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Incoming Erasmus+ mobilities for traineeship in the academic year 2026-2027

Which are the nomination requirements and deadlines?

Students must be nominated by their home university’s International Office by e-mail at incoming@upt.ro.  The nomination e-mail must contain the following information:
  • The mobility programme (Erasmus+, bilateral agreement, double-degree programme etc.)
  • Name and surname of the student
  • E-mail of the student
  • The semester in which his/her mobility is expected to take place (1st/2nd/summer)
  • Study cycle of the student at the home university (Bachelor, Master, PhD) and year of study
  • Study field of the student at the home university (as per the Erasmus+ agreement, if available)
  • Topic of the traineeship
Nomination deadlines:

1. For students enrolled at universities in Erasmus+ programme countries (KA131 – Austria, Belgium, Bulgaria, Croatia, Cyprus, Czechia, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, North Macedonia, Poland, Portugal, Serbia, Slovakia, Slovenia, Spain, Sweden, Turkey):

  • Fall semester or whole academic year: June 18th
  • Spring semester: December 10th

2. For students enrolled at universities in Erasmus+ partner countries (KA171 – all other countries):

  • Fall semester or whole academic year: June 30th
  • Spring semester: November 30th

Which documents need to be submitted by the exchange students after their nominalisation? Who signs the learning agreement for traineeship?

1. For students enrolled at universities in Erasmus+ programme countries (KA131 – Austria, Belgium, Bulgaria, Croatia, Cyprus, Czechia, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Malta, Netherlands, Norway, North Macedonia, Poland, Portugal, Serbia, Slovakia, Slovenia, Spain, Sweden, Turkey):

After the student has been nominated, he/she needs to prepare and submit the following documents:
2. Copy of ID document
3. Copy of passport (only for non-EU citizens)
4. Training agreement –  You can use the form provided by your home university or we can provide our version.
Academic coordinators for exchange students:
Host faculty at Politehnica University Timișoara
 Name    E-mail
Doctoral school (for PhD students) Prof. Dr. ing. Dorin LELEA dorin.lelea@upt.ro
Architecture and City Planning Conf. Dr. arh. Cătălina BOCAN catalina.bocan@upt.ro
Automation and Computers
Conf. Dr. ing. Ciprian-Bogdan CHIRILĂ
ciprian.chirila@upt.ro
Industrial Chemistry and Environmental Engineering Ș.l. Dr. ing. Ana-Maria PANĂ anamaria.pana@upt.ro
Civil Engineering Prof. Dr. ing. Sorin HERBAN sorin.herban@upt.ro
Electrical and Power Engineering Conf. Dr. ing. Attila SIMO attila.simo@upt.ro
Electronics, Telecommunications and Information Technologies Conf. Dr. ing. Muguraș MOCOFAN muguras.mocofan@upt.ro
Engineering in Hunedoara Conf. Dr. ing. Sorin-Aurel RAȚIU sorin.ratiu@upt.ro
Management in Production and Transportation Conf. Dr. ing. Ilie TĂUCEAN ilie.taucean@upt.ro
Mechanical Engineering Conf. Dr. ing. Cosmina VIGARU cosmina.vigaru@upt.ro
Communication Sciences Conf. Dr. Simona-Cristina ȘIMON simona.simon@upt.ro
The application documents will be filled in and signed by each incoming student. The traineeship agreement has to be pre-approved by the home university as well.
The application documents will be submitted by e-mail to incoming@upt.ro in a single PDF file named: “SURNAME Name_University of origin”.
All incoming exchange students have to send their application forms before the following deadlines:
  • Fall semester: June 18th
  • Spring semester: December 10th.
Student application files that arrive after the deadlines will be processed if time allows.

2. For students enrolled at universities in Erasmus+ partner countries (KA171 – all other countries):

  • Application form https://app.box.com/s/mi4fhxpimhwwchhofr4z34j7yq6enkp7
  • GDPR https://app.box.com/s/zsg1iw6ic9jqad9yms3qb5a7gma08s7c
  • Copy of passport
  • Transcript of records for all the years of study up to the moment of nomination
  • Training Agreement (in case of mobilities for traineeship) – must be signed by the student and the sending university https://app.box.com/s/0591pe5ojocp10njt4aan2alh4bm2bn9
  • Copy of the result of the OLS (Online Language Support) test
  • Copy of bank statement (must be an account in EUR or Multicurrency) where the grant will be transferred – must contain the name of the bank, the name of the account holder, IBAN or account number, SWIFT code of the bank
  • Copy of insurance valid for the entire period of mobility – ideally should cover medical aspects, accidents and civil liability

Once the first 4 documents have been provided to UPT, UPT will issue the student an acceptance letter. At this point, if needed, the student should check if there are any visa requirements by visiting https://eviza.mae.ro/home. If required, the student should apply for a visa on the same website. Once all the above documents have been provided to UPT, UPT will issue the financial contract to the student. At this point the student may conduct the mobility.

Deadlines:

  • Fall semester or whole academic year: June 30th
  • Spring semester: November 30th

When is the acceptance letter issued?

The letter of acceptance and the approved traineeship agreement will be sent by e-mail to the candidate within 5 weeks of the deadline.
NOTE: Once students are accepted, they must provide copies of insurances (health, accident and civil liability) valid for the entire duration of their stay in Romania. In addition, students required to obtain study visas will need to submit copies of the visas before their arrival.

Is campus accommodation available?

Accommodation in student residences can be provided at the earliest 4 days before the beginning of the academic year / semester.
Accommodation in a student residence can be provided for all exchange students if the required forms are submitted by the deadline. Exchange students are hosted mainly in student residence 11C. For the Student Residence 11C, the address is: Complexul Studenţesc, Street Aleea Studenţilor, no. 11C, Timişoara
Exchange students are expected to arrive at the student residence from Monday to Friday, between 08:00 and 16:00. If the students arrive outside of this work schedule and they had informed the Department for International Relations with at least one week in advance about their exact arrival day and time, then they will pick up the key and temporary entry card from Student Residence 8C (Street Aleea Studenţilor, no. 8C). A copy of the identity card or passport and two ID photos (3cm x 4cm) will be required in order to sign the accommodation contract.
The accommodation fee amounts to around 65 Euro/month. Upon arrival, a deposit of 600 RON (Romanian lei) in cash will be necessary. The money will be reimbursed to the student at the end of the stay
The accommodation conditions are as follows:
• 2 students per room. It is not possible to pay double in order to have the room to yourself. You may request however to stay in the same room with someone you know. Male and female students are not placed in the same room unless they both request it and they are related or married.
• Rooms have high speed Internet connection, TV cable, fridge, furniture and bed linen. Students do not pay utilities.
• Bathrooms, laundry rooms, reading rooms & kitchens are shared. Irons, ironing boards, cooking ware and tableware are not provided.
• Student residences have security systems that include video surveillance and entry based on electronic cards.
The accommodation fee will be paid monthly (one month in advance) using a credit or debit card. It is not possible to pay the accommodation using cash.
Please note that in order to make the stay of all residents a pleasant and safe experience, student residences enforce a set of rules. Failure to comply with these rules can generate fines, and if the offenses are repeated, the student can be evicted from the residence. We strongly recommend reading the accommodation contract carefully: an English version of the contract is provided at check in.
Most student residences close for renovation during the summer, so students who need to stay after the end of the academic year might be requested to move for the summer into another student residence.
We do not advise exchange students to come to Timişoara without booking a place to stay for their first month. Finding a furnished room on the private market for a short period of time can be difficult. Our office has no possibility to find private accommodation for international students.

What should the exchange students do upon arrival, during and at the end of the mobility?

Upon arrival

PROOFS OF TRAVEL. It is important that travel days do not coincide with the first and the last day of activity (as per the Acceptance Letter). Since the travel grant is calculated using the distance band, travel proofs MUST be presented both for the journey from the city of the home university to Timișoara, as well as the one from Timișoara back to the home university city. KA131 students will keep and submit their proofs of travel to their home universities. KA171 students will keep and submit their proofs of travel in original to UPT. Proofs of travel: bus or train tickets, boarding passes, fuel receipts, highway tolls.

REGISTRATION. Exchange students are advised to make an appointment for registration soon after their arrival in Timișoara. Registration is done at the Department for International Relations (UPT Rectorate, Piata Victoriei n. 2, 1st floor, office 107) from Monday to Thursday between 12:00 and 15:30 and on Friday between 11:00 and 13:00. For registration the student will present:

  • his/her identity card or passport (with the required visa for non-EU citizens);
  • his/her health and civil liability insurance;
  • any documents required by the home university to be signed in original at arrival by the host university (certificate of attendance, learning or training agreement, etc.).

ENROLMENT. The enrolment procedure starts after the student registers at the Department for International Relations. Once the enrolment is completed, the student will receive his/her internet access credentials from the Department of International Relations and will be able to pick up his/her national student card from the faculty.

ORIENTATION. The Department for International Relations organises at the start of each semester an orientation programme providing exchange students with essential information about the university and its facilities. It is highly recommended to attend the orientation programme sessions, as it will facilitate your integration in the local community.

STUDENT CARDS. UPT students have two different types of student cards:

  • The national student card is issued upon registration by the host faculty. The student must submit two identity card photos (3 cm x 4 cm) for the student card to be issued. The card confirms your status as a student in Romania and it gives you access to certain benefits, such as discounts on entrance fees to museums. The student needs to be able to present this document at every exam he/she takes.
  • The UPT student card is issued upon registration by the library. It allows the student access to the infrastructure of the university, including the student residences, the sport centres and the library.

CHANGES IN THE TRAINEESHIP AGREEMENT.  If needed, the list of courses can be changed during the first 30 days of your mobility. Changes can be done using the “During the mobility” section of the Traineeship Agreement during the 1st month of mobility. The student may submit requests regarding the mobility at the Department for International Relations

During the mobility
Students are expected to participate at all the meetings with their academic coordinator in UPT, and to take part in different academic and social activities.
End of the mobility
All incoming students are expected to inform the Erasmus+ office of their planned departure date, and to pick up their certificate of attendance on the last working day before their departure. UPT will issue a Transcript of Records based on which the partner university must issue the recognition of academic results to the student.

In addittion KA171 students must:

  • Fill in and submit the ECAS questionnaire – this is an online questionnaire issued to the student by the European Commission; the student will receive a link on the e-mail they provided the Department for International Relations of UPT
  • Provide a narrative report of their stay in UPT – min 1 A4 page describing the Erasmus experience from their point of view – for example academic, social, economic aspects etc
  • Provide 5 pictures from the mobility for dissemination purposes (Erasmus+ collaboration between UPT and the partner university
  • The student must provide UPT with the proof of travel from Timisoara to the home country (scanned initially via e-mail and by post to Rectorate of Politehnica University Timisoara, Department for International Relations, Piata Victoriei, no. 2, office 107, 300006, Timișoara, Timis, ROMANIA”

Useful resources

Questions?

Contact person:

Irena Ciobanu (KA131)
Diana Balș-Diaconescu (KA171)
incoming@upt.ro

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