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Guide for ICM Incoming Student

Before mobility

Mobility period

The dates for the program of studies/activities must be agreed between the grant’s student, the host and the home institution, in a contract. Those dates will be used as reference for the grant’s payment. If the dates suffer changes (i.e. mobility reduction or extension), the student must inform UPT until 30 days before the end of the mobility period. Adjustments to the total grant may occur.

Learning agreement

The student should send the learning agreement and the research plan, if applicable, to UPT’s international relations office (IRO) after the approval and signature of sending and hosting institutions. It is recommended the student completes 30 ECTS per semester and 60 ECTS per year. However, the home and host institutions may agree that the number of ECTS can be slightly higher or lower. Any changes to the initial proposed plan of studies, must be done within 30 days of calendar upon the arrival.

How to fill the learning agreement for studies:

  • Choose the courses at the host university from the course catalogue available at UPT’s website and fill in table 1;
  • Discuss the equivalence at your home university and fill in table 2;
  • Sign it and ask for signatures of your home coordinator and send then to UPT’s IRO;
  • The host university will sign the document and send it back to the student.

Insurance (health, accident and travel)

The insurance needed must be valid during the entire mobility period and cover: civil liability, treatment and repatriation expenses, funeral expenses, death and permanent disablement. Brazil in particular has made an agreement with Portugal called PB4 that allows Brazilian citizens to have access to Portuguese health service by paying as much as national citizens under the same circumstances. Further information available here: As to other countries students should get a health assurance too. The student is responsible for getting his/her insurance and will have the reimbursement as soon as he/she arrives to UPT.


The requirement of Visa is a high priority issue since the process may take several weeks or months to be concluded. Immediately after receiving the confirmation of the selection the student must contact the Consulate or Embassy of the host country to request information about all the needed documents. In order to obtain the Visa, the student will need the insurance and the acceptance letter provided by UPT. Reimbursement will be conditioned to presentation of copy of receipt/invoice of the Visa arranged by the student and in his name.

Travel Expenses

The financial support allocated for travel expenses consists of a unit cost that intends to contribute to the round trip back between the home and host institutions.

Travel distance Amount Partner country
Between 4000 and 7999 Km  820€ per participant  Brazil

The student is responsible for arranging the travel ticket. Reimbursement will be conditioned to presentation of copy of receipt/invoice of the ticket arranged by the student.

Subsistence allowance

Scholarship for Undergraduate and Master Students in mobility for studies is 650€ per month.

The scholarship holder must have a Portuguese (PT) Bank Account and provide UPT’s IRO with the tax registration number (VAT number, NIF in Portuguese). The scholarship will be transferred to a PT bank account. Further information will be given personally. Since these bureaucratic procedures may take time, the student at host country should be prepared with some savings.

Mandatory documentation

To be sent to UPT (by email):

  • Copy of passport and visa;
  • Application form provided by UPT;
  • Photo in JPEG or PNG format;
  • Transcript of records;
  • Learning agreement; 
  • Research plan, if applicable;

To be asked to UPT:

  • Acceptance Letter from the host Institution proving that the student has been accepted at the host institution for a determined period of mobility, under Erasmus+ programme.

During Mobility

Once arrived at the destination country, the student should:

  1. have the first meeting with the contact person of your host institution;
  2. send to home institution the certificate of arrival;
  3.  attend the welcome session;

The entire mobility period must be uninterruptedly spent at the host institution. Some exceptions may be allowed by the host institution as long as they receive the formal and written approval by the coordinating institution.

If the student wants to stay longer in the host institution, he/she should ask for permission to ICM coordinator one month before the end of mobility and has to pay for the rest of the stay.

By the end of mobility

A transcript of records with the grades will be sent by post to partner institution and by email both to the student and the international relations office of partner HE institution.

In case the student has been enrolled in research/training activities, the supervisor will provide a report of the activities.

The subjects approved shall be recognized at home institution.

The original certificate of attendance will be given to the student with the dates of beginning and end of mobility.

The mobility dates within the certificate of attendance must be in line with the ones established in the contract.

The student in mobility for studies shall receive an invitation to complete the online EU Survey 30 days before the end of the mobility period. The participant shall complete and submit the survey within 5 days upon receipt of the invitation.

Incoming ICM student must also fill the UPT’s questionnaire for monitoring his/her mobility at UPT.

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