Information for departments

Within the framework of the Erasmus+ training programme, incoming students may complete a traineeship at the University of Vienna provided they are accepted as a trainee by a department at the university.

The International Office does not arrange traineeships for students; interested students must contact the relevant department directly, which will then determine whether it can allocate a placement. You will find information on the following points here:


Who is responsible?

The International Office provides information on general questions relating to processing. However, the administrative processing remains the responsibility of the organisation in which the trainee is being received. The main contact person during the traineeship is the supervisor at the receiving organisation.

A Learning Agreement for Traineeships is signed by all parties (student, home university, University of Vienna). Information on the requirements for receiving an Erasmus+ traineeship grant will be provided by the student’s home university.


Learning Agreement for Traineeships

In consultation with the home university and the department at the University of Vienna responsible for the traineeship, students draw up a Learning Agreement, agreeing the details and the learning objectives for the traineeship.  Students receive this form from their home university.

The Learning Agreement for Traineeships is signed by the head of department in consultation with the supervisor.

Please note:

  • An Erasmus+ traineeship at the University of Vienna constitutes full-time employment (40 hours). Erasmus+ trainees cannot be accepted for positions entailing fewer than 40 h.
  • An Erasmus+ traineeship lasts at least two and at most twelve months.
  • In addition to providing details of the contact person, the department must complete table C of the Learning Agreement (example below). Incoming trainees are not insured by the University of Vienna and therefore need to provide proof that they have appropriate insurance cover (see also Required documents).

In addition to providing details of the contact person, the department must complete table C of the Learning Agreement (example below). Incoming trainees are not insured by the University of Vienna and therefore need to provide proof that they have appropriate insurance cover (see also Required documents).

Table C – Receiving Organisation/Enterprise

The Receiving Organisation/Enterprise will provide financial support to the trainee for the traineeship:                   Yes              No             

If yes, amount (EUR/month): ………..

The Receiving Organisation/Enterprise will provide a contribution in kind to the trainee for the traineeship:          Yes             No  

If yes, please specify:

 

The Receiving Organisation/Enterprise will provide an accident insurance to the trainee (if not provided by the Sending Institution):

Yes        No  

 

The accident insurance which covers:

               accidents during travels made for work purposes:      Yes      No    

              accidents on the way to work and back from work:    Yes     No 

The Receiving Organisation/Enterprise will provide appropriate support and equipment to the trainee.

Upon completion of the traineeship, the Organisation/Enterprise undertakes to issue a Traineeship Certificate within 5 weeks after the end of the traineeship.


Note

The University of Vienna will not sign any third-party documents such as bilateral agreements or letters of intent for Erasmus+ Incoming interns.

Sometimes universities (from France for example) require an internship agreement (contention de stage) in addition to the Erasmus+ Learning Agreement. The International Office can issue this document upon request by the department where the internship will be carried out. The University of Vienna will only sign its own Traineeship Agreement (the sample text is provided here, please contact Erasmus+ Internship Team).

The University of Vienna does not require any extra document for Erasmus+ incoming interns as the all the relevant data concerning the internship is provided in the Erasmus+ Learning Agreement for Traineeships. Information on the Learning Agreement for Traineeships is provided by the intern's home university.


Admission as an Erasmus+ trainee at the University of Vienna

If an organisation within the University of Vienna is able to offer a traineeship placement, the student is admitted to the University of Vienna by means of a Traineeship Contract. This contract is drawn up by the University of Vienna’s Human Resources Department once it has received all of the required documents. Responsibility for submitting these documents rests not with the student but with the receiving organisation. Deadline for submitting the documents: 3-4 weeks before the start of the traineeship.

For information on the Traineeship Contract, please contact the Human Resources Department.

Documents required for the Traineeship Contract

In order to draw up your Traineeship Contract the contact person at the receiving organisation must send the following documents to the Human Resources Department three to four weeks before you start your traineeship:

  • Personal Record Card PA/PV work placement/traineeship/holiday work
    The personal record card is available to download from the University of Vienna’s intranet and is provided by the contact person at the receiving organisation (forms Human Recourses). The document is signed on behalf of the University of Vienna by the head of department.
    You can indicate (Erasmus+) Incoming Internship as Art des Praktikums.
  • Learning Agreement for Traineeships
    The Learning Agreement for Traineeships is drawn up in consultation with the home university and the receiving organisation of the University of Vienna and is signed by the home university, the student and by the head of department on behalf of the University of Vienna. Students will receive the document from their home university.
  • A copy of your passport
  • Confirmation that you have health insurance during your stay (e.g. scan of your European Health Insurance Card)
    The University of Vienna will not provide insurance for incoming trainees. Therefore you will have to prove that you have sufficient health, accident and liability insurance while you are here as a trainee. EU citizens are usually covered by their European Health Insurance Card. A scan of your European Health Insurance Card or another confirmation of health insurance can be provided as proof.
  • Confirmation of accident and liability insurance for the duration of you stay
    The student’s home university often provides accident and liability insurance for trainees during their traineeship. Separate confirmation of this is required (in German or English).
  • Residence registration form (“Meldezettel”, as soon as available, pending this, a residential address in Vienna)
    In order for the contract to be drawn up, incoming trainees must provide a residential address in Vienna. As soon as this residential address has been registered with the Municipal District Office, the residence registration form (“Meldezettel”) must be presented to the Human Resources Department.

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Details on the documents for the Traineeship Contract
Contact person in the Human Resources Department

You will find the contact person for your department in the Intranet  under Organisation à Human Resources and Gender Equality à About Us à Human Resources Development à Contact Person Management and Overview à Personal Services à Contact Persons by Department.


Status of Erasmus+ trainees

Erasmus+ trainees are not registered as students at the University of Vienna, but as employees. In the course of the admissions process, the Human Resources Department will set up a staff u:account for you, which gives trainees access to staff services at the University of Vienna and enables them to use the library.

Trainees do not have (Erasmus+) student status and are therefore not able to buy the semester ticket for public transport.  If an Erasmus+ trainee wishes to take courses at the University of Vienna, they will have to apply as a regular student.


Entry and residence regulations

Erasmus+ trainees are bound by the same regulations regarding entry into Austria and taking up residence here as other people entering Austria and wanting to stay here for a longer period of time. Which regulations apply depends on your citizenship.

The obligation to register your residence applies for everybody, regardless of their citizenship.

Further information on these regulations is provided here.

Please keep in mind that Erasmus+ trainees are not admitted as students of the University of Vienna. The regulations described on linked website might therefore differ for Erasmus+ interns -- who, for example will not receive an Admission Letter. Information on visa regulations is also provided by the OeAD.