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Frequently Asked Questions

Action 1 - Student/doctoral candidate, scholars

A) Applicant- Student/doctoral candidate, scholars

1. How can individual candidates (students, doctoral candidates, scholars) interested in an Erasmus Mundus Action 1 scholarship/fellowship apply?
2. To how many joint programmes can a student apply?
3. Does the Erasmus Mundus Programme offer scholarships for part-time studies?
4. Is it obligatory for a student/doctoral candidate applying for an EM scholarship/fellowship to have completed his/her previous degree before submitting his/her application?
5. When and how will the student/doctoral candidate be notified of the scholarship/fellowship selection results?
6. 6. Is there a single deadline for Category A and B student scholarships and doctoral candidate fellowships?

B) Beneficiary - Student/doctoral candidate, scholars

7. If a student has drops out from the programme, can the Consortia ask the reimbursement of the scholarship amount already received?
8. Can a student / doctoral candidate / scholar benefitting from an EM scholarship/fellowship benefit from other scholarships while performing his/her EM joint programme activities?
9. How are the student/doctoral candidate “participation costs” calculated? How are they paid?
10. What should a student do, if he/she has a problem with the centralized insurance scheme?
11. In cases of double, multiple or joint degrees, what is the country in which a student obtained his/her last degree?
12. Is a student/doctoral candidate allowed to work during the joint programme period and receive the scholarship/fellowship at the same time?
13. How should employment contracts be implemented within an Erasmus Mundus Joint Doctorate?
14. How long is the duration of an EMJD and what is the period covered by the Erasmus Mundus funding?
15. Are there any exceptions to the “12 months rule” applicable to Category A doctoral candidate fellowships?
16. Are there any specific procedures for category A doctoral candidate's visa?
17. Are the travel expenses of the student from lab to lab within a co-tutelle fellowship covered by the participation costs, by the lump sum, or by the student himself?


A) Applicant - Student / doctoral candidate, scholars

1. How can individual candidates (students, doctoral candidates, scholars) interested in an Erasmus Mundus Action 1 scholarship/fellowship apply?
Under Erasmus Mundus Action 1, scholarship/fellowships for students, doctoral candidates or scholars are only awarded for teaching, research or study activities in the framework of a previously approved Erasmus Mundus Action 1 Joint Programme
As a result, interested students, doctoral candidates and scholar should consult the list of selected joint programmes available on the EACEA website at:
http://eacea.ec.europa.eu/erasmus_mundus/results_compendia/selected_projects_en.php
Since each individual joint programme consortium is responsible for its own application and selection procedures (and timetable), interested candidates should consult the relevant website in order to take notice of these procedures. If necessary, they should contact the consortium for further information.


2. To how many joint programmes can a student apply?
Students/doctoral candidates can apply for an Erasmus Mundus scholarship/fellowship to a maximum of three (3) different joint programmes (EMMC and EMJD together).


3. Does the Erasmus Mundus Programme offer scholarships for part-time studies?
No, the Erasmus Mundus scholarships / fellowships are intended for full-time studies only.


4. Is it obligatory for a student/doctoral candidate applying for an EM scholarship/fellowship to have completed his/her previous degree before submitting his/her application?
No. Students/doctoral candidates can apply for an EM scholarship/fellowship even if they have not yet completed the studies required by the consortium responsible for the joint programme. They must however have completed the relevant degree before the enrolment deadline in the joint programme concerned.
It is the consortium’s responsibility to assess the student/doctoral candidate credentials and competences in order to assess if he/she presents sufficient guarantees for completing his/her current study cycle before the beginning of the joint programme’s activities. If this assessment is positive, the student/doctoral candidate may be selected for a scholarship/fellowship on a conditional basis, provided he/she completes the degree concerned prior to the beginning of the joint programme.


5. When and how will the student/doctoral candidate be notified of the scholarship/fellowship selection results?
It is the Consortium's responsibility to inform the students/doctoral candidate of the scholarship/fellowship selection results after being notified by the Agency.

The Consortium submits the list of students proposed for a scholarship as well as the reserve list for students (for both Category A and Category B scholarships) to the Agency by 28 February. By the end of March, after having checked the eligibility of the proposed lists, the Agency will inform the Consortium of the approval of the lists (main and reserve list) and provide it with the students' visa support documents. As soon as the Consortium has received this confirmation, it can in turn notify the students concerned. This should occur by Mid April.


6. Is there a single deadline for Category A and B student scholarships and doctoral candidate fellowships?

Yes, there is a single deadline, 28  February for both Categories A and B student scholarships and doctoral candidate fellowships.


B) Beneficiary - Student/doctoral candidate, scholars
7. If a student has dropped out from the programme, can the Consortium ask the student to reimburse the scholarship amount already received?
No. In principle, the EM programme does not require for the reimbursement of the scholarship/fellowship procedure if the student/doctoral has underperformed (or has not respected the consortium’s regulations). In exceptional circumstances though – e.g. if the student/fellowship has made false declarations with the objective to cheat and obtain the scholarship/fellowship unfairly -, the consortium may be asked by the Agency to request for the reimbursement of the scholarship/fellowship by the individual concerned.
However, it is the consortium responsibility to ensure that the scholarship/fellowship holder performs in accordance with the consortium requirements and participates actively in the joint programme activities so as to be able to obtain his/her final degree(s). If it appears that the appropriate performance controls have not been put in place and that the scholarship/fellowship holder has been paid by the consortium despite of clear lack of performance/participation, the Agency may ask the consortium to reimburse the corresponding scholarship/fellowship amounts (see also question nr. 15 What happens if a scholarship/fellowship holder is under performing? under HEI – B) Beneficiary, for further details).


8. Can a student / doctoral candidate / scholar benefitting from an EM scholarship/fellowship benefit from other scholarships while performing his/her EM joint programme activities?
The basic and only rule in this case is that a Community funding beneficiary can never benefit from other Community financial support for the same activities for which he/she has already received funding.
As a result, students, doctoral candidates or scholars benefiting from an EM scholarship/fellowship can benefit from other for non-EU funded support prior or during their joint programme activities (e.g. student jobs or placement/internship allowances if the national legislation of the host country permits it).


9. How are the student/doctoral candidate “participation costs” calculated? How are they paid?
The student/doctoral candidate participation costs must be calculated by the consortia in accordance with their means and needs.
In other words, the individual participation costs amount should be defined taking into account the following parameters:

  1. How much does it cost the partner HEIs to implement and maintain an EM joint programme (taking into account that these costs must include all mandatory study/research activities expected from the students/doctoral candidates, including the insurance coverage )?
  2. How much (/which) of these costs are covered by the partner institutions or other sponsors (including the EM programme flat rate for the consortium management costs)?
  3. What are the annual student/doctoral intake estimations?

In principle, the student/doctoral candidate participation costs should correspond to (a – b.) / c
The corresponding participation costs (and what they give right to) should be clearly announced on the joint programme’s web site.
Although there can be different participation costs for European and non-European students/doctoral candidates, the amounts must be the same for scholarship/fellowship holders and self-paying students/doctoral candidates.
The student/doctoral candidate participation costs are paid to the consortia as part of the scholarship/fellowship.

  • For masters programmes, the participation costs amount included in the scholarship will vary in accordance of the actual amount defined by the consortium (with a maximum of 4000 or 2000 € per semester for Category A and B respectively)
  • For doctorate programmes, the participation costs amount included in the fellowship is a fixed amount of 300 € per month for “non laboratory-based” research projects and 600 € per month for “laboratory-based” research projects.

While the participation costs are defined and allocated for the entire duration of the joint programme, consortia should only charge them on a semester basis or, if not possible because of institutional practices, at least on an annual basis.


10. What should a student do if he/she has a problem with the centralized insurance scheme?
Contrary to later cohorts, EMMC students enrolled in 2008 and 2009 are covered by a centralized insurance scheme managed by the Agency with the support of an external service provider (see information on http://ec.europa.eu/education/programmes/mundus/insurance_en.html)
In case of problems they should contact the joint programme coordinator (or the relevant body/person in the consortium) who will liaise with the Agency for further action.


11. In cases of double, multiple or joint degrees, what is the country in which a student obtained his/her last degree?
Candidates with a joint, multiple, double degree can select the award country of their choice.


12. Is a student/doctoral candidate allowed to work during the joint programme period and receive the scholarship/fellowship at the same time?
Yes, as long as:

  • it is line with the national legislation of the country concerned (i.e. the visa or residence permit allows it) and, for doctoral candidates enrolled under an employment contract, the terms of the latter allows it;
  • the student/doctoral candidate can still dedicate the necessary efforts to his her joint programme mandatory activities in order to complete it successfully within the agreed period.

13. How should employment contracts be implemented within an Erasmus Mundus Joint Doctorate?
All Erasmus Mundus Joint Doctorate courses are expected to use employment contracts. The way these employment contracts will be used can vary (Candidate contracted by a single partner for the entire duration of the EMJD studies or by more than one partner in accordance with the mobility track).
In that sense the approach to be followed is left to the consortium to decide under the following conditions:

  • Consortia are free to use contact forms/templates of their choice as long as the provisions described within these contracts are in line with the EMJD programme provisions and with the European Charter for Researchers and Code of Conduct for the Recruitment of Researchers
  • They respect the gross amounts set in the Programme Guide
  • Where there is a combination of contracts (successive or different from one doctoral candidate to another) the consortium must ensure consistency in the net amounts
  • Net salaries result from deducting all compulsory charges from the Programme’s gross contribution in accordance with national legislation. The payment of a 'top-up' (by the host institution) to complement this contribution is possible

14. How long is the duration of an EMJD and what is the period covered by the Erasmus Mundus funding?
The duration of an EMJD can be from to three to four years.
Erasmus Mundus funding covers three years and the fourth year is to be covered by other sources.
For EMJDs lasting four years, the three-year- fellowship can be distributed over the four years on the condition that the minimal monthly salary amounts defined in the Programme Guide are respected and that the doctoral candidate agrees with the payment mechanisms proposed.


15. Are there any exceptions to the “12-month rule” applicable to Category A doctoral candidate fellowships?
Yes. Former Erasmus Mundus Masters course scholarship-holders may be exempted from the 12 months rule (for the time that they spent in Europe studying for an Erasmus Mundus Masters course) and exceptionally apply for category A fellowships.


16. Are there any specific procedures for category A doctoral candidate's visa?
The visa procedures to be followed by Category A fellowship holders varies in accordance with both the home and destination countries of the doctoral candidate. The following page of the EURAXESS website (http://ec.europa.eu/euraxess/index_en.cfm?l1=0&l2=2) provides important information for issues regarding the mobility of researchers as well as information on "scientific" and other types of visas. In addition and for your information the "COUNCIL DIRECTIVE 2005/71/EC of 12 October 2005 on a specific procedure for admitting third-country nationals for the purposes of scientific research" can serve as a source of information. The directive can be accessed through the following link:
http://eur-lex.europa.eu/LexUriServ/LexUriServ.do?uri=OJ:L:2005:289:0015:0022:EN:PDF


17. Are the travel expenses of the student from lab to lab within a co-tutelle fellowship covered by the participation costs, by the lump sum, or by the student himself?
Participation costs must cover all the mandatory costs for the candidate's participation in the EMJD, be established regardless of the actual place of study and research of the doctoral candidates and be transparent to the doctoral candidates. If such travel expenses are considered as mandatory for the course then they should be included in the participation costs.

Last update: 12/12/2013  Print | Top of page