Recruitment rules

III. Rules for participation in the Erasmus + program

1. The foreign partner university must be located in a country participating in the Erasmus+ programme and have an Erasmus Charter for Higher Education (ECHE).
   
   
2. A student can complete part of the study program, a graduate can complete an internship, a lecturer can conduct classes, and an administrative employee can go on a training trip to another foreign university with a valid Erasmus University Card.
   
   
3. The internship may take place in foreign institutions with enterprise status or administrative units of foreign universities holding a valid extended Erasmus University Card, as well as Polish diplomatic missions.
   
   
4. The internship cannot be carried out in European Union institutions or institutions managing European Union programmes.
   
   
5. An Erasmus+ student is exempt from paying tuition fees for studies at a partner university and stays at that university under the rules applicable to students of that university.
   
   
6. The Erasmus+ scholarship is awarded to:
   
   a) students/graduates to complete part of a specific teaching program, study program, or internship. The amount due does not cover the full costs of the stay abroad; it only covers the difference in living costs in the partner university's country. Its value is determined and announced annually by the Foundation for the Development of the Education System.
   b) administrative staff and lecturers, to cover additional costs related to travel and stay in the host university/institution's country (travel costs, accommodation, increased living costs abroad). The scholarship is not intended to cover the full costs of preparing and implementing the trip.
   
   
7. Students of all forms and levels of study who have completed at least the first year of studies (in the case of bachelor's studies) or at least the first semester (in the case of master's studies) and the semester preceding the departure can participate in the Erasmus+ exchange. In exceptional cases, individual decisions will be made by the International Cooperation Coordinator.
   
   
8. The scholarship should not interfere with completing studies within the timeframe planned in the study plan and, in the case of administrative staff and lecturers, it cannot interfere with the performance of current duties.
   
   
9. The student's stay at the host university must begin and end between June 1st and September 30th of the following year. This stay cannot be shorter than two months for internships and three months for studies, and cannot exceed one academic year. The minimum length of stay at the partner university refers to the period of study and does not include any language preparation time.
   
   
10. A person who meets all of the following conditions may apply for the scholarship:
    
    a) is a student, graduate (up to one year after graduation), lecturer or administrative employee of a WSZ;
    b) at the time of departure for the scholarship as a participant of the Erasmus+ programme and during
    his stay cannot be on dean's leave or on leave;
    c) has no financial arrears towards the University and has passed all the requirements stipulated in
    program subjects – applies to students and graduates;
    d) there are no arrears with the university regarding the completion of documentation of the student’s education process and personnel documentation – this applies to lecturers;
    e) is a Polish citizen or has the right of permanent residence in Poland or refugee status;
    f) completed and submitted the required documents on time.
    
    
11. During the mobility period, an Erasmus+ participant cannot receive any leave entitlement in accordance with the university's internal regulations.

1. Recruitment for mobility under the Erasmus+ programme is managed by the International Cooperation Office.
   
   
2. Recruitment of students and graduates for studies and internships under the Erasmus+ Programme is conducted at the university level. Applications are approved by the university's Rector and the International Cooperation Coordinator.
   
   
3. The University is committed to qualifying candidates for Erasmus mobility based on recruitment principles announced to the academic community, which ensure transparency, fairness and equal treatment of all candidates.
   
   
4. Duration of the student's stay:
   
   a) internship: minimum 2 months of physical mobility (61 days) and maximum 12 months;
   b) studies: minimum one semester (no less than 3 months) of physical mobility, and maximum 2 semesters (no more than 12 months).
   
   
5. Student qualification for long-term study trips:
   
   a) for the winter semester, it takes place by 31 March of the calendar year preceding the academic year of the start of the winter semester;
   b) for the summer semester takes place by 31 October of the calendar year preceding the beginning of the summer semester in a given academic year.
   
   
6. In the event of the Rector’s consent after consulting the International Cooperation Coordinator (dictated, for example, by the availability of places at the host universities and mobility funds, longer application deadlines at the host university, etc.), it is possible to submit application documents after the deadlines specified above.
   
   
7. Qualification of students and graduates for internships during the summer period following a given academic year is carried out on a continuous basis, subject to availability of funds, in the order of applications.
   
   
8. Students with a certificate of disability may apply for additional funding.
   
   
9. Graduates who wish to benefit from long-term mobility for internships must submit an application during their final semester of study and begin and end their mobility within 12 months of completing their studies.
   
   
10. The Rector of the University and the International Cooperation Coordinator verify submitted applications within 14 days from the submission deadline.
    
    
11. To apply, students/future graduates should register their interest in downloading the application form on the University's website by e-mail and, in the case of internships, additionally send their CV in English.
    
    
12. Applications for study abroad are assessed according to the following criteria:
    
    a) knowledge of a foreign language that meets the requirements of the host university or English on the basis of the last positive grade from the language course (1 – 10 points, where 1 point is awarded for a grade of 3, 3 points for a grade of 3.5, 5 points for a grade of 4, 8 points for a grade of 4.5, 10 points for a grade of 5);
    b) average grade for all semesters of studies so far (1 – 10 points, where 1 point is awarded for an average below 4.0, 5 points are awarded for an average from 4.01 to 4.5, 10 points are awarded for an average above 4.51);
    c) additional documents (e.g. published works, participation in conferences, activities for the University) (1 – 10 points, where 3 points are awarded for active participation in a scientific club, 3 points for membership in the student government, 4 points for participation/co-organization in a scientific conference or events organized by the University of Health in Gdańsk;
    d) studying abroad under the Erasmus+ programme (1 – 10 points, where 1 point is awarded to a person who has used the programme more than 3 times, 3 points are awarded to a person who has used the programme 2 – 3 times, 5 points are awarded to a person who has used the programme once, 10 points are awarded to a person who has never used the programme);
    e) availability of places at partner universities.
    
    
13. The final condition for a student/graduate to participate in the Erasmus+ Programme is the acceptance of his/her application by the host university/institution.
    
    
14. If the application is rejected by the university or host institution chosen by the student/graduate, the student/graduate has the right to submit an application to another university/institution, within the limits of available places in a given field of study, while observing the deadlines for submitting applications at the partner university/institution.
    
    
15. The international cooperation coordinator informs students/graduates about the qualification electronically.
    
    
16. Students/future graduates who are not qualified for the mobility due to limited financial resources of the university or lack of places at the selected university will be placed on a reserve list.
    
    
17. In the event that some students/graduates withdraw from the trip, their place will be taken first by students from the reserve list.
    
    
18. A student may write an appeal against the recruitment results to the Rector within 7 days of receiving the decision.
    
    
19. The amount of the scholarship is approved by the Rector after consulting the International Cooperation Coordinator in accordance with the Erasmus+ Programme Funding Rules.
    
    
20. For students/graduates who have not settled their previous mobility despite at least three written reminders within 30 days of the mobility period's completion, their application will be assessed negatively. Students who have not settled their previous mobility will lose the opportunity to participate in future mobility.

1. Academic teachers and other persons conducting classes (lecturers) as well as administrative staff employed at WSZ on the basis of an employment contract, a contract of mandate or another form of cooperation based on a civil law agreement are eligible for mobility under the Erasmus+ programme.
   
   
2. The recruitment of lecturers to conduct classes at a foreign partner university and administrative staff for training purposes under the Erasmus+ Programme takes place at the WSZ level.
   
   
3. University administrative staff/lecturers may apply for one exchange per academic year. Priority is generally given to candidates who have not previously participated in an exchange program and those employed by the university under an employment contract. If funds are available for the exchange program and there are no other applications, applications for the next academic staff exchange program in a given academic year will be accepted, but no more than one per semester. Details regarding application evaluation can be found in section 15.
   
   
4. WSZ is committed to qualifying candidates for Erasmus mobility based on recruitment principles announced to the academic community, which ensure transparency, fairness and equal treatment of all candidates.
   
   
5. Those interested in the trip should submit their candidacy to the International Cooperation Coordinator by completing the appropriate application form available for download on the WSZ website.
   
   
6. Administrative staff of the University of Applied Sciences/lecturers applying for a mobility under the Erasmus programme should also contact their immediate superior for approval of the proposed mobility date in order to avoid neglecting their obligations towards the University of Applied Sciences and students.
   
   
7. The duration of the trip for WSZ administrative staff/lecturers is a minimum of 2 days of physical mobility and a maximum of 30 days.
   
   
8. Administrative staff of the University of Applied Sciences/lecturers are entitled to only one trip to the same foreign university/partner institution in order to participate in training with an identical purpose, subject matter, program and expected results or to deliver the same lectures with an identical purpose, subject matter, program and expected results.
   
   
9. Administrative staff and lecturers may be eligible for additional funding from the Erasmus+ programme for those with disabilities. Please inform the International Relations Office Coordinator when applying for your mobility.
   
   
10. Application documents should be submitted by the specified deadline announced by e-mail in the case of administrative staff and by announcement in the virtual dean’s office in the case of lecturers.
    
    
11. Application documents will be reviewed by the Rector of the University of Applied Sciences and the Coordinator of the Office of International Relations. A successful application for a mobility grant is deemed to be submitted by submitting information regarding the mobility date, training topic or course content, and the name of the host institution to the Office of International Relations.
    
    
12. The Rector of the University of Applied Sciences and the International Cooperation Coordinator will verify the submitted applications within 14 days of the application deadline.
    
    
13. In order to prevent situations of conflict of interest or suspicion of conflict of interest and dependencies between decision-makers and mobility participants, in the case of an application for the mobility of the Rector of the University of Applied Sciences, the decision on the mobility is made by the Chancellor and in the case of the Coordinator of International Cooperation, by the Director of the University of Applied Sciences.
    
    
14. If WSZ has more funds or after receiving additional funds from the Erasmus+ National Agency, additional applications will be accepted on a continuous basis until the funds are exhausted.
    
    
15. Applications are assessed according to the following criteria:
    
    a) form of cooperation with WSZ (1–10 points, where 10 points are an employment contract, 5 points are a civil law contract);
    b) length of service at WSZ (1 – 10 points, where 0 points are less than one year, 1 point is 1 – 2 years, 5 points are 3 – 5 years, 8 points are 6 – 9 years, 10 points are 10 years or more);
    c) the number of teaching hours completed in the last academic year (preceding the submission of the application) in the case of lecturers (1 – 10 points, where 0 points are less than 100 teaching hours, 5 points are 100-199 teaching hours, 10 points are 200 teaching hours and more);
    d) participation in the Erasmus+ programme (1 – 10 points, where 1 point is awarded to a person who has used the programme 3 or more times, 3 points are awarded to a person who has used the programme twice, 5 points are awarded to a person who has used the programme once, 10 points are awarded to a person who has never used the programme);
    e) contribution to the development of WSZ (1 – 10 points);
    f) matching the topic of the trip in order to improve competences (1 – 10 points, where 0 points means incompatible topic, 5 means partially compatible, 10 points means compatible).
    
    
16. The Coordinator of the International Cooperation Office informs candidates electronically about the decision and, in the case of a positive opinion, nominates them for financing by WSZ.
    
    
17. Permission to travel will not be granted to candidates who:
    
    a) are currently on various types of leave or this leave is planned during the mobility period;
    b) violate the work regulations of the WSZ;
    c) are in the notice period;
    d) during the mobility period they will not be employed at WSZ on the basis of an employment contract, contract of mandate or any other form of cooperation based on a civil law contract.
    e) they are in arrears with WSZ in terms of making up classes/signing contracts, providing documents required by WSZ;
    f) despite at least three reminders from WSZ, they have not settled their previous mobility within 30 days after the end of the mobility.
    
    
18. An administrative employee/lecturer may write an appeal against the recruitment results to the Rector within 7 days of receiving the decision.

VI. Implementation of student/graduate mobility for studies/internships

1. After successfully completing the recruitment procedure, the scholarship holder, in consultation with the International Cooperation Office, determines the conditions for completing studies (Learning Agreement or Studies) or internships (Learning Agreement for Traineeships).
   
   
2. After the tripartite agreement has been signed (by the Coordinator of the International Cooperation Office, the scholarship holder and an authorized person from the foreign partner university or institution where the internship is carried out), the scholarship holder is obliged to submit the following documents to the International Cooperation Office before departure:
   
   a) a copy of insurance (covering medical expenses, accidents, death) for the duration of travel and stay abroad under the Erasmus+ programme;
   b) a copy of the European Health Insurance Card (EHIC);
   c) in the case of travel to Turkey and other countries outside the EU – other insurance accepted in that country;
   d) GDPR consent to data processing.
   
   
3. Before departure, the scholarship holder is obliged to register his/her departure on the website of the Ministry of Foreign Affairs "ODYSEUSZ".
   
   
4. Each scholarship holder is required to open a foreign currency account.
   
   
5. A financial agreement will be prepared and signed with each scholarship holder.
   
   
6. Students who will use one of the twenty-four languages taught https://academy.europa.eu during their studies abroad can benefit from online language courses offered by the European Commission in the central online language support system.
   
   
7. Before departure, the scholarship holder is required to take a language proficiency test.
   
   
8. The procedures specified for the European Credit Transfer and Accumulation System (ECTS) are used to recognise a student's achievements at a foreign partner university.
   
   
9. Student/graduate undertaking mobility under the Erasmus+ programme:
   
   a) he/she himself/herself legalizes his/her stay at a foreign university/partner institution;
   b) in the case of studies: ensure receipt of a written certificate from the foreign partner university confirming the student's period of stay at that university and a list of completed courses and grades obtained in the form of a "Transcript of Records." The original document remains in the student's files at the International Relations Office, while the student receives a copy certified by the WSZ;
   c) in the case of internships: will provide written confirmation from the foreign partner institution that the internship programme assumptions have been met, along with its assessment issued by the internship supervisor at the receiving institution – in the case of internships;
   d) in the winter semester, students may apply for an extension of their stay at a foreign partner university to the summer semester. To do this, they must submit the following documents electronically or by post to the International Relations Office Coordinator:
   · a certificate from a foreign partner university with consent to extend the stay and, if possible, a "Transcript of Records" for the first semester;
   · Learning Agreement for Studies. Then sign the contract for the next semester.
   
   
10. Pursuing studies abroad does not release the student from the obligation to prepare a diploma thesis as provided for in the course of study.
    
    
11. In exceptional cases, if it is not possible to complete the relevant subjects at a foreign university or if their equivalents cannot be found, or if the student prefers not to complete these subjects during their stay abroad, they must be completed upon return.
    
    
12. Courses offered under the Erasmus+ program may correspond to the curriculum offered by the University of Applied Sciences (WSZ) to varying degrees. Due to legal regulations, WSZ assesses fees in accordance with the educational standards defined for a given field of study, taking into account the number of hours, form, and substantive content of the courses completed.
    
    
13. WSZ does not interfere with the number of ECTS points awarded by a foreign partner university.
    
    
14. The conversion of grades from the scale of the foreign partner university into grades appropriate at the WSZ is carried out on the basis of respect for the achieved results of learning outcomes.
    
    
15. After returning from mobility, the student must:
    
    a) complete the online mobility participant survey generated automatically by the Beneficiary Module mobility management system;
    b) deliver in person to the International Cooperation Coordinator a written declaration of stay at the foreign university/host institution, specifying the start and end dates of the mobility;
    c) deliver in person to the International Cooperation Coordinator a list of completed subjects and grades obtained in the form of a Transcript of Records – in the case of studies or confirmation of the start and end dates of the internship and confirmation of the implementation of the internship program assumptions with its grade issued by the internship supervisor at the receiving institution – in the case of internships;
    d) prepare and send to erasmus@wsz.pl a report on your stay at the host university, including photos and a short description of your stay;
    e) complete the second language proficiency test.
    
    
16. The student is recognized for his/her achievements in subjects obtained at a foreign university on the basis of the agreed "Learning Agreement" and the "Transcript of Records" obtained at the partner university.
    
    
17. If all conditions agreed in writing are met by the student, the period of study, subjects, credits and examinations will be recognised and treated as equivalent to the corresponding period of study at WSZ.
    
    
18. Decisions on whether the agreed conditions have been met by the student are made by the Rector’s Representative for Education and Students in cooperation with the Coordinator of the Office of International Cooperation.
    
    
19. In relation to a student who has not fulfilled the "Learning Agreement" or "Internship Agreement", the Coordinator of the International Cooperation Office shall proceed in accordance with the Study Regulations.
    
    
20. Settlement of documents after returning from the scholarship must be made within 30 days of return.

VII. Implementation of mobility by administrative staff and research staff teaching of the University

1. After successfully completing the recruitment procedure, the scholarship holder, in consultation with the International Cooperation Office, determines the conditions:
   
   a) undergoing training (Mobility Agreement for Training);
   b) conducting classes (Mobility Agreement for teaching).
   
   
2. After the tripartite agreement has been signed (by the Coordinator of the International Cooperation Office, the scholarship holder and an authorized person from the foreign partner university), the scholarship holder is obliged to submit the following documents to the International Cooperation Office before departure:
   
   a) a copy of insurance (covering medical expenses, accidents, death) for the duration of travel and stay abroad under the Erasmus+ programme;
   b) a copy of the European Health Insurance Card (EHIC);
   c) in the case of travel to Turkey and other countries outside the EU – other insurance accepted in that country;
   d) GDPR consent to data processing.
   
   
3. Before departure, the scholarship holder is obliged to register his/her departure on the website of the Ministry of Foreign Affairs "ODYSEUSZ".
   
   
4. Each scholarship holder is required to open a foreign currency account.
   
   
5. A financial agreement will be prepared and signed with each scholarship holder.
   
   
6. After returning from the host university, the administrative employee/lecturer should:
   
   a) complete the Online Mobility Survey;
   b) provide the WSZ with a certificate of the period of stay together with information on the number of hours of teaching classes conducted and dates / period of stay together with information on the type of training completed and dates.
   c) prepare a report on the stay to be used for promotional purposes by the lecturer.
   
   
7. Settlement of documents after returning from the scholarship must be made within 30 days of return.
   
   
8. An administrative employee of the WSZ or a lecturer who has been qualified for mobility and is on sick leave during the mobility period is unable to do so, is obliged to return the scholarship and his qualification for the mobility is lost - he must take part in the recruitment process again.

VIII. Financial matters

1. WSZ does not charge any fees from outgoing or incoming scholarship holders for participation in the Erasmus+ programme.
   
   
2. Participants use their scholarship to partially cover their travel and living expenses. They cover the remaining costs themselves.
   
   
3. For the duration of their stay, participants receive a scholarship funded by the Erasmus+ programme, with the exception of trips to universities that finance the participant's stay from their own funds.
   
   
4. The amount of the scholarship depends on which country the scholarship holder is going to and is not known at the time of recruitment.
   
   
5. The scholarship will be transferred only after the scholarship holder accepts all terms of the agreement.
   
   
6. People with disabilities can apply to the Erasmus+ National Agency for additional funds for their mobility from the special Erasmus+ fund for people with disabilities.
   
   
7. If the scholarship holder resigns from mobility after the scholarship has been paid, the University will immediately issue a repayment order and the scholarship holder must return the entire amount of the scholarship paid as soon as possible, but no later than within 7 days.
   
   
8. If the rates or financing amounts change, an annex to the financial agreement is concluded.
   
   
9. Students and graduates receive the first installment of the scholarship, amounting to 90%, upon signing the agreement with WSZ. They receive the second installment of the scholarship, amounting to 10%, upon returning from the foreign partner university and submitting all required documents.
   
   
10. A WSZ administrative employee/lecturer receives a 100% scholarship and upon return is obliged to submit all necessary documents to the International Cooperation Office.
    
    
11. If a student pays for educational services, they are obligated to continue paying these fees during their studies at a foreign partner university. The decision to charge or exempt a scholarship holder traveling under the Erasmus+ program from fees is made individually by the Chancellor at the student's request.
    
    
12. Any cases of violation of the principle of "no fees for teaching services" by the host university should be reported to the Erasmus+ National Agency.
    
    
13. The final period of stay on mobility, and therefore the final amount of the scholarship, is determined after the student returns from mobility on the basis of a declaration issued by the foreign partner university/entity hosting the internship, which specifies the exact start and end dates of the mobility.
    
    
14. If the duration of the stay is shorter than originally specified in the contract, the final amount of the scholarship will be reduced proportionally and the student/graduate will be obliged to return the surplus scholarship.
    
    
15. If a student interrupts the previously agreed-upon period of study abroad and ends their mobility before the three-month period has elapsed, they are obligated to repay the entire scholarship. Repayment of the scholarship will not be required in the event of circumstances beyond their control.
    
    
16. If a student/graduate interrupts the previously agreed-upon period of their internship abroad and terminates their mobility before the two-month period has elapsed, they are obligated to repay the entire scholarship. Repayment of the scholarship will not be required in the event of circumstances beyond their control.
    
    
17. The scholarship holder will not be required to repay the scholarship in the event of a circumstance defined as "force majeure" (i.e. a situation beyond the scholarship holder's control related to a serious illness or an unfortunate event). In order for a given case to be classified as "force majeure," written consent from the Erasmus+ National Agency must be obtained.
    
    
18. If a WSZ administrative employee or lecturer fails to meet the requirements specified in the contract and mobility agreement, they are obliged to return the entire scholarship.

XI. Final provisions