Pre-departure instructions autumn 2020

11 Dec 2020, 15:04

Pre-departure Instructions

Dear students,

as some of you might be leaving for Christmas and not coming back, I am sending you instructions on how to proceed when leaving Brno. The same checkout instructions will apply to students leaving in January or February. Below, you can find instructions also for those who are completing their mobility from abroad.

PLEASE NOTE: If you are travelling home for Christmas and coming back to the Czech Republic later, please consult our website to see what you have to do when entering the Czech Republic again (there is a PCR testing obligation for almost every country). Keep checking it regularly, the information changes often, as different countries become high or low risk.

Procedure for a final checkout in the dormitory

You can check out from the dormitory only during working days (until 2 PM) on the day of your departure or max. 2 days in advance. (If you check-out 1 or 2 days in advance, you CAN stay at the dormitory until your departure). If you are planning to leave at the weekend, please arrange everything on Thursday or on Friday. Please follow these steps:

1) Clean your room.

2) Go to the reception and call a cleaning lady to check your room. After checking your room, she will give you a small piece of paper called “Odhlašovací lístek” (this can be done max. 2 days in advance).

3) IMPORTANT: Print out the CHECK-OUT FORM and fill in everything apart from the section that has to be filled in by the dormitories.

4) Bring the “Odhlašovací lístek” to the accommodation assistant in the halls of residence and have the Check-out form signed by her.

5) Send the complete checkout form to me by email.

6) When leaving the dormitory, do not forget to return your key at the reception!

7) Not compulsory: if you want to donate your kitchen utensils for next semester's Second Hand Shop (a market where students can buy what they need for a small fee and the profit goes to charity), please wash them and leave them at the reception of Vinařská dormitory.

IF YOU FORGOT TO ASK YOUR ACCOMMODATION ASSISTANT FOR THE SIGNATURE WHEN CHECKING OUT, YOU CAN ALWAYS DO SO LATER BY EMAIL.

What if I lived in private accommodation?

If you lived in private accommodation, and you are ready to finish your Erasmus stay administratively, please send me these documents:

1) The filled in CHECK-OUT FORM. Write "private accommodation" in the section for the dormitories.

2) Your accommodation contract (so that I can verify that you didn't live in dormitories)

3) Your flight/ bus/ train ticket from Brno, so that I can verify your date of departure.

If you don't have documents 2 or 3, let me know, and we'll solve it.

What else?

Make sure to:

1) Return books to the library.

2) Close your bank account (if you are leaving before receiving the accommodation scholarship, change the account number as soon as possible to some which will be active by at least mid-Janurary. It can be an account of your friend). To close the account, withdraw all the money you have on it (except for approx. 30 crowns which will cover the fees for the last transactions). Go to the bank (take your payment card with you) and ask them to close the account. The payment card will be deactivated. After 30 days from the deactivation, the account will be closed.)

Documents for home university

Your home university will require 1 or 2 documents from you:

1) TRANSCRIPT OF RECORDS

I will issue the document for you AFTER you've sent me your checkout form. If you don't have all your grades yet when you send it, I will only process your checkout and I will wait until you message me that you received your last grade, and issue the transcript then. It will also contain the dates of your mobility and a grade overview (see example here).

2) (not every university) CONFIRMATION OF STUDY PERIOD (or a similar name)

If you home university requires such a document, please send me the empty form when sending the checkout form. Otherwise, I will put the dates on the Transcript only.

IMPORTANT! If your home university requires original documents (not scans), there are two possibilities. We can send them to you by post, or you can schedule an appointment by email with me to pick them up in person in my office (Komenského square 2). The appointment is preferred, but make sure to schedule it in advance. This is subject to change according to how the epidemiological situation develops.

Dormitories FAQ

What to do to extend/ shorten the dormitory accommodation contract?

-> See the SKM website and if the procedure is not clear, contact your accommodation assistant.

Will I get the booking deposit back?

-> Yes, you will get the deposit back at the end of your stay. What you can do is not send money for your last month's rent to your SUPO account (no problem if you do). In that case, your accommodation deposit will be used for the rent. By doing this, the system will charge you some fees for a late payment, but don't worry, your accommodation assistant will delete those fees when you come to check out. There are two ways of getting the rest of your SUPO money back. If you only have a very small amount there, ask your accommodation assistant to get it back in cash. If you have more money left, you can have it sent to your account: Go here. In the “category” field, choose SUPO, otherwise you can just simply explain that you want money to be sent to your account. Fill in this document and attach it to your request. Be prepared for the banks to charge some fees and that it may take some time for the money to arrive.

I studied remotely the whole semester

If you studied remotely the whole semester (and you let me know about it at the beginning of the semester), you don't have to provide the checkout form. Just let me know when your grades are final, and I will issue your Transcript of Records.

How will you calculate my date of departure?

Students who stayed in the Czech Republic - the standard procedure: your official date of departure on your documents will be your real date of departure (confirmed by the dormitories or by presenting a transportation ticket for the given date) UNLESS more than 14 days have passed since your last exam (in other words, we will confirm max. 14 days after your last exam).

Students completing the semester when already at home: We can confirm both dates on your documents - until when you were physically in Brno and until when you studied online. The second one will be the date of your last online exam. It is up to your home university to decide how they will calculate your scholarship.