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GENERAL QUESTIONS

Q: Am I eligible to attend a CIVIS course?

A: The eligibility and selection criteria of each course are mentioned in the course listings on the CIVIS website.
Please bear in mind that participants need to be enrolled at their home university in order to be eligible for selection and participation.

If you are uncertain about your status at your home university (part-time or exchange students etc) please check with your home university’s website or International Office.

A list of useful links and contacts for each university can be found here:

Aix-Marseille Université manon.AIMARD@univ-amu.fr - Manon Aimard
National and Kapodistrian University of Athens atkarako@uoa.gr - Athina KARAKOSTA
Université libre de Bruxelles emmanuelle.moyart@ulb.be - Emmanuelle Moyart
University of Bucharest raluca.amza@erasmus.unibuc.ro - Raluca Amza
Universidad Autónoma de Madrid civis.mobility@uam.es
Sapienza Università di Roma civis_shortmobility.ari@uniroma1.it
Stockholm University civismobility@su.se - Linnéa Wikner
Eberhard Karls Universität Tübingen steven.trevallion@uni-tuebingen.de - Steven Trevallion
Paris Lodron University of Salzburg Elona.Memisha-Schnappinger@plus.ac.at - Elona Memisha-Schnappinger
University of Glasgow goabroad@glasgow.ac.uk

Q: How will I know if I have been selected?

A: The course coordinators notify the participants by e-mail sometime after the end of the selection process. The date by which the selected participants will be notified is mentioned in the “Practical Details” section of each course’s call on the CIVIS website.

Q: Will I receive funding for my participation in a short-term course?

A: Students participating in activities that take place physically, are entitled to funding for their personal and travel expenses. Please refer to the “Funding and Expenses” section for more details.

If you will be receiving other Erasmus funds for the duration of the course, you are not entitled to funding. It is possible that you may still be able to participate in the course under “zero-grant” status, but you should ask your home university about this.

NOTE: Students from the University of Glasgow are eligible for CIVIS courses but cannot receive Erasmus-funded CIVIS travel grant. Instead, they should apply for one of UofG’s Go Abroad for Summer Scholarships to contribute towards their travel and living cost abroad. Find out more information here.

Special rules may apply to participants from Paris Lodron University of Salzburg. Interested students should contact the responsible person at PLUS (Elona MEMISHA-SCHNAPPINGER).

Q: I have been selected for an in-person/physical course. What do I do next?

A: The project coordinators should send you instructions and information regarding the course and your stay abroad (if accommodation is provided).
Additionally, your home institution’s International Office will contact you with details on the required process and documentation for your funding, including the signature of your Grant Agreement. The latter usually happens 1-2 months before the starting date of the said activities, so do not be alarmed if you are not contacted by your International Office right away!

Q: I have been selected for a virtual course. What do I do next?

A: Students do not receive funding if the activities are performed exclusively virtually (without the need for physical presence in the host country). If you are required to do any administrative procedure nonetheless, your home institution’s International Office will notify you accordingly.

FUNDING AND EXPENSES

Q: I have been selected for a CIVIS course that requires physical presence. How much funding will I receive?

A: Students receive a set daily amount for the duration of the physical activities, including up to 2 extra days for travel. The daily amount varies according to the country of destination.
Additionally, they receive an amount for travel expenses, which depends on the kilometric distance between the home university and the hosting university. The travel grant is a set amount to contribute to your travel cost and covers the whole trip to and from the host university.

The exact amounts are described in the table here.

NOTE: The above may not apply to students from the University of Glasgow. Please visit the University of Glasgow’s webpage or contact the International Office for specific information.

Special rules may apply to participants from Paris Lodron University of Salzburg. Interested students should contact the responsible person at PLUS (Elona MEMISHA-SCHNAPPINGER).

Q: What is defined as a “travel day”?

A: Students are entitled to additional funding for up to two days beyond the course duration, which is meant to cover their expenses for the day of arrival and departure to and from the host city. These two days are defined as “travel days” and are only funded if the arrival and departure take place before and after the dates the course’s activities take place.

Q: I have not booked tickets for exactly the date before and after the course activities. Does this affect my funding for the “travel days”?

A: No. The exact dates of travel do not affect the funding, as long as they are before and after the course dates.

Q: What happens if I have to change my tickets?

A: If such a change occurs, you should contact your International Office immediately, especially if your new travel dates coincide with the course dates since it will affect your funding.

Q: Is there a possibility for extra funding other than the individual support and travel expenses?

A: For the time being there is no extra funding available. This may change in the future, so please check this webpage periodically for updates.

Q: I managed to book cheap tickets. Will I have to return part of the sum I received for travel expenses?

A: No, the sum for travel expenses is yours to keep, regardless of the actual price of the tickets.

Q: Do I need to use my individual support funding in a specific way? Will I need to keep receipts for my expenses?

A: You are free to use the funding for individual support in any way you like. You are not required to submit receipts of any kind or return any part of the funding, as long as you complete the course successfully and for the time period agreed in your Grant Agreement.

QUESTIONS REGARDING THE COURSE

Q: According to the details of the course I am interested in, it will be realized in “blended” format. What does this mean?

A: As opposed to courses realized physically or virtually, a “blended” course includes one or more parts that are performed online and usually one part which is performed in person at the host university. The exact dates and format of each part should be in the course details or the corresponding flyer. If not, please contact the coordinators of the particular course.

Q: Will I receive a certificate for completing the course?

A: An attendance certificate will be provided to you once you have completed the course. Among other information, it will include the Learning Outcomes, as well as any ECTS credits awarded for the course. Your participation in CIVIS activities will also be accredited through the digital CIVIS Passport.

Q: What happens if I do not finish the course successfully? 

A: If the course is not completed successfully you will be required to return the full amount you have received for individual expenses and travel expenses. This does not apply if the failure to attend or complete the course successfully was due to an unpredicted event. These cases (known as “force majeure” cases) are managed individually and affected students are required by the home International Office to provide adequate documentation as proof.

Q: Is there anything else I need to do regarding my funding after the course is over?

A: Your home institution’s International Office is responsible for providing this information to you. Please pay attention to the guidelines and notifications you receive.

Q: I have received a number of ECTS credits from a completed course. Can they be recognized as part of my programme of study, and how?

A: Please contact your home institution’s International Office who will be able to answer this question for you.

Q: Who can I contact for any details regarding the course activities and my stay in the host country/university?

A: For any information regarding the programme of the course, your accommodation (if provided), academic details, etc, please contact the coordinators of the course.