The quality of the EU4EU Programme relies on the active commitment of Host Organisations to provide meaningful learning opportunities and to ensure that traineeships are carried out in accordance with the objectives of Erasmus+.

These Commitments define the quality standards, responsibilities and operational rules applicable to all organisations participating in the EU4EU Network.

Acceptance of these Commitments is a mandatory condition for registration on the EU4EU Portal and participation in the Programme.

Registration on the EU4EU Portal does not automatically entitle an organisation to participate in the Programme.
EuGen evaluates each Host Organisation to ensure compliance with the quality standards of the EU4EU Network. Approval is based on factors including:

• organisational reliability and professionalism;
• the ability to provide meaningful learning opportunities;
• suitable working conditions and supervision;
• the availability of an appropriate workplace tutor;
• consistency between the proposed traineeship and the educational objectives of Erasmus+;
• compliance with the values and principles of the European Union;
• respect for the European Quality Framework for Traineeships.

EuGen reserves the right to request additional information or documentation before approving an organisation and may review a Host Organisation’s eligibility at any time during its participation in the Programme.

The Host Organisation agrees to:

• maintain an accurate and up-to-date profile on the EU4EU Portal;
• comply with the operational procedures and deadlines established by EuGen;
• display the EU4EU Network logo on its website while participating in the Programme;
• promptly inform EuGen of any significant change that may affect its eligibility or its ability to host trainees.

All information provided during registration and throughout participation in the Programme must be complete, accurate and truthful.

The Host Organisation undertakes to provide a genuine educational and professional learning experience.
In particular, it agrees to:

• appoint a workplace tutor who works at the same location as the trainee and is normally present at least three days per week;
• provide suitable working conditions, equipment, information and supervision;
• assign only activities consistent with the Letter of Availability and the Learning Agreement;
• support the trainee in achieving the agreed learning outcomes and professional objectives;
• encourage the development of professional, personal and intercultural competences;
• actively assist the trainee in finding accommodation whenever reasonably possible;
• where possible, provide additional financial support or in-kind benefits (e.g. meal vouchers, accommodation support, transport allowance or other forms of assistance) to facilitate the traineeship experience.

The Host Organisation shall not require students to purchase accommodation, training, services or any other products as a condition for carrying out the traineeship.

To support the continuous improvement of the Programme, the Host Organisation agrees to:

• complete questionnaires and evaluation surveys organised by EuGen;
• cooperate in monitoring and quality assurance activities;
• participate, where reasonably requested, in interviews, testimonials and dissemination activities;
• facilitate monitoring visits to its operational premises whenever requested by EuGen.

The Host Organisation agrees to cooperate with EuGen in good faith throughout the implementation of the traineeship and to promptly report any issue that could affect its successful completion.

The EU4EU Portal may only be used for internships carried out within the EU4EU Programme.
The Host Organisation therefore agrees to:

• manage its Portal account internally;
• not share account credentials with external organisations or consultants unless previously authorised in writing by EuGen;
• immediately inform EuGen if a student identified through the EU4EU Portal requests to undertake the traineeship outside the EU4EU Programme;
• refrain from recruiting students identified through the Portal outside the EU4EU framework.

Students who identify a Host Organisation through the EU4EU Portal and subsequently do not receive an Erasmus+ grant or withdraw their application may undertake the traineeship with the same Host Organisation during the same academic year only as an Erasmus Zero Grant mobility, in accordance with EU4EU Programme rules.

Host Organisations becoming aware of situations that do not comply with these provisions must promptly inform EuGen.

The Letter of Availability represents a formal commitment by the Host Organisation to host the selected student, subject to the award of the Erasmus+ scholarship.

Once the Erasmus+ grant has been officially awarded and the Letter of Availability has been signed, the Host Organisation is expected to honour the traineeship offer.
If the Host Organisation withdraws the offer without a justified reason, it may be required to reimburse the student for documented, non-refundable expenses directly related to the mobility, including travel costs and accommodation deposits.

Justified reasons may include force majeure, serious unforeseen financial difficulties, permanent closure of activities or other exceptional circumstances beyond the Host Organisation’s reasonable control. In such cases, EuGen will cooperate with the parties to identify a fair and proportionate solution.

Compliance with these Commitments is essential to maintaining the quality and integrity of the EU4EU Network.
EuGen reserves the right to suspend, reject or remove a Host Organisation from the EU4EU Network where:

• the organisation no longer meets the Programme eligibility requirements;
  these Commitments are breached;
• repeated or serious quality concerns emerge during monitoring activities;
  substantiated complaints from trainees or partner universities reveal significant non-compliance with Programme standards;
• the organisation acts in a manner that may damage the reputation, integrity or objectives of the EU4EU Programme.

These measures may be adopted without prejudice to any additional actions provided for by applicable law or by the EU4EU Programme rules.

Letter of Availability
The Letter of Availability is the document generated through the EU4EU Portal before the student selection process. By signing it, the Host Organisation confirms its willingness to host the student should the Erasmus+ scholarship be awarded.

Learning Agreement
The Learning Agreement is the official Erasmus+ traineeship agreement signed by the student, the sending university and the Host Organisation before the start of the mobility. It defines the learning objectives, activities and expected outcomes of the traineeship.

Erasmus Zero Grant Mobility
An Erasmus Zero Grant mobility allows a student to participate fully in an Erasmus+ traineeship without receiving Erasmus+ financial support. The student retains Erasmus+ status and all related academic and administrative benefits, while funding may be provided through other sources.