Erasmus+ Staff Mobility Information and Guidelines

Erasmus+

Please note that we are currently reviewing the Erasmus+ scheme with a view to enhancing the experience and developmental opportunties on offer to UCL staff. We will provide an update on this page when further information is available.

About Erasmus+ Staff Mobility

Erasmus is the European Union’s (EU) funding programme for the mobility of higher education students and staff. Mobility means the visitation of colleagues from or to UCL with institutions of Higher Education in Europe.

Participating countries are the Erasmus+ programme countries which are the 28 Member States of the European Union, plus 6 non-EU countries who have signed an agreement for participating in Erasmus+.

The Erasmus+ programme aims to assist staff to develop their full potential in the work that they undertake for UCL.  Placements must be in keeping with UCL 2034 the Global Engagement Strategy as well as the strategic goals of the Department.

There are two dimensions of the Erasmus+.  These are the Teaching Mobility and the Training Mobility.

Aim for Teaching Mobility:
To provide Academics with the opportunity to spend a teaching period in a partner University in order to:

Aim for Training Mobility:
To enable staff to acquire knowledge, practical skills and expertise from training abroad which is relevant to their current job and their professional development.

For further information, please visit: www.britishcouncil.org/erasmus

Benefits of The Scheme

Outward mobility is an opportunity to explore possible research, consulting and teaching opportunities and to reflect on your work at UCL as well as learning about the culture and structures of another European institution of higher education. This includes:

  • Learning about the culture, structures and working environments of another European institution of higher education.

  • Discover and share best practice and new ideas.

  • Recognition for your teaching and training activities undertaken during the mobility period via the Staff Appraisal Process.

  • Gain additional perspectives on your work at UCL, extend your networks and build new and more in-depth relationships with colleagues across Europe.

  • An opportunity to explore possible research, consulting and teaching opportunities.

  • Develop an enhanced appreciation of international networks and agendas.

  • The ability to explore new ideas and discover alternative ways of working which can be shared with students and colleagues.

  • Return motivated and enthused.

  • Share your experiences with others.


Eligibility

To be eligible for Erasmus+ funding, applicants must be a UCL member of staff on the UCL payroll (excluding Casual and 'As and when' staff).

Honorary and Emeritus Staff are eligible to apply, however, due to limitations in the number of places available, priority will be given as follows:

  • Staff on the payroll accessing the programme for the first time

  • Staff on the payroll who have previously received Erasmus funding

  • Honorary and Emeritus Staff

Those staff not eligible are:

  • Associate UCL staff

  • Casual and 'As and when' staff

  • Agency staff

  • Staff who have not yet passed their probation.


General Conditions

  • Mobility visits must form part of the staff appraisal meeting/discussion for career development of the staff member, both prior to and after a mobility visit. In conjunction with their mobility visit, staff members should write an objective to indicate what they envisage their learning/development would enable them to do differently.

  • Staff mobility is not intended to be solely used for the benefit of career development of the individual

  • Mobility for teaching or training must be from 2 days to 2 months, excluding travel time.  The individual must deliver/undertake at specified number of hours or teaching and/or training (see teaching and training mobility section).

  • Conferences are not funded under the Erasmus+ agreement.

  • Staff cannot visit the same institution twice, or more, within one Academic year.

  • Staff must have a letter of invitation from the host institution and provide a detailed programme for each day of the mobility visit.

  • Places at partner institutions are limited and resources are finite, therefore the Organisational Development may, at their own discretion, give priority to colleagues accessing the programme for the first time.

  • Staff can also undertake a combined Teaching and training mobility. In such instances, applications are made under the teaching mobility (and should include details of the additional training programme).

  • HR Organisational Development may call upon you to contribute to an Erasmus briefing meeting or knowledge dissemination event.

Teaching Mobility

UCL seeks to encourage academic staff to explore research opportunities when visiting Erasmus partners.

Outgoing Erasmus mobility for UCL staff involves spending an agreed period of time at a partner University.  These placements will be at an Institution with which UCL has an Inter-Institutional Agreement (IIA) also known as: Erasmus bi-lateral exchange agreement for academic staff.

Mobility for teaching must be from 2 days to 2 months, excluding travel time. The individual must deliver at least 8 hours of teaching per week or part of a working week. A detailed programme of teaching and other activities should be submitted for each day of your Mobility visit.

Teaching assignments can come in various forms and take place as seminars, lectures and tutorials, for example.  Actual teaching in this context should require the teacher to be physically present with the students.

Although e-mail tutoring or any other forms of distance learning as well as preparation are highly encouraged, they do not count in the minimum number of 8 hours of teaching.

Apart from this, higher education institutions have the flexibility to judge themselves which types of teaching should be funded by assessing the added value of the content proposed in the mobility agreement in terms of quality and impact on their internationalisation and modernisation strategy.

Colleagues wishing to visit the same university on an annual basis will need to clearly demonstrate the longer-term qualitative and/or quantative benefits for their department both in terms of research and teaching were they to continue with the bilateral agreement.

Placements must be negotiated between individual staff member and the identified host university.

Training Mobility

Outgoing Erasmus mobility for training for UCL staff involves spending an agreed period of time at a partner University.  These placements will be at an Institution which commits to offering a programme of learning, training and development created in response to the expressed learning needs of the outgoing staff member (raised at their appraisal or monthly meetings with line managers).

Mobility for training must be from 2 days to 2 months, excluding travel time.  The individual must undertake a training work plan of approximately 8 hours per week or part of a working week. Activities can be varied and may include seminars, workshops, courses, practical training, job shadowing or short secondments. A detailed programme of events should be submitted for each day of your Mobility visit.

Placements must be negotiated between the individual staff member and the identified host university.

Steps for Outgoing Staff


N.B. Steps 1, 2 and 3 are interchangeable

Step 1Mobility visits must form part of the staff appraisal meeting/discussion for career development of the staff member, both prior to and after a mobility visit.

In conjunction with their mobility visit, staff members should write an objective to indicate what they envisage their learning/development would enable them to do differently.

Consult your line manager for initial approval and discuss benefits to current role.

Consider:   

  • Where?  
    For Training Mobilities: Any HEI that has an Erasmus Charter (ECHE).

    For Teaching Mobilities: Where there is a signed IIA between UCL and the other European. UCL currently has approximately 288 signed Partnership Agreements in 27 Countries in Europe.

  • Why?

  • When?

  • How long?
    Min 2 days - Max 8 weeks (excluding travel time)
    Min 8 teaching / training hours (per week or part of week)

This information will form the basis of the proposal form.

Step 2:   Identify where you want to go and contact the host institution outlining your interests.

If you are unsure as to which partner institute might suit your needs:

  • Draft a shortlist of possible Institutions (see: Erasmus Charter holders' list  for a current list of partner Institutions)

  • Contact your shortlisted institutions  outlining your interests.

  • Choose your preferred Institution

  • Arrange a programme of learning with the relevant department(s) at your chosen institution

Alternatively, you may find the following link useful:  www.ucl.ac.uk/hr/od/erasmus/e-training.php  which is a list of ‘international training weeks’ offered by Institutions in the Erasmus+ programme countries.

Step 3:   Complete the appropriate proposal form for your visit and send this to staffmobility@ucl.ac.uk  (Erasmus+ Staff Mobility Team)

Step 4:   Following approval of the proposal form by the Staff mobility office, the relevant training/teaching mobility agreement contract (Annex 1) will be sent to you to complete.

This is the formal agreement between you (and UCL) and the host Institution and will require signatures from the Host Institution, the staff member and the Staff Mobility office.

Step 5:  On receipt of the signed Annex 1 mobility the agreement, the staff mobility office will prepare the financial agreement outlining the Erasmus funding which is available to you. This is the final stage in the approval process.

Step 6:  You can now book your flight and travel arrangements (please see information under ‘travel arrangements’ below, particularly the limits to the mobility funds).

Before you return:
Step 7:  Obtain a letter / certificate of attendance from the host institution (to include dates and hours of teaching / training activities).

On your return:
(see also ‘Post visit’ section)

Step 8:  The Erasmus Coordinator will calculate your expenses using the flat rate expense calculator and arrange payment following receipt of the following:

  • Receipt of the certificate of attendance
  • Receipts of travel (flights and transfers) - if paid by the applicant
  • Receipts of accommodation and subsistence

Step 9: Once received, an expense claim form will be prepared and sent to you for your signature before submission to the Finance Department.

Step 10:  You are also required to complete the European Commission online report.

You will receive an automated message from EU Toolkit, after your visit has been completed, prompting you to complete this following your return and submission of the relevant documentation. Please check your SPAM folder – as it often seems to land here instead of your in-box.

Agreement Form

Once the proposal form has been accepted by the Erasmus+ Staff Mobility Team, a formal Mobility Agreement form will be sent to you.  The outgoing member of staff must agree and negotiate their teaching/training programme with the host Institute and complete the Mobility agreement form in conjunction with the host institution.

  • The form must be signed by the relevant parties and approved by Organisational Development prior to your visit (electronic / scanned signatures are acceptable on this form).

Funding


Staff will receive financial support for their E+ mobility from UCL, as follows:

  • a travel grant (amount dependent on distance travelled) and a
  • subsistence grant (flat rate) dependent on the country visited

The maximum amounts for the above grants are set by The British Council.

Travel Grant:

The travel grant is available for purchasing airline/train tickets* and expenses related to airport transfers.

The maximum amount available from the travel grant is calculated dependent on distance travelled to the host institution.

If you book these arrangements yourself, you are required to provide receipt of payment before we can refund this expenditure.

If have obtained a quote from Ian Allan – please contact the Erasmus+ Co-ordinator in UCL HR OD, who will raise a PO and arrange direct payment.

Subsistence Grant:

The subsistence grant is available to cover expenses relating to local travel, food and accommodation*. The grant amount is provided as a daily flat rate dependent on the country visited.

Please note:

Expenses will be reimbursed on receipt of the following documents which are required by the British Council for audit purposes:

  • Agreement form (Annex 1) and training / teaching programme
  • Receipt of travel (flight and transfers) and accommodation
  • Certificate of attendance from the host institution
  • Completion of online report

*Travel and Accommodation can be booked in advance preferably with our nominated service provider(s). Please see also the section on Travel Arrangements.

Supplementary Grant:

To assist staff with disabilities or exceptional special needs, limited additional funding is available. This funding is for staff where participation in Erasmus+ would not be possible without extra financial support for additional mobility costs which exceeds the maximum grant and cannot be covered from other sources.

Travel Arrangements


Colleagues are expected to book flight and accommodation in advance through our nominated service providers.  Bookings can be arranged via Ian Allan Travel. Please see contact details below:   

Once you’ve received a quote from Ian Allan Travel, please contact Vathani Mariampillai, Erasmus+ Staff Mobility Co-ordinator (HR Organisational Development) to request a purchase order.

Travel and Insurance Policy:

Please complete your travel insurance policy before you travel: travelcert.ajg.com/#/activation

To start, enter “University College London” which will appear in the organisation pick list on both the webpages and the ‘App’. Type “UCL” and the name will become visible, the activation code: 850773

The “App” can be downloaded from both the Apple store and Google Play – search for TravelCert.

Please contact June Campbell (june.campbell@ucl.ac.uk), if you have any questions or queries with the site or the “App”.

It is advisable to submit a copy of your insurance documentation to either your line manager / Head of Department or HR Organisational Development.

Post Visit


See also: Steps 8 - 10 (above).

Following your visit, you will be required to submit original receipts of travel and accommodation; and sign the prepared expense form for rembursement purposes.

Staff members are encouraged to add their mobility visit to their learning record (LERS), to be included as an attachment to their appraisal document to support your appraisal discussion.

Complete the European Commission online report of work undertaken whilst abroad. This report should refer to any new skills and knowledge acquired which will lead to the enhancement of the work of your department and UCL.

  • You will receive an automated message from EU Toolkit, after your visit has been completed, prompting you to complete this following your return and submission of the relevant documentation. Please check your SPAM folder – as it often seems to land here instead of your inbox.

As a reminder - Payment will be processed only on receipt of the following documents within four weeks of your return:


  • Receipt of travel (flight and transfers) and accommodation
  • Certificate of attendance
  • Completion of online report

Checklist

  • Existence of a relevant Erasmus inter-institutional mobility agreement (for teaching mobilities only).
  • An approved ‘teaching programme’ or ‘training work plan’ with the host institution for each day of the mobility.
  • A letter of invitation from the host institution.
  • An authorised 'financial agreement' (the contract between the staff member and the Erasmus Staff mobility office) outliniing the grant funding available to you.
  • You must obtain documentary evidence (Certificate of attendance) of the duration of the mobility period signed by the host. The HEI must confirm the activity undertaken including the start and end date of the mobility. Failure to provide this evidence will delay reimbursement of expenditure.
  • Confirm expenditure with the HR OD Erasmus+ Staff Mobility office (submitting original receipts). An expense claim form will be raised which you will need to sign and date.
  • Complete the online Erasmus staff report.  The British Council will send the link directly to your email address.  Please submit a copy of this report to the HR OD Erasmus+ Staff Moblilty office.
  • Please ensure HR Organisational Development receives the above within 6 weeks of your return.

Programme Countries


The following countries can fully take part in all their actions of the Erasmus+ Programme:

Member States of the European Union (EU):

Austria
Denmark
Hungary
Malta
Slovenia
Belgium
Estonia
Ireland
Netherlands
Spain
Bulgaria
Finland
Italy
Poland
Sweden
Croatia
France
Latvia
Portugal
United Kingdom
Cyprus
Germany
Lithuania
Romania
Czech Republic
Greece
Luxembourg
Slovakia

Non EU Programme Countries:

  • Former Yugoslav Republic of Macedonia
  • Iceland
  • Liechtenstein
  • Norway
  • Turkey

Contact


Contact for all outgoing staff mobility:

Erasmus Staff Mobility Team
Organisational Development – HR

Tel:  0203 108 7167
Extn:  57167
Email:  staffmobility@ucl.ac.uk