Coronavirus Outbreak - Guidelines for incoming and outgoing staff and students

COVID 19 EMERGENCY - MOBILITY ON EXCHANGE PROGRAMMES FOR STUDY AND/OR TRAINEESHIP A.Y. 2019-2020 & A.Y. 2020-2021 - UPDATES

Based on all the indications issued so far by the European Commission, the National Agency Erasmus+ Indire (most recently with note 4/2020 of 19.6.2020) and the MUR (Italian Ministry of University and Research), and taking into account the current situation and the need to establish a sustainable scenario for the management of all incoming and outgoing mobility for study and/or traineeship starting from 2020-2021, the Academic Senate (July 7, 2020) and the Board of Directors (July 21, 2020), approved the following guidelines:

Outgoing students 2020-2021 (including 2019-2020 mobility programmes, suspended and/or cancelled and postponed due to COVID-19)

  • participation will have to comply with the indications provided by the host universities (physical, virtual or blended mobility);
  • blended mobility must end with a period of in-person activities abroad (physical mobility); if the current emergency does not allow to complete the mobility with a period of in-person activities abroad, a whole period of virtual mobility will also be considered eligible;
  • during the period of virtual mobility the participant will not be granted any mobility contribution;
  • for periods of physical mobility, it will be possible to accredit "the relevant unitary contribution due for the actual mobility days performed in attendance".

2019-20 mobility suspended and/or cancelled and postponed to 2020-21 must be completed by 31 May 2021. The 2019-20 mobility extensions will be paid within the limits of the amounts allowed by the National Agency and the total available budget.

Incoming students 2020-2021
Unless otherwise required by the European Commission and the University, Students will be allowed to attend in-person or mixed-mode (blended) teaching activities in the same way as students enrolled in Sapienza, subject to registration at the Faculty's Erasmus offices.

Reimbursement of extra expenses incurred due to "force majeure"
We are currently verifying the eligibility/conformity of the documentation uploaded to the personal page for the reimbursement of extraordinary expenses incurred for "force majeure" (see section "General terms for reimbursement").  We will then request the Erasmus + Indire National Agency's authorization to proceed with the reimbursement.

Cause of force majeure

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

General terms for reimbursement  [23.07.2020 Update]

A new section called "COVID-19 Emergency” was created on the student's personal page in May. 

Through this section, students were able to 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 was June 16, 2020.

Requests made by students who have cancelled/interrupted/postponed the mobility due to force majeure will be taken into consideration.

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 (students will be asked to go to the office).

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.

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