General regulations for participation in the Erasmus+ program - Study abroad
Tourism and Recreation Program
Higher School of Tourism and Foreign Languages in Warsaw
Erasmus Plus Program
SMS – Student Mobility for Studies
The recruitment of students – candidates under the mobility Program ERASMUS+ is based on rules that respect all general principles of the Program and any additional requirements resulting from decisions made by the Warsaw Higher School of Tourism and Foreign Languages (WSTiJO). The rules of recruitment, evaluation, and selection of students applying for the mobility Program are approved by the Institute Authorities.
Rules of the student recruitment
Recruitment schedule for the mobility programs in the 2023/2024 academic year:
- Until May 31, 2023 – recruitment for studies in the winter semester.
- Until October 31, 2023 – recruitment for studies in the summer semester.
Students may specify the semester when they wish to study at a partner university abroad.
If the number of applications is insufficient, additional recruitment will be carried out. If the number of candidates exceeds the number of places available, a reserve list will be created. The final result of the recruitment will be described in the meeting report of the Student Mobility Committee and announced on the official institute website in the tab Erasmus+ – News.
Candidates will be able to submit Recruitment Applications within the officially announced deadline, known to all students. The Recruitment Application form is available in electronic format for download in the indicated tab and is also available at the WSTiJO Dean’s Office and from the Erasmus+ program coordinator.
- The Erasmus+ Program is open to students of Tourism and Recreation for Bachelor’s and Master’s degree studies, full-time and part-time education. At the time of departure, the student must have completed at least the first year of Bachelor’s -degree studies..
- The study tour of the Erasmus+ Program may take place:
- in the 3rd, 4th, 5th* (only for Bachelor’s-degree students) and 6th semester of Bachelor’s-degree studies,
- in the 1st, 2nd, and 3rd semester of Master’s degree studies.
*Due to the internship program in the Hotel and Catering Manager specialization, full-time students cannot apply for studies in the 5th semester.
- The minimum period of stay at the partner university is 3 months.
When considering Recruitment Applications, the following is taken into account:
- the average grade for the last completed and approved academic semester, with the average grade not being lower than 4.0.
- knowledge of the foreign language,in which the subjects will be conducted at the university where the Student is applying.
The level of language competence specified in the Recruitment Application must be confirmed by the appropriate language lecturer.
NOTE! The level of language competence must be confirmed by the lecturer before choosing partner universities (preferred university / alternative university)! If the Recruitment Application to universities where the Candidate does not meet the language requirements, results in the Application being considered invalid.
The list of partner universities and language requirements are presented in Table 1. The candidate is obliged to familiarize themselves with the information given in the table in order to correctly complete the Recruitment Application.
Partner universities – opportunity to apply:
|University of Debrecen, Hungary – www.unideb.hu
||English B1 or – Hungarian B1
|University of Granada, Spain– www.ugr.es
||Spanish B1 and English B1
|College of Tourism and Hotel Management, Cyprus – www.cothm.ac.cy
|University of Girona, Spain – www.udg.edu
||Spanish A2 and English B1
Each time, after the end of the recruitment, the Student Mobility Recruitment Committee will announce the recruitment result based on the ranking list. All students will be informed about the result of the recruitment, and the qualified students will be reported (nominated) to the appropriate receiving university. Each time, the recruitment results will be announced according to the ranking list on the official website of WSTiJO in the tab Erasmus+ – News.
Qualified students are required to communicate effectively with the receiving university and to cooperate systematically with the University’s Erasmus+ Program Coordinator. Their obligation is to complete all formalities necessary for the implementation of the mobility program, starting from making an online application at the receiving university.
Qualified students are required to obtain full credit and approval for the semester / academic year preceding the study tour under the Erasmus+ Program. This is a condition for carrying out a trip to a foreign university.
The recruitment of students – candidates for trips under the ERASMUS+ Program is based on rules that respect all general principles of the Program and any additional requirements resulting from decisions made by the Warsaw Higher School of Tourism and Foreign Languages (WSTiJO). The rules of recruitment, evaluation, and selection of students applying for a trip are approved by the Institute Authorities.
- Student’s responsibilities before departure
- Signing the Learning Agreement for Studies (an agreement about the study program between the Student, WSTiJO, and the receiving University). The signed LA is the requirement for carrying out the trip. The student is also obliged to sign an appropriate «Participant’ Declaration within the Erasmus+ mobility Program», according to which they commit to systematic learning and obtaining full credits at the receiving university. The content of the Declaration is available from the Program Coordinator.
- Purchase of private insurance (personal accident insurance, health insurance, civil liability insurance), obtaining the EHIC (European Health Insurance Card), and signing an appropriate insurance declaration.
- Signing the Financial Agreement between the Student and WSTiJO.
- Completing visa formalities (for students who are not EU citizens) and providing all other documents enabling stay in the destination country.
- Opening a Euro currency account, to which the individual scholarship (funding) under the Erasmus+ Program will be transferred.
- Completing the online language test in the OLS (Online Language Support) system and obtaining access to an online language course.
- Student’s responsibilities during the trip
- Any changes to the Learning Agreement for Studies (LA) should be reported within 2-3 weeks to the Erasmus+ Program Coordinator, who must accept them. Any problems/obstacles in implementing the study program at the receiving university should be reported to the university Coordinator immediately after they have been noticed.
- The student is obliged to demonstrate maximum engagement in the teaching process at the hosting university in order to successfully complete all the subjects envisaged in the final version of the Learning Agreement.
- The student is obliged to systematically complete the online language course.
- Student’s responsibilities after returning
- Providing the home university WSTiJO with the Transcript of Records – After the Mobility (a document confirming the duration of stay at the host university and containing a list of credits) and Confirmation of Stay.
- Completing the participant’s online Report. The reporting tool is the Mobility Tool.
- Completing the online language test in the OLS system.
- Sending a report from the trip along with photographs to the Erasmus+ Program Coordinator.
Fulfillment of the above points is a requirement for receiving the second tranche of individual Erasmus+ scholarship (20% of the grant amount).
A student who does not fulfill the conditions of participation in foreign studies under the Erasmus+ Program may be called upon by the WSTiJO Authorities to return part or all of the individual scholarship amount.
Individual Scholarship for Study Tour Under the Erasmus+ Program
- Amount of Funding
|Countries belonging to each group
||Study Tour (€/month)
|Group 1 – Denmark, Finland, Ireland, Iceland, Liechtenstein, Luxembourg, Norway, Sweden, United Kingdom
|Group 2 – Austria, Belgium, Cyprus, France, Greece, Spain, Netherlands, Malta, Germany, Portugal, Italy
|Group 3 – Bulgaria, Croatia, Czech Republic, Estonia, FYROM (Former Yugoslav Republic of Macedonia), Lithuania, Latvia, Romania, Slovakia, Slovenia, Hungary, Turkey
The stay period at the host university must be determined and approved by the Erasmus+ Program Coordinator at WSTiJO and recorded in the Learning Agreement and financial agreement with the Student. The stay period must be confirmed in the Transcript of Records and Confirmation of Stay, which the Student will receive from the host university after the end of the mobility period.
If the confirmed stay period at the host university is shorter than the one set in the original agreement, provided that this shortening does not negatively impact the possibility of completing the semester of studies at the host university, the funding amount will be proportionally reduced. If the confirmed stay period is longer than the one agreed in the original agreement, the funding amount will not change. During the receipt of Erasmus+ individual scholarship, the student cannot receive another scholarship from European Union funds.
Erasmus+ Program funding or part of it will be subject to repayment if the student does not comply with the contract conditions and grossly neglects the duties arising from participation in the Erasmus+ Program.
The student will not be required to repay the scholarship in the case of a circumstance defined as «force majeure» (i.e., a situation independent of the student related to serious illness or accident). To qualify a case as «force majeure», it is necessary to obtain written consent from the National Agency.
The individual scholarship will be paid in two instalments:
- I installment – 80% of individual scholarship before going abroad, after signing the financial agreement;
- II installment – 20% of individual scholarship after returning from mobility, after settling the required documents and the student completing the online survey and language proficiency test.
Trips are settled with accuracy to one day (1 month = 30 days), considering the monthly individual scholarship rate applicable in the destination country. The amount of individual scholarship is calculated in the Mobility Tool, where each mobility participant is recorded.
Credit transfer for the period of study under the Erasmus+ program
The credit transfer for the study period at the host university is based on the Learning Agreement study program agreement. The program of subjects at the host university is established before the start of the mobility period and must be accepted by three parties: the sending University, the Student, and the host University. The credit transfer for the study period at the host university must be documented in the original Transcript of Records – After the Mobility, signed by an authorized person at the host university.
The sending institute WSTiJO reserves the right to designate any program differences that the student will be obliged to complete after the end of the mobility period – after returning from the host university within the deadline set by the WSTiJO Authorities. The Institute will make every effort to limit any program differences to a minimum, guided by the student’s best interest and applying the principle of substituting groups of subjects. Potential program differences may arise due to discrepancies in the study programs at the sending and host universities. The anticipated group of program differences includes: diploma seminar, foreign language (if not offered by the host university in the given academic semester), and possibly another subject that cannot be replaced. The student will be informed before departure about the list of program differences and will have full knowledge on this matter.
The Student – Participant of the Erasmus+ Program is aware of the need to obtain positive grades for all foreign subjects included in the final version of the Learning Agreement. For this purpose, he/she commits to regularly attending all classes included in the final version of the Learning Agreement and to diligent and systematic learning, to ensure the possibility of passing all works and passing all exams required at the host university as part of the final version of the Learning Agreement.
At the same time, the Student – Participant of the Erasmus+ Program is fully aware that in case of not obtaining a full set of positive grades, which must be documented in the Transcript of Records provided by the host university, he/she will be obliged to participate in the retake session at the host university, in order to successfully complete the foreign mobility period and ensure the possibility of continuing studies at the home university.
Any return for the retake session at the host university will be at the student’s own expense. Individual scholarship from the Erasmus+ Program budget covers only the period of program activities and the proper session period at the host university.
*In justified cases, it is possible to correct one subject not passed at the host university as part of the so-called program differences at the home university (without the need to return to the retake session at the host university). The subject – the Polish equivalent – forming the basis of such a pass will result from the information contained in the final version of the Learning Agreement and from the combination of Table C and Table D of the Transcript of Records document (After the Mobility). Based on this credit, the student will be able to continue the course of study.
Failure to pass more than one subject will be associated with participation in the retake session at the host university.
Note: In case of non-compliance with the given rules of recognition of the study period completed under the Erasmus+ Program, the Student – Participant of mobility may be called upon by the WSTiJO Authorities to return part or all of the received funding.
The final decision, as to the procedure in case the Student – Participant of the Program does not obtain a complete set of positive grades at the host university, will each time be taken by the WSTiJO Authorities and by the University Erasmus+ Recruitment Commission for Student Mobility.
Erasmus+ Program Coordinator
The Higher School of Tourism and Foreign Languages reserves the right to make substantive changes to the content of the above rules. These changes may result from new arrangements continuously passed by the European Commission, the National Agency of the Erasmus+ Program, and the Ministry of Science and Education.