Exchange & Erasmus Outgoing Student Handbook

What is Outgoing Mobility?

DCU offers its students the opportunity to spend time abroad during their degree in Europe under the Erasmus+ Programme or elsewhere on Exchange for either one semester or a full academic year.

Why study abroad?

Interested in going abroad? Doing so can have many benefits including:

Gain Independence

Studying abroad can help you develop skills in and out of the classroom. This will help you build crucial 'adulting' skills. You will learn to navigate a whole new city with its own challenges without your familiar support group.

Enhanced Employability & Career Opportunities

Spending time abroad shows a potential employer that you are confident enough to take measured risks, adaptable to change and can connect with a wide variety of diverse people. In a globalised, well-connected world, employers are placing greater value on international experience and education.

Personal Growth

Living abroad can lead to new experiences which could be a challenge and an adventure. Being able to step outside of your comfort zone giving you an opportunity to develop your problem-solving skills. It can lead to a time of self-development and awareness. Many students return with increased self-confidence and self-esteem.

Experience A Different Culture

Studying abroad gives you an opportunity to become immersed in a new country and environment. You can try new foods, listen to traditional music, and explore everything your host country has to offer.

Enhance Your Language Skills

Are you currently studying a language? Living in a country where the language is spoken natively can significantly improve your skills. You'll be immersed in the language every day. You will be immersed in the language every day.

Types of Outbound Mobilities

There are a few different types of outbound mobilities. They are as follows:

Erasmus+ Study provides students with the opportunity to study in another European university and gain credit towards their degree. DCU has close to 195 Erasmus partnerships. These include the 27 EU Member States, Iceland, Liechtenstein, Norway, North Macedonia, Switzerland, Serbia and Turkey. The partnerships are agreements by departments within DCU and each department may have different partners. Students can only apply for Erasmus+ study abroad at their School and Departments specific partners.

Erasmus+ also affords students an opportunity to apply for funding for their study abroad activities.

Erasmus+ Traineeship: provides students with the opportunity to work abroad in another European country. Students completing an internship abroad as part of Intra may be eligible to apply for Erasmus Funding. Please note that any Intra internship must be approved by your Intra Coordinator. There is currently no funding available for students undertaking an internship outside of Europe.

Exchange: DCU also hold several exchange agreements with universities outside of Europe, such as the US, Canada, Australia and more. These partnerships are open to eligible students across more disciplines. It is important to check with your School/Academic coordinator to see if you are eligible to go on Exchange. Funding is typically not available when participating in an Exchange Mobility.

Where can I study abroad?

DCU has partnerships with universities within and outside of Europe. Where you can go depends greatly on your degree programme. Below is a map of the possible locations. However, for the most accurate information and if going abroad is of interest to you, then we advise reaching out to your academic advisor. DCU has partnerships in the highlighted counties.

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Am I eligible to study abroad?

Students must be a registered DCU student to go on an Erasmus+ or Exchange Study mobility. Students should reach out to their Academic Coordinator to confirm the outbound mobility options for their degree program. Once a partnership is established for their degree program, students can apply for the opportunity regardless of their nationality.

How to Apply?

In the second semester of the second year, Academic Coordinators send out an email inviting students to express their interest in participating in the Erasmus or Exchange programs. Academic Coordinators will manage the internal application process and allocate places based on each degree program's specific criteria.

The International Mobility Team does not choose the host destination, this will be confirmed by your Academic Coordinator. Once the selection process has been completed by the Academic Coordinator, the International Mobility Team will be provided with the list of selected students. The Team will then contact the students to outline the next steps in the process.

Confirming the Mobility

The International Mobility Team will invite students to create a MoveOn account. You will then be able to complete an Erasmus+ & Exchange Registration form. It is important that you complete this form to ensure that the International Mobility Team can nominate you to the host university.

The host university will contact you via your DCU student email, asking you to complete their application. It is very important to regularly monitor your DCU student email.

Students must adhere to all deadlines, applicable to both Erasmus+ and Exchange mobilities. Students will be expected to submit documents such as transcripts, copy of passport and a document confirming your level in the host language etc. The International Mobility Team will be able to assist you in obtaining these documents.

Once your application has been submitted and reviewed by the host university, they will send accepted students a welcome letter.

Pre-Departure Session

Students are required to attend a mandatory Pre-Departure session hosted by the International Mobility Team. During this session, the International Mobility team will cover various topics, including accommodation and the Erasmus grant. Afterward, students will be able to access a recording of the session and the presentation slides on Loop.

Accommodation

Students are responsible for securing their own accommodation, with guidance provided by the host university on how to do so. It is crucial for students to review this information carefully and adhere to any deadlines specified by the host university.

In some instances, the host university may invite students to apply for on-campus accommodation, which is typically allocated on a first-come, first-served basis. Available rooms may include basic single rooms in residence halls or shared rooms. Therefore, students should submit their applications as soon as possible.

It is recommended that students confirm the dates of arrival with the host university and their accommodation office. This is to ensure that you have access to the accommodation upon arrival. If you do not have access, then students must ensure that you have alternative arrangements in place until access is provided.

Students should also research what amenities will be provided in their accommodations. Items such as bed linen, cutlery, and cooking utensils might not be included. Additionally, students should be prepared to share bathrooms and cooking areas, which might be different from what they are accustomed to.

It is not uncommon for students to pay a month's deposit and first month's rent in advance. In some countries you may be entitled to some local financial assistance towards the cost of your rent. For example, in France you may be able to get a substantial rent rebate. Your host university will have details on the procedure for applying for this.

If you wish to request accommodation near or with a friend, you should communicate this to the host university accommodation booking office and they may be able to accommodate your request.

If you are not pre-booking/applying for on-campus accommodation, be sure to have something arranged for the first few nights at least. As mentioned above the host university will provide you with accommodation information and this may include accommodation providers outside of the host university and/or recommend which sites to use when applying for accommodation. The host university can also be contacted to provide additional information.

If you are not pre-booking or applying for on-campus accommodation, make sure to arrange temporary lodging for at least the first few nights. As noted above, the host university will provide information on accommodation options, which may include external providers and recommended websites for finding housing. You can also contact the host university for further assistance and information.

Students may request to be put in contact with DCU students who have completed a mobility or are currently attending the host university. They may be able to offer advice on accommodation. We understand that securing accommodation may seem like a daunting task, however with careful and early planning students generally do not have any major problems.

Visa

Students may need a visa depending on their nationality and the country where the host university is located. The host university will offer guidance on the visa application process. It's important to note that students will not receive funding to cover the visa costs. For visa assistance at DCU, students should reach out to Student Support and Development at student.support@dcu.ie. Students must ensure they provide all required information promptly to secure their visa.

Insurance

For outbound mobilities, students must have health and travel insurance. If you are an EU/EEA national traveling to the EU, European Economic Area (EEA), the UK, or Switzerland, you are entitled to emergency medical care with a valid European Health Insurance Card (EHIC) throughout your stay. More information is available at www.ehic.ie.

Since EHIC covers only emergency medical care, it is strongly recommended that students obtain a private health and travel insurance policy. This can be a family policy; however, students must ensure that the level of cover is sufficient for when you are abroad. The insurance provider can confirm this for you.

The Higher Education Authority (HEA) insists that all students have Repatriation cover before travelling abroad. Repatriation insurance covers the costs of transferring remains home in the event of a fatality abroad. Check whether your health, travel or other insurance provides Repatriation cover. If not one provider suggested by DCU Finance is http://www.chubbinsure.ie/travel/willistowerswatson.

Some host universities will require students to provide evidence of adequate health and travel insurance. Some partners provide insurance packages tailored for exchange students. Ask about this at application stage and ensure that Repatriation cover is included!

Students must confirm their insurance details with the International Mobility Team before commencing their mobility abroad.

Student Services

Students should be aware that the level and type of student support services provided at third level institutions worldwide can vary greatly significantly.

If you currently utilise any student support services at DCU (such as disability support, counselling, health services, academic skills support, etc.), it is important to verify if similar services are accessible at the host university.

We recommend that students requiring any of these services contact Student Support and Development regarding their outbound mobility. Discussing your needs before departure ensures that necessary support arrangements are made while abroad.

As a registered student with DCU, you retain access to all services provided by Student Support and Development Services. However, please note that remote support may have limitations and might not be as comprehensive as in-person assistance.

Student Advisors are available in the Student Advice Centre and by email at student.support@dcu.ie.

Tuition Fees

As an Erasmus+ or exchange student, you will not be required to pay tuition fees at the host university. However, some universities may levy a small administrative charge. DCU students are still required to pay their fees to DCU as usual, following the procedures from previous academic years.

SUSI Grant

Students who receive the SUSI grant must notify the SUSI office about their participation in outbound mobility. The SUSI office may adjust your grant accordingly for the year abroad. If students require a letter confirming the details of their mobility, please contact outgoing.mobility@dcu.ie.

Safety Tips

Students are encouraged to attend orientation and enrol in a "Buddy" program if it is available at the host university.

Some host universities offer travel advice. Be sure to review this information before booking your travel.

Follow the host university’s social media channels to stay updated on their safety messages.

When travelling, be cautious with displaying valuables such as phones, laptops, and cameras. Carry only a minimal amount of cash. Please consider using Revolut or N26 account to reduce risk.

If possible, obtain the contact number of an English-speaking GP. The host university can assist with this. Always keep emergency contact information readily accessible.

Avoid excessive alcohol consumption and stay alert during nights out. Remain within a group and use identifiable taxis or public transport. Services such as Uber, Lyft, and Free Now are recommended.

Cost of Living

The average cost of living varies by country and region. Students should research their host city to estimate expenses such as travel (consider applying for a travel pass), food, household items, accommodation (as previously discussed), books, and other essentials.

Many host universities have subsidised student restaurants or canteens offering affordable meals. Shopping at local food markets is also a cost-effective option and provides an opportunity to practice the local language.

We recommend that students calculate their financial needs, accounting for potentially higher initial costs due to unexpected expenses. Student Support and Development offer useful budgeting information. For more details, please click here.

Learning Agreement

All students who are going on an outbound mobility must complete a learning agreement. This document is used to confirm your study/work plan for when you are at the host university/institution. The Learning Agreement must be signed by the student, DCU and Host Coordinator. For students going on Erasmus, they will be provided with a link to access the online learning agreement. For exchange students they will be able to access a template of the learning agreement on Loop. The International Mobility Team will give students access to the document.

The Erasmus Grant

Students selected for Erasmus+ Mobility are eligible to apply for the Erasmus Grant. The International Mobility Team will invite students to apply through MoveOn. The application has two sections: the Arrival Payment and the Departure Payment.

Arrival Payment

To complete the Arrival Payment, students must submit:

Insurance Details: Ensure you have health and travel insurance, including repatriation cover.
Self-Disclosure: Indicate if you receive the SUSI grant or are registered with Disability Learning and Support Services. Verification will be done through Registry and Disability Services, and you may be eligible for a top-up payment of €250 per month.
Certificate of Arrival: This document, signed and stamped upon arrival at the host university, confirms the duration of your stay from orientation to the end of the exam period (excluding repeat exams). It is necessary to calculate the Erasmus grant. Access this document through Loop.
Grant Agreement: This serves as the Erasmus contract, outlining the responsibilities of both the student and the International Mobility Team. It can be accessed through Loop and must be signed either in writing or electronically.
Learning Agreement: Download and submit a copy of the online Learning Agreement, or if it was not used, submit a PDF copy. The template is available on Loop.

Once the Arrival Payment application is complete, students will be notified when it has been processed. To receive the payment, students must be registered with DCU and have their bank details listed on their DCU student account. Details can be added through the "My Details" link on the student app page: https://www.dcu.ie/iss/student-my-page

Departure Payment

For the Departure Payment, students must submit:

Certificate of Departure: Signed at the end of your mobility after exams/assessments are completed. The Erasmus grant will be adjusted based on the actual dates.
Transcript: An official document confirming the number of credits received and the grades achieved at the host university. This document is also required by your DCU academic coordinator, and the International Mobility Team will share it with your coordinator. Traineeship students do not submit a transcript.
Participant Report: Applicable only to Erasmus+ students. At the end of your mobility, you'll be prompted to complete a 10-minute survey about your experience. Once completed, download a PDF copy.

The International Mobility Team will guide students through the grant process during a Pre-Departure session.

Grant Rates

Please see the grants listed for the 2024 academic year.

	Receiving country	Amount per month
Group 1 Countries with higher living costs	Austria, Belgium, Denmark, Finland, France, Germany, Iceland, Italy, Liechtenstein, Luxembourg, Netherlands, Norway, Sweden. Third countries not associated to the Programme from Region 13 and 14 (Switzerland, United Kingdom)	€385
Group 2 Countries with medium living costs	Cyprus, Czechia, Estonia, Greece, Latvia, Malta, Portugal, Slovakia, Slovenia, Spain.	€330
Group 3 Countries with lower living costs	Bulgaria, Croatia, Hungary, Lithuania, North Macedonia, Poland, Romania, Serbia, Türkiye	€330

Erasmus Students Network

Erasmus Student Network DCU is a student organisation which is part of the Erasmus Student Network (ESN) and aims to help prepare DCU students for life abroad on mobility. ESN DCU is based on the motto “students helping students”.

How to join ESN:

Students first need to be an ESN DCU Member and pay the €4 membership fee here: https://dcuclubsandsocs.ie/society/erasmus

How to buy an ESNcard:

After becoming a member of ESN DCU, students need to fill out the following form to buy an ESNcard - https://forms.gle/2xkzw7WBPiYZA5AC9

You can reach ESN DCU via email on erasmusstudentnetworkdcu@gmail.com if you have any further questions.

While Abroad

As part of the DCU community, we encourage students to maintain contact with the International Mobility Team while abroad. We will reach out to you during your time away, and we also recommend keeping your family and friends updated, especially as you settle into your new environment. Remember, you still have access to DCU's services.

If you encounter any academic issues, contact your DCU academic coordinator immediately. They can advise on the necessary steps to take. It's common to change modules while abroad; ensure any changes are recorded in the Learning Agreement and approved by your academic coordinators.

Erasmus and Exchange mobilities offer the chance to travel to other countries. We encourage students to explore their host country and nearby regions whenever possible.

Take your studies seriously while abroad, as this period is part of your degree, and you must pass the academic year. Failing abroad means repeating the year at DCU, which may have financial implications. If you believe you might fail, contact your coordinator for advice and necessary actions. Be aware that not all host universities offer repeat exam sessions.

What Happens if I fail?

Students should be aware that their outbound mobility counts as a year of study, requiring them to obtain the necessary ECTS credits to progress to the next academic year.

Students are advised to contact their DCU Academic Coordinator before departing to familiarise themselves with course-specific regulations for passing the year abroad. Typically, if a student fails a module while abroad, they must follow the repeat structure set by the host university. Students can inquire with their DCU Academic Coordinator about the possibility of alternative assessments for the failed module, though this option is not available for all courses.

If students do not pass the repeat module or alternative assessment, they will have to repeat the year at DCU, which may have fee implications. The DCU Academic Coordinator will advise on the next steps, and students can contact the DCU registry for information on repeat fees.

It should be noted that the Erasmus grant does not cover repeat exams. If a student fails the year abroad, they are not required to refund the grant. However, students must complete the grant process as outlined earlier in the handbook.

Returning Home

If a student needs to return early from their outbound mobility, they should notify the International Mobility Team and their DCU Academic Coordinator as soon as possible. Depending on the timing, it may not be possible to register for modules in the same academic year, which may require students to defer or repeat their studies. For more information, contact your DCU Academic Coordinator or the DCU Registry.

Students receiving the Erasmus grant may need to refund the grant depending on the reason for their early return. The International Mobility Team will discuss the specifics with you once they are notified of your early return.

Transcripts

It is the student's responsibility to prove they have successfully achieved the required number of ECTS credits at their host university. Some institutions send transcripts directly to DCU, while others do not. Ensure you understand the procedure at your host university before returning to Ireland.

Erasmus students must submit their transcript as part of the Departure Payment application. Exchange students should email their transcript to outgoing.mobility@dcu.ie. Failure to provide this to the International Mobility Team in time for the Programme Awards Board will result in not advancing to the next year of studies at DCU. If you need assistance, please contact the International Mobility Team at outgoing.mobility@dcu.ie

Submit a student testimonial!

As part of our commitment to enhancing the international student experience in DCU, at the end of your studies we will kindly request your participation in our Call for Testimonials!

Your valuable insights will play a pivotal role in encouraging others to explore the world and make informed decisions about their plans to study abroad.

What to Include in Your Testimonial:

Highlights and Challenges: Describe the most memorable moments and any challenges you faced during your time abroad.
Tips and Recommendations: Offer advice for students considering a study abroad experience and highlight any resources that were particularly helpful for you.
A Photo of your time abroad (optional).

We will ask your permission to share your testimonial and photo in our promotional materials and DCU's website.

Useful Links:

DCU Electronic Transcript: Digitary Core

For Hard Copy of DCU Transcript: Registry Online Query Form

Adding Bank Details: Student Details

Loop: Loop

Disability Support and Learning Services:

Website: https://www.dcu.ie/disability

Email: disability.service@dcu.ie

Phone Number: (01) 7005927

Location: Room CG28, Henry Grattan Building, Glasnevin Campus

Student Support and Development