VILNIUS TECH Erasmus Plus Application For Student User Manual

INFO: In case you do not finish filling your application and close the window, the data won’t save and you will have to fill the application from the beginning.

After you submit your application you must see the following screen:

Login to Mobility Online system

You shall receive the following confirmation e-mail to your student mailbox:

After you receive this confirmation e-mail please read it carefully and login to Mobility Online using the link at the end of the e-mail to continue your application process.

Upload of documents, personal details, interview

After you login you shall see the following screen:

Complete the following steps:

Press “Complete personal data”, fill permanent address details and press “Update personal details”;
Upload language certificate in case you have it, this step is optional unless the partner institution requires you to have it;
In case you are an architecture student upload your portfolio;
After you are done press “Mark as “complete””, confirm that your application is complete and press the “update” button;
Wait until your application is approved by IRO and your faculty coordinator and the invitation to the interview is sent to you by e-mail.

Allocation, Nomination and Upload of Acceptance Letter with Semester Dates

After the interview the following steps must be complete:

Wait until you are allocated to one of your selected institutions;
After the allocation you will receive the following e-mail:
After you receive an e-mail please login to Mobility Online using the link provided in it and confirm the allocated spot.

To submit please press “Submit binding confirmation”, accept the allocated spot and press the “update” button:
- INFO: In case you don’t want to confirm the allocated spot please reach out to outgoing@vilniustech.lt
Wait until your application is nominated at the partner institution

After you’ve been nominated at partner institution you shall receive the following e-mail:

After you receive this e-mail complete the following steps:

Wait for a letter of acceptance/e-mail from receiving institution;
After you receive it please read carefully and provide all the requested data and documents as soon as you can;
At the same time login to Mobility Online (using the same link which you received in previous e-mails) and upload the letter of acceptance/e-mail screenshot in the following step:

Indicate the semester dates (enter the dates which are given to you in the e-mail received from receiving institution) in the following step:
In case you are not sure about the dates, please clarify it with the receiving institution.
After entering the dates move to the following section “Courses for the Learning Agreement”:

Digital Learning Agreement

Please note that VILNIUS TECH does not sign learning agreements in PDF format for European study exchanges in case the receiving institution sends you a pdf learning agreement (also called OLA or DLA), do not fill it and tell the receiving institution that the DLA will be sent to them via EWP (Erasmus without paper) or via e-mail.

To complete your learning agreement please complete the following steps:

Enter information on language skills, semester dates and contact persons in the following step:
As contact person at home institution select Lina Dragel If required change the language information As responsible person at partner institution:
- Select the same person which was mentioned as contact person in your acceptance letter
- In case the person is not in the drop-down list please enter his/her contact details manually
After you complete all the data press the “update” button
Next enter courses into learning agreement (at home institution). These are the courses which you would study at Vilnius Tech during your Erasmus+ mobility period, so just take the courses of the corresponding semester(s) from your study programme at Vilnius Tech and enter them into the learning agreement:

Each course must be created separately, to enter every course do the following:

Press “Enter further courses”;
Enter course unit code, title and number of credits;

Press “Create”
Next enter courses into learning agreement (at host institution). These are the courses which you want to study at receiving institution during your Erasmus+ exchange period.
To enter the courses complete the same steps as described above for courses at home institution.

After you enter the courses (both at home and host institution) in the same step “Courses entered into Learning Agreement (at host institution)”) press the “Final check before signing” button:

Review your Learning agreement carefully and if the data is right sign it by pressing the “Sign and Transfer” button:

After you sign the learning agreement please do not make any changes to the course selection (both at home and host institution) unless your Learning Agreement is rejected.
Now your learning agreement must be signed both by home and by host institution, in case something will be wrong with the agreement, it will be rejected and you will receive an automatic e-mail with the reason of rejection and requirement to make the changes to your learning agreement.
In case your learning agreement is rejected, don’t forget to sign it again after you make the changes, otherwise the new version won’t be sent to your faculty coordinator and to the partner institution.

While waiting for your Learning Agreement to be signed by all parties, you can submit the request to study abroad and fill the data relevant for the grant agreement. To do that move to the next section “Preparation for Mobility”:

Grant agreement and Scholarship

To be able to go for your Erasmus+ exchange and receive your scholarship please complete the following steps:

Submit the request to study abroad via mano.vilniustech.lt (please enter the dates from the acceptance letter in the request, otherwise it will be rejected) and after you do that mark it as submitted in Mobility Online as well:

Wait until your request is checked by IRO. When it is checked you will receive an automatic e-mail;
After you receive an e-mail login to Mobility Online and complete the bank details, insurance details, data relevant for grant agreement and answer the questionnaire about Erasmus top-ups:
In case you want to apply for a top-up:
- For fewer opportunities you must upload a confirmation document (Ukrainian citizenship, social benefits etc.). If you mark that you want to receive this top-up but do not upload any documents your request will be rejected and grant will be calculated without a top-up;
- For green travel top-up (travelling sustainably by car, bus, train) you must to provide a proof of green travel after you return from your host institution, otherwise you won’t receive the top-up;
- For top-up based on real costs due to disability the IRO will contact you directly. In case you are not a student with fewer opportunities, don’t plan to travel sustainably and don’t have a disability please select “no” in every step of the questionnaire;

After you complete the steps above, wait until your grant is calculated by IRO. When it is done you will receive an e-mail to your student mailbox notifying that your grant agreement is ready; ! Please note that you won’t receive your grant agreement and the grant won’t be paid to you until your Digital Learning Agreement is signed by host institution.
When you receive an e-mail about the readiness of your grant agreement, please login to Mobility Online, download your grant agreement, review it and sign digitally in the step “Confirmation and signing Grant Agreement”:
- In case some data (bank data, insurance data, dates, etc.) are wrong in the Grant Agreement just change it in previous Mobility Online steps and it will change automatically in the grant agreement. ! You won’t be able to make any changes after you sign the Grant agreement;

Next step groups “During Mobility” and “Extension of stay” must be completed only after your Erasmus+ mobility starts.

During Mobility

During Mobility (Changes to the DLA)

After you arrive at the partner institution you must select whether DLA (Digital Learning Agreement) changes are required, to do that go to the following step:
In case the partner institution requires you to make the changes select “yes”, otherwise select “no”:

If changes are required go to the next 2 steps:

Changing courses at home institution is optional, you can complete this step only if partner or home university requires that, otherwise skip it;
Enter changes courses at host institution, press “Enter changed courses” and then press “Enter further courses”, you shall see this screen:
- Enter every course separately and select the reason for change:
  - DO NOT SELECT “Extension of stay” as it is used only in the later steps for extension of stay.
- In case you need to delete the course just press the bin button near the course:
- And select the reason for deletion:
After you make all the changes press “Final check before signing” and then press “Sign and transfer”;
Wait until your changes are signed both by home and by host institution;

Move to the next steps group “Extension of stay”.

Extension Of Stay

Extension of stay is only available for students who want to extend their stay for a spring semester. In case you want to extend for an autumn semester, you must fill a new online application.

Go to the step “Information on extension filled in” and in case you want to extend your Erasmus+ mobility for another semester select “yes”, otherwise select “no”:

If you want to extend your stay and you have selected “yes”:

Go to the step “Confirmation on extension provided”: Here you must upload a document from the host institution confirming that they agree to extend your stay;

Wait until your extension is approved both by International Office and by your Faculty Coordinator;
After your extension is approved you must enter courses into learning agreement for the extended semester (both at home and at host institution). The entering process is the same as in the previous steps. As a reason for change always select “Extension of stay”:
After you sign the Learning Agreement enter new semester end date in the following step:

Next complete the EU survey (You shall receive it to your e-mail) and upload the following documents:
Submit the request to study abroad via mano.vilniustech.lt and after you do that mark it as submitted in Mobility Online;
Wait until your request and documents are checked by International Office;

When your documents and request are accepted wait until your scholarship is recalculated and new grant agreement is generated;
Sign new grant agreement;
Move to the final steps group “After the Mobility”.

After the Mobility

Please note that you will receive the second part of your scholarship only after you upload all necessary documents

Upload all the documents which are listed in Mobility Online:
Complete the EU Survey (You shall receive it to your e-mail) and mark it as complete in Mobility Online;

Submit the request to continue your studies at VILNIUS TECH via mano.vilniustech.lt
Upload the final report;
Wait until your documents are checked by International Office;

After your documents are accepted you shall receive the second part of your scholarship.

FAQ

Q: What happens if I don’t finish filling my application before closing the window?
- A: The data won’t save, and you will have to fill the application from the beginning.

Q: How do I apply for a top-up grant?
- A: Upload the required confirmation documents based on the type of top-up you are applying for to avoid rejection.

Documents / Resources

VILNIUS TECH Erasmus Plus Application For Student [pdf] User Manual
Erasmus Plus Application For Student, Application For Student, Student

References

User Manual

VILNIUS TECH Erasmus Plus Application For Student

Product Usage Instructions

Before the Mobility