Higher Education

Learning Agreement form

Trainee's name

LEARNING AGREEMENT FOR TRAINEESHIPS

The Trainee
Last name (s)

First name (s)

Date of birth

Nationality1

Sex [M/F]

Academic year

Study cycle2

Subject area,
Code3

Phone

E-mail

Italian, IT

The Sending Institution

Name

Universit del
Salento

Faculty

Erasmus code

I LECCE01

Department

Student Mobility Office

Viale Gallipoli
49, 73100
Lecce
Mrs. Van den
Troost Anne

Country,
Country code4

ITALY, IT

Contact person
E-mail / phone

erasmus.tirocini@unisalento.it
Tel. +390832 293206

(if applicable)

Address

Contact person
name

The Receiving Organisation/Enterprise

Name
Sector5
Address, website

Department
Country

Size of enterprise6
Contact person7
name / position

Contact person
e-mail / phone

Mentor8 name / position

Mentor e-mail /
phone

For guidelines, please look at Annex 1, for end notes please look at Annex 2.

Higher Education
Learning Agreement form
Trainee's name

Section to be completed BEFORE THE MOBILITY

I.

PROPOSED MOBILITY PROGRAMME

Planned period of the mobility: from ...... till ......

Number of working hours per week:
Traineeship title:
Detailed programme of the traineeship period
Knowledge, skills and competences to be acquired by the trainee at the end of the
traineeship

Monitoring plan
Evaluation plan

Language competence of the trainee

The level of language competence9 in French [workplace main language] that the trainee
already has or agrees to acquire by the start of the mobility period is:
A1
A2
B1
B2
C1
C2
The sending institution
The institution undertakes to respect all the principles of the Erasmus Charter for Higher
Education relating to traineeships.
[Please fill in only one of the following boxes depending on whether the traineeship is
embedded in the curriculum or is a voluntary traineeship.]
The traineeship is embedded in the curriculum and upon satisfactory completion of the
traineeship, the institution undertakes to:

Award ECTS credits.

Give a grade based on: Traineeship certificate X Final report Interview

Record the traineeship in the trainee's Transcript of Records X.

Record the traineeship in the trainee's Diploma Supplement (or equivalent) X.

Record the traineeship in the trainee's Europass Mobility Document Yes No

The traineeship is voluntary and upon satisfactory completion of the traineeship, the
institution undertakes to:

Award ECTS credits: Yes No

If yes, please indicate the number of ECTS credits: .

Give a grade: Yes No

If yes, please indicate if this will be based on:
Traineeship certificate Final report Interview

Record the traineeship in the trainee's Transcript of Records Yes No

Higher Education
Learning Agreement form
Trainee's name

Record the traineeship in the trainee's Diploma Supplement (or equivalent), except
if the trainee is a recent graduate.

Record the traineeship in the trainee's Europass Mobility Document Yes No

This is recommended if the trainee will be a recent graduate.

The receiving organisation/enterprise

The trainee will receive a financial support for his/her traineeship: Yes No
If yes, amount in EUR/month:
The trainee will receive a contribution in kind for his/her traineeship: Yes No
If yes, please specify: .
Is the trainee covered by the accident insurance? Yes No
If not, please specify whether the trainee is covered by an accident insurance provided by
the sending institution: Yes No
The accident insurance covers:
- accidents during travels made for work purposes: Yes No
- accidents on the way to work and back from work: Yes No
Is the trainee covered by a liability insurance? Yes No
The receiving organisation/enterprise undertakes to ensure that appropriate equipment
and support is available to the trainee.
Upon completion of the traineeship, the organisation/enterprise undertakes to issue a
Traineeship Certificate by the end of the internship period
II. RESPONSIBLE PERSONS
Responsible person10 in the sending institution:
Name: Prof. Maria Enrica Frigione
Function: Rectors Delegate
Phone number:
E-mail: mariaenrica.frigione@unisalento.it

Responsible person11 in the receiving organisation/enterprise (supervisor):

Name:
Function:
Phone number:
E-mail:

III. COMMITMENT OF THE THREE PARTIES

By signing this document, the trainee, the sending institution and the receiving
organisation/enterprise confirm that they approve the proposed Learning Agreement and
that they will comply with all the arrangements agreed by all parties.
The trainee and receiving organisation/enterprise will communicate to the sending institution
any problem or changes regarding the traineeship period.
The trainee
Trainees signature

Date:

Higher Education
Learning Agreement form
Trainee's name

The sending institution

Responsible persons signature

Date:

The receiving organisation/enterprise

Responsible persons signature

Date:

Section to be completed DURING THE MOBILITY

EXCEPTIONAL MAJOR CHANGES TO THE ORIGINAL LEARNING AGREEMENT

I.

EXCEPTIONAL CHANGES TO THE PROPOSED MOBILITY PROGRAMME

Planned period of the mobility: from [month/year] .. till [month/year]

Number of working hours per week:
Traineeship title:
Detailed programme of the traineeship period

Knowledge, skills and competences to be acquired by the trainee at the end of the
traineeship

Monitoring plan
Evaluation plan

The trainee, the sending institution and the receiving organisation/enterprise confirm that
the proposed amendments to the mobility programme are approved.
Approval by e-mail or signature from the trainee, the responsible person in the sending
institution and the responsible person in the receiving organisation/enterprise.

II. CHANGES IN THE RESPONSIBLE PERSON(S), if any:

New responsible person in the sending institution:

Name:

Function:

Higher Education
Learning Agreement form
Trainee's name

Phone number:

E-mail:

New responsible person in the receiving organisation/enterprise:

Name:
Phone number:

Function:
E-mail:

Section to be completed AFTER THE MOBILITY

TRAINEESHIP CERTIFICATE
Name of the trainee:
Name of the receiving organisation/enterprise:

Sector of the receiving organisation/enterprise:

Address of the receiving organisation/enterprise [street, city, country, phone,
e-mail address], website:
Start and end of the traineeship:
from [day/month/year] . till [day/month/year] .
Traineeship title:
Detailed programme of the traineeship period including tasks carried out by
the trainee:

Knowledge, skills (intellectual and practical) and competences acquired

(learning outcomes achieved):

Evaluation of the trainee:

Higher Education
Learning Agreement form
Trainee's name

Date:
Name
and
signature
organisation/enterprise:

of

the

responsible

person

at

the

receiving

Higher Education
Learning Agreement form
Trainee's name

Annex 1: Guidelines
The purpose of the Learning Agreement is to provide a transparent and efficient preparation
of the traineeship period abroad and to ensure that the trainee will receive recognition for
the activities successfully completed abroad.
It is recommended to use this template. However, if the higher education institution already
has an IT system in place to produce the Learning Agreement or the Transcript of Records, it
can continue using it. The Traineeship Certificate that the receiving organisation/enterprise
must issue may have a different format as well. What is important is that all the information
requested in this template is provided, no matter in which format
How to use this Learning Agreement:
Before the mobility, it is necessary to fill in page 1 with information on the trainee, the
sending institution and the receiving organisation/enterprise and the three parties have to
agree on the section to be completed before the mobility (pages 2 and 3).
On page 1, all the information mentioned will have to be encoded in the Mobility Tool. The
sending institution can decide to add more information (e.g. additional contact person in the
coordinating institution of a consortium) or to request less in case some of the information is
already provided in other documents internal to the institution. However, it should at least
include the names of the sending institution and the receiving organisation/enterprise and
names and contact details of the trainee, the persons of contact and the mentor in the
receiving organisation/enterprise.
The section to be completed during the mobility (page 4) should only be used if there are
changes in the responsible persons or in case it is necessary to introduce changes to the
original traineeship programme. This section and the section before mobility (pages 1 to 4)
should always be sent together in all communications.
After the mobility, the receiving organisation/enterprise should send a Traineeship
Certificate to the student within a maximum of 5 weeks after successful completion of the
traineeship (page 5). Finally the sending institution should issue a Transcript of Records if
the traineeship is embedded in the curriculum or if it had committed to do so before the
mobility (a record of the results in a database accessible to the student is also acceptable).

PROPOSED MOBILITY PROGRAMME

The proposed mobility programme includes the indicative start and end months of the
agreed traineeship that the student will carry out abroad.
The Learning Agreement must comprise the number of working hours per week and a
detailed programme of the traineeship period, including, tasks/deliverables and associated
timing to be carried out by the trainee.
In addition, the proposed mobility programme must foresee the knowledge, skills
(intellectual and practical) and competences to be acquired by the trainee at the end of the
traineeship (learning outcomes).
A monitoring plan will describe how and when the trainee will be monitored during the
traineeship by both the sending institution and the receiving organisation/enterprise. It must
specify the number of supervision hours and whether a third party is also involved, such as a
higher education institution in the receiving country. If it is the case, the monitoring plan will
also specify the contact details of the person in charge responsible for the supervision of the
trainee in that institution.
7

Higher Education
Learning Agreement form
Trainee's name

Finally, the proposed mobility programme must include an evaluation plan describing the
assessment criteria to be used to evaluate the traineeship period. Examples of assessment
criteria: academic skills/expertise, analytical skills, initiative, adaptability, communication
skills, teamwork skills, decision-making skills, ICT skills, innovative and creative skills,
strategic-organisational skills, foreign language skills.
A recommended level of language competence in the main language of work should be
agreed with the receiving organisation/enterprise to ensure a proper integration of the
trainee in the organisation/enterprise. The trainee will then commit to reach this level of
language competence by the start of the study period. The level of the trainee will be
assessed after his/her selection with the Erasmus+ online assessment tool when available
(the results will be sent to the sending institution) or else by any other means to be decided
by the sending institution. In case the trainee would not already have this level when signing
the Learning Agreement, he/she commits to reach it with the support to be provided by the
sending institution (either with courses that can be funded by the organisational support
grant or with the Erasmus+ online tutored courses).
The sending institution commits to recognise the learning outcomes of the traineeship upon
satisfactory completion of the mobility programme. There are different provisions for
traineeships embedded in the curriculum (obligatory traineeships) and for voluntary
traineeships.
In the case of traineeships embedded in the curriculum, the sending institution commits to
record the traineeship in the trainee's transcript of Records and Diploma Supplement. The
sending institution has to specify the number of ECTS credits that will be granted and the
modalities for setting the grade. These elements are optional for voluntary traineeships and,
recording the grade in the trainee's Europass Mobility Document, is optional for both kinds of
traineeships. However, in the case of voluntary traineeships carried out by recent graduates,
recording the traineeship in the trainee's Europass Mobility Document is highly
recommended.
The trainee must be covered at least by an accident insurance (at least for damages caused
to the trainee at the workplace) and by a liability insurance at work (for damages caused by
the trainee at the workplace). The receiving organisation/enterprise will commit to grant the
trainee a minimum insurance coverage, unless he or she is insured by the sending institution
or himself.
The receiving organisation/enterprise will ensure that appropriate equipment and support
are available to the trainee and it will specify whether the trainee will receive a financial
support and/or a contribution in kind for the traineeship, which are compatible and the
Erasmus+ grant.
Finally, upon completion of the traineeship, the organisation/enterprise undertakes to issue a
Traineeship Certificate corresponding to the section After the Mobility. This document should
be provided within a maximum of 5 weeks after the traineeship to the trainee and to the
sending institution.
All parties must sign the section before the mobility; however, it is not compulsory to
circulate papers with original signatures, scanned copies of signatures or digital signatures
may be accepted, depending on the national legislation.

CHANGES TO THE ORIGINAL LEARNING AGREEMENT

Higher Education
Learning Agreement form
Trainee's name

The section to be completed during the mobility is needed only if changes have to be
introduced into the original Learning Agreement. In that case, the section to be
completed before the mobility should be kept unchanged and changes should be described in
this section.
When changes to the mobility programme arise, they should be agreed as soon as
possible with the sending institution.
In case the change concerns an extension of the duration of the mobility programme
abroad, the request can be made by the trainee at the latest one month before the foreseen
end date.
All parties must confirm that the proposed amendments to the Learning Agreement
are approved. For this specific section, original or scanned signatures are not mandatory
and an approval by email may be enough. The procedure has to be decided by the sending
institution, depending on the national legislation.

TRAINEESHIP CERTIFICATE
Upon completion of the traineeship, the receiving organisation/enterprise commits to provide
to the sending institution and to the trainee a Traineeship Certificate within a period
agreed in the section before the mobility, which will be of a maximum 5 weeks after
completion of the traineeship.
The Traineeship Certificate will contain all the elements that are requested in page 5. The
actual start and end dates of the traineeship programme must be included according to the
following definitions:
- The start date of the traineeship period is the first day the trainee has been present
at the enterprise to carry out his/her traineeship. It can be the first day of work, or of
a welcoming event organised by the receiving organisation/enterprise or of language
and intercultural courses.
- The end date of the traineeship period is the last day the trainee has been present at
the receiving enterprise to carry out his/her traineeship (and not his actual date of
departure).
Following the receipt of the Traineeship Certificate, the sending institution commits to issue a
Transcript of Records if the traineeship was embedded in the curriculum or if it had
committed to do so before the mobility. The sending institution will provide to the trainee the
Transcript of Records normally within five weeks and without further requirements than
those agreed upon before the mobility. Therefore, when it was foreseen to recognise the
traineeship with a certain number of ECTS, there should not be further requirements in this
regard; however, the trainee may have to write a final report or undergo an interview only
for the purposes of setting a grade (if it was initially requested in the Learning Agreement).
The Transcript of Records will contain at least the information that the sending institution
committed to provide before the mobility in the Learning Agreement (a record of it in a
database accessible to the student is also acceptable).
In addition, the traineeship will be recorded in the trainee's Diploma Supplement, except
when the trainee is a recent graduate. In that case, it is recommended to record the
traineeship in the trainee's Europass Mobility Document and it should in every case be done
if the sending institution committed to do so before the mobility.

Higher Education
Learning Agreement form
Trainee's name

Steps to fill in the Learning Agreement for Traineeships

Page 1 Information on the student and the sending and receiving
organisation/enterprise

Provide mobility programme

Identify responsible persons
Before mobility
Pages 2-3

During mobility

Commitment of the three

parties with original / scanned/
digital signatures.

Modifications
are NOT

The sending institution commits to

recognise the outcomes of the
traineeship
upon
satisfactory
completion
of
the
mobility
programme. There are different
provisions
for
traineeships
embedded in the curriculum and
The
receiving
organisation/enterprise commits to
grant the trainee a minimum
insurance coverage (unless he or
she is insured by the sending
institution or him/herself), ensure
availability
of
appropriate
equipment and support and issue a
Traineeship
Certificate
upon

Modification
s ARE

Page 4
An Agreement on the changes by
email is possible.

After mobility
Page 5

Receiving organisation/enterprise
provides a Traineeship Certificate to
student and sending institution in a
period stipulated before mobility
(normally max. 5 weeks).

It includes the confirmed

start and end date of the
traineeship.

Sending institution grants recognition

according to its commitments in
section before mobility.

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Higher Education
Learning Agreement form
Student/trainees name

Annex 2: End notes

11

Nationality: Country to which the person belongs administratively and that issues the ID card and/or
passport.

Study cycle: Short cycle (EQF level 5) / bachelor or equivalent first cycle (EQF level 6) / master or
equivalent second cycle (EQF level 7) / doctorate or equivalent third cycle (EQF level 8) for recent
graduates, specify the latest study cycle.

The ISCED-F 2013 search tool available at http://ec.europa.eu/education/tools/isced-f_en.htm should be

used to find the ISCED 2013 detailed field of education and training that is closest to the subject of the
degree to be awarded to the trainee by the sending institution.
4

Country code: ISO 3166-2 country codes available at: https://www.iso.org/obp/ui/#search.

The list of top-level NACE sector codes is available at:

http://ec.europa.eu/eurostat/ramon/nomenclatures/index.cfm?
TargetUrl=LST_NOM_DTL&StrNom=NACE_REV2&StrLanguageCode=EN.
6

The size of the enterprise could be, for instance, 1-50 / 51-500 / more than 500 employees.

Contact person: a person who can provide administrative information within the framework of Erasmus
traineeships.
8

Mentor: the role of the mentor is to provide support, encouragement and information to the trainee on the
life and experience relative to the enterprise (culture of the enterprise, informal codes and conducts, etc.).
Normally, the mentor should be a different person than the supervisor.
9

For
the
Common
European
Framework
of
Reference
for
Languages
http://europass.cedefop.europa.eu/en/resources/european-language-levels-cefr

(CEFR)

see

10

Responsible person in the sending institution: this person is responsible for signing the Learning
Agreement, amending it if needed and recognising the credits and associated learning outcomes on behalf of
the responsible academic body as set out in the Learning Agreement.
11

Responsible person in the receiving organisation (supervisor): this person is responsible for signing
the Learning Agreement, amending it if needed, supervising the trainee during the traineeship and signing
the Traineeship Certificate.