Erasmus+ study stay

GENERAL INFORMATION

Erasmus+ study stays provide students of all study levels the opportunity to complete part of their academic program abroad. The primary aim is to study specialized subjects, conduct research for bachelor's, master's, or doctoral theses, and experience foreign culture, language, and education systems.

Study stays can only take place in Erasmus+ program countries:

• EU Member States: Belgium, Bulgaria, Denmark, Estonia, Finland, France, Croatia, Ireland, Italy, Cyprus, Lithuania, Latvia, Luxembourg, Hungary, Malta, Germany, Netherlands, Poland, Portugal, Austria, Romania, Greece, Slovakia, Slovenia, Spain, Sweden
• EEA Countries: Norway, Iceland, Liechtenstein
• Other Participating Countries: Turkey, Serbia, North Macedonia

Erasmus+ study stays are governed by the Erasmus Charter for Higher Education 2021–2027, and VUT (Brno University of Technology) publishes its Erasmus Policy Statement.

• Erasmus ID Code (VUT): CZ BRNO01
• ECHE VUT #: 49565-EPP-1-2014-1-CZ-EPPKA3-ECHE
• PIC VUT #: 999873091
• OID VUT #: E10208907

CONDITIONS FOR PARTICIPATION

A student may participate in an Erasmus+ study stay if they:

• Are enrolled in an accredited bachelor's, master's, or doctoral program at VUT.
• Remain enrolled at VUT throughout the study stay and do not interrupt or terminate their studies before returning.
• Have been selected through the university’s selection process.
• Meet the qualification criteria of the Erasmus+ study stay program.

STUDY STAY CONDITIONS

Study stays are conducted only based on valid inter-institutional agreements between VUT faculties and foreign universities.

Long-term study stay

• 3–12 months
• May combine physical and virtual mobility, but at least 3 months of physical presence is required.
• Available for all students from the 2nd year of bachelor's studies onward.

Short-term study stay (Doctoral students only)

• 5–30 days
• Can be used to collect data for a thesis/dissertation and consult experts.

Blended short-term study stay

• 5–30 days
• Combination of physical and virtual mobility (minimum 5 days of physical presence).
• Intended for Blended Intensive Program (BIP) participants and students with limited opportunities.

Students must complete at least 18 ECTS credits per semester at the host institution to successfully finish the study stay.

FINANCIAL CONDITIONS

Students receive financial support based on a signed participation agreement, with fixed rates depending on the destination country.

• The grant does not cover all costs—students should expect to contribute financially.
• Funds are transferred in CZK (Czech accounts) or EUR (EU accounts).
• Online mobility is not financially supported—funds are granted only for the physical stay.

ERASMUS GRANT (from 2024/2025)

Long-term Study Stay

• 660 EUR/month – Belgium, Denmark, Finland, France, Iceland, Ireland, Italy, Liechtenstein, Luxembourg, Germany, Netherlands, Norway, Austria, Sweden
• 600 EUR/month – Cyprus, Estonia, Latvia, Malta, Portugal, Greece, Slovakia, Slovenia, Spain
• 540 EUR/month – Bulgaria, Croatia, Hungary, Lithuania, Poland, Romania, Serbia, North Macedonia, Turkey

⚠️ The 50 EUR Green Erasmus contribution for long-term mobility has been cancelled.

Short-term study stay

• Students receive a daily grant + travel grant.

• Daily grant:

  • 79 EUR/day (for the first 14 days)
  • 56 EUR/day (from the 15th to 30th day)

• Travel grant (distance from Brno calculated via Erasmus Distance Calculator):

STUDENTS WITH LIMITED OPPORTUNITIES

Participants with economic barriers

This group includes students facing economic barriers, those with children/dependents, special dietary requirements, etc.

A one-time increase in financial support is allocated as follows:

• Long-term mobility: 250 EUR/month
• Short-term mobility:
  • 100 EUR for 5-14 days
  • 150 EUR for 15-30 days

A student with economic barriers must provide proof of eligibility, such as:

• Child allowance/social scholarship/household income statement
• For students with children/dependents: Birth certificate/care allowance and household income statement
• For students with special dietary requirements: Medical certificate

Participants with physical, mental, or health disadvantages

A student may apply for financial support through the Erasmus+ institutional coordinator to cover increased costs related to specific needs arising from their health condition (especially in cases of severe disabilities). The application is submitted to the National Agency (DZS) using the relevant form variant:

• Variant I: Simplified applications for support up to 3,000 EUR for international mobility. Funding may cover:

  • Dietary expenses (e.g., celiac disease, diabetes – reimbursement of the price difference between regular and special dietary needs)
  • Transportation (difference between standard and specialized transport costs)
  • Accommodation (difference between standard and accessible housing, such as a wheelchair-accessible room near the university)
  • Medical care (regular doctor visits abroad, rehabilitation, physiotherapy, etc.)
  • Specialized study materials

• Variant II: Applications for support exceeding 3,000 EUR, which may include funding for a personal assistant or accompanying person.

• Variant III: Applications for support exceeding 20,000 EUR for international mobility.

Application deadline

Applications can be submitted between June 1, 20XX and July 31, 20XX+1, but must be submitted to the institutional coordinator at least 30 days before the start of mobility. Applications cannot be submitted or approved retroactively.

The Erasmus+ institutional coordinator is responsible for reviewing applications and adjusting requested costs. The eligible amount is the difference between standard costs in the destination country and additional costs due to the student’s specific needs.

Required documentation

• Medical certificate
• Copy of disability card (if applicable)
• Erasmus+ program documents for the mobility
• Acceptance letter from the host institution, confirming awareness of the student’s health condition and special requirements

All funds granted by the National Agency must be properly accounted for after the mobility. Participants must keep receipts and financial records and submit them to the coordinator upon return for final reimbursement.

APPLICATION DEADLINES

Deadlines for 2025

Selection process for the winter semester and the full academic year 2025/2026

• December – January 2025
• Mobility period: June 1, 2024 – September 30, 2025

Selection process for the summer semester 2025/2026

• Supplementary round: April – September 2025
• Mobility period: January 1, 2026 – September 30, 2026

APPLICATION PROCESS

Applications must be submitted electronically via STUDIS.

The selection process is conducted by individual faculties and departments of VUT. Requirements for applicants and selection deadlines are published on the faculty/department websites.

A nomination for an Erasmus+ study stay is binding. If a student needs to cancel their nomination due to serious health or personal reasons, they must inform the faculty coordinator via email and withdraw their application in STUDIS.

Withdrawing from a nomination may impact the student’s future eligibility for selection in this program.

BEFORE DEPARTURE

Nomination for study abroad

After the selection process is completed, faculty coordinators nominate the selected students to foreign universities.

The host university usually contacts the student and provides an application form, an acceptance letter, login details for the university's information system, or other relevant information. It is the student’s responsibility to submit the application on time and ensure it is correctly filled out. The application may require a Transcript of Records, language certificates, Learning Agreement, motivation letter, etc.

Completing the Online Learning Agreement (OLA)

The Learning Agreement (LA) must be completed online via the website learning-agreement.eu.

• If the host university does not support online signing, a paper version of the LA can be used.
• Students must complete at least 18 ECTS credits per semester abroad, while also meeting the minimum credit requirement for academic progression at VUT.
• The Learning Agreement must be approved by both the sending and receiving institutions before signing the participant agreement and receiving financial support.
• Students may also work on their thesis/dissertation (DP) during their stay abroad.

Signing the Participant Agreement

Once the application is approved in the selection process, students must personally sign the participant agreement at the Internationalization Department at VUT Rectorate, at least one week before departure.

⚠ If a student leaves without signing the participant agreement, they will not receive a scholarship and will be considered a zero-grant student (without financial support).

• The start date of the study stay is the first day the student must be present at the host institution (semester start, Welcome Week, or a pre-semester language course).
• The end date is the last day the student must be present at the host institution (last exam taken).
• Travel days are not included in the duration of the study stay.

Before signing the Participant Agreement, the student must:

• Send a fully signed Learning Agreement and acceptance letter (or proof of Welcome Week/language course) to erasmus@vutbr.cz.
• Enter their bank account details in STUDIS for scholarship payments.
• Arrange health, accident, and liability insurance.
• Schedule a meeting with the Internationalization Department via the online booking system (students without an appointment will not be processed).
• Ensure timely enrollment in the academic year (especially in summer months, students must request early enrollment from their faculty).
• Arrange an individual study plan, which will be checked during the participant agreement signing.

Online Language Support

• Students can take an online language test to assess their skills.
• The test is available at EU Academy, where students must create an account and complete the "English Placement Test".

Accommodation

• Students can find accommodation information on the host university’s website or may receive details from the university after submitting their application.
• The Internationalization Department’s Instagram offers an "Accommodation Map" with student experiences and recommendations.
• The Erasmus Play platform can also be used for finding accommodation.
  
  

DURING THE STUDY ABROAD PERIOD

Changes to the Learning Agreement

• Students can modify their courses via the online Changes to Learning Agreement (available in their account on learning-agreement.eu).
• Deadline: within 30 days of starting studies at the host university.
• All changes must be electronically approved by both the sending and receiving institutions.

Extending the study period

• Students can apply for an extension of their study period by submitting a Request for Extension.
• Semester extensions are only possible within one academic year. If extending for a full semester, a new Changes to Learning Agreement must be created.
• The request must be approved by the host university and faculty coordinator, then sent to the Internationalization Department at least 30 days before the end of the original stay.

Types of Extensions:

1. Without financial support – The student remains an Erasmus+ student with its associated benefits but does not receive additional funding.
2. With financial support – Additional funding may be granted only if sufficient Erasmus+ funds are available. The total financial support amount will be updated in an addendum to the participant agreement.

⚠ Currently, study extensions are granted without Erasmus+ financial support.

Shortening the study period

• Possible upon agreement with the sending institution and requires an addendum to the participant agreement with a proportional reduction in financial support.
• If the stay is shortened by more than 5 calendar days, the student must return a proportional part of the grant.
• ⚠ For short-term study stays, any reduction in stay requires a proportional refund of the grant – no 5-day tolerance applies.
  
  

AFTER RETURNING FROM STUDY ABROAD

After completing the study stay, students must:

• Submit in person the original Confirmation of Study Period (certifying the actual stay duration, signed by the host institution) to the Internationalization Department, within 15 days of finishing the stay. (Alternatively, the host university can send it directly to erasmus@vutbr.cz.)
• Complete the final report (EU Survey) within 15 days of the request in the European Commission’s online database (notification will be sent to the student's school email).
• Fill out the VUT questionnaire in STUDIS.
• Credit recognition – Students must have their study results recognized based on the Transcript of Records. Each faculty is responsible for credit recognition, and students should check with their faculty’s international/study office about the process.
• Submit a copy of the Transcript of Records:
  • Within 45 days of completing the study stay.
  • Original copy to the faculty’s study office for course recognition.
  • Copy to the Internationalization Department.

FREQUENTLY ASKED QUESTIONS

• FAQ regarding the study stays

• PDFErasmus+ financial support
• PDFErasmus Charter for Higher Education 2021-2027 EN