Erasmus Study Abroad Departmental Coordinators Meeting Cleo

Erasmus & Study Abroad Departmental Coordinators’ Meeting Cleo Bowen (Erasmus) Caroline Feeley (Study Abroad) www. le. ac. uk

Studying abroad at Leicester • A semester or year abroad at a European or international partner university • Incoming: students coming to Leicester on exchange or fee-paying basis • Outgoing: Leicester students on exchange to an overseas partner university

Study Abroad & Erasmus Offices Natalie Cunningham Head of International Mobility Caroline Feeley Senior International Officer (Study Abroad) Julie Leverett Study Abroad Adviser Lucy Stubbs Study Abroad Adviser Cleo Bowen International Officer (Erasmus) Nalina Pattni International Office Assistant (Erasmus) Amy Persse International Officer

Erasmus – what is it? • European Commission-funded initiative • The most well-known international student and staff exchange programme • Began in 1987 – now 3 million participants • Aims to foster a greater sense of European identity and strengthen Europe as a knowledge-based world economy • Participating countries: EU/EEA/EFTA members + Switzerland, Macedonia & Turkey • At Leicester, exchanges within Europe arranged through the Erasmus framework and students receive a monthly grant.

Study Abroad – what is it? Year/semester abroad: incoming students from / outgoing students to international partner universities for a period of study Summer Programmes: Leicester students on a short-term cultural programme in China, Korea or Taiwan We have over 60 partners world-wide in: Australia Japan South Korea Canada Mexico Taiwan China New Zealand United States Colombia Singapore Hong Kong

Partnership Agreements • Formal Process for setting up exchanges • Must have signed partnership agreement in order to accept/send students • Administered by the Erasmus/Study Abroad Office • Are on an institutional basis (Study Abroad) or a departmental basis (Erasmus)

Outgoing Students – Period of Study Two models at Leicester: • 4 -year degree (full-year abroad) 1 st Year: Leicester Year 1 2 nd Year: Leicester Year 2 3 rd Year: YEAR ABROAD 4 th Year: Leicester Year 3 Students need to change their degree from a 3 year to a 4 -year degree with a year abroad • 3 -year degree (semester abroad) 1 st Year: Leicester Year 1 2 nd Year: Leicester Year 2 Semester 1: Leicester / Semester abroad Semester 2: Leicester / Semester abroad 3 rd Year: Leicester Year 3 Departments include: Criminology, Media and Communication and Sociology

Outgoing Students – Finances 2014 -15 • Now the same for Study Abroad and Erasmus • No tuition fees to pay to host university • Leicester fees for full-year – Home/EU: £ 1, 250 – International: 25% fees • Leicester fees for single semester abroad – Home/EU/international: full applicable fee • Still eligible for UK government loans • Free Uo. L Health and Travel Insurance • May have to buy the host university health insurance • Need to research the cost of living online • Visa/student permit fees, travel costs

Outgoing Students - Promotion Erasmus/Study Abroad and Departmental Coordinators play an important role in highlighting benefits and encouraging students to take the opportunity • Department promotional sessions • Studying Abroad presentations (Open Day) • Study Abroad & Erasmus Fair (21 November) • Publications: fliers and posters, department leaflets and handbooks • Are you undertaking activities during Induction Week? Joint promotional efforts can inspire more students!

Outgoing Students – Selection It is the responsibility of the department to select candidates for Erasmus/Study Abroad. Selection process may include: • Motivation letter • In/formal interview • First come, first served • Academic performance Departments then nominate their students to International Office. Decision-making process can be subject to Erasmus Audit – please keep a record of procedure and decisions made.

Erasmus and Study Abroad Office Main Responsibilities • Central administration for all exchange programmes • Liaison with partner universities, students and departments • Managing partnerships (review, renew, new partners) • Processing of incoming applications • Promotion and support for incoming/outgoing students • Study Abroad & Erasmus Fair (November each year) • Mobility numbers: agreeing with partner universities and departments

Departmental Coordinators Main Responsibilities: • Main contact within the department • Academic matters relating to studying abroad • Advise Study Abroad/Erasmus Office of required number of exchange places for outgoing students • Promotion of exchanges to students within department • Interview and nominate students to Study Abroad/Erasmus Office • Approve outgoing students’ module choices and sign the Learning Agreement form

Departmental Administrators Main Responsibilities: • Process module requests for incoming students (approval or rejection) • Recommend alternative modules as and when appropriate • Keep a record of approved modules • Register incoming students for modules upon arrival • Administration/record keeping for outgoing students.

Student and Staff Guidance • Erasmus Blackboard ‘module’ - information and presentations for students who have been nominated. • Guidance for Staff: www 2. le. ac. uk/offices/inte rnational/staff/studentmatt ers/exchanges • Erasmus Handbook • International Office Website

www 2. le. ac. uk/offic es/international/ove rseas-exchange Website • “Study Abroad and Exchanges” Area • Divided into incoming/outgoing • Outgoing area focuses on students who have not yet committed • List of Departmental Coordinators • Dedicated area for Erasmus staff mobility urope/ international/staff/e (staff login required) ps: //swww 2. le. ac. uk/offices/ an-universities/ htt e -europ funding-for-visits-to

Upcoming Dates – Incoming Students Date Activity Mid-September Online registration opens 21 September Incoming students start to arrive 23 -27 September International Students’ Welcome Programme (ISWP) 30 September and 1 October Study Abroad and Erasmus students’ central registration (final confirmation of modules) 14 Dec-14 Jan Student Christmas break

Upcoming Dates – Outgoing Students Date Year of Study Activity Aug/Sept/Oct Year 3 Students start 2013 -14 year abroad Mid-October Year 2 Eligible Erasmus Outgoers 2014 -15 should register for Language courses 15 October Year 2 Outgoers 2014 -15 switch to 4 -year degree during registration 24 October Year 4/ finalists Erasmus and Study Abroad Returners Event Late October Year 3 Erasmus Students to receive grant payment 1 21 November Year 1 Study Abroad & Erasmus Fair

Departmental Coordinators’ Meeting Study Abroad Caroline Feeley Senior International Officer www. le. ac. uk

Study Abroad in Figures Academic Year Total Outgoing Students (number of semesters) Total Incoming Students (number of semesters) 2007/8 64 213 2008/9 77 243 2009/10 89 227 2010/11 137 272 2011/12 139 321 2012/13 188 314 2013/14 202* 219** *Number as at 28/08/2013 ** Number as at 28/08/2013. Anticipate approx. 125 additional students for Spring 2014

Study Abroad Demographics (2013 -14) Outgoing students Incoming students* Australia 19 Australia 23 Canada 22 Canada 10 Colombia 3 China 34 Hong Kong 2 Colombia 2 Japan 3 Hong Kong 3 Mexico 9 Japan 12 New Zealand 2 Mexico 0 Singapore 1 New Zealand 1 USA 66 Singapore 2 South Africa 1 South Korea 41 USA 79 * Application deadline for Semester 2 is October

Study Abroad Office Name Natalie Cunningham Caroline Feeley Amy Persse Julie Leverett Lucy Stubbs Contact Details Nlc 11@le. ac. uk, Tel: 1899 Responsibility Head of International Mobility Responsible for overall strategy for European and international student and staff mobility Cmw 64@le. ac. uk, Tel: International Officer (Study Abroad) 2608 Responsible for day-to-day management of Study Abroad programme, including partnership development and recruitment plans Ad 144@le. ac. uk, Tel: 2600 International Officer (Marketing) Responsible for the development of marketing and promotional materials for European and international mobility Jal 32@le. ac. uk. Tel: 2179 Study Abroad Adviser (Canada, Latin America and USA) Responsible for administration for designated regions for incoming/outgoing students Las 40@le. ac. uk, Tel: 5687 Study Abroad Adviser (Asia, Australia, NZ and non. Erasmus Europe) Responsible for administration for designated regions for incoming/outgoing students

Outgoing Students – Allocation (Year 2) October-December: Departments advise Study Abroad Office how many places are required October-January: Study Abroad Office requests places from partner universities October-January: Partner universities confirm availability of places January-February: Study Abroad Office allocates places to departments February (after Semester 1 results): Departments allocate places to students

Study Abroad Destinations • More flexibility than Erasmus • Some partner universities restricted to specific Leicester departments (e. g. American Studies, Chemistry, Mathematics, Geology) • Places depend on exchange balance and capacity • Availability of places varies year to year • Students/departments to contact me if interested in particular destination/partner university

Outgoing Students – Summer Schools • Short-term (4 -6 weeks) cultural programmes at partner universities in China, Korea and Taiwan • During summer months (July/August) between academic sessions at Leicester • Costs range from £ 170 to £ 1, 500 • Encouraging first year students to apply • Travel scholarships available: 8 at £ 750 for 2013 In 2013 we had 26 participants in the Summer Programmes!

Incoming Students – Application Process • Applications are received: – January-May (for Semester 1 and full-year) – July-October (for Semester 2) • Processed by Julie and Lucy • Module Request forms sent to departments for approval/rejection • Offer letter sent by Study Abroad Office

Incoming Students – Teaching Payments • Departments will receive £ 345 per 20 credits for each incoming Study Abroad student who registers on one of their modules • Departments are not charged for outgoing students • Payments will be transferred to the departments: – Semester 1: by mid November 2013 – Semester 2: by mid March 2014

Study Abroad Resources - Outgoing • Website: http: //www 2. le. ac. uk/offices/international/overseas -exchange/outgoing/study-abroad Why study abroad? Destinations How to apply Costs Paperwork Visas Summer Programmes FAQs • Study Abroad promotional sessions • Pre-departure briefing

Study Abroad Resources - Incoming Website: http: //www 2. le. ac. uk/offices/international/overseasexchange/incoming/study-abroad Prospective: How to apply Tuition fees/costs/scholarships Programme dates Accommodation Offer holders: Joining Instructions Study Tours Visas Arrival & Welcome After Leicester: Alumni Membership Transcript Requests Postgraduate Study

Coordinators’ Meeting Update 2013 -14 www. le. ac. uk/international

Erasmus Team • Who are we? – Cleo Bowen, Erasmus Coordinator – Nalina Pattni, Erasmus Assistant • Contact: – Email: erasmus@le. ac. uk – Tel: x 5142 or x 2476 – International Office, 2 nd Floor, Astley Clarke

Erasmus at Leicester 2013 -2014 • 174 students outgoing (206 placements) • 232 incoming (117 sem + 115 full year = 173. 5 FTE) • Erasmus Student Feedback: – Good experience, language skills, cultural awareness and independence rank top. – Accommodation, communication and prior information biggest hurdles. • Erasmus Ambassadors – returning students keen to help with Erasmus promotion • Approx 1 Staff Exchanges

Erasmus Destinations (Outgoing) Cyprus France Switzerland Portugal Spain Sweden Netherlands Belgium Denmark Italy Slovakia Austria Germany

Erasmus Incoming Students France Switzerland Spain Finland Sweden Netherlands Belgium Norway Denmark Italy Slovakia Austria Germany Greece Hungary Poland

Bilateral Agreement Review • New Erasmus Programme 2014 -2020 “Erasmus+” • All exchange agreements expire in July 2014 • Opportunity to close unused/ unwanted partnerships • Departments must decide which to maintain • New and detailed format

New Agreements • Inter-Institutional Agreements • Each Specific to one departmental exchange • Language Level set for exchange (B 2) • “Additional Requirements” can be added • Student Mobility for Traineeships can be included • Notice of at least one academic year for closure • Information for interpretation of grades

PRIORITY SUBJECT AREAS Technology Engineering Mathematics Sciences • We are available for talks • Stall at Festival of Careers, Thursday 8 th Nov 2012

PRIORITY COUNTRIES Bulgaria Croatia Cyprus Czech Republic Estonia Greece Hungary Latvia Lithuania Malta Poland Romania Slovakia Slovenia Turkey

Erasmus Student Grants • All participants (any nationality entitled) • In 2012 -13 average € 3, 300 for year abroad • Two instalments: 70% in October, 30% in July Uo. L Destination Countries Monthly grant BAND 2 Cyprus, Hungary, Malta € 315 BAND 3 Austria, Belgium, Denmark, France, Germany, Italy, Netherlands, Portugal, Spain, Sweden, Switzerland € 375

Additional financial help Supplementary one-off grants 1) Priority Countries: € 400 to students going to Cyprus, Greece, Lithuania, Malta, Poland or Turkey. 2) Widening Participation: € 500 to students from low-income families. Hardship Fund • Extra funds from Erasmus Team, available for Leicester students on Erasmus • Assessed and administered by Student Welfare

Funding for Language Classes Language Learning in the UK • Languages@Leicester – 50% subsidy during year 2 of study at Leicester. • Students can look for classes locally if not available at L@L. Will also be subsidised 50% (within reason) In-Country Language Learning • Official EILCs (Erasmus Intensive Language Classes) – free of charge, additional Erasmus grant allocated to participants. Very competitive, a place not guaranteed. • Pre-sessional courses in-country – no Erasmus grant but tuition fees reimbursed by Leicester. Good value!

Learning Agreements • Still to be used under Erasmus + • Should be completed at application stage and definitely before students depart the UK • We agree that this is impractical, but is a Commission requirement • Erasmus+ should make it easier to get select modules earlier

“Return to home country” nominations Low priority for the European Commission. If citizenship and destination match: • Alert the Erasmus Team • Give priority to other students • Suggest alternative destinations

Any questions?

Coordinators’ Meeting: Areas for Discussion • Assessment for incoming students • Module requests for incoming students (process) • Sharing of best practise • Feedback and comments • Matters arising

Assessment for incoming students • Erasmus students: follow same pattern as home students (take exams) • Study Abroad students: full-year students follow same pattern as home students (take exams); onesemester students to be set alternative assessment • SITS must have relevant assessment pattern in order to calculate correct grades • Pass for credit (PC): when results 35 -39 bracket (students are non-degree seeking)

Incoming Applications February/March Applications start arriving in the International Office Late April University Module Database (should be) updated for the next Academic Year ASAP Thereafter Study Abroad and Erasmus Staff send module requests to Departments Allocate Modules Target: Early June Students stop Departments know Accommodation sending panicked Offers Can Be Made! which students to Applications expect emails