At the end of the mobility  

Ending your mobility

Once you have completed the exchange at the Partner University, go to Online services > International Mobility for Study > My Mobility Agreements > 2024 > Details > Documents to be submitted at the end of mobility and upload a PDF scan of the following documents: 

1. Final Online Learning Agreement: once your Polimi professor has approved it, the OLA Polimi should also be signed by the Receiving Institution in both sections (Before the mobility e Annex during the mobility) in case you made some Changes. You can download the pdf to be signed from the Online Services > International Mobility for studies > My Mobilities > 2024> Details > Access to your Learning Agreement: digital signatures are also allowed. Attention: before uploading the final Polimi OLA on the Online Services verify that it contains exactly all the courses you intend to validate (you should not see Polimi exams marked in red - see point 2). If not, hurry to edit OLA Polimi: after the close of mobility, no more changes can be made or requested!
2. Confirmation Letter complete both with arrival date and departure date: it states both the beginning and the ending dates of your academic activities at the Receiving institution. It must be duly filled out and signed by the Receiving Institution in both sections: digital signatures are also allowed.
3. Travel proof of your return to Italy: boarding passes, train or bus tickets (flight tickets are not allowed). If you do not have the required documents or if you are traveling by car, you will need to complete the self-certification form, indicating the date of departure from the Host country, sign and upload the PDF scan online. Any non-compliant documents will delay the payment! Also remember to enter the departure date from the host country in the specific box.

Once the host university has registered all the exams you took abroad as indicated in your OLA Polimi, the official and complete Transcript of Records (ToR) issued by the Receiving Institution must be sent to the International Mobility Unit (not to your mobility referent professor) according to one of the following ways:   

1. ToR should be sent directly from the partner institution (digital ToR is preferable) to our email adress;
2. only if your ToR is digitally signed, non-editable, or verifiable on the website of the partner university by using a code, you can email it from your Polimi email address
3. in case your ToR is to be downloaded from an online platform to which only you have access, you will need to make a short video while downloading it from the partner university's portal, so that it is clearly visible, complete with your full name and evaluations obtained. Then send the video along with your ToR to our email address. 

After receiving your official ToR, we will upload it on your Online services > My Mobility Agreements> Documents to be submitted at the end of mobility

Check the section frequently. When you find it, you should accept it but only if it is complete and correct. Attention: DO NOT accept partial, incomplete or incorrect ToR! Instead, write an email to our e-mail address to report the error and get in touch with the partner university to get the correct ToR.

To have exams passed abroad validated, you should go back into your OLA Polimi and click on “Ask for validation.” You will need to indicate to your mobility referent professor which exams you have successfully taken and which ones you want to validate. If you change your mind, you can go back and make changes until the professor has “opened” the exams validation.

Students who have carried out Thesis activity during the exchange should send to our email adress a certificate of thesis research on the letterhead of the partner university, signed by the supervising professor or their international office.

In order to receive the remaining part of your mobility grant (saldo or final instalment) you have to insert the departure date and upload on the Online Services: 

• the final Confirmation Letter 
• the travel proof of your return to Italy

Only if you have been selected for an Erasmus+ mobility you also have to fill out the EU Survey:

• you will receive an email from the European Commision with a link to the compulsory end-of-mobility questionnaire.
• If you do not fill in the questionnaire you will not receive the final payment of the contribution.

We remind you that the final instalment is re-calculated based on the actual number of days of in-person academic activities you completed.
As a result, the final balance may differ from the amount indicated in your International mobility agreement.

• If the final balance is positive, the amount due to you and the date of the transfer will be visible in the Online Services under the section "My Mobility Agreements". If the fields are empty, it means that the payment decree in your favor has not yet been issued.
• If the final balance is negative, you will be required to return part of the grant received.

Remember that you will have to validate at least one exam taken abroad or have done thesis research activity confirmed by the certificate. Otherwise you will have to return the full amount of the contribution already received.

This information is already detailed in the International Mobility Agreement that you signed before your departure (if in doubt, please read it again). For further information about the mobility grant, consult INTERNATIONAL MOBILITY CONTRIBUTIONS 2024/2025.