Coronavirus Outbreak - Guidelines for incoming and outgoing staff and students

As per provisions of the competent authorities (Parliament, State, Regions and the Minister of University and Research) and following the instructions issued by the European Commission and the Eramus+ Indire National Agency, the beneficiaries can cancel, suspend or postpone the activities invoking the "force majeure" clauses.

On April 4, 2020, the Board of Directors (deliberation no. 127), approved:

“to apply Force Majeure clauses as follows:

- for those mobilities selected in the "Call 2019" but suspended/cancelled due to COVID 19 emergency and
a. authorize their postponement to the 2020/2021 academic year in a higher number compared to what is provided for by the interinstitutional agreements,  subject to approval by the partner institutions. 

b. mandate the Rector to formalize the above with a specific provision aimed at ensuring transparency and fairness to all participants of the 2019 and 2020 Calls
c. authorize, in the event of limitations to excessive numbers referred to in letter a), the assignment of priority for students with mobility interrupted or cancelled in the academic year 2019-2020".

Cause of force majeure

Force majeure: any unforeseeable and exceptional situation or event, independent of the will of the parties, which prevents the fulfillment of one or more obligations under the Convention, not caused by negligence of either party.

General terms for reimbursement  [20.05.2020 Update]

The new section "COVID-19 Emergency” has been created on the student's personal page.
Through this section, students can document the current situation of international mobility (except for students who have already completed mobility) and request the expense reimbursement incurred due to force majeure related to the emergency.
Deadline for compilation is June 3, 2020

Refunds can only be requested by students who have cancelled/interrupted/postponed the mobility due to force majeure.

Once the documentation uploaded to the personal page has been verified, the Internationalization Area will request the original documentation, with methods and terms that will be communicated case by case, also based on current legislation about measures for the containment and management of the epidemiological emergency.

For cancelled mobility (0 days duration)

  • Mobility identification
  • Accommodation expenses (deposit, advanced stay etc.) with original invoices (receipts, payment slips etc.)
  • Travel expenses (flights, trains etc) with original invoices (receipts, payment slips etc.) PLEASE NOTE: In order to obtain a refund, students must prove they have sent a previous unsuccessful request to the carrier/airline or to the insurance company from which they have purchased travel insurance.
  • Other expenses (insurance, visa, etc.) with original invoices (receipts, payment slips etc.)

Reimbursement will be issued only if the above-mentioned conditions are met and within the limits of the budget intended for the related activity. Reimbursement is also subject to prior authorization from Erasmus + National Agency.

For interrupted mobility

  • Mobility identification
  • Copy of the certificate (Attendance/Traineeship certificate) issued by the Host Institution with start and end date of the mobility period (self-certifications are not accepted)
  • Accommodation expenses (deposit, advanced stay etc.) with original invoices (receipts, payment slips etc.)
  • Travel expenses (flights, trains etc) with original invoices (receipts, payment slips etc.) PLEASE NOTE: In order to obtain a refund, students must prove they have sent a previous unsuccessful request to the carrier/airline or to the insurance company from which they have purchased travel insurance.
  • Other expenses (insurance, visa, etc.) with original invoices (receipts, payment slips etc.)

Reimbursement will be issued only if the above-mentioned conditions are met and within the limits of the budget intended for the related activity. Reimbursement is also subject to prior authorization from Erasmus + National Agency.

The student will have to return the excess amount (with respect to advanced payment already received) if:

  • does not want to continue their mobility;
  • does not want to accept “distance learning” solutions;
  • does not have to face further expenses linked to causes of force majeure.

INCOMING Erasmus + EU students and staff

International students currently in Italy under the Erasmus + program, who intend to return to their country of origin, are authorized to do so as provided by the above-mentioned Prime Ministerial Decree. Furthermore, students are invited to check the updates provided by the Italian Ministry of Foreign Affairs and International Cooperation. Further assistance can also be provided by their Embassies and Consulates in Italy. Students will have the opportunity to continue their learning activities through distance learning solutions and obtain full recognition of their mobility.

OUTGOING Erasmus + EU students and staff

  • Students and staff who are currently on Erasmus mobility abroad can continue their mobility at their host university. Any interruptions to teaching activities caused by the Covid-19 outbreak will not be considered as an interruption of mobility and the scholarship will be maintained with full recognition of the actual duration of the mobility and the acquired credits (CFU) . Mobilities may also be resumed at a later stage, provided both institutions agree (specific procedures have yet to be defined). The suspension period is not calculated for the purpose of the minimum duration of the mobility, but will be counted towards the maximum period of 12 months allowed for each study cycle. Voluntary quarantine, possibly requested by the host university, may be recognized as part of the mobility (the partner institution must mention it in the Certificate of attendance). In this case, for students who maintain their scholarship, there will be no refund for potential expenses.

 

  • Returned students who are taking online classes provided by the hosting university. Students who came back to Italy due to COVID-19 medical emergency, whose university are providing online learning activities, exams included, will have the opportunity to maintain their scholarship since they are, in fact, continuing their mobility. This scholarship also allows students to cover their incurred travel expenses

    • No other refund will be provided

    • The whole duration of their mobility will be certified through attendance certificates issued by the hosting university.

 

  • For mobilities that have been suspended due to COVID-19 medical emergency force majeure principles are applied. Students and staff will be able to defer their mobilities to the next academic year (deadline May 31, 2021), by following a procedure that will be communicated at a later date.

    For further information on how the Covid-19 outbreak will impact the upcoming academic semester in the universities participating in the Erasmus+ programme, please note that the European University Foundation has launched a new website covid.uni-foundation.eu in order to help students organize their Erasmus mobility.

  • Mobility for traineeship purposes is also temporarily suspended under the current containment measures and may be undertaken after the suspension period (q.v DPCM and COVID-19 emergency), in agreement with the host institution. As for students whose graduation sessions have been postponed, they may start traineeship after graduation, should they be unable to postpone it. The eligibility period for new graduates has been extended from 12 to 18 months after graduation.

Erasmus+ ICM INCOMING students and staff

  • International students and staff currently in Italy under the Erasmus + program who intend to return to their country of origin can do so as required by the Prime Minister Decree of 9 March 2020 and following changes. Sapienza will guarantee the necessary support (erasmusworld@uniroma1.it) and invites incoming students/staff to follow indications provided by the Ministry of Foreign Affairs: http://www.viaggiaresicuri.it/home. It should also be noted the assistance that can be provided by embassies and consulates in the country of residence. Students or staff that have already been selected may postpone their cancelled mobility to the next academic year (deadline July 31, 2021),  by following a procedure that will be communicated at a later date.

 

  • Students and staff who returned to their countries. Students who returned to their countries of origin but still taking online classes provided by Sapienza and are planning to take final exams, are, in fact, still in the programme (virtual modality/distance learning) and their mobility will not be postponed. For those students who returned to their countries of origin without distance learning activities, mobility is interrupted. They may postpone it to the next academic year (deadline July 31, 2021), by following a procedure that will be communicated at a later date.

 

  • Departing Students and staff. Students and staff who have cancelled their mobility before leaving, may postpone it to the next academic year (deadline July 31, 2021), by following a procedure that will be communicated at a later date.

Erasmus+ ICM OUTGOING students and staff

1. Mobility of students currently abroad on mobility: students who are currently on Erasmus+ ICM mobility can continue their mobility in the host country. Any interruption of teaching activities at the host institutes due to the emergency of Covid-19 will not be considered as periods of interruption of mobility and the grant will be maintained, yet the period of interruption is not calculated for the purpose of the minimum duration of the mobility period. It will be calculated for the purpose of the maximum period of 12 months for each study cycle for which the same student can receive grants for periods of mobility. Voluntary quarantine, possibly requested by the host university, may be recognized as part of the mobility (the partner institution must insert it in the Certificate of attendance). In this case, for students who maintain their scholarship, there will be no refund for potential expenses.

2. Returned students who are taking online classes provided by the hosting university. Students who came back to Italy due to COVID-19 medical emergency, whose university are providing online learning activities, exams included, will have the opportunity to maintain their scholarship since they are, in fact, continuing their mobility. This scholarship also allows students to cover their incurred travel expenses

  • No other refund will be provided
  • The whole duration of their mobility will be certified through attendance certificates issued by the hosting university.

 

3. Departing students and staff. For mobilities of students or staff that have been cancelled force majeure principles are applied. Refund procedures, if available, will be communicated at a later date (please keep a copy of all relevant expensed connected to your mobility, as well as refund request denials). Mobilities may be postponed to the next academic year (deadline July 31, 2021),  by following a procedure that will be communicated at a later date.

Non-EU Bilateral Agreements and Double Degrees - INCOMING STUDENTS

International students and staff currently in Italy within the  Bilateral Agreement or Double degree programs who intend to return to their countries of origin can do so as envisaged by the aforementioned DPCM. Incoming students are required to inform Sapienza International Office sending an email to intstudex@uniroma1.it .

Incoming students are also invited to take into due consideration the instructions provided by the Foreign Affairs ministry: http://www.viaggiaresicuri.it/home. It should also be noted that assistance can be provided by embassies and consulates of each own country of origin in Italy.

Non-EU Bilateral Agreements and Double Degrees - OUTGOING STUDENTS

1. Mobility of students currently abroad on mobility: students who are currently on Erasmus+ ICM mobility can continue their mobility in the host country. Any interruption of teaching activities at the host institutes due to the emergency of Covid-19 will not be considered as periods of interruption of mobility and the grant will be maintained, yet the period of interruption is not calculated for the purpose of the minimum duration of the mobility period. It will be calculated for the purpose of the maximum period of 12 months for each study cycle for which the same student can receive grants for periods of mobility. Voluntary quarantine, possibly requested by the host university, may be recognized as part of the mobility (the partner institution must insert it in the Certificate of attendance). In this case, for students who maintain their scholarship, there will be no refund for potential expenses.

 

2. Returned students who are taking online classes provided by the hosting university will have the opportunity to maintain their scholarship since they are, in fact, continuing their mobility. 

  • No other refund will be provided
  • The whole duration of their mobility will be certified through attendance certificates issued by the hosting university.

 

3. Departing students and staff. For mobilities of students or staff that have been cancelled force majeure principles are appliedRefund procedures, if available, will be communicated at a later date (please keep a copy of all relevant expensed connected to your mobility, as well as refund request denials). Mobilities may be postponed to the next academic year (deadline October 31, 2021),  by following a procedure that will be communicated at a later date.

Mobility for Erasmus+ PhD joint programmes

  • Students who are currently abroad can continue their programme in the host country by carrying out their research activities remotely (WFH). At the end of their mobility period, the Host Institution will be required to issue a certificate of attendance.
  • Students who have not started their planned mobility period can postpone the starting date, in agreement with the Host Institution (deadline for the end of mobility has been postponed until October 31, 2021).

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