Step 1: Selection of participants

Each party has to select its candidates well in advance before the implementation of the given mobilities. The selection must be fair, transparent and well-documented, and shall be made available to all parties involved in the selection process. The selection criteria shall be made public. The HEI shall take the necessary measures to prevent any conflict of interest with regard to persons who may be invited to take part in the selection bodies or selection process.

The selection criteria will be:

  • the first criterion for selecting students will be the academic merit

  • with equivalent academic level, preference should be assigned to students from less advantaged socio-economic backgrounds (including refugees, asylum seekers and migrants)

  • lower priority will be given to students with a previous participation

  • a student can go on a mobility several times, up to a maximum of 12 months per study cycle (a total duration of his/her Erasmus mobilities shall not exceed 12 months for the relevant level of education according)

  • a student´s language level has to comply with the requirements of the receiving university

The sending and the receiving institution should have a common understanding regarding selection of participants and should have set a basic timeline and identified the colleagues responsible for the nomination of students and staff.


Once students are selected, they should receive the Erasmus+ Student Charter from their sending institution (please see in section Useful links, documents and further information)

After the selection of candidates, the partner HEIs are obliged to send to the IRO a scanned copy of the record from the selection procedure with the following information: a date and a way of notification of the selection procedure, the selection criteria, a date of the selection, the members of the selection committee, the names of the applicants, the names of the selected applicants (and rejected applicants/alternates if relevant) and a short evaluation of the selection procedure. The record should be on a letterhead.

Step 2: Before the mobility

The IRO will inform the selected student(s) about the further administrative steps and necessary documents.

Among other things,

  • We need to agree on the period of the mobility

  • The student, the sending and the receiving institutions must agree on the activities that the student will undertake during the mobility by signing a Learning Agreement – part Before the Mobility (please see a template in section Useful links, documents and further information). The LA has to be signed by all parties before the mobility.

  • The student has to send to the IRO an English language certificate (in accordance with the language requirements set in the Inter-institutional agreement). If the student does not have any certificate, his/her coordinator can fill in a language Proficiency Form (please see a template in section Useful links, documents and further information).

  • If the student wishes to be accommodated in a student dormitory, he/she needs to send to IRO an Accommodation Application Form (please see a template in section Useful links, documents and further information).

  • The IRO will prepare an invitation letter for a selected student(s). We will inform a selected student(s) about further documents and information needed to prepare an invitation letter.

  • The student must verify if he/she needs visa and/or a temporary residence permit in order to come, study and stay in Slovakia, where he/she needs to apply and what documents are required. Please check it very carefully (please see a guide to administrative duties in Useful links, documents and further information and contact the relevant Slovak consulate/embassy).

  • The student has to arrange the travel tickets by himself/herself

  • The incoming students have to ensure an insurance covering the entire duration of the mobility including the travel. An incoming mobile participant has to send a copy of the insurance to the IRO before the start of the mobility.  An insurance of medical expenses is compulsory, but the student is recommended to also ensure other types of insurance policies, as they may deem fit (for example an accident insurance, a liability insurance etc.).

Step 3: After arrival and during the mobility
  • Non-EU member states citizens have to report their stay to the Foreign Police (submit a notice of the stay) within 3 working days since their arrival in Slovakia and those who stay in Slovakia for more than 90 calendar days need to receive a temporary residence permit (please see a guide to administrative duties in section Useful links, documents and further information).

  • We cooperate with the Erasmus Student Network (ESN) in Košice, whose members are students/volunteers (buddies), and who help the incoming students during their first weeks. They will contact the student before the start of the mobility. They can also help students with the foreign police. Please see ESN contacts in Useful links, documents and further information.

  • In order to sign a financial agreement and receive a financial support, the students have to establish a Slovak bank account

  • As soon as the IRO has all necessary documents from the student, we will sign a financial agreement. A total financial support will consist of 2 parts: an individual support (i.e. support for the accommodation, meals and other expenses) and an allowance for covering the travel costs. You will receive 70% of the total financial support within one week after signature of the financial agreement and the remaining 30 % will be sent to the students by the end of the mobility (after submitting an online EU survey report).  Please see information about the financial support in section Useful links, documents and further information.

  • The student will need an ISIC card (for the library, student canteen, discount for public transport etc.). The price is 25 EUR. 

  • If approved by the coordinators at both the sending and the receiving institutions, the student can add more courses or delete some of the previously chosen courses (as soon as possible). A Learning Agreement – part During the Mobility has to be signed no later than 1 month after the beginning of studies.

  • 30 days before the end of the mobility, the student will receive a request (by email) for filing an online report through the EU Survey. Submitting the EU Survey report is the condition for receiving the remaining 30% of your financial support.

  • During the last week, the student has to come to IRO for a final meeting and bring a confirmation from Library, a confirmation from the student dormitory and a Post-Visit Evaluation (please see the templates in section Useful links, documents and further information).

Step 4: After the mobility
  • The student and the sending institution will receive a Learning Agreement – After the Mobility table C (=a confirmation about the dates and a transcript of records)

  • The sending institution will send to the IRO a Learning Agreement – After the Mobility table D (=information about the recognition at the sending institution)

  • The student will receive a supplementary online report regarding the recognition of his/her studies

© 2019 Tomáš Polák & Marek Sekerák

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