Erasmus+ is a developmental programme that provides overseas opportunities for all employees wishing to gain practical learning experiences from partner organisations in higher education
Application windows 2019/20
The opening date for applications is Monday 23rd September with all mobilities completed by 30th September 2020.
To ensure that the Erasmus+ is promoted adequately and a clear selection process is in place, we will be having application calls throughout 2019/20. The closing dates for applications are as follows, please submit based upon the dates of your proposed mobility:
- The application window for Term 1 closed on Friday 6th December 2019. We are no longer accepting applications for this window.
- Friday 6th March 2020 for employees wishing to undertake a mobility visit during term 2 (January – March)
- Friday 3rd July 2020 for employees wishing to undertake a mobility visit during term 3
(April – September)
Please submit your Erasmus+ Mobility proposal form well in advance of your proposed visit (within the relevant application windows). We require at least two weeks before you depart to prepare the relevant paperwork, all paperwork must be completed and signed before you begin your mobility.
Do check our website regularly for updates before applying, for example, if at any point in the year UCL exceeds its Erasmus+ employee-funding grant, a notice will be placed on this website and we will no longer accept new applications.
Am I eligible to apply?
- You must be a UCL permanent staff member (on payroll) who has successfully passed their probation period at the time of applying. The UCL Induction and Probation Policy has information about this
- You must have 12 months of ongoing employment funding on your current post at the date your application was submitted
- Your Line Manager must approve your application
What is Erasmus+?
Erasmus+ is the European Union’s (EU) funding programme for the mobility of employees in higher education. Mobility means the visits of colleagues from or to UCL.
Through the Erasmus+ programme, UCL aims to assist employees to develop their full potential in the work they undertake at UCL, in support of our 2034 Vision and Global Engagement Strategy.
There are two dimensions of the Erasmus+ programme; these are teaching mobility and training mobility. We also offer mobilities that are blended with both teaching and training components combined.
Teaching mobility enables you to deliver teaching at a partner higher education institution (where there is an inter-institutional agreement in place)
Through this learning experience, you can develop, broaden and enrich the range and content of your courses
You can also use this as an opportunity to share expertise and experience on educational methods
You can also create links between HEIs (and enterprise) and promote opportunities for research collaborations
Interested in Teaching Mobility? What to do next:
Reach out to potential HEI partners (such as Erasmus+ contacts or international offices) to discuss opportunities and collaboration
Teaching Mobility must be undertaken in a partner HEI, which holds an Erasmus+ Charter for Higher Education (ECHE) and with which UCL has an inter-institutional agreement. If you have an HEI in mind and unsure if, UCL hold an inter-institutional agreement with them please contact us.
Training mobility can include job shadowing/observation/training to enable you to acquire knowledge, practical skills and expertise from mobilities abroad
Unlike teaching mobility, there is no requirement for an inter-institutional agreement
Interested in Training Mobility? What to do next:
Training mobility should be practical in nature; therefore, attendance to conferences is not applicable.
A few possible options:
- Reach out to potential HEI Partners (such as Erasmus+ contacts, international office or the department you are wishing to visit) to discuss opportunities and collaboration
- Visit iMotion's website to view the latest training mobility opportunities available such as ‘Erasmus+ Staff weeks’ (you can filter this by discipline)
- Research workshops or short course opportunities such as EAIE Academy or EAEC Training Courses
Participant fees are not covered and should be self-funded.
Mobilities must be aligned to UCL 2034 Vision and the Global Engagement Strategy and therefore, there are specific learning objectives set in the proposal form to meet this
Your learning objectives should be captured and reviewed as part of your appraisal discussion, with a knowledge transfer component so that your colleagues can benefit from your learning experience on your return to UCL
The selection will take into consideration the quality of proposal, previous participation in the Erasmus+, relevance to current and future activity, and the potential for future joint research or other collaboration with employees in the host institution
The duration of your mobility should be from 2 days to 2 months (excluding travel time)
For teaching mobility, you must deliver at least 8 hours of teaching per week
You cannot visit the same institution twice or more, within one academic year
Erasmus+ outbound process - 6 easy steps:
If you want to take part in Erasmus+, we strongly advise that you have an initial exploratory discussion with your chosen HEI or training provider. If you have been accepted, only then complete and submit the Erasmus+ proposal form
1. Your eligibility will be reviewed and if qualified (subject to funding), your mobility will be confirmed. You will be sent the relevant mobility agreement for you to complete and return
2. Your financial agreement will then be sent to you outlining the Erasmus+ funding available for your visit (please note that this is paid at a flat rate post mobility)
3. You will need to complete and submit your insurance ahead of your mobility (details of this are provided once your application has been accepted)
Returning from your Erasmus+ Mobility
4. In order to receive funding, you will need to submit your certificate of attendance to the Talent Coordinator (the host HEI should provide this document)
5. You will also need to complete the Erasmus+ mobility online report
Please note: both steps 4 and 5 are mandatory as required by the European Commission and reimbursement will only happen once these steps are complete
6. An expenses claim form will then be sent to you for you to complete and return to the Talent Coordinator who will in turn process with Accounts Payable
Mobilities are funded as follows and paid post mobility upon return to UCL:
- A travel grant (amount dependent on distance travelled, from the location of the sending organisation to that of the receiving organisation at a flat rate)
- Subsistence grant (flat rate) dependent on the country visited
Supplementary allowances may also be available for employees with special needs. Please highlight these on your proposal form.
Contribution to the travel costs:
Between 10 and 99 KM
20 EUR per participant
Between 100 and 499 KM
180 EUR per participant
Between 500 and 1999 KM
275 EUR per participant
Between 2000 and 2999 KM
360 EUR per participant
Between 3000 and 3999 KM
530 EUR per participant
Between 4000 and 7999 KM
|820 EUR per participant|
|8000 KM or more||1500 EUR per participant|
NB: the "travel distance" represents the distance between the place of origin and the venue, the "amount" covers the contribution to the travel both to and from the venue.
Employees from Partner Countries
Norway, Denmark, Luxembourg, United Kingdom, Iceland, Sweden, Ireland, Finland, Liechtenstein, Russia, Israel
Netherlands, Austria, Belgium, France, Germany, Italy, Spain, Cyprus, Greece, Malta, Portugal
Slovenia, Estonia, Latvia, Croatia, Slovakia, Czech Republic, Lithuania, Turkey, Hungary, Poland, Romania, Bulgaria, North Macedonia, Serbia
As part of the funding, you may be eligible for a maximum of two travel days either side of your mobility (outbound and inbound).
Evidence of booking confirmation is required for auditing purposes. UCL will not fund travel days if you are taking holiday either side of the mobility.
Guidelines for inbound mobility:
If you are interested in visiting UCL, you are advised to contact the department you are interested in visiting to see if they are able to host you for the planned period of your stay.
Please see here for a list of faculties and departments at UCL:
Please note the requirement to have an inter-institutional agreement before a teaching Erasmus+ visit can be undertaken.
Once your learning objectives have been agreed with the host department, then a letter of invitation can be provided and the relevant forms can be signed by your contact in the host department.
At present, I do not have 12 months of ongoing funding on my current post. However, my contract may be extended, am I still eligible for the scheme?
- To be eligible for Erasmus+ you must have 12 months of ongoing employment funding on your current post at the date your application was submitted.
I am visiting/honorary/emeritus staff at UCL. Am I eligible for Erasmus+?
To be eligible for Erasmus+ you must be an employee at UCL. Visiting staff, Honorary Appointments and Emeritus staff are not eligible.
How much notice should I give with submitting my proposal form before I depart on my Erasmus+ mobility?
- We require at least weeks to prepare the relevant paperwork; all paperwork must be completed and signed before you begin your mobility. We recommend submitting well in advance to avoid disappointment.