You may think that the following section is unnecessary. However, in the future, if you become an Erasmus supervisor, you will understand its importance. Unfortunately.
When applying for a position, keep the following details in mind:
- If you’re applying for an open position, remember to send your CV. Without your CV in the initial email, you can’t expect a clear response. Also, include key information in your application that the company requires for evaluating your suitability, such as the dates you are available to start and finish the internship.
- If you’re inquiring about potential vacancies, write a motivation letter that helps the supervisor understand what you’re seeking from the opportunity.
The start of an internship may be a significant event for you, but it might not hold the same weight for your supervisor. The supervisor might be busy or may have forgotten about you. If such a situation arises, you’ll be the one unable to proceed with the internship, while the supervisor may find another intern.
To avoid such issues, take the following steps:
- Be proactive and remain concerned about the situation at all times.
- Whenever you receive an email, send a confirmation message in response. Maintain professionalism.
- Have a Skype conversation before the internship begins. It’s essential to have this conversation since you’ll be traveling to a different country for the job. It’s better to have a clear understanding of your role before the start.
- After the call, send an email to confirm or decline the opportunity. Also, inform your supervisor about the milestones or important dates related to the internship process at your university.
- Keep your supervisor updated with any news or developments, but keep the information concise and relevant. Your supervisor doesn’t need to know every detail about your university process or personal life.
- If you decide not to pursue the internship, don’t be selfish. Send an email notifying your supervisor about your decision. Your decision may open up the opportunity for another intern to secure the position.
- If you need a response from your supervisor and don’t receive one, wait for a few days (2-3) before following up.
When arranging appointments or discussing arrival times (such as a call or flight), use the time zone of the internship country. This will help avoid any misunderstandings. Use the 24-hour format to specify the time.
Make your communication with the supervisor easy by providing clear information in your emails, either in English or in the language of the country.
Remember, your supervisor is there to assist you in the process, not to do your work. They may not know your specific needs as each university has its own requirements. When making requests to your supervisor, such as creating an Acceptance Letter or a Learning Agreement, follow these steps:
- Before sending the Acceptance Letter or Learning Agreement, provide all your personal information and details about your university.
- Include the essential information written by you to avoid any misunderstandings, such as the start and end dates of the internship or the language requirements (if you’re a language teacher and need to do an internship in a foreign language).
- Avoid writing information about the supervisor or company. Although you can include it, there may be certain aspects you’re unaware of that could lead to inaccuracies.
- Send the documentation by email. Using any other format may complicate or prevent downloading if necessary.
- The supervisor will add the supervisor and company information, print the document, sign it, and return it to you.
- Remember to send a signed copy back to the supervisor and your university.
If your Erasmus supervisor at the university asks for the supervisor’s signature on an empty Learning Agreement or document, question their understanding of their job. Never sign a document without reading all the information on it.
The documentation should always be signed with the actual dates.
If you need a new version of the documentation, keep in mind that it will have new dates, reflecting the actual signing dates.
The Learning Agreement consists of three sections:
- Before the mobility: Once the internship starts, changes cannot be made to this section.
- During the mobility: If you need to make changes to the documentation, use the “During the mobility” section specifically designed for that purpose.
- After the mobility: This section can be used as a Certificate of Attendance. I will not sign this part until the last day of the internship, providing accurate information regarding the quality of work, creativity, responsibility, interaction with others, and punctuality.
Provide detailed information about your arrival to your supervisor, including the mode of transport, arrival time, the name of the station, and the departure city.
Save your supervisor’s contact number in your phone before starting your trip, just in case. Remember, you’ll be traveling to another country with a different language.
If someone is picking you up from the airport, bus station, or train station, wait at the designated arrival gate. If your transportation arrives earlier or later, the person picking you up may have difficulty finding you.
Follow recommendations on how to find accommodation or ask current or former interns if you have access to them.
- If you haven’t found a room before your arrival or if you plan to search for one after you arrive, make a reservation in a reputable hostel/hotel.
- Never make advance payments to untrustworthy or unverified individuals.
Remember, when using public transport, always pay the fare, and do not accept gifts from unknown individuals.
By following these guidelines and being proactive and organized before the start of your internship, you can ensure a smooth and successful experience.