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International Student Team

 

The Erasmus+ scheme offers funding and opportunities for academic and non-academic staff. To be eligible staff must hold a contract of employment with the University of Cambridge (College Teaching Officers are also eligible). There is the opportunity to receive funding for Erasmus+ staff exchange.

The purpose of staff mobility is to contribute to the overall priorities of Erasmus+, the EU Agenda for Modernisation HE and the international strategy of the University.  Staff Mobility is therefore not solely intended to be for the benefit or career development of the individual member of staff.

Staff Mobility is split into two categories; Teaching and Training. Please see the relevant area below for further information.

In order to be eligible for a grant towards travel and subsistence for Erasmus staff exchange there are certain eligibility criteria and documentation which must be signed in advance of travel. We are not able to approve plans for Eramus+ retrospectively.

Please use the staff handbook for further guidance.

Teaching Placements

Eligibility

Academic staff who are employed by the University or by a College are eligible to participate on the Erasmus scheme for teaching placements. To be eligible you must hold a contract of employment with the University.

The HEI must have an Erasmus+ Charter and an inter-institutional agreement with Cambridge. If there is not an agreement in place please see Information for Colleges, Departments and Faculties for guidance on how to set one up.

Duration

A placement should be between 2 days and 2 months in duration, excluding travel time, with a minimum of 8 hours teaching per week or part of the week.  

Documentation

Prior to departure, a teaching programme must be formally agreed and recorded on a Staff Teaching Agreement which has been signed by the International Student Team Erasmus Co-ordinator, the member of staff and a representative from the host HEI.

Prior to departure a Grant Agreement between the International Student Team Erasmus Co-ordinator, the member of staff and a representative from the host HEI must be signed.

Any amendment to documentation must be agreed be all parties and retained.

Staff mobility (teaching): supporting documents:

  • Grant agreement
  • Mobility agreement
  • Guidance notes
  • Invitation letter or email from the host HEI (you should request this from the host University)

Complete at the end of the period abroad

Complete after the period abroad

  • Expenses form
  • Online Mobility report (you will receive an automatic invite from the European Commission)
Training Placements

Eligibility

All University employed academic and administrative staff and College teaching officers are eligible to undertake a staff training placement in another HEI or appropriate organisation abroad.

Please note that for staff training there does not need to be an inter-institutional agreement in place with the host university.

All applications for Erasmus teaching or training placements must be submitted in advance of visits taking place. We will not be able to fund or consider any retrospective applications.

Definition

Erasmus+ training periods support the professional development of HEI staff. This includes job shadowing, observation periods or training. This may be for transfer of knowledge and good practice, to learn from shared experience, acquire practical skills or discover new ideas for teaching and learning. Attendance at a conference is not included unless there is evidence that the purpose is to acquire new skills and knowledge for the modernisation of the home HEI. Attendance at conferences is never allowed solely to enhance the individual’s career within a single field of study.

Duration

A placement should be between 2 days and 2 months in duration, excluding travel time.

Documentation

Prior to departure, a teaching programme must be formally agreed by all parties and  recorded on a Staff Training Agreement which has been signed by the International Student Team Erasmus Co-ordinator, the member of staff and the host HEI.

Prior to departure a Grant Agreement between the International Student Team Erasmus Co-ordinator, the member if staff and the host HEI must be signed.

Any amendment to documentation must be agreed be all parties and retained.

Staff mobility (training): supporting documents

Complete and sign before the period abroad

  • Grant agreement
  • Mobility agreement
  • Guidance notes
  • Invitation letter or email from the host HEI (you should request this from the host University)

Complete at the end of the period abroad

Complete after the period abroad

  • Expenses form
  • Online Mobility report (you will receive an automatic invite from the European Commission)

Nb failure to provide this documentation may result in the recovery of funding.

Erasmus+ travel grant

An Erasmus grant is available to contribute towards the travel and subsistence costs incurred by staff during their time abroad. The amount of grant available is dependent on which country the mobility takes place in, the duration and available budget. The amount of funding we are able to allocate for staff mobility is limited and priority will be given to those who have not previously taken part in Erasmus.

Staff Travel Grants are paid according to the distance travelled at the following rates:

For travel distances between 100 and 499 Km

€ 180  per participant

For travel distances between 500 and 1999 Km

275 per participant

For travel distances between 2000 and 2999 Km

360 per participant

For travel distances between 3000 and 3999 Km

530  per participant

For travel distances between 4000 and 7999 Km

€ 820  per participant

For travel distances of 8000 Km or more

€ 1100 per participant

Distances will be calculated using a European Commission approved calculator. The travel distance represents the distance between the place of origin (Cambridge) and the venue (host HEI), whereas the “amount” covers the contribution for both the outward and return journey.

 

Scenarios for staff travel:

Please contact the IST for further advice if you will:

  1. Undertake 2 separate mobilities in 2 different countries
  2. Already be abroad before your mobility period commences but wish to undertake mobility in a different country
  3. Undertake consecutive mobilities within the same country
  4. Not undertake any travel as already in the country where the mobility is taking place (no travel grant will be awarded in these circumstances)
Erasmus+ subsistence grant

Costs for staff subsistence will be paid against receipted expenditure. There is a maximum defined amount which the IST will communicate to staff when confirming that they are eligible and that their travel plans are confirmed under Erasmus.

Travel day: one travel day before the activity and one travel day following the activity can be included for the calculation of individual support (subsistence amount). If the staff member is participating in teaching or training activities on the same day as travelling, they are not entitled to a travel day. Travel must take place the day immediately before or after the teaching period in order for staff to be eligible for a travel day. In order to award staff with a travel day we will need evidence of the dates of your activity and evidence that you will be travelling either side of these dates.

 

Receiving Country

Staff from Programme Countries. Amount per day in EUR.

Denmark, Ireland, Netherlands, Sweden, United Kingdom

€160

Belgium, Bulgaria, Czech Republic, Greece, France, Italy, Cyprus, Luxembourg, Hungary, Austria, Poland, Romania, Finland, Iceland, Lichenstein, Norway, Turkey

€140

Germany, Spain, Latvia, Malta, Portugal, Slovakia, former Yugoslav republic of Macedonia

€120

Estonia, Croatia, Lithuania, Slovenia

€100

 

Before staff mobility commences the member of staff must sign a mobility grant agreement formally accepting the grant and acknowledging the obligations associated with its acceptance. Failure to complete the required documentation before taking part in a period of mobility will result in the member of staff not being eligible for the Erasmus grant.

Language preparation

An additional grant may be available to assist with language preparation.

Special needs grants

Additional grants are available for staff with special needs wishing to participate in Erasmus+ where participation would not be possible without extra financial support. The allowances are offered when special needs lead to additional mobility costs which exceed the maximum grant allocations allowed and which cannot be recovered from other sources. The grant covers approved actual costs.

Staff should apply for a special needs grant through the International Student Team before the start of the mobility.

The application must include a statement from a doctor or other authority confirming the special needs, its severity, the impact on the Erasmus+ mobility, additional requirements and additional costs to be met. A detailed estimate of costs is required. The application should provide information on any other sources of financial support that the staff member receives and why this is insufficient to cover extra costs. If the application is approved the British Council will specify a maximum supplementary allowance. If the expenditure is less than the approved maximum a recovery order for the return of such funds will be raised and the difference must be repaid.

Recognition of staff mobility

 The staff member should disseminate learning outcomes to their colleagues at the appropriate level within the HEI (department, faculty etc) in line with requirements for dissemination of outcomes of activity.

Reimbursing unspent grants

If a staff member is unable to fulfil the teaching and/or training requirements of their Erasmus+ period abroad then the British Council will decide whether the grant can be retained and they may ask for the funding to be reimbursed.

Selection criteria

The selection criteria for Erasmus staff teaching and training mobility is based on a first come first served basis.

In the event that interest for staff mobility is greater than the budget, priority will be given to those who have not been abroad under Erasmus+ staff exchange before.

Queries

Any queries relating to staff mobility opportunities should be directed to the International Student Team.