• You, as a PhD candidate, must have a WUR account (and WUR e-mail address which will be used in the grant procedure);

• The training must be relevant to your PhD work;

• The mobility can take place at higher education institutions and organisations (e.g. businesses, public bodies, social partners, research institutes and non-government organisations) within Erasmus+ programme countries. Note that EU institutions and organisations are excluded as hosts of mobility activities;

• For Study mobilities, there needs to be an Interinstitutional Agreement (IIA) between WUR and the receiving university. Please check our WUR partner page to see if the receiving universitiy is listed there (meaning there is an IIA). If the university is not listed please contact office.studentexchange@wur.nl;

• Duration: between 5 and 30 days (excluding travel days). The daily grant amount is 79 Euro for days 1-14 and is reduced after the 14^th day to 56 Euro;

• If travelling green, you can receive funding for one day before and one day after the mobility. No travel days will be funded for travel days which take place on the first or last day of the funded mobility;

• Your supervisor must approve the stay. The Erasmus+ grant is paid to your chair group and your costs will be covered by your chair group. This coverage should be approved by your supervisor;

• You can apply for Doctoral mobility more than once, but there must be at least 3 months between the physical stays abroad for which Erasmus+ funding is requested.

1. Participation form

Your supervisor needs to approve your participation in a short Doctoral mobility by signing our Participation form. Please send the completed and signed form (save the document as "Participation form PhD [Last name]) at least 6 weeks before the start date to studentexchange@wur.nl.

2. Grant Agreement (GA)

The document can be downloaded here.

The GA is a contract between the PhD candidate and the Exchange Office, covering exchange details, financial matters and rights & responsibilities. Only the PhD candidate signs; the Exchange Office will sign after the application is complete. Indicate the mobility type (Blended Intensive Programme, short-term study exchange, or short-term traineeship). If you don’t have a student number, use your WUR ID (login ID).

After completing the document, please sign on page 6, name it "GA PhD [Last name]" and send it to studentexchange@wur.nl. Please send the document preferably one month before, but at least before the mobility starts.

3. Learning Agreement for PhD short mobility (LA)

The LA for short term study mobility can be dowloaded here.

The LA for short term traineeship mobility can be downloaded here.

The LA is a contract between the PhD candidate, the home university (=Exchange Office), and the receiving institution. The LA ideally needs to be sent one month before your departure, but no later than the start of your exchange period. 

Once the LA is fully completed and signed by you and by the receiving institution, please save it as "LA PhD [Last name]" and send it to studentexchange@wur.nl. The Exchange Office will sign the document on behalf of the sending institution.

4. Online Linquistic Support (OLS) Placement Test

The OLS platform, accessible via EU Academy (europa.eu), offers language tests and courses. We made this guide to help you create an account, log-in and take your OLS test.

While not mandatory, we recommend taking the OLS Placement Test before departure. This will help you to assess your language proficiency and access personalised learning. Test results do not affect Erasmus+ participation.

For study mobility:

1) Certificate of Attendance (CA)

The document can be downloaded here.

The CA needs to be completed, signed and stamped by the receiving institution and will be used to calculate the actual grant amount that you should receive for the mobility. Please save the document as: "CA PhD [Last name]" and send it to studentexchange@wur.nl

2) Original Transcript of Records (TOR)

Do not forget to ask your receiving institution for a TOR before you return to the Netherlands. The courses on the TOR need to correspond with those on your Learning Agreement. The original transcript from the receiving institution of your exchange has to be handed in as soon as it is available and has to be dated, signed and stamped, or digitally signed and secured.

The TOR can be handed in as follows:

• Digitally secured pdfs can be forwarded to studentexchange@wur.nl;

• Your host university can send us a digital copy directly at studentexchange@wur.nl;

• You can come to the Exchange Office (Forum room 57D) and we will scan your hard copy;

• Your receiving university can send us a hard copy by post:

Study abroad office, Room 57D Forum (building 102),

Droevendaalsesteeg 2, P.O. Box 414,

6708 PB Wageningen, The Netherlands

TOR not yet available?

In that case you can hand in your TOR when it becomes available. However, do hand in the CA within 4 weeks, and please keep us informed about the progress.

3) Erasmus+ participant survey

You need to fill out the Erasmus+ participant survey in order to provide feedback on your Erasmus+ Mobility period. You will receive an email from the European Commission with a link to this questionnaire after your exchange period has ended. This data is used to evaluate the success and areas of improvement of our Erasmus+ Projects.

For traineeship mobility:

1) Traineeship Certificate (TC)

The document can be downloaded here.

The TC needs to be completed by you, except for the "evaluation of the trainee". The evaluation needs to be filled in by your supervisor at the receiving institution, who will also have to sign the document. The dates on the TC will be used to calculate the actual grant that you should receive for the exchange period. Please save the document as: TC PhD [Last name] and send it to studentexchange@wur.nl.

2) Erasmus+ participant survey

You need to fill out the Erasmus+ participant survey in order to provide feedback on your Erasmus+ Mobility period. You will receive an email from the European Commission with a link to this questionnaire after your exchange period has ended. This data is used to evaluate the success and areas of improvement of our Erasmus+ Projects.

The Erasmus+ grant will be fully paid at the end of the mobility, after we have received and processed all the required documents as mentioned above. Failure to meet the conditions will result in the withdrawal of the Erasmus+ grant.

The project number provided in your GA will be used for the payment. Note, that the Erasmus+ grant is paid to your chair group. If you are employed by WUR, you will have access to systems such as MyExpense and Diversity Travel. If you do not have an employment contract with WUR, you will not have access to these systems, and the secretary's office can book the trip for you.

The Erasmus+ grant amount is made up of a daily living allowance, with possible top-ups for fewer opportunities or green travel. Note that the amounts are subject to change due to budget availability and/or indexation.

Top-up for fewer opportunities: for (1) economic reasons and (2) studying with a disability or for medical reasons. If you think that you are eligible, please fill in the Declaration of Honour and send it to the Exchange Office.

For more information about top-ups for fewer opportunities, please go to this page. Note that the amounts mentioned on that page differ from the table above.

The Erasmus+ Programme strives to reduce the CO2 footprint of its participants by encouraging modes of ‘more green’ travel. This through making a Green Travel top-up available to its participants. Are you travelling to AND from your mobility destination by train, carpooling or bus? Then make sure you apply for the top-up!

Green travel top-up amount: 50 EUR and max 2 additional days of Erasmus+ grant support.

Requirements:

• You are travelling to AND from your destination by bicycle, train, bus or carpooling (shared car, travelling with co-workers, but not with family members for vacation purposes before or after the mobility);
• The distance band to your destination is between 100km and 3999km.

Apply:

1. Complete and sign the Declaration of Honour. Send the document to studentexchange@wur.nl, together with the required documents as stated in the above procedure for short Doctoral Mobility.

2. Send proof of your Green Travel (for example a bus/train ticket, both ways!) to studentexchange@wur.nl together with the required upon return documents as stated in the above procedure for short Doctoral Mobility.

For a comprehensive overview of our team, please click here. The Erasmus+ Administrators will be your main points of contact for Doctoral mobility.