ÉîÒ¹ÑÇÖÞ¸£Àû¾Ã¾Ã

General

Erasmus+ and Study Abroad – Standard Operating Procedure

Erasmus+ and Study Abroad – Standard Operating Procedure

What is Erasmus?

Mobility outside of Europe

What options are available?

• Student Study Mobility (semester or year long mobility during 3rd year as part of your 4 year undergraduate degree ONLY)
• Student PhD Short-Term Mobility (PhD Short-term mobility and BIPs)
• Erasmus+ BIPs: Blended Intensive Programmes 
• Erasmus+ Traineeships (Work Placement)
• Erasmus+ Staff Mobility (Erasmus Staff Mobility)

When will the study abroad information sessions take place?

• Study abroad information sessions begin October of your 2^nd year 
• If you have a mandatory year abroad: You will be provided an information session by your department
• BComm- The International Office will provide a presentation in collaboration with the BComm programme director
• School of BEES- The International Office will provide a presentation in collaboration with the BEES programme director
• All other degree programmes: to be notified about the general study abroad information session that takes place in October/November each year

What are the timelines to apply for study abroad?

• One application call each year (for the following academic year)
• Student Study Mobility: Apply in your 2nd year (How do I apply?)

The below takes place various times of the year

• Student PhD Short-Term Mobility 
• Erasmus+ BIPs: Blended Intensive Programmes 
• Erasmus+ Traineeships 
• Erasmus+ Staff Mobility 

It is very important you reach out to the International Office as soon as possible with any questions as we receive a high volume of emails and calls throughout the year. 

UCC exchange partner universities

List of UCC exchange partners is available here: /en/international/goabroadwithucc/uccpartneruniversities/

• Students may only apply to study at universities that are official exchange partners of UCC.
• Under no circumstances should students assume they can apply for or contact non-partners. Your application will be automatically declined.
• The list of partner universities is subject to change without prior notice and we make every effort to keep our lists as up to date as possible. However, some unexpected changes are outside of our control. 
• Placement at your preferred university is not guaranteed.
• Due to high demand for exchange places, students must list up to six partner universities on the application form.
• If it is not possible to place you at any of your top six choices, you may be allocated a partner university where places are still available.
• The number of exchange places available for Erasmus partners is listed on the relevant PDF however for non-EU partners, the number of available exchange places are not listed as they vary each year due to exchange balances between UCC and the host university. 

Work placement/Research placements abroad

Does the International Office organise work placement/research periods abroad?

No, students are required to secure their own work placement or research period abroad. Please liaise with your placement officer in your department or your programme coordinator. Once secured, you can email the International Offie to discuss Erasmus funding (subject to availability) 

Learn more here: 

Work placement or a research placement outside of Europe

• Students are not eligible for Erasmus funding if completing work placement/research outside of Europe
• Visa and immigration requirements should be discussed directly with your host company. If the host company does not provide visa support, you may be required to apply through a third-party agency. Please be aware that this process can be time-consuming and costly. It is strongly recommended that you clarify visa arrangements with your host company before beginning your visa application.

Disability Support Services (DSS)

Learn more here: Access UCC | Supports for students with disabilities available from disability support | DARE | ÉîÒ¹ÑÇÖÞ¸£Àû¾Ã¾Ã College Cork

Funding

Do I get a grant to study in Europe (ERASMUS)?

All students participating in the Erasmus+ programme (EUROPEAN UNIVERSITIES ONLY) are entitled to apply for an Erasmus grant.

The International Office manages your Erasmus grant. Further details about the process will be provided to students directly. 

• The Erasmus grant is intended as a contribution to the overall cost of the year abroad, to cover the cost of living differential associated with living abroad.  
• The grant will be calculated based on the total number of days at the host university rather than total number of months.  
• During the academic year students will be required to submit certificates to UCC confirming date of arrival and date of departure. 
• Students will be eligible to receive a travel grant also.  

Click here for more information: Erasmus Grant Information

Click here do download the Erasmus Information Guide: Studying in the EU- Essential Information (ERASMUS)

Outside of Europe

• There is no funding available from the International Office available for students that decide to study abroad outside of Europe.
• Should your department have funding, you will need to consult with them directly. 
• The term Erasmus is only used when students study within Europe 

Please see links below for scholarships (subject to change)

• George Mitchell Scholarship, ÉîÒ¹ÑÇÖÞ¸£Àû¾Ã¾Ã of Maine, USA
• CACSSS International Scholarship
• BComm III Year/Semester Abroad Award | ÉîÒ¹ÑÇÖÞ¸£Àû¾Ã¾Ã College Cork

SUSI while studying abroad

If you are going on study abroad,  you continue to apply like normal for your SUSI grant. Some Erasmus participants who already receive SUSI may be able to avail of extra Erasmus funding. This information will be provided during the information sessions.

SUSI will ask you for a letter confirming your study abroad period. Email studyabroad@ucc.ie for this letter

Learn more here:

Studying abroad as part of your UCC degree

Who can apply to study abroad?

Study abroad application process

Step 1- Research

• Research the application process (application form released semester 1 of 2nd year) How do I apply? | ÉîÒ¹ÑÇÖÞ¸£Àû¾Ã¾Ã College Cork
• Check to see if you are required to apply to the International Office or your department (provided during information sessions)
• Research the cost of studying abroad Cost of studying abroad | ÉîÒ¹ÑÇÖÞ¸£Àû¾Ã¾Ã College Cork

Step 2- Submit your application to UCC

If you submitted an application to the International Office: Study abroad application forms

• Your application will be reviewed (your degree, your list of preferences, your grades etc)
• We will email students in mid-Februrary about the outcome of their application
• Students will hear from us at different stages due to the high volume of applications

Step 3- Preparing for studying abroad

If successful, we will liaise with all students after about mandatory information sessions

Outgoing student Information Guide- studying abroad with UCC

• Attend all information sessions provided by UCC (March)
• Prepare early for the host university application form (wait to receive application instructions from the host)
• Take note of their deadlines and timelines
• Apply for housing as soon as possible (Follow host university instructions)
• Check if you need a study visa for the country you will be studying at
• Speak to your parents/family/friends about studying abroad as it will impact them as well
• Create a realistic budget (we ask that students do not reply on Erasmus funding alone as this is a support)
• READ your UCC emails daily as you will be receiving emails from UCC International Office, your academic coordinator and the host university

If my application is succesful, what next?

If I am allocated a place in a partner university, do UCC support the process?

Yes, the International Office, your UCC department and your host university offer support throughout the whole process

How can I keep track of all the paperwork and processes?

Managing your study abroad period can feel like taking on an additional module during the semester. It requires alot of organisation over many months.

• We provide a canvas page where we upload all the information you need including information session recordings etc
• For students going outside the EU, we will also provide a special one drive folder with all the essential information you need

What are my responsibilities as a student to successfully complete my Erasmus?

Students must submit the following documents- please note, this information will be sent to your UCC email address

• Contact Details Form
• Certificate of Arrival Form
• Learning Agreement (Your modules need to be approved by your UCC Academic Coordinator and your host university)
• Certificate of Attendance Form
• Acknowledgement of Erasmus Student Mobility Grant Form        
• Final Report
• Erasmus Online Language Assessment
• Request your transcript of records from the host university after examinations

Do I need health insurance?

• Yes, as per immigration and UCC policy, all students need to have health/travel insurance.
• Further information will be provided during study abroad preparations 
• Going outside the EU: Your host university may require you to take out their own insurance. Many of the US and Canadian Universities will have mandatory health insurance and will not waive your Irish health insurance policy. PLease note, this can range from 1,000 to 7,000 dollars. This detail will be provided to you by the host university as it can range each year.

Modules abroad

How do I know if a university is suitable for my UCC studies?

Choosing a host university is an academic decision as much as a personal one. To ensure the university is a good fit for your UCC degree:

• The host university must offer modules that align with the requirements of your UCC programme. Not every partner institution will have the same subjects or academic structure, so checking module compatibility is essential.

• It is extremely important that the host university you choose has enough modules on offer in your subject area in the event you cannot get into your preffered modules.
• Modules can be amended at any stage (cancelled, closed off to exchange students, timetable clashes, not running etc)

• Students in the College of Science, Engineering and Food Science (SEFS) should speak directly with their UCC Academic Coordinator. They can help you determine whether your preferred university provides modules that meet your degree requirements.

• Your UCC Academic Coordinator must formally approve your host university before you can proceed with your application. This ensures your time abroad contributes appropriately toward your degree.

Where can I find out what modules I need to take while abroad?

To understand the types of modules you should be taking during your year abroad:

• You can review the modules normally offered in 3rd year of your programme by checking the UCC Academic Calendar: /admin/registrar/calendar/

  This gives you a sense of the subjects and learning outcomes expected at that stage of your degree.

  When researching the modules at the host university, you need to ensure 3rd year and above are available (you cannot take 1st or 2nd year modules unless specfically approved by your UCC coordinator)

• If your course includes a mandatory year abroad, your academic advisor will guide you through the specific module requirements and expectations for that year.

• It is the students responsibility to ensure they follow their academic coordinators process for discussing modules

• All academic queries should be directed to your UCC academic coordinator. The International Office is not in a position to advise on academic requirements

Well-being

The International Office wil provide information sessions on study abroad preparation.

If I need mental or physical health assistance while abroad, who do I contact?

Firstly, contact the host university. They will provide you with relevant information and resources available on campus. They will also provide this information at orientation so it is important to attend that at the start of the semester.

If you feel the need to reach out to UCC, please do. We are here to help.

Before going abroad, we recommend bookmarking this UCC resource about your mental and physical health /en/keep-well/

Visa and Immigration

I am a non-European student studying at UCC for my full degree

Your host university will provide visa and immigration requirements 

Renewing your IRP card- check out the immigration website here:

Do I need a visa to study outside the EU?

• Yes, you will need a visa or study permit depending on your host country
• As part of your application to the host university, you will be required to show proof of finances. This can range from 10,000-30,000Dollars (USA) and 20,000CAD (Canada). SUBJECT TO CHANGE 

Your host university along with the UCC International Office will assist you with your visa/study permit. We will run an information session in April. 

When can I apply for my visa?

You cannot apply for your visa until your host university provides you with the paperwork

I will be travelling to the United States on a J‑1 Summer visa. Do I need to return to Ireland before travelling back to the US again?

Please note that you cannot obtain both a J‑1 Summer visa and a J‑1 Study visa at the same embassy appointment. One US visa must be fully completed before you can apply for a second.

For questions relating to the J‑1 Summer visa, you should contact your J‑1 Summer provider (e.g. USIT), as we do not provide support for this visa type. We can only offer information on the J‑1 Study visa.

Visa processes may vary depending on current circumstances. If you are working abroad over the summer, it is your responsibility to manage your visa arrangements and expectations, as there may be limitations.

Visa and Immigration for students completing work placement abroad

You will need to discuss this with your host company as they will need to provide the relevant information. If they do not provide visa and immigration support/paperwork, you may need to apply through a third party company. This can be costly. Please discuss with your host company before doing this if required.