Documents required for the grant application
The official language of the application is English; therefore, all official documents from universities or other authorities must be either composed in English or be accompanied by an official translation.
The following tables indicate the documents necessary for each category of student (Undergraduate/bachelor, Master's, PhD), Post-Doc Scholars and academic or administrative staff.
Please note that some of the documents mentioned are only necessary for some of the mobilities on offer or for one or two of the three Target Groups (TG1, TG2, TG3). This is clearly stated on the table below.
Please also note that the procedure is slightly different when a full degree grant is applied for. Again, this is clearly marked on the table below. Important notice: in the 2nd cohort a few full degree grants are available only at the Master's level, because the project ends less than 3 years from the beginning of Cohort 2 Mobility.
Required Documents | ALL TYPES OF MOBILITY |
|---|---|
| Passport | Scanned copy of the main page of your passport or national identity card |
Current CV | Please use the Europass template |
| Official Language Certificate | Must be issued by an official language school, University or equivalent; it must state the level of language proficiency. If the language proficiency can be proved by an exam included in you transcript of records, it can be accepted unless the Host University requires a specific language test certificate. Please check the requirements of the University you are applying for. |
Motivation statement | A short explanation of the reasons that led you to choose an Erasmus Mundus project, this particular project and the specific host universities. It should lend support to your proposed study plan or (in the case of staff) work plan. A form is available here. |
| Proof of socio- economically disadvantaged situation (if applicable) | Candidates who are socially, economically or physically challenged will need to submit official document(s) providing proof. (e.g. medical certificates or certificates of the applicant receiving financial support (bank statements are not accepted). |
Proof of TG3 status (if applicable) | Documents proving that you belong to one of the vulnerable groups described as TG3. |
Additional requirements for the various mobility types:
UNDERGRADUATE (BACHELOR) AND MASTER'S STUDENTS
| NOT AVAILABLE FOR COHORT IV |
Required Documents | Explanation |
|---|---|
| Proof of registration | Document issued by your home university stating that you are currently enrolled (TG1) |
Transcript of records | Official record issued by the home university showing courses the student has taken and grades achieved (TG1) |
| Draft study plan | Must contain the academic activities you want to carry out at the Host Institution. Check the academic offer available at the Host University you want to apply for, and fill in this document (there are links to the websites for each Programme offered on the platform, where individual subjects can be found). It must be signed at least by the student and the academic supervisor at the Home University (if you are selected, a Learning Agreement containing the study plan will have to be signed by the academic supervisor at the Host University as well. Changes can be made after you arrive at the Host University; a separate page on that document is provided for this purpose. The study plan will be finalized by the end of your first month of residence). You should draft a separate study plan for each chosen host University (first and second choice). A form is provided here. Full Master's Degree applicants: please see the relevant section below. |
Recommendation letter (optional) | Maximum one |
| 12 month-rule declaration (if applicable) | Applicants from Armenia, Azerbaijan, Belarus, Georgia, Moldova and Ukraine (with the exception of TG3 cadidates) must sign a declaration that they have not spent 12 months or more, consecutively or interruptedly, in any EU country during the last five years. A form is provided here. |
Second scholarship declaration | All applicants except members of staff must sign a form declaring that they have not received any other grant/scholarship from a project in the Erasmus Mundus programme or its predecessor, External Cooperation Window. A form is provided here. |
| FULL MASTER'S DEGREE APPLICANTS | Full Degree applicants do not need to submit a study plan, because they will follow the Programme at the Host University. However, because there is no separate application for full degree candidates, they must upload the relevant document. It is enough to fill in the following sentence: "I am applying for a full degree scholarship". In addition to the documents listed above, candidates for a full Master's Degree must submit EITHER their First Degree (obtained at the end of their undergraduate studies) OR, if they have not graduated yet, a document provided by their Home University certifying that they are currently enrolled in their last year and the exact or approximate date on which they are expected to obtain their degree. (In the latter case, candidates must ensure that they submit their degree within the deadline set by the host institution.) |
PhD STUDENTS
Required Documents | Explanation |
|---|---|
| Proof of registration (if applicable) | For all PhD exchange applicants: document issued by your home university stating that you are currently enrolled at a PhD programme |
Master's degree or equivalent | EITHER official Master's Degree certificate ORDeclaration of expected graduation date & Document certifying that the candidate has been provisionally (and conditionally) accepted for a PhD at the Home University (or, for TG2 applicants, at any university in the country)(if they are not already holders of a Master's Degree, candidates must ensure that they submit their degree within the deadline set by the host institution) |
 Transcript of records of master studies | Transcript of records of your master studies or equivalent, which gives access to PhD studies. |
Study and research plan | Must contain the outline of your current research, and specify the activities you want to carry out at the Host Institution (between 1000 and 2000 words). A form is provided here. |
| Letter of interest by Host University (if requested by host university) | Declaration signed by the Head/coordinator of the PhD programme at the host university, stating that there is at least one member of staff interested in supervising the applicant's post-doctoral research |
Two recommendation letters | Provided by academic staff |
| 12-month rule declaration | Applicants from Armenia, Azerbaijan, Belarus, Georgia, Moldova and Ukraine (with the exception of TG3 cadidates) must sign a declaration that they have not spent 12 months or more, consecutively or interruptedly, in any EU country during the last five years. A form is provided here. |
Second Scholarhip declaration | All applicants except members of staff must sign a form declaring that they have not received any other grant/scholarship from a project in the Erasmus Mundus programme or its predecessor, External Cooperation WindowA form is provided here. |
| NOT AVAILABLE FOR COHORT IV |
POST-DOCTORAL CANDIDATES
Required Documents | Explanation |
| Proof of registration (mandatory only for TG1 | Document issued by your home university stating that you are currently registered at your Home Institution |
Doctoral degree or equivalent | Official PhD title certificate orDeclaration of expected day of completion (the candidate must ensure that the Degree is submitted within the Deadline set by the host institution) |
| Research plan
| Must outline the research and academic activities to be carried out at the hosting university. The research plan should be between 1000 and 2000 words, and should include a working title of the topic, objectives, the methodology and a short bibliography. A form is provided here. |
Letter of interest by Host University | Declaration signed by the Head of the corresponding research unit at the host university, stating that at least one researcher will be able and willing to collaborate with the candidate |
| Letter of Institutional support by Home University (mandatory only for TG1) | Issued by the home University specifying the academic interest of the proposed mobility for the home University and ensuring the re-integration of the grantee at the end of the mobility
|
Two recommendation letters | Provided by academic staff |
| 12-month rule declaration
| Applicants from Armenia, Azerbaijan, Belarus, Georgia, Moldova and Ukraine (with the exception of TG3 cadidates) must sign a declaration that they have not spent 12 months or more, consecutively or interruptedly, in any EU country during the last five years. A form is provided here. |
Second Scholarship rule declaration | All applicants except members of staff must sign a form declaring that they have not received any other grant/scholarship from a project in the Erasmus Mundus programme or its predecessor, External Cooperation Window. A form is provided here |
ACADEMIC AND ADMINISTRATIVE STAFF
| NOT AVAILABLE FOR COHORT IV |
Required Documents | Explanation |
| Proof of registration | Document issued by your home university stating that you are working at the University |
Work plan | Must contain the outline of the planned training, teaching, research and/or cooperation activities (300-1000 words). A form is provided here. |
| Letter of institutional support | Issued by the Home University specifying the academic interest of the proposed mobility for the Home University and ensuring the re-integration of the grantee at the end of the mobility |
Letter of interest by Host University | Declaration signed by the Head of the corresponding research unit / administrative office at the Host University, ensuring the availability and willingness of members of staff to collaborate with the applicant |
| Recommendation letter(s) | Provided by academic staff. Maximum 2. |
Second scholarship declaration | Although members of staff are allowed to apply even if they have previously received Erasmus Mundus grants, they need to fill in the relevant form, giving the details of previous grants. Please note that they are not eligible for a second grant from the same project. A form is provided here |