Required Erasmus+ Documents | UL International Education Division
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Required Erasmus+ Documents

Listed below are the documents that will be required by UL over the course of your Erasmus experience.

NB: The documents required by the host university are not listed here. Please consult the documentation you received from the host university for further information.

Further information documents are available on the left-hand side of this page:

  • Erasmus+ Guide
  • Erasmus+ Information leaflet
  • Erasmus+ Student Charter
  • Erasmus+ Checklist
  • EU Eligibility Criteria
  • Erasmus+ ISCED codes (academic/subject areas)
  • Information on Online Linguistics Support

 

Necessary travel documents

Please ensure that you hold a passport or National Identity card (EU citizens) that is valid until the end of the semester abroad.

If your passport's expiry date is close, please check that it will be accepted where you are travelling. Some countries require that the passport be in date for another 3 to 6 months to be valid.

Irish citizens may renew their passport online: https://www.dfa.ie/passportonline/ 

All EU students travelling to the EU must hold a valid EHIC.

The card is valid for a period of 4 years and may be obtained from the HSE: https://www2.hse.ie/services/ehic/ehic.html

Non-EU students who undertake an Erasmus academic placement as part of their programme must have an Irish Residence Permit (IRP) card that is valid until the end of the Erasmus academic placement (please consult the DJE website for further information).

Non-EU students will also be required to have private health insurance (see next section). Please check specific requirements with your host university.

Students are strongly advised to take out additional private medical insurance to cover the period of study abroad. If you have a medical insurance policy (VHI, Laya, Aviva, etc.) in Ireland, contact the insurer to ensure that you will be covered while abroad and bring a copy of your policy or policy number.

In some universities, students are obliged to take out additional insurance, e.g. liability insurance, repatriation cover, etc. Read the host University’s requirements on insurance or contact the host university directly to obtain this information. Please be aware that in recent years, accidents involving injuries such as broken limbs have occurred to students who were under-insured while abroad. This can incur serious problems for the student and their family, so please be attentive to this matter.

The following websites may be useful:

Aviva/Irish Life Health: www.avivahealth.ie

Laya: www.layahealthcare.ie

VHI: www.vhi.ie

As a registered student of the University of Limerick you will also be covered by the University of Limerick Students’ Union Personal Accident Policy, which covers basic medical expenses resulting from accidental injury, certain permanent disabilities such as loss of a limb or loss of an eye, and accidental death. This policy extends to most sporting activities except hang-gliding. Please note that this insurance does not cover medical insurance for illness.

In addition to private health insurance, students are strongly advised to take out travel insurance which includes repatriation to be transported home in the case of an illness. Please be aware that multi-trip insurance policies from most insurance providers do not cover an extended period abroad.

 

Students may take out travel insurance from any provider of their choice. Many institutions offer travel insurance, including insurance companies (Allianz, AXA, etc.), banks (Bank of Ireland, AIB, etc.), credit unions, etc.

 

Please find below examples of Erasmus insurance providers:

Oaktree Financial Services

Tel:  1890 876 077

e-mail: students@oaktreefinancial.ie

web: www.collegetravel.ie / www.oaktreefinancial.ie

 

Study & Protect (previously O’Driscoll O’Neill)

Tel: +353 (0)1 6395800

Email: support@studyandprotect.com.

web: www.studyandprotect.com/Erasmus.aspx

 

ATTN: Insurance policy must be taken out prior to travelling abroad. Cover cannot be provided once students have left Ireland.

Many insurance providers require that students have been residing in Ireland for at least 3 months prior to taking out insurance.

Many French institutions require a translated Birth Certificate for enrolment. Students can obtain a certified translation of the birth certificate from Mrs Marie Hackett, French Honorary Consul for the Limerick region. Please send a copy of the birth certificate (long or short) with a stamped, self-addressed envelope and €10.

Address: Mrs Marie Hackett, French Vice-Consul, Blackwater, Ard Na Crusha, Co. Clare.

Tel: 061. 343051; Mobile: 086 057 57 31 ; Email: mariehackett@outlook.ie

Required Erasmus documents

Erasmus+ Internal Application Form: This document must be submitted to the International Education Division (EO-020) if you wish or are required to undertake a semester of study abroad. This document must be submitted approximately two semesters prior to the planned Erasmus semester. Further information is available here.

Learning Agreement (Section A): This document is used to record the academic programme followed during the Erasmus semester and must be completed by the student. The document must be signed by the student, the UL academic coordinator and, if possible, the host institution academic coordinator. More information on completing the Learning Agreement can be found here and in the how-to guide found in the sidebar to the left of this page.

Online Linguistic Support (OLS) test: Prior to the start of the ERASMUS+ mobility period, students will receive a login and password to access the OLS platform. Students must complete the language assessment before the mobility period. This is a requirement for students whose main language of instruction during the Eramsus semester will be French, German or Spanish.

  • Erasmus+ Confirmation of Studies: The first section of this document (Certificate of Arrival) must be completed by the International Office of the host institution at the start of the semester abroad. The document must then be uploaded to the UL SharePoint site. Students should aim to complete this document and upload it as soon as they begin their Erasmus semester, as it is a required document to receive the Erasmus Grant for Studies.
  • Learning Agreement (Section B): This document is used to record the academic programme followed during the Erasmus semester and must be completed by the student. The document must be signed by the student, the UL academic coordinator and the host institution academic coordinator. More information on completing the Learning Agreement can be found here and in the how-to guide found in the sidebar to the left of this page.
  • Erasmus+ Confirmation of Studies: The second section of this document (Certificate of Departure) must be completed by the International Office of the host institution within the final 10 days of the semester abroad (including any exam period you must attend). The document must then be uploaded to UL SharePoint site. This document is a required document to receive the Erasmus+ mobility grant.
  • Erasmus+ Participant's Survey: This EU questionnaire will be automatically e-mailed to the student's UL account by the EU Commission. The email is sent on the day following the expected end date of the Erasmus semester and students are given 30 days to complete the questionnaire. For example, if the expected end date of the semester is 25th January, the survey will be sent on 26th January.
  • Official Transcript of Records: The host university is required to provide all students with an official Transcript of Records, showing the modules, grades and credits achieved at the host university. Students must submit their Transcript of Records to the International Education Division (outgoing.erasmus@ul.ie) as soon as they receive their Transcript. Without a Transcript of Records, the Erasmus semester cannot be evaluated or validated. It is the responsibility of the student to ensure that they submit their Transcript to the International Education Division in UL. Students are advised to check with the host university when the Transcript of Records will be issued, in what format and to whom it will be sent.
  • Student Report on Host University: Template and instructions can be found in the sidebar to the left of this page. Students are given 30 days following the end of their smester abroad to submit the report. The document must be uploaded to the UL SharePoint site
  • Online Linguistics Support (OLS) test: Students who have availed of an OLS online course during their Erasmus semester are required to take the OLS  assessment at the end of the semester. This is compulsory if the main language of instruction at the host university is French, German or Spanish, except for students who scored C2 in their inital test at the start of the semester.

All ERASMUS+ documents (except the grant agreement, which must be submitted in hard copy) must be uploaded to the IED SharePoint site.

Note: If logging on externally, use the prefix UL\ before the ID number, e.g. UL\17112233

Using SharePoint

If you experience issues with SharePoint, please try the following trouble-shooting options:

  • Uploading documents to SharePoint will not work on a mobile phone or tablet.
  • Remember to use the prefix UL\ in front of your student ID number, e.g. UL\01234567.
  • When uploading a document, ensure that each file name is prefixed with your ID number, e.g. 01234567_MyDocument. Once you have successfully uploaded your document, you will see it listed under Documents. If you receive an error stating Error: Access Denied, ensure that the file name includes your ID number and try again.
  • You might experience issues using Google Chrome or Firefox; try using Internet Explorer instead.
  • SharePoint is a Windows product and may not work effectively on Apple devices (MacBook, etc.).
  • NB: You must be registered at UL for the semester. You will not have access to UL services if you are not a registered student.

If none of the above solves the issue, please log a call with IT services here: www.ul.ie/itss. Please provide as much detail as possible regarding the issue, i.e. what happens when you try to log in (blank screen, no access granted, etc.).

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