the home institution.

• Dissemination of Experience: Encourage participants to share their experiences through blogs, social media, or university events to inspire future applicants.

• Impact Awareness: Highlight the positive impact of international study experiences.

• For Staff Participants:

• Contribute to project sustainability by sharing knowledge and good practices.

• Share insights on innovative teaching methods and international administrative practices.

• Identify potential collaboration opportunities.

• Final Review: Communicate with the host Erasmus coordinator to ensure all documentation and evaluations are completed for the final project review.

Troubleshooting

If you lose your passport:

• Contact your country’s embassy or consulate immediately.

• Inform the host International Relations Office (IRC) for assistance.

If you feel you are unfairly treated:

• Contact the host IRC to report and address the issue.

• Seek support from student unions, Erasmus mentors, or academic advisors.

• Document any incidents with dates and descriptions for reference.

If you are ill:

• Seek medical help through the host institution’s recommended healthcare providers.

• Inform the host IRC to assist with local medical procedures.

• If necessary, contact your insurance provider for coverage details.

If your Erasmus grant is delayed:

• Contact your home institution’s Erasmus office for updates on the payment schedule.

• Prepare a backup financial plan for initial expenses.

If you struggle with academic workload or cultural adaptation:

• Consult with academic advisors or Erasmus coordinators for guidance.

• Join student support groups or Erasmus networks for peer support.