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Procedures

Informative mobility meetings documentation

In this link you will find the documentation related to the last mobility informative sessions:

  • Mobility presentations: general mobility, procedures, presentations, companies, etc.
  • Informative documentation: list of foreign universities with available places and requirements, etc.
  • Needed documentation to perform the mobility: documentation before leaving, during the stay, and on the return.
  • Foreign universities presentations

Application procedure

Calls

You will be seasonably informed of the diferent mobily calls, through your student School email.

Program Call Leave at
Socrates - Erasmus
USA
Latin America
October September or February of next course
Company October Mostly September (or February) of next course


Japan (NII)

1st call: April September
2nd call: October February

If you find a company on your own, outside our circuits and these calls, you just have to come and talk with us (B3-Ricardo Valle Building, 001).

You will find additional information of this programs on the UPC International Relations Bureau website, as well as information on other scholarships and grants you can request, apart from those we will explain below.

The call opens in October with an informative meeting on the specific places that are offered for next course. The e-secretaria list will be available in early December.

 

Place in University. Request and allocation

 

  1. Check the schedule and the places offer, with their requirements:
      • The schedule for the request and resolution of the places is at the Outgoing informative brochure at: Informational mobility meetings.The schedule for 2019-2020 is the following:
          • Request at esecretaria: 03/12/2018 to 31/01/2019.
          • Resolution: 15/02/2019
          • Accept place by student: 22/02/2019
      • You will find the places and requirements at: Mobility modalities
  2. Make the request through esecretaria, within the deadlines:
  3. Accept or reject our decision through esecretaria:
      • You will find our decision to your request at the esecretaria, within the deadline set at the schedule.
      • You are to accept or reject through  esecretaria the place we have granted you. Do it within the deadline.
  4. Apply directly to host university (explained at section "procedures before the mobility" > "place at university. Apply directly to host university".

Place in a Company. Request and allocation

  1. Check the schedule and the places offer, with their requirements:
      • The schedule for the request and resolution of the places is at the Outgoing informative brochure at: Informational mobility meetings. The schedule for 2019-2020 is the following:
        • Request: from 12/11/2018 to 11/01/2019.
        • The requests will be dealt with as we receive them.
      • The places and requirements are at: Mobility modalities
  2. Make the request to students.mobility@etsetb.upc.edu within the deadlines.
    • Apply for maximum 3 options. Attach:
        • CV in Europass format in English.
        • Motivation letter, signed and addressed to the company, in English.
    • There is no need to apply them all at once, you can apply for one and wait to obtain the place, and in case you don't get the place, try with another offer. 
  3. The acceptance/denial of the company will be comunicated directly through the company (in this case you shall notify us by e-mail), or through the International Relations Subdirection.
  4. Once you have the company's acceptance, and before leaving, you will have prepare the documents and hire the  insurance specified in this page at the section of Required documents, at Procedures before leaving (school insurance is not enough).
  5. If approaching the period of completion of university application you have not received news from the company, we recommend you that you apply for a place at a university.

Procedures before leaving

 

You will find all the information about the place application documents to fill for all the mobility types at Informative mobility meetings documentation.

 

Place in university (just after allocation). Apply directly to host university

  1. Once you have accepted, we will nominate you to the host university and will send  you an email notifying you.
  2. Apply directly  to the host university within the deadlines: The last step you will have to do to have the place assigned, is to do the application directly to the university to which we have nominated you:
      • Check the section of the application form at the university of destination web: keep in mind the deadlines for doing it and the documentation requested by the university.
      • At the application, they can ask you information about the professor coordinator of International affairs or the contact person. You can find it here: details useful for the application.
      • If you need a transcript of records, request an ECTS transcript in English through prisma-nou.upc.edu/estudiants > certificates. It will be ready for you to collect when you see it as pending to collect at prisma-nou.upc.edu/estudiants > procedures > my procedures.
      • If you need us to sign any document, send it to us to  or bring it to our academic office in building B3. We will leave it for signature.
      • If they ask you a signed learning agreement and they don't have any model, you can use one of the following: european universityeuropean companyUSA university. For the Erasmus+ grant you may need them to sign another learning agreement form, since in fall semester the call for these grants is published after the application period and the form may change.
  3. If you are going to do the Bachelor's Final Thesis or Master's Final Thesis abroad, you should find a project that may interest you at the university of destination. You have different options to find it:
      • Either through the responsible professor of the destination university at UPC (Universities excel
      • Or entering the university of destination page and searching through the different departments. 
      • Or viewing examples of theses that have been performed other years at the host university (universities examples), where you can see the students that have performed those thesis, as well as the supervisor they had at host institution and at ETSETB.

Finding a Project before, and therefore a supervisor with whom you have spoken, will allow you, among other things, to have an approximate idea of the date of arrival (information needed to complete the Application Form) and, above all, to make the accommodation request.

Information meeting for students with place awarded

Once the process of concession of places is completed, a briefing session will take place before your stay begins, where all the administrative procedures to be followed will be explained in order to leave everything fixed in ETSETB. The date and place of this session will be informed to you in your mail and through the web, when the time has come.

In case you cannot assist this briefing session you may find all the information at Informational mobility meetings Documentation.

Kind of stays (Erasmus+/non Erasmus+, studies/traineeships)

In order to decide the documents to submit (section below), you need to know the kind of stay you will perform:

      • According to destination. 
          • Erasmus+. These are stays performed in one of the countries Erasmus+ of Europe (KA103) or in one of the universities that, despite not being in Europe, belong to the programme Erasmus+ (KA107). The information is to be found here: https://www.upc.edu/sga/ca/Mobilitat.
          • No Erasmus+. These are the stays performed in the rest of destinations.
      • According to the activity performed in destination
          • Studies. Only in universities. Characteristics:
              • The ETSETB has a bilateral agreement with the host university. See: univ. with bilateral agreement
              • The student enrolls both at the host university and at UPC. If the stay is Erasmus+, the payment is only made in UPC. If not, it depends on the agreement between both universities.
              • If the student performs the final thesis, it must be defended at the host university.
              • Before returning, the student will have to request for a transcript of records of the activities performed at the host university, as well as the documents established at the section Before returning of this webpage (for the assessment of TFG/TFM and for closing the mobility).
              • The grant for Erasmus+ studies stays (link) covers up to 7 months, depending on the duration of the stay.
          • Traineeship. Normally in companies, but also in universities. Characteristics:
              • Stay in a company or in a university that does not have a bilateral agreement with ETSETB. Exceptionally, it may be in a university with a bilateral agreement with ETSETB.
              • The student only enrolls at UPC.
              • If the student performs the final thesis, it must be defended at ETSETB.
              • Before returning, the student will not need a transcript of records. He/she will have to submit the rest of the documents explained at the section before returning (for the assessment of TFG/TFM or traineesship and for closing the mobility).
              • The grant for Erasmus+ traineeship stays (link) can cover the whole stay, if the traineeship is embedded in the curriculum (the project is considered a traineeship embedded in the curriculum).

 

Required documents

From all outgoing students we will need the following documents. If there a document is different depending on the kind of stay, we will indicate it at the explanation of the document:

Document or email of admission to the host institution with initial and end date.

How: Email to

When: As soon as  you are admitted at the host institution.

 

When we nominate you, we assign you by default an initial and end date for the stay, which you can see at prisma-nou.upc.edu/estudiants > mobility stay. If you send us the admission document or email before july (fall semester) of before mid January (spring semester), you can ask us to change these dates. If  you send it later or don't ask us to change them, we will leave them as they are. After you have finished the stay, the official (real) dates that will appear on the system and in your transcript will be the ones on your certificate of arrival and your certificate of attendance, that you will have to send us at the beginning and at the end of your stay (see "procedures during the mobility" and "procedures before leaving")

 

Normally the expected and real period are different. About this difference, you must consider that:

  • If at the end your stay is shorter than expected, in case you have an Erasmus+ scholarship, the second payment will be adjusted and maybe you have to pay some difference.
  • The stay can be up to 29 days longer than expected (no more). In case you wish to extend it longer than that, you will have to request formally for an extension, at least 30 days before the expected end date (see "procedures during the stay > documents").

 

Financial agreement or credential credential document signed by the student. 

How. Sign two original copies and hand them in at the academic office. After three days you can come and pick up a copy signed by the School.

When: At least one week before leaving.

    • If your mobility is Erasmus+ (with or without grant), your credential is the financial agreement. You can print it from prisma-nou.upc.edu ("mobility stay" section > "documentation" tab).
    • If your mobility is NOT Erasmus+, we will print your credential at the academic office for you to sign. First we need to know the approximate dates of your stay (from the admission letter or email sent by the host institution).

Document about the project's supervisors.

How. Scan to signed by your ETSETB supervisor.

When. When  you know the complete name and email of  your supervisor at the host university.

You must find 2 supervisors for your project: one of the ETSETB and one of the host institution. In order to enroll the project online (see Enrollment at this page), the ETSETB supervisor has to assign you the project at the ETSETB intranet and introduce there some details of your other supervisor (complete name, email and university to which he/she belongs). If on this registering process, any of these details is omitted, we will need you to send us the Bachelor's Final Thesis/Master's Final Thesis document about the supervisor, completed and signed by your ETSETB supervisor.

Compulsory insurance. ONCAMPUS

How: Scan to if it is OnCampus.

When: At least one week before leaving.

UPC has an agreement with On campus and offers an insurance for all the stay for an economical price. If you hire On Campus, you will only need to send us a pdf issued online with the details of the insurance. But, in case of having a private insurance different from On campus, the beneficiary will have to handle an original certificate issued by the insurance company which at least takes into account the next coverages:

  • Medical assistance: diagnostic tests and surgical interventions included.
  • Coverage for accidents in the destination country
  • Repatriation in case of death

Precommitment of subjects (in case of stays for studies)

How. Scan to Only signed by you.

When: Before 15th June in fall semester and before 30th January in Spring semester. In any case, before leaving.

 

As soon as you have a choice of what you will do at the host university, you will have to fill in, sign and send us a document previous to the learning agreement, with the subjects that you intend to do at the host university and the credits or subjects, corresponding to them, that you will enroll at ETSETB (the TFM/TFG is a subject as well). The document is the folllowing:

 

This document may be changed later on (see "procedures during the mobility > documents")

Learning agreement. Section "Before the mobility". This is the 2018-2019 document. In June-July will be published the one for 2019-2020.

How. Scan to Signed by the host institution and you. The instructions on how to fill it in are at the enrollment section.

When: At least one week before leaving, it must be signed by the host institution, you and us. You can first send it to us for our signature.

There are 4 different learning agreements according to your kind of stay. (the stays are explained at the previous section: "kinds of stay"):

Request for Erasmus+ scholarships:

    • Request for the Erasmus+ grant. You will find the form at: https://www.upc.edu/sga/ca/Mobilitat, within the corresponding call, depending on if you are going to do a traineeship or a study stay, under "sol·licitud"
    • Do the intial language test. You will find the information at the previous link, but at the section "obligacions dels beneficiaris".
    • Bank account in two places (they can be different):
        • To receive the grant: Fill in the details of the bank account where you wish to receive the grant at prisma-nou.upc.edu/estudiants > estada de mobilitat 
        • To return money in case it is needed. So that we can charge you a return of money, if needed, we will need the SEPA order associated to a bank account. If you have ever submitted this document (for example, if you have ever paid by direct debit), you don't need to submit it again, if the bank account is still valid. 
          Only in the case you have never submitted the SEPA order, you will have to do the following: enter prisma-nou.upc.edu/estudiants > my details > bank account and click  on the button add, at account associated to SEPA order. Once you have done so, you must introduce the bank account and the details of the account holder, save and print the SEPA document. Finally submit this document with the requested signatures.
    • For students with special educational needs, there is the possibility to request the grant explained at the following link: https://www.upc.edu/sga/ca/Mobilitat/ErasmusNecessitatsEducativesEspecials.

 

Enrolment

Regardless of the type of exchange you are going to do, you always need a valid official enrol.

We remind you that the goal is:

  • Always have a current enrollment to make sure that school insurance is valid abroad.
  • That the credits can be recognized when you return, and you don't find any surprise.
  • That you are able to present the PFC.
TFG/TFM Enrollment:

  • The calendar and procedure to follow is to be found, according to your study plan at: http://etsetb.upc.edu/ca/elsserveis/secretaria-oberta (under the title “treballs”). 
  • Before the enrollment period, you must find a supervisor, among the ETSETB professors. He/she must assign you the mobility Bachelor's Final Thesis/Master's Final Thesis in the ETSETB intranet ("offers" sections) and you must accept it
  • Enrollment in ordinary period. After the Intranet assignation, the student must enrol himself online on the ordinary enrolment period (July or February).
  • In order to carry out the Bachelor's Final Thesis registration, you must have passed ALL the mandatory credits (of your specialty) and the core ones.
Traineeship enrollment:

  • Traineeship embedded in the curriculum. You can do a traineeship in a company or university and after completing it, earn optional credits qualified in your curriculum. The procedure is:
      • Final thesis: Procedure explained at the section TFG/TFM enrollment (above).
      • Other traineeship different from final thesis:
          • Be accepted by a supervisor at ETSETB, as well as at the host institution. Before enrollment period, the ETSETB supervisor of the student has to send an email to students.mobility@etsetb.upc.edu, confirming he/she will supervise the student's traineeship, together with the supervisor of the host institution.
          • Inform about the credits at the training agreement (learning agreement for traineeships). Choose point 1 (embedded in the curriculum).
          • Enrol in ordinary enrolment period. If you have made the previous steps, you will be able to enroll in ordinary enrolment period(July or February).

  • Voluntary traineeship. If you are not going to earn any credit for the traineeship, you will have to enroll voluntary traineeship, that is: traineeship NOT embedded in the curriculum. The procedure is: 
        • Inform about the activit at the training agreement (learning agreement for traineeship). Choose point 2 (voluntary traineeship)
        • Request at prisma-nou.upc.edu/estudiants > procedures > other  that we enrol you of "pràctiques no curriculars" and inform at the "I expose" section about how you wish to pay (by debit payment on your bank account, with Visa o Mastercard or in cash).
Subjects enrollment:

      • Destination university subjects (enroled and payed at ETSTB as a bag of credits). These and project credits are the only credits that count within the minimum number of credits for Erasmus + studies aid. In the learning agreement you will have to put in the A table the name of the subjects of the university of destination and in the B table the number of credits that you enroll and pay here. If you have sent us the learning agreement, these credits will appear in the online enrollment.

      • Virtual subjects offered by ETSETB. Before enrollment, you must ask for them at students.mobility@etsetb.upc.edu. IMPORTANT: If you ask for Erasmus + studies aid, you can not count on these credits to reach the minimum number of credits enrolled that are required.

Recoginition of 3 ECTS of university extension for mobility (only bachelor students)
This recognition is to be made during your stay, so it is explained at ht esection "procedures during your stay".

Procedures during the stay

Required documents

Procedures for TFG/TFM

The calendar and procedure to follow is to be found, according to your study plan at: http://etsetb.upc.edu/ca/elsserveis/secretaria-oberta (under the title “treballs”). 

    • Perform the diposit through the ETSETB Intranet (https://intranet.etsetb.upc.edu/sys/login.html: Acadèmica > Dipòsit de TFG/TFM): files, bibliographic data and mobility questionnaire. It must be validated by the supervisor of the project at ETSETB. 
    • Notify, within the deadlines and according to the procedure, if you will defend at the host university or at ETSETB and in which call you will do it.
    • Whether you defend at ETSETB or at your host institution, you will be assessed by an ETSETB jury, within our deadlines. If you are a MET or MEE student, you will have to request yourselves the jury (evaluation board), within our deadlines; if you are of another study plan, you will be assigned a jury according to what you have notified us (defense call).
    • Students that will defend at ETSETB mandatorily:
        • Students that perform a double degree with the host institution will defend at ETSETB, as well as at the host institution. 
        • Students that perform a stay for traineeship will defend at ETSETB.
    • Students that only defend at the host institution must make sure that the school receives the assessment documents from the host institution (see "Procedures before returning. TFG/TFM"). The ETSETB jury will have in mind these documents, as well as the diposit, in their assessment.

Procedures for traineeship

  • Traineeships embedded in the curriculum,
      • In case of final thesis, see procedures TFG/TFM above.
      • In case of other activity:
          • The student will send to the traineeship supervisor at ETSETB the following documents (to be found at the following link: http://etsetb.upc.edu/ca/empreses/convenis-de-cooperacioeducativa/informacio-per-a-estudiants#section-9): 
              • Project Proposal and Work Plan 
              • Critical review 
              • Final report 
          • For the assessment, the student should make sure that the school receives the assessment documents in the way specified at “Procedures before returning. Traineeship embedded in the curriculum”

  • Traineeships not embedded in the curriculum. The student will perform the activity described at the training agreement before the mobility, that will finally be assessed at the host institution in the training agreement after the mobility (see the section "procedures before returning".

 

Only for bachelor students: Validation of 3 ECTS of "extensió universitària" for mobility 

Recognition of 3 ECTS of university extension for mobility. Students of all bachelor studies can recognize 3 ECTS of university extension per mobility / semester, sending a document signed by the university of destination in the middle of the semester. Remember that the maximum credit for university extension is 6. The document to be sent is as follows: Document for university extension. It has to be sent, signed by the university of destination at the middle of the semester to the address: 

IMPORTANT: 

        • If you ask for Erasmus + studies aid, you can not count on these credits to reach the minimum number of credits enrolled that are required.
        • These credits cannot be divided. They can only be 3 credits

 

Useful information and suggestions for your destination site

Information about the International Student Identity Card (ISIC), useful to obtain advantages and discounts in many countries abroad:http://www.xanascat.cat/shownode.tjc?id=504315 or www.isic.org

We remind you that in Mobility aid section you will fins information about alternative aids, whether you have the right to a scholarship or not.

We suggest that you insure that you get the qualifications of everything you do, so we are be able to make the necessary validations. Although the centers often send it directly, it may take a long time, which delays the validation procedures. Incorrectly justified credits won't be recognised.

Procedures before returning

Assessment of Final Thesis 

In order to be evaluated within the period (in ordinary or extraordinary call) and not having to enroll the project again, paying the credits with surcharge, you must consider the Calendar and procedure according to the curricula: http://etsetb.upc.edu/en/els-serveis/secretaria-oberta (underneath the "treballs" epigraf).

ALL Students will have to make sure that the tutors of the university of destination, within the deadlines and before the ETSETB evaluation board meets, send these documents signed to :

    • Supervisor's assessment. ALWAYS – If the thesis is not presented at the university of destination, point 7 can be left incomplete.
    • Lecture certificate (Degrees- Master's). If defended at the destination university • Those who defend the work at ETSETB will have to follow the same steps the same steps as those that are not mobility students, but adding the "supervisor's assessment" and the mobility questionnaire, within the deadlines.

DOUBLE DEGREE STUDENTS DEFEND IN ALL UNIVERSITIES. Double degree students must defend the project at ETSETB, as well as at the host university.

ALL students will have to communicate, within the deadlines and according to the procedure, if they will be present at the university of destination or the ETSETB and in what call they will do it.

ALL students, within the deadlines, will have to make the deposit at the ETSETB's Intranet (https://intranet.etsetb.upc.edu/sys/login.html: Acadèmica > Dipòsit de Bachelor's Final Thesis/Master's Final Thesis): fitxers, dades bibliogràfiques i qüestionari de mobilitat. A validar pel tutor del treball a l’escola.

ALL the projects will be evaluated by ETSETB's evaluation boards

    • If the student defends the project at ETSETB, the evaluation board will consider the supervisor's assessment (where it is not necessary to note from 1 to 10), the files that the student has to upload to the Intranet ETSETB and the oral defense.
    • If the student does not defend the project at the ETSETB, the evaluation board will take into account the files that the student has to upload to the Intranet, and (for the evaluation of the oral defense) the lecture certificate and the note of the supervisor's assessment.

ALL students, at the time of the deposit (according to project procedure) must complete the data on the publication of their project. All the details are explained in the procedure of the project (http://etsetb.upc.edu/en/els-serveis/secretaria-oberta -a sota de l’epígraf “treballs”)

 

The students that perform a stay for studies (not traineeship) will need to request for a transcript of records at the host university. We will need it in original format. The students that perform a stay for traineeship won't need any transcript of records. The description of these two different stays is made at the section "kinds of stay", within the section "before leaving" of this page.

 

Assessment of courses (of the host university's course offer)

If you have enrolled other courses different from the project at the host university's and have also enrolled the equivalent optional ECTS at UPC online at the beginning of your stay, you will need that we evaluate these courses in your ETSETB records.

So that we can perform this evaluation, you will have to submit:

  • Transcript of records. It must be an original (scans or copies are not acceptable). Please request it at your host university as soon as possible. It is better if you have it before coming back, because some universities take a long time to send the transcripts.
  • The documents to close the mobility stay (below). The system does not allow to introduce any records if the mobility stay is not closed.

Assessment of traineeship 

  • Traineeship embedded in the curriculum.
      • TFG/TFM. See "assessement of Final thesis", above in this section.
      • Other activities embedded in the curriculum.
          • As explained at the section “During the mobility. Traineeship embedded in the curriculum", the student should have sent to his/her academic supervisor at ETSETB: project proposal and workplan, project critical review i final report. 
          • For the traineeship assessment, the student should make sure that:
              • The supervisor at the host institution sends the supervisor’s assessment of the traineeship to the ETSETB supervisor. The form is at: Traineeship supervisor's assessment.
              • The ETSETB supervisor sends to students.mobility@etsetb.upc.edu the same document, having added his/her signature and the final degree.

  • Traineeship not embedded in the curriculum
      • The student will collect before returning the training agreement after the mobility, completed, signed and stamped by the host institution.

Documents to close the mobility stay

Remember that you have to bring the following documents to the Area of Mobility and International Relations of the ETSETB (B3-Ricardo Valle Building, 001 Academic Secretary)

Certificate of attendance

Your host institution has to fill in and sign your certificate of attendance with the real dates of your academic stay. You will find the document at:

        • Certificate to submit at ETSETB: You will find it at prisma-nou.upc.edu (section "mobility stay" > tab "documentation"). 
        • If you have been granted the MOBINT scholarship, as well as the UPC certificate, you will need a certificate of attendance of the MOBINT call.

Requirements that the certificate must meet so that we can accept it:

          • The date of signature cannot be previous to the end of your stay (it has to be equal or later).
          • The initial date has to be the same than the one of the certificate of arrival.
          • There cannot be any stud or correction.
          • Ha de ser el nostre model (paràgraf anterior). The certificate of attendace model of your host university WILL NOT BE ACCEPTED.

This certificate is essential to close your mobility file and to justify the payment of the assigned grant. If you do not hand it in before the deadline, we will not recognise the activities you have performed in the mobility stay and you will have to return the amount paid and/or you will not get any money not yet paid (if there is any). 

If you have grants from several institutions you will need an original copy for each of them -in case it is specified in the call. The most common situation is that you will need 2: one for the UPC and one for the AGAUR (Mobint grant).

 

For Erasmus+ stay

  • Answer the student report online. A few days before the end of the stay you will receive an email with the customized link. In case of not doing so it will imply the return of the aid.
  • Make the final language test online. A few days before the end of the stay you will receive an email with the customized link. In case of not doing so it will imply the return of the aid.
Documents of assessment

  • Depending on if you perform a final thesis, courses or a traineeship embedded in the curriculum, you need to make sure that you perform the necessary steps and that we receive all the assessment documents explained in this page at the corresponding sections, within the deadlines.

ETSETB's Questionnaire

  • If you perform a final thesis at the host university, you will find a questionnaire to fill in when you do the diposit of your work at our ETSETB Intranet. If you only perform courses, we'd apreciate that you fill in this questionnaire [doc], it will serve to update the information we have on the web and will help students like you that want to start an experience abroad. Please, e-mail it to us at students.mobility@etsetb.upc.edu

Exchange students' Opinion

In these pages you will find (sort by country) first hand information of the students who have been on any kind of mobility.

 

  • Learning agreement for Erasmus+ stays (select the version where you can see the Erasmus+ logo at the top left of the document):