Procedure for Organizing Student Mobility for Erasmus Programme

General regulations and term definitions

A student may use the support of the Erasmus Programme only once for studies (2-12 months) and once for placement (3-12 months) on the level of undergraduate, graduate studies. Repeated participation in the Erasmus study or placement mobility programme is not permitted. This condition remains valid also if the student transfers to another higher education institution.

Objections related to the procedure for organizing mobility within the framework of the Erasmus Programme are submitted in writing and reviewed by the International Relations Office.

Selection of Participants, Grant Competition

  • The students to participate in the Erasmus mobility are selected in a fair, transparent and documented grant competition.
  • The competition is organized by the IRO of International Vision University in cooperation with the faculty ECTS coordinators, the Foreign Students Department and the Students Parliament.
  • To apply for participation in the Erasmus Programme, the student must fulfill the following criteria:

– the applicant is successful in his studies and has finished at least the first semester of studies (faculties may set additional requirements as to the minimum two years of studies before the student qualifies for the Erasmus studies and/or placement; the relevant information is provided by the faculty coordinators);

– the student is a citizen or permanent resident of the Republic of Macedonia, or a full-time foreign student;

– the student’s foreign language skills are sufficiently good to ensure successful learning at the partner institution and/or fulfilling of work tasks at the placement organization;

– the student’s mean weighted grade is not lower than the limit set by a decree of Vice Rector for Academic Affairs. The mean weighted grade is calculated from the whole previous study period. For graduate students, an arithmetical mean is calculated from the mean weighted grade of the bachelor’s diploma and the mean weighted grade of graduate studies. For PhD students, an arithmetical mean is similarly calculated from the mean weighted grade of the bachelor’s and master’s diplomas and the mean weighted grade of doctoral studies. This condition applies also when the student submits a diploma issued by another higher education institution.

For any work placement that may be introduced, each student will be provided with a Learning Agreement concerning the programme placement period; the University and the host organization will endorse this agreement. A clear agreement between those representing the University and the placement provider on the purposes of the placement, and the responsibilities of the parties involved is recognized as being an important means of demonstrating that there is a shared understanding both of what is to be provided and what the student can legitimately expect, and also that the University – which is ultimately responsible for the provision – is in a position to monitor and evaluate all aspects of the student’s placement.

1. Submission Documents:

  • Application form

The applicants complete the form which is published on the International VISION University website under the Erasmus section. The average grade of the student’s education is entered by the inspector of the office of the corresponding faculty. The student shall personally sign the application from the center of International Relations.

  • Confirmation for completed first two semesters
  • Declaration for first participation under the Erasmus programme
  • Writing a letter of motivation (This letter should explain why you wish to spend time abroad and why you have chosen that particular university)
  • Confirmation of being attended to the organized seminars and workshops

2. Selection of Students:

  • Selection on the basis of documents (Those are the documents which are submitted when applying and which are listed above)

The aim of this section is to certify the right of the students to participate in the Erasmus program.

  • Foreign language examination

Every student who has successfully passed stage one, shall sit a foreign language examination. The student is informed personally by the Erasmus Office of the date and place of the foreign language examination and interview. The examination is administered by a specially appointed examination committee.

  • Ranking of applicants and making final decision

The participants in the selection procedure are ranked on the basis of the results of the language examination, the average grade and the personal motivation.

3. Preparing Learning Agreements:

After the application has been approved the Department Erasmus Coordinator along with student prepares a Learning Agreement in two copies.

The Learning Agreement is a trilateral education agreement (an individual syllabus for one or two semesters), which describes the attended lectures and seminars at the host university. The Learning Agreement is signed by the student and sealed by the Institutional Erasmus coordinator. The two copies of the prepared Learning Agreement are submitted to the IRO office which shall send them to the host institution in order to be signed and by the corresponding Erasmus coordinators. After they have been returned, the already approved Learning Agreement are approved by the corresponding faculty councils, which is requirement of the Internal regulations for academic exchange of students, lecturers and non-lecturing staff. The set of subjects included in the agreement shall provide 30 credits required for a full semester at the university and 20 credits for a visit shorter than one semester, but not shorter than three (3) full months.

When the host university grants the Erasmus student the credits necessary for the acknowledgement of the semester (30 credits), the exams which the student has not taken or which are not acknowledged according to the major’s syllabus at the sending university, shall be taken within the next two semesters.

If the student fails to receive the necessary credits for the acknowledgment of the semester (30), then the sum of credits received at the host university shall cover at least 50 % of the mobility period. Thus the number of credits for the semester is calculated as a sum of the credits received at the foreign university and the number of credits which the Erasmus students have been awarded according to the sending university curriculum in the corresponding semester.

4. Sending a notification letter to the host institution

The Center of International Relations shall send a letter to the host institution informing it of the approved student application.

5. Receiving approval by the host institution

Every student shall receive approval by the host institution (via mail or electronic mail), which certifies the consent of the foreign university.

6. Notifying the students of the received approval

7. Submitting the documents necessary for enrolling the students in the host university

The approved applicants shall prepare and submit to center of International Relations all documents which are required by university – host. These are:

  • Application form
  • Application form for accommodation in a dormitory
  • Translated transcripts of records
  • Translated diploma for completed secondary education
  • Certificate for language competence according to the European system
  • Document for a completed language course

8. Actions and obligations of the parties after submitting the documents for enrolling the student in the host institution

9. Reporting the mobility period and academic acknowledgment

The acknowledgment of student mobility is done on the basis of the described in the Erasmus documents and the prescriptions of the Internal regulations of the university.

All documents necessary for reporting the student mobility are stored at Erasmus office. They shall include:

Documents send by the host institution to the university, which shall include:

  • Learning Agreement
  • Certificate of Stay. The certificate shall be signed and sealed by the coordinator of the host university.
  • Transcript of Records – signed and sealed by the coordinators in the host university. The transcript of records certifies the sat exams awarded credits.

After receiving the above document, the Erasmus office of sending university prepares the student’s dossier and sends to the Department Erasmus coordinator the Learning Agreement and the Transcript of Record issued by the host university for the period of mobility.

On the basis of those two documents, the Department Erasmus coordinator prepares and submits to the office of the corresponding faculty:

  • Memorandum for Erasmus education – prepared and signed by the Department Erasmus coordinator and coordinated with the Head of the Department, after which is sent for approval by the Dean of the Faculty.
  • Final report – prepared and signed by the Department Erasmus coordinator and signed by the Dean, after which is send for approval by the Institutional Erasmus coordinator.

Before student mobility, the Erasmus coordinator will contact the host to gather information on procedures, conditions, locations available, accommodation, and other details. All proposed inter-institutional agreements between Programme or Partner countries will be approved by the International Relations Office, then directly managed and signed by the authorized unit of the university.