Below you can find instructions on how to proceed when leaving Brno and finishing your Erasmus stay. Doing the checkout procedure is compulsory no matter if you lived in the dormitories or not. Without it, you will not get the final documents such as the Transcript of Records that you need for your home university. 

Check-out procedure – living in the dormitories

You can check out from the dormitory only during working days (until 12:00). If you are planning to leave at the weekend, please arrange everything on Thursday or Friday (you can stay in the dormitory for the weekend). Please follow these steps:

1) Clean your room. See what will be checked here.

2) Go to the reception and call a cleaning lady to check your room. After checking your room, she will give you a piece of paper called “Control list”. 

3) On the basis of the Control list you will be automatically registered into the "Exchange students checkout list". It is a shared document between the dormitories and CZS.

4) When leaving the dormitory, return your key and the control list at the reception.

5) When you are ready to have your checkout processed by Šárka (any time after the dormitory checkout), fill in this CHECK-OUT FORM.  Šárka will process it within a week and send you your Transcript of Records (if it is ready at that point).

6) Not compulsory: if you want to donate your kitchen utensils to next semester's Second Hand Shop (a market where students can take what they need and the profit goes to charity), please wash them and leave them at a place designed for that in your dormitory. We will be really happy if you decide to do that as it helps new students, the chosen charity and the environment. The designed places are:

Vinařská: reception or the international students storage room

Tvrdého: storage room after an arrangement with the accommodation assistant

Kounicova, Klácelova, nám. Míru: storage room – the key can be picked up at reception/ at the accommodation assistant

Komárov/ Sladkého: designated place in Komárov entry hall

Check-out procedure – living in private accommodation

If you lived in private accommodation, you only have one step to do: fill out the CHECK-OUT FORM (max. 2 days before your real date of departure).

However, you will have to attach two documents in it:

1) your accommodation contract, so I can verify that you didn't live in dormitories,

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

If you are not able to provide the accommodation contract, specify it in the comment. If you left by car, a declaration of honour stating the date, with a handwritten signature, will be needed. You can find a template on the internet or email Šárka.

What else?

Make sure to:

1) Return books to the library (this must be done before you fill in the checkout form).

2) Close your bank account (if you opened any): 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 approx. 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 filled in your check-out form. The document will be provided with an electronic signature. If you don't have all your grades yet at that point, 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). It is not possible to provide your grades in any other form (1-20 scale, etc.). It is your home university that does the conversion. In case of pass grades (Z, P), there is a recommendation on the second page on the trascript to convert them to A, but your home univeristy may or may not follow it.

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

If you home university requires such a document, please attach it in the check-out form. Anyway, we confirm the mobility dates direcly on the transcript. If I already have gave us the document at the beginning of your stay and it is kept in our office, please specify it in the "notes" section of the form.

Dormitories FAQ

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

-> Check the email that was sent to you on November 13, and talk to your accommodation assistant.

Will I get the booking deposit back?

-> Yes, the booking deposit will be released after you have checked out. See how to transfer it to your account below.

Will I get the security deposit back?

-> Yes, the security deposit will be used to cover your last month of accommodation. Please check your SUPO, in the table overview of balances, there is a line “Amount to pay”. That is where you can see how much you should pay in last months including outstanding fees (internet, electronic appliances).

I still have some money on my Webkredit/ SUPO. How can I get it back?
-> MU canteen money: If you still have money on your MU canteen credit, transfer it to SUPO (login into MU WebKredit here, go for Account management and SUPO).

-> SUPO deposit and money leftovers:

You can request the money on SUPO to be transferred to the Czech based bank account in CZK at any point during your studies at MU. Find the request here https://inet.muni.cz/app/supo/vraceni?app.setlang=EN. Before we deactive your students status at MU, you can request everything that is not blocked on SUPO (so everything except for the booking deposit as it gets released only after we deactivate your student accout in late February 2024).

Once your MU IS account is terminated (late-February 2024), you can ask for your SUPO booking deposit money and everything that left on SUPO to be sent to your home country bank account. For that please take the following steps (only after we deactive your student account in late-February 2024):

Step 1: click here to enter your bank account number to our system and step 2: click here to make the refund. The refund money transfer will take about a week from the point of request

Hint 1: Use bank account in IBAN form to make the bank transfer is doable. If you do not have you bank account in IBAN form (non-EU countries), go on with filling it out to the online request, but be really careful with entering the back account number as there is no further check on its validity).

Hint 2: Keep in mind that the bank transfers esp. outside EU are not fee-free and the fee may exeed the transferred amount. E.g. if the leftover is app. around CZK 30 and you request tranfer outside EU, it will not be transferred as the fee equals the requested amount. You have an option of transfering the left over to MU (in can choose this option in SUPO).

Check-out in person

The whole check-out can be done online: the transcript of records is signed with an electronic signatrue and a scan of the Confirmation of Study Period is usually sufficient. However, if you want to do the check-out in person, please fill out the CHECK-OUT FORM.

Afterward, you can come without an appointment during office hours or make an appointment outside office hours in advance by email.

How will you calculate my date of departure?

Your official date of arrival is the one you confirmed on the blue Confirmation statement at the beginning of the semester (no earlier than 1 September in case you arrived in autumn and 2 February in case you arrived in spring).

As for the official date of departure, it is a bit complicated, so keep reading. In case you leave within 7 days after you received your last grade, the official date of departure will be the real date of departure. If you leave more than 7 days since you received the last grade, the official date of departure will be counted as follows: date when the last grade was received + 7 days. Since we cannot confirm any date after your real date of departure (regardless of whether you have received any grades afterward), keep in mind that if you receive any grades after your real date of departure, the official date of departure will be the day when you have left Brno. You should be aware of it especially if you can submit essays or take online exams after you have left. Veronika will check this date in your IS.

Check the examples, and make sure you understand it. Also, if possible, plan your exams and departure properly, according to the rules described above.

Examples:

Last grade received on 25 January, leaving Brno on 30 January = confirmed departure for you on 30 January

Last grade received on 25 January, leaving Brno on 15 February = confirmed departure for you on 1 February

Last grade received on 25 January, leaving Brno on 20 January = confirmed departure for you on 20 January!