Outgoing Managing your mobility - How does the mobility process works: Steps after the award

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Congratulations on your mobility place! Once your stay is confirmed, the preparation process begins. To ensure that your experience is both an academic and logistical success, we have divided the tasks into three temporal phases:

Before leaving (preparation and documentation):

This is the planning phase where the legal and academic foundations of your stay are established.

  • Learning Agreement: this is the most important document. It details the internships or subjects you will carry out and their equivalence to ESIHMar. It must be signed by you, our mobility coordinator and the host institution before your departure.
  • Compulsory insurance: As detailed in the previous section, you will have to send a copy of your European Health Insurance Card and private policies (accidents and civil liability) through the specific tasks of Moodle.
  • Subsidy agreement: This is the financial contract that regulates your Erasmus + scholarship. You will have to sign it in order to receive the first payment of the aid.
  • Visas and Accommodation: Although ESIHMar guides you, the management of accommodation and visa processing (for destinations outside the EU) are the responsibility of the student.

During the stay (clinical and academic follow-up):

Once at the destination, it is essential to maintain contact with the school and comply with the arrival protocols.

  • Certificate of Arrival: Once you arrive at the host institution, you will need to ask them to sign and stamp this document and then upload it to Moodle. This procedure activates the first payment (70%) of your scholarship.
  • Modifications to the Learning Agreement: If you detect changes in the internship plan or in the subjects when you arrive, you have a certain period (usually one month) to request a modification of the original agreement.
  • Active tutoring: You will maintain regular contact with your ESIHMar tutor to ensure that the learning objectives are being met and to report any incident.

After the stay (closure and recognition):

The final step is to formalize the recognition of credits so that they are recorded in your academic transcript.

  • Certificate of Attendance: this is the document that accredits the actual start and end dates of your mobility. It is essential for the payment of the remaining 30% of the scholarship.
  • Evaluation of internships and Transcript of Records: you will have to submit the evaluation document signed by your tutor at the destination.
  • Questionnaire: You will receive an electronic questionnaire from the European Commission about your experience. Completing it is a mandatory requirement to finalize the process and receive the second part of your scholarship.
  • Recognition of credits: once all the documentation has been submitted, ESIHMar will proceed to validate the ECTS credits in your UPF academic record.

General coordination of the International Relations Service