How to go? Step by step. | Gdańsk University of Technology

Before you start applying for Erasmus + studies, make sure what are the deadlines for submitting documents at your faculty and at the university you want to go to. It is different at individual Gdańsk Tech faculties and foreign universities. The entire application procedure takes about two months, so it's not worth leaving everything to the last minute. All documents must be completed no later than four weeks before departure.

Step no. 1: initial recruitment at the faculty

Each Gdańsk Tech faculty determines the recruitment dates and rules itself. For information on when and what documents you need to send, check the website of your department or the program coordinator at your faculty. If you pass the enrollment at the faculty, your department will inform the foreign university you want to go to that you have been qualified and you will be able to proceed to stage II - enrollment at a foreign university.

Step no. 2: recruitment at a foreign university

Each foreign university determines the rules and dates of recruitment itself. Search for information on when and what documents to send on the university's website (search for "Erasmus+", "International Relations Office" or similar). If you pass the enrollment at a foreign university, you will receive an e-mail confirmation from the university and you will be able to proceed to the next stage of enrollment. 

Step no. 3:  defining the study program (Learning Agreement)

In order for the trip to be finally approved by your faculty and host university, you should create a document entitled Learning Agreement. What is this document? It is a tripartite agreement that specifies the study program that you should pursue abroad. From the 2022/23 academic year, the document is prepared online by the student. To do this, log on to the website www.learning-agreement.eu using your university login. The document must indicate the "Responsible person", i.e. the person who will approve the document on the part of Gdańsk Tech (here you enter the Erasmus+ faculty coordinator) and the host university (contact the university you are leaving for and ask who to enter here)

Step no. 4: consent to leave from the dean

After successfully completing the recruitment process at the faculty and the foreign university and creating the Learning Agreement, fill in a short application for departure and submit the document for signature to the dean of your faculty.

Step no. 5: submission of documents to IRO

For min. four weeks before the planned trip, send scans of the following documents to IRO by e-mail:

1. "Learning Agreement" document downloaded from the www.learning-agreement.eu platform (the document must be electronically accepted by you, the faculty coordinator at Gdańsk Tech and the coordinator at the host university)
2. Application for a trip abroad (the one signed by the dean of your faculty at stage IV)
3. document "Student information card"
4. "Green Travel Statement" document (only if you indicated in the "Student information card" that you will travel by train/bus or car as part of carpooling)
5. "Study process card" document (list of grades from previous semesters), which you will get in your dean's office
6. The European Health Insurance Card EHIC. How to get it? Report to your dean's office with an application for mobility signed by the dean of your faculty. On this basis, you will receive the certificate needed to obtain the EHIC card at the dean's office. You must go to the headquarters of the National Health Fund to get the EHIC card
7. insurance policy including accident insurance, civil liability insurance, treatment costs, medical transport, transport of dead bodies, e.g. ISIC card
8. confirmation of the travel application in the governmental system of the Ministry of Foreign Affairs Odyseusz (fill in the application and the confirmation will generate itself)

Step no. 6: signing the contract and payment of the scholarship

After delivering the documents, an IRO employee will check their correctness and if everything is correct, they will prepare a financial agreement for you (you will receive the agreement by e-mail: sign the agreement and send it back by traditional mail or deliver it personally to IRO - it is not possible to send it back by e-mail).

An employee of IRO will inform you by e-mail that your contract has been signed by actual people at the university and thus you have completed the departure procedure and you can leave.

You will receive the scholarship on your account (remember that you will receive 85% of the scholarship before departure, but on condition that you submit all documents at least four weeks before departure. If you submit your documents too late, even if you receive permission to leave, it may happen, that you will receive funds on your account while already abroad).