Student
Sending organisation
Receiving organisation

Before


Documents:

Europass CV Sample
Motivation Letter Sample
Portfolio Guideline
Student Exchange application (with parents’ consent and references)Contract signed between the participant and SMGŠ
Learning Agreement Sample/ Three- party agreement with the tasks and timetable. European health insurance document/card


Activities:
Katja writes a CV based on a Europass template and a Motivation letter based on an example to be sent to the receiving organization.

She files her Student exchange application with signed parents’ consent and her teachers’ recommendations to SMGŠ Ljubljana.

After her application has been approved following the selection process, Katja signs the financing contract with SMGŠ Ljubljana stating both parties’ mutual obligations and a Learning Agreement, which will be taken to the TREDU to officially agree about the student exchange conditions. Now Katja is ready to start the Language and Cultural Preparation Course in SMGŠ Ljubljana.

She makes sure her personal and health insurance documents are valid for the mobility period.


During

Documents:
Daily blog posts - reflections of on-the-job learning training (diary)
Evaluation document
Europass Mobility Certificate

Activities:
During on-the-job learning, Katja writes her on-the-job learning diary in the form the a Blog and before the end of the period she takes care that Evaluation document (provided by SMGŠ Ljubljana), Learning Agreement and Europass Mobility Certificate are filled and signed properly. She takes these signed documents back to Slovenia with her.

 

After

Documents:
Online Mobility Tool Report
Final report to SMGŠ Ljubljana

Activities:
After the exchange period Katja completes Online Mobility Tool Participant’s Report and writes also a Final Report to the sending organization.

Katja hands in the final product of her training and discusses and evaluates her experience and success of the exchange period.

She takes part in the informative meeting day of Cultural and Language Preparation course in order to present her experience to other students.


Before

Documents:
Contract signed between the participant and SMGŠ
Learning Agreement Sample
/ Three- party agreement with the tasks and timetable
Europass Mobility Certificate
Travel Insurance document issued by a commercial insurance agency


Activities:
The two partner institutes, SMGS Ljubljana and TREDU, have agreed through a Memorandum of Understanding the general conditions and procedures of bilateral co-operation in e.g. student exchange.

The project coordinator at SMGŠ advises Kata on the necessary documents and applications.

After the Student Exchange Application is approved, Katja and SMGŠ Ljubljana sign a contract stating both parties’ financial and other obligations for the given mobility period.

The project coordinator arranges the transport (flight), accommodation, and insurance details.

SMGŠ organizes Language and Cultural preparation course and workshops at SMGŠ where the participants receive language instructions and practical information concerning the travel, accommodation, emergency situations. This part of the preparation is usually carried out by a professional lecturer. As a part of the preparation course, SMGŠ organizes a meeting with ex-mobility students in order to share their experience with the new participants.

A Europass Mobility document number from Slovenian National Europass Agency is acquired and, together with the signed Learning Agreement (Three party Agreement with tasks and timetable), a pre-filled Europass is sent to the receiving organization to be filled after the mobility period. SMGŠ provides insurance documents for the mobility period.

 




During

Documents:
Evaluation document

Activities:
Sending organization, SMGŠ Ljubljana, creates the evaluation document according to the relevant studies based on ECVET and sends it to the receiving organization, TREDU.

Communication between SMGŠ Ljubljana, TREDU and Katja throughout the exchange period is carried out by email, phone (Skype) and social media networks (Facebook, blog etc.)


After

Documents:
Online Mobility Tool Report
Final report to National Agency (Mobility Tool)


Activities:
SMGŠ Ljubljana files Online Mobility Tool Participant’s Report and also writes the Final Mobility Tool Report to National Agency. Completed study modules or parts of curriculum acquired through practical training are accepted within Katja’s study record.

Before

Documents:
Memorandum of Understanding
Learning Agreement


Activities:
TREDU has agreed and signed a Memorandum of Understanding with SMGŠ Ljubljana, where the basic procedures for facilitating e.g. student exchanges are described.

TREDU arranges the placement, accommodation and local transportation card for Katja.

TREDU provides work/training related information to SMGŠ and Katja to be included into the Learning Agreement, which will be signed by the receiving organization (SMGŠ, TREDU and the participant) right before the on-the-job learning period starts.


During

Documents:
Europass Mobility Certificate
Evaluation document
Other certificates, if provided


Activities:
TREDU helps Katja at her arrival to Finland and organizes transportation and orientation support in the first days.

TREDU takes care of the tutoring during the exchange period with hosting programme, and signs the necessary certificates and documents before Katja’s return to Slovenia.

A Europass Mobility Certificate as well as Evaluation document are filled and signed by TREDU and handed to Katja at the end of her exchange period.



After

Documents:
-

Activities:
Feedback “discussion” by e-mail with the sending organization: ‘Which things went successfully and where we can still improve?’