Information about the ERASMUS+ application

• You are enrolled in a course at the Friedrich Schiller University Jena that leads to a university degree (up to and including a doctorate).
• You have completed at least your first year of study.
• You have sufficient knowledge of the respective national or working language in which the courses to be attended are held (usually language level B1).

• 1 or 2 semesters and at least 3 months (maximum: 12 months)

Multiple opportunities with ERASMUS+: 

Students have the opportunity to participate in the ERASMUS program multiple times. For each stage of study (BA, MA, PhD), they are eligible for 12 months of funded mobility (study and/or internship). This corresponds to a total of up to 3 (stages of study) × 12 (maximum duration) = 36 months.

Students whose degree programs are not divided into Bachelor’s and Master’s degrees can also take full advantage of multiple funding opportunities under ERASMUS+ (state examination). Students have 24 months of mobility (study and/or internship) available until they earn their first degree. This corresponds to a funding period of 1 (first stage of study) × 24 (maximum duration) plus 1 (second stage of study) × 12 (maximum duration) = 36 months.

Please inform yourself about your preferred university before your application. You are obliged to obtain information on the range of courses, language requirements or housing options on your own. As a result, you will not only find convincing arguments for your application, but it also prevents you from having any false expectations about your stay abroad. Use the website of the host university to find the information you need, in particular the information for exchange students from the international office there. Also, ask the programme manager/departmental coordinator at the Friedrich Schiller University Jena about any information they have received from the host university!

Privacy Policy for the Processing of Personal Data in the Context of Erasmus+

By participating in the Erasmus+ program and submitting your Learning Agreement /Mobility Agreement and mobility data, you are transmitting personal data to the Erasmus+ database (BM database) and the International Office of the University of Jena. This data will be handled in accordance with the data protection regulations of the European Commission and the General Data Protection Regulation (GDPR).

1. Data Controller

1. Data Controller 

The data controller responsible for processing your data is:

Friedrich Schiller University of Jena
represented by the President
Fürstengraben 1, 07743 Jena
Phone: +49 3641 9-401000
Email: praesident@uni-jena.de

Internal contact:

Friedrich Schiller University of Jena 
Information Security and Data Protection Office
Fürstengraben 1, 07743 Jena
Email:  datenschutz@uni-jena.de
Phone: +49-3641-9-401603

2. Purpose of Data Collection

The personal data collected will be used exclusively for the purposes of participating in the Erasmus+ program, creating Learning Agreements/ Mobility Agreements, managing mobility data, and transmitting this data to the Erasmus+ database. This also includes communication with partner universities and the National Agency (NA DAAD).

3. Legal Basis for Data Processing

The legal basis for the processing of your personal data in connection with your application and the selection process is your consent pursuant to Article 6(1)(a), subject to the conditions set forth in Article 7 of the GDPR. Your participation is voluntary, and you may withdraw your consent at any time. Please send your withdrawal of consent by email to the International Office at the University of Jena at outgoing@uni-jena.de . Your application will then be deleted and will no longer be considered in the selection process. Admission to the program will therefore not be possible. 
The legal basis for the processing of your personal data in the event of selection and funding under the program is Article 6(1)(b) of the GDPR (performance of a contract, including pre-contractual measures). In this context, you are obligated to provide the personal data necessary for the performance of the contract. If you do not provide us with your data, you will not be able to participate in the program.

4. Data Transfer to Third Parties

Your personal data will be shared with the European Commission, the National Agency (DAAD), and the partner institutions where you will be studying abroad, solely to the extent necessary for the implementation of mobility and to achieve the goals of the Erasmus+ program.

Use of Third-Party Providers:
The University of Jena utilizes the "MoveON" database from QS UniSolution GmbH, Meitnerstr. 10, 70563 Stuttgart, as a data processor in accordance with Art. 28 GDPR. Any further transfer of personal data to third parties will only occur after prior approval by the European Commission, as outlined in the Erasmus+ program guidelines. You can view these at the following link: Data Privacy Policy of the European Commission.External link

5. Data Retention Period

Personal data collected as part of the Erasmus+ program will be stored for a period of ten years after the completion of your stay abroad and will then be deleted. This follows the European Commission’s requirements for retaining Erasmus+ participant data and Thuringian budgetary law.

6. Your Rights as a Data Subject

Under the GDPR, you have the following rights:

• The right to access your stored personal data (Art. 15 GDPR).
• The right to correct incorrect data (Art. 16 GDPR).
• The right to erasure or restriction of your data processing, provided the legal requirements are met (Art. 17, 18 GDPR).
• The right to object to the processing of your data (Art. 21 GDPR).
• The right to data portability, if data processing is based on your consent or a contract and is carried out by automated means (Art. 20 GDPR).

If you wish to exercise your rights, you may do so using the contact information provided above.
You also have the right to lodge a complaint with a supervisory authority (Art. 77 GDPR) if you believe that the University’s processing of your personal data violates the provisions of the GDPR. To exercise your right to lodge a complaint, you may, for example, contact the supervisory authority responsible for the University of Jena (see Section 8).

7. Reporting Data Breaches

In the event of a data breach involving your personal data, the European Commission will be notified promptly, in accordance with the Erasmus+ program guidelines. You also have the right to file a complaint with a supervisory authority in case of a data breach.

8. Supervisory Authority

The supervisory authority responsible for the University of Jena is:

Thuringian State Commissioner for Data Protection and Freedom of Information (TLfDI)
Address: Häßlerstraße 8, 99096 Erfurt
Tel: +49 -361-57-3112900
E-Mail: poststelle@datenschutz.thueringen.de
Webseite: https://tlfdi.de/External link

9. Additional Information

For more information on how personal data is processed within the Erasmus+ program and your rights as a data subject, please consult the official data privacy statement of the DAADExternal link.

By using the "MoveON" online portal, you agree to the processing of your personal data as described here.

Please also refer to the data privacy statement de of the University of Jena.

• 15th of January for the following academic year, starting in the winter semester

The following documents should be submitted to ypur coordinator of your department:

• application form
• chronological CV
• motivation letter (motives for a stay abroad and the chosen university)
• proof of sufficient language skills of the official or working language of the host country (usually B1 level)
• list of academic achievements with grades (you can print them using the portal Friedolin)
• letter of recommendation from a lecturer, may support the application, not a mandatory requirement

1. Contact the international office for a consultation. You will find contact persons and office hours here de. 
2. Check whether ERASMUS + exchange agreements exist for your department and if they are suitable for you.
3. Contact the relevant ERASMUS+ coordinator of your departmentExternal link.
4. Prepare the application documents and submit them to your ERASMUS+ coordinator. 
5. The ERASMUS + places will be allocated based on the application documents and/or selection interviews. Your coordinator will inform you directly whether you have been given a place and they will then nominate you to the partner university.
   
   1. If the application is successful, fill out the declaration of acceptance and submit it to your departmental coordinator.
   2. Fill out the application forms of the foreign host university independently and send them to their international office. Please check the application deadlines of the host university!
   3. You should receive confirmation from the foreign host university about 2-3 months before the start of your stay abroad.
   4. Fill out the Learning Agreement in which you detail what courses you want to take abroad. You can find the courses on the website of the host university.
   5. You will receive information from the International Office regarding scholarship applications and other Erasmus regulations.
   6. Complete the Online Learning Agreement (OLA), in which you specify the courses you wish to take abroad. You can find the course offerings on the host university’s website.
      
      1. You will create the Online Learning Agreement (OLA) digitally via the Moveon platform after consulting with your academic advisor. It will then be forwarded to your academic advisor and, in the next step, to the host university for approval. 
      2. If the host university’s course offerings or your course selection have changed, you must update your Online Learning Agreement and have it approved again by all coordinators.
      3. You should aim to earn approximately 30 ECTS credits per semester.
6. Before departure (in the re-registration period) fill out an application for a leave of absence (available from the SSZ) and have it confirmed by the international office.

The selection of the participants in the ERASMUS + programme is at the discretion of the program e managers (ERASMUS + departmental coordinators) and is checked against the application documents:

• complete application sheet
• detailed motivation letter
• proof of sufficient language skills of the official or working language of the host country (usually B1 level)
• overview of academic achievements (best possible academic achievements).

The weighting of the individual documents is determined by the department.