Study placement step by step

A student can participate in a study stay within the Erasmus+ program under following conditions:

• is a student of any year of an accredited bachelor's, master's, or doctoral degree program at USB – including full-time, combined, and distance learning formats

• has been selected through a properly announced selection procedure

• must be officially enrolled in studies at the faculty through which the stay is being organized throughout the duration of the stay; the student cannot end or interrupt their studies during this period

LONG-TERM STUDY STAYS

The duration of the study stay is a minimum of 2 months and a maximum of 12 months for one study cycle. It is possible to go abroad multiple times for shorter periods, with a total duration up to 12 months. Stays (both study and work stays) are cumulative within the same level of study.

The condition for successfully completing the international study stay is earning at least 20 ECTS per semester of study at the foreign institution.

BIP = BLENDED INTENSIVE PROGRAMME

An international short-term intensive course with innovative teaching elements, combining physical and virtual teaching.

The duration of the physical activity abroad is a minimum of 5 days and a maximum of 30 days. The duration of the virtual activity is not specifically defined - it depends on the specific BIP program and it may take place before or after the physical part.

The condition for successfully completing the international study stay is earning at least 3 ECTS at the foreign university.

Long-term study stays and BIPs are carried out only based on valid bilateral agreements between the respective USB faculty and the foreign institution, or based on university-wide agreements between USB and the foreign institution.

SHORT-TERM STUDY STAYS FOR DOCTORAL STUDENTS

As part of doctoral studies, a student has the opportunity to participate in both long-term and short-term physical mobility, ranging from a minimum of 5 days to a maximum of 30 days. There is no minimum number of credits that must be earned for this type of stay.

Repeated stays for students under the Erasmus+ Program:

The European Commission has established the following rules for repeated mobility:

• each student can go abroad for up to 12 months for each level of study (bachelor’s, master’s, Ph.D.)

• mobility can be repeated; stays (both study and work stays) are cumulative within the same level of study (the total length of stays is cumulative, even if the stay was completed at another university within the same cycle)

• repeated study stays within the Erasmus+ program may be subject to evaluation based on the financial limitations and preferences announced during the selection process, which is fully within the discretion of the individual faculties

Combination of study stay and internship is possible under the following conditions:

• the total duration must be at least 3 months and a maximum of 12 months

• the internship and study must be consecutive

• the internship must be guaranteed by the same receiving higher education institution where the student is carrying out the study stay, and this institution must issue a confirmation of the duration of the mobility (for both work internships and study)

• financial support is allocated to the student for the entire duration of the stay according to the rules for financial support for the study stay!

Special notice:

• A student who studies in the Czech Republic in an accredited study program and wants to go on a study stay and/or internship to their country of origin has the lowest priority in the selection process and will be granted the status of a "zero grant" student, i.e., no scholarship will be provided.

• A student who studies in the Czech Republic in an accredited study program and wants to go on a study stay and/or internship cannot undertake this stay in the country of their current residence.

• The program is not intended for students who have come to the Czech Republic under the Erasmus Mundus program or another mobility program.

The selection procedure takes place directly at the faculties and is fully managed by the faculty coordinators, who themselves set the requirements for applicants in accordance with the curently valid Erasmus+ Programme Guide. The faculty coordinators will provide you with information about available positions and the conditions for participating in the Erasmus+ Programme. 

What is typically evaluated:

• academic results
• motivation
• language skills
• field of study

The deadlines for the selection process are set by the faculty. The selection procedure is held once a year, usually in January. Faculties can subsequently announce an additional selection procedure for study stays for the summer semester, usually in October.

Students who succeed in the selection process are subsequently nominated for an Erasmus+ study stay. 

Special notice:

The nomination is binding. If a student is forced to cancel his nomination due to serious health or personal reasons, he must do so immediately using the Cancellation Notice form (located in the Forms section).

The notice must be confirmed by the faculty coordinator and forwarded to the International Office of the USB Rectorate. Withdrawal from the nomination may affect your future participation in the Erasmus+ programme.

NOMINATION

The faculty coordinator at USB will notify the foreign university of the names and contact details of the selected students. The foreign university coordinator will then contact the student and provide them with necessary information on what needs to be arranged before arriving at the host university.

COMPLETING THE FORMS

The selected students must fill out (preferably electronically) the necessary forms required by the USB and the foreign university.

USB forms:

• Learning Agreement for Studies 
• Grant Agreement for Studies = "Účastnická smlouva" (scholarship agreement)

Foreign university forms:

The requirements for admitting foreign students vary among universities. You will be informed about these by the foreign university coordinator or you can find them on the website of the receiving foreign university.

Students are responsible for monitoring deadlines, application submission closures, and special requirements (such as motivational or recommendation letters, proof of language proficiency, etc.) on their own!

Please use the most up-to-date forms and respect the fact that the foreign university may have its own specific requirements.

INSURANCE

The student is required to arrange travel insurance for the duration of the study stay abroad (medical insurance; accident insurance and liability insurance are also recommended). A certificate of insurance is a mandatory part of the documents for departure.

BANK ACCOUNT IN EUROS

The student will receive the assigned scholarship in euros, so it is recommended to open a euro-denominated bank account to avoid exchange rate differences.

• After receiving the Learning Agreement, the host university will issue you with an official confirmation of acceptance to study, a Letter of Acceptance, stating the exact date of your stay abroad.
• The host university will contact you regarding organizational matters related to your arrival and stay (changes to the study plan, accommodation, arrival, etc.). 
• Before the start of the semester, many universities organize for their incoming students a so-called Orientation Week = an introductory week dedicated to handling the necessary formalities, registration, getting to know the university snd the place of residence, as well as socializing with other Erasmus+ students. If this Orientation Week is offered to you by the university and you attend it, it will be included in the total length of your study stay in relation to the amount of the scholarship.

Special notice:

• It is important to submit accommodation forms on time according to the instructions of the host university. These forms can usually be found on their website or will be sent to you along with the acceptance letter. Some universities require early accommodation reservations well in advance. Certain universities (e.g., in Spain and Italy) do not have dormitories or only offer private housing, which tends to be relatively expensive, so students often arrange their own accommodation.
• For practical information about studying at the host university, check the partner universities' websites or contact faculty coordinators, who may also provide contacts for students who have previously studied at your chosen university.

• the student has the opportunity to take a language test before starting their mobility to assess their language skills
• nominated students will receive a link to complete the online test on the EU Academy website
• based on the language test results, the student may be granted a license to participate in an online language course - if the student accepts the license, they are required to complete the course

The host university will inform you in advance about the dates and the enrollment procedure, usually through the Letter of Acceptance or an informational email.

Plan your arrival date so that you arrive at the host university on time.

Just like the University of South Bohemia (ESN), some host universities offer assistance to incoming international students through a mentor/buddy system - a mentor/buddy is usually a local student who stays in touch with you before and during your arrival, helping you with initial administrative tasks. Information about these services is available at the International Office of the host university.

If the host university does not provide clear information about the necessary administrative steps in advance, upon your arrival visit the International Office as soon as possible. The Erasmus coordinators there will guide you and assist with course enrollment.

If a student has been granted a license for an online language course, they are obligated to complete the course during their stay abroad.

Changes to the study plan

It is common for students to discover upon arrival that some of the courses approved in the Learning Agreement cannot be attended for various reasons (e.g., the university does not offer them, they are taught in a different language, or they clash with other courses in the schedule). In such cases, students must update their Learning Agreement within 30 days of arriving at the host university.

• Changes must be recorded in the "During Mobility" section of the Learning Agreement. Students must fill in Table A (listing removed and newly added courses) and Table B (defining how newly added courses will be recognized). The changes must be approved by both the host university and the faculty coordinator at the home university.

• Once these changes are approved, the revised Learning Agreement becomes binding. Students must complete all listed courses, which includes attending classes, submitting assignments, and passing exams. At the end of the stay, the courses in the Learning Agreement must match those in the Transcript of Records, which is issued by the host university after all exams are completed.

A study stay abroad is considered successful if the Transcript of Records confirms that the student has completed all enrolled courses and earned at least 20 ECTS.

If you experience any issues that may affect the successful completion of your study stay, contact your faculty coordinator immediately.

Extending the study period

Extending a study stay is possible upon agreement with both the sending and host institutions, under the following conditions:

• at least 30 days before the planned end of the study stay, the student must submit a Request for Study Extension to the faculty coordinator. This must be approved by both the host university and the faculty coordinator

• the original and extended study periods must be continuous (i.e., extension from the summer semester to the winter semester is not allowed)

• the total duration of the stay must not exceed 12 months per study cycle (Bachelor’s, Master’s, or PhD)

• the extended study period must end by September 30 of the given academic year

• before starting the extended stay, the student must sign an Amendment to the Grant Agreement at the USB International Relations Office (with Ing. Hana Vašková), which defines the new study conditions (duration, financial coverage)

• Important: Extending the study stay does not automatically guarantee additional financial support. Students must cover the extended stay from their own funds or consult the International Relations Office coordinator about possible financing options.

Shortening the study period

In exceptional cases, a study stay may be shortened by agreement with the sending institution. This must be formally documented, and the scholarship will be proportionally reduced.

However, if the student does not meet the minimum required stay of 2 months, they must return the entire scholarship! (this rule does not apply in cases of force majeure)

After completing the study stay abroad, the student must fulfill the following obligations:

1. submit Confirmation of study period (CSP) = Confirmation of the length of stay

• this document confirms the duration of the stay and should match the period stated in the Grant Agreement, which determines the granted a scholarship
• if the actual duration of the student's stay abroad, confirmed by the foreign university, is shorter than the originally set period, the student is obliged to return a proportional part of the scholarship (a 5-day discrepancy is tolerated)
• if the student does not meet the minimum required stay of 2 months, they must return the entire scholarship! (This does not apply in cases of force majeure.)
• hand in the ORIGINAL confirmation to the faculty coordinator or the International Office of the USB Rectorate no later than ten working days after the end of the stay

2. submit Transcript of Records (TOR)

• the document is issued by a foreign university after the student has completed all exams for the courses registered in the Learning Agreement (including any changes made during mobility)
• the minimum requirement is 20 ECTS per semester
• a copy of the Transcript of Records must be submitted to the faculty coordinator as soon as it is received

We recommend setting aside sufficient time during the last month of your stay at a foreign university to process both documents.

 3. fill out the Participant Report/EU Survey

• after the study stay ends (based on the date in the Grant Agreement), students will receive login credentials via email to access the online system and complete the survey
• the questionnaire can be saved progressively using the "Save" button, so it does not have to be completed in one sitting
• once all required information is provided, submit the survey by checking the "Complete" box and clicking "Save"
• save a copy of the report on your computer in case of technical issues
• the report must be submitted within 30 days of receiving the request

FAQ on completing the final report

• each student fills out their report online after receiving a notification by e-mail
• part 8 Language Skills
  • 8.4 select "Yes" if you were granted a license for an online language course
• part 9 Recognition of mobility
  • all courses successfully completed abroad must be recognized
  • courses that closely match those taught at the home faculty and have been approved by the head of the department or course instructor will be recognized as Group "A" (compulsory courses) or Group "B" (compulsory elective courses)
  • courses not matching any home faculty syllabus or not pre-approved by faculty officials will be recognized as Group "C" (elective courses)
  • 9.13 select "Full recognition" to confirm the acceptance of all completed courses

• The student will receive financial support for the mobility period based on the signed Grant Agreement, according to the flat-rate amounts set for the destination country.
• This financial support is only a contribution that should cover the increased costs of studying abroad and is not intended to cover all expenses. The student is expected to co-finance the mobility.
• The funds are paid in EUR. We recommend that students find out about the benefits of opening a euro account in the Czech Republic or abroad and gather information regarding account maintenance fees, transaction costs, and ATM withdrawal fees abroad.
• The amount of the grant is calculated based on the Erasmus+ stipend and grant allocation table according to the current call.

ERASMUS GRANT 2024/2025 (from September 1, 2024)
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

For long-term mobilities, the additional 50 EUR Green Erasmus contribution (for traveling via sustainable transport such as bus, train, etc.) is no longer provided.

BIPs (Blended Intensive Programmes) and Short-term Doctoral Mobilities

- the student is entitled to both a subsistence grant and a travel grant

1. Subsistence Costs

• 79 EUR/day – for up to the 14th day of the activity
• 56 EUR/day – from the 15th to the 30th day of the activity

2. Travel Costs
The travel distance is calculated from the location of the home institution, i.e., from České Budějovice. The distance can be calculated here: Distance Calculator | Erasmus+ (europa.eu)

• The scholarship is provided as a flat-rate amount based on the number of months and days spent abroad.

• The amount of financial support is calculated as the product of the length of stay and the monthly grant set for the destination country. For calculation purposes, 1 month = 30 days. If the length of stay does not correspond to full months, the financial support is calculated as the product of the number of extra days and 1/30 of the monthly grant set for the destination country.

• The grant is paid in full before departure, based on submitted documents confirming the planned start and end dates of the mobility.

• The grant intended to partially cover living costs abroad is paid exclusively via bank transfer to the student’s own bank account. The student must be the account holder.

• Double funding is not allowed, meaning that in addition to Erasmus+ financial support, the student cannot receive any other financial support from EU sources to cover the mobility costs.

To process the bank transfer, the following details are required:

• Full bank account number (including bank code)
• Name of the bank
• IBAN (International Bank Account Number) – you can find it in your account agreement, account statement, or online banking
• BIC/SWIFT (Bank Identifier Code)

Increased financial support for students from disadvantaged socioeconomic backgrounds

!!! IMPORTANT – THIS IS NOT A SOCIAL SCHOLARSHIP !!!

• Students may apply for increased Erasmus+ financial support if they are entitled to a child allowance under the Czech legal regulation (§ 91 para. 3 of the Higher Education Act), provided that the household income does not exceed 1.5 times the family’s minimum living standard.
• To apply for this support, the student must submit the following documents before departure:
  • A Request for Increased Financial Support (see the "Forms" section)
  • An official confirmation titled “Statement for the purpose of granting a scholarship” (in Czech Sdělení pro účely přiznání stipendia) issued by the Czech Labour Office = Úřad práce ČR)

The request for increased financial support must be submitted before the start of the stay.

Information for students with severe disabilities or special needs

• If your health condition involves increased expenses and you would like to participate in a study stay or traineeship abroad under the Erasmus+ programme, your home university can request additional financial support from the National Agency through the institutional coordinator.
• To be eligible for this special grant, you must meet the general mobility requirements. The special grant is intended only to cover additional expenses abroad related to your medical needs.
• The special grant can be awarded as a monthly flat-rate (top-up) or based on real calculated costs if the flat-rate is insufficient (especially in cases of severe health conditions or disabilities).
• The request must be submitted using a specific form, and if real costs are to be reimbursed, a detailed cost breakdown must be included.
• When preparing the cost estimate, it is important to distinguish between standard expenses and increased costs directly resulting from the disability (e.g., for transport, meals, or accommodation). Only the price difference between standard and increased costs is eligible for reimbursement, not the full amount of the higher-cost service.
• After the mobility, the awarded special grant must be properly invoiced. You must submit receipts/invoices showing the actual expenses incurred, including: the name and address of the issuer, the amount and currency and the date of issue.
• The student must consult the application with the faculty coordinator and then send it via email to the coordinator of the JU International Office.

Required documents for the application:

• medical report
• copy of disability ID card/ZTP card (if applicable)
• acceptance letter from the host institution confirming the acceptance and awareness of your health condition
• Erasmus+ mobility documents for the relevant activity type, i.e. signed Learning Agreement for Studies

Deadline for submitting applications to the International office:

• until June 30 for the winter semester stays or for the entire academic year;
• until November 15 for the summer semester stays.

Proof of financial means during the Stay

• In some countries, it is necessary to prove that the incoming person will not be a burden on the local social system. Therefore, you must have a document prepared that confirms your financial means during the stay.
• The Office for International Relations of the Rectorate of JU will, upon request and based on your acceptance letter, issue a confirmation of participation in the Erasmus+ program. If the host country requires proof of financial coverage upon entry in a specific amount, and the grant provided by us does not cover it, you must have a bank statement showing the remaining amount.

According to the commitments outlined in the Grant Agreement, the student is required to fulfill the following upon completion of their stay abroad:

• Submit the Confirmation of Study Period and Transcript of Records within the agreed deadlines
• Ensure that the courses listed in the Learning Agreement, including any changes made during the study period, match those listed in the Transcript of Records
• Ensure that the number of ECTS credits for successfully completed courses listed in the Transcript of Records is at least 20 ECTS
• Ensure that the confirmed period of stay listed in the Confirmation of Study Period matches the period stated in the Grant Agreement
• Complete the EU Survey on time

If the student fails to meet the above obligations, they will be required to return the allocated financial support or a portion of it, in accordance with the Grant Agreement.

If the host university is unable to provide the Transcript of Records within 14 days after the completion of the study period, the student must immediately inform their faculty coordinator about this situation.

Long-term study stays

Learning Agreement

Confirmation of study period

Grant Agreement AJ

BIPs

Learning Agreement

Confirmation of study period

Grant Agreement AJ

Short-term stays for doctoral students

Learning Agreement

Confirmation of study period

Grant Agreement AJ

Cancellation Notice

Request for Study Extension

Request for Increased Financial Support