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Erasmus 101 An introduction to Erasmus+ KA103 for complete
newcomers
Annika Axelsen Study Abroad Manager
Cardiff University
Icebreaker Questions and Quiz
Definitions and acronyms
Forms, documentation and paperwork
Deadlines and dates to note
Useful resources
Questions
A very basic introduction…
All about you 1. Howlonghaveyoubeeninpostfor? (6months;6weeks;6days?)
2. Howmanypeopleareinyourteam? (over9;over6;over3…)3. IsErasmus+yourmainfocus(ormoreofanaddiGonalpartofyourrole)?
4. HowmanystudentsdoyousendabroadthroughtheErasmus+programme?
5. WhichtypesofstudentstakepartinErasmus+atyouruniversity?(ModernLanguages,Business,Engineers…)
MoveintosmallteamswithotherpeopleyoufeelmaybeinasimilarposiGontoyou- ThosewhoworkonErasmus+inisolaGon;
- thosewhoworkinateamormorethan4;
- thosewhosendoutover200students;
- thosewhohaveabigimbalanceofnumbers;
- thosewhohavemostlycompulsoryoropGonalErasmus+placements.
Interactive Quiz!
Eachteamwillneedaccesstoonesmartphone/iPad
Pleasesearch‘kahoot.it’onyourmobiledevice
hVps://kahoot.it/#/?
hVps://play.kahoot.it/#/k/3ba66caf-9120-4f77-abbb-ba8052b01fa1
Pleasethinkofateamname!
Eligible participants Students (UG, PG, Graduating Students) Staff (Teaching and Administrative)
Minimum and maximum durations for each type of mobility Traineeship Students: 2 months – 12 months Study: 3 months – 12 months Staff: 2 days – 2 months
Programme countries 33 countries across Europe and beyond (including Norway, Turkey, Iceland, Macedonia and Lichtenstein)
Partner countries Some countries can take part in certain Actions under Erasmus+, subject to specific criteria or conditions. These include countries within the Western Balkans (Albania, Serbia), South Mediterranean (Algeria, Morocco), Russian Federation and Eastern partnership (Ukraine, Azerbaijan)
Higher and lower cost of living countries Higher: Austria, Denmark, Finland, France, Ireland, Italy, Liechtenstein, Norway, Sweden Lower: Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Estonia, Germany, Greece, Hungary, Iceland, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Turkey, former Yugoslav Republic of Macedonia
How much funding do participants receive? (2017-2018) Study: €280 - €330 + €120 WP Traineeship: €380 - €430 + €20 WP Staff: Flat rate, plus maximum 2 travel days
Summary of Quiz Answers
- for students studying modules at a Partner Higher Education Institution (HEI) in Europe for 3 months
- students completing a clinical placement, conducting research or carrying out work experience at an enterprise, HEI or organisation in Europe for 2months+
- short teaching visits by university staff that contribute to the curriculum of partner institutions
- short visits by university staff so they may attend training events abroad (excluding conferences), learn by transfer of knowledge, acquire practical skills (job shadowing/observational training) at a partner HEI, or at another relevant organisation
- for activities which relate to the promotion of the Erasmus+ programme. Including: preparation, monitoring and evaluation of student and staff mobility, and visits to potential partner institutions
Definitions – mobility
StudyMobility
TraineeshipMobility
TeachingMobility
TrainingMobility
Organisa7onalSupport
How many of the following acronyms are you familiar with?
For a comprehensive list of abbreviations and glossary of terms, see Programme Guide (Annex III)
Acronyms used within the sector
NABC HEI ECTSOLS EAIE OSMT+PICNARICECHEISCEDCodeIIA
NaGonalAgencyBriGshCouncilHigherEducaGonInsGtuGon EuropeanCreditTransferandAccumulaGonSystemOnlineLinguisGcSupportEuropeanAssociaGonofInternaGonalEducaGon
InternaGonalStandardClassificaGonofEducaGonCodeInter-InsGtuGonalAgreement
ErasmusCharterforHigherEducaGonNaGonalAcademicRecogniGonInformaGonCentreParGcipantIdenGficaGonCodeMobilityToolOrganisaGonalSupport
Forms, documentation and paperwork
Forms 1: Setting up a new partner Inter-Institutional Agreement What for? Student study mobility and staff teaching mobility must be covered by an IIA between institutions, which should all hold a valid Erasmus Charter for Higher Education (ECHE). Signed by both HEIs in advance of any mobilities. Student traineeships and staff training do not require an IIA
Includes: Contact details Mobility numbers Language requirements Insurance, visa information, accommodation Academic calendar and grading information
Tips! * Develop good relationships with academic coordinators in Schools * Allow more time than you imagine for liaising with European partners * Database to help identify when renewals are due
Forms 2: Student Mobility – Study and Traineeships Form BriefDescrip7on
Beforeyourplacement
Studentgrantagreement Beforeastudentmobilityhascommenced,theHEImustensurethateachstudenthassignedamobilitygrantagreementwiththeirhomeHEI,formallyaccepGngthegrantandacknowledgingtheobligaGonsassociatedwithitsacceptance.
Learningagreementforstudiesandtraineeships-beforethemobilitysecGon
Thestudent,HEIandthehostmustsignaStudentLearningAgreement.Wheneverpossible,thisshouldbesignedbeforethemobilitycommences.Outlineslearning,monitoringandevaluaGon
OnlinelinguisGcsupport-1stassessment
MandatoryforstudentsundertakingmobilityinalanguagethatisnottheirnaGvelanguage–availablein18languages
Duringyourplacement
Learningagreement-duringthemobilitysecGon
UpdateanychangesofmodulesortraineeshipduGes.Anypartycanrequestchangestothestudyprogrammewithinfiveweeksaferthestartofeachsemester.ThesechangesshouldbeagreedbyallparGesassoonaspossible,withintwo-weeksfollowingtherequest.
AGeryourplacement
Learningagreement-aferthemobilitysecGon
ConfirmaGonofdatesofmobilityandrecogniGonoflearningoutcomes,grades,ECTS
OnlinelinguisGcsupport-2ndassessment
Toassessanylanguageimprovementfollowingmobility.Mandatory–shouldbeissuedautomaGcallytoallstudentswhocompletedthe1stassessment
EUSurvey MandatoryquesGonnairewherestudentsprovidefeedbackontheirplacement.Shouldbecompletedwithin30daysofstudentscompleGngtheirmobility.
YourInsGtuGonmayalsorequire:ApplicaGonform
DeclaraGonform
CerGficateofArrival
Forms 3: Agreements simplified
* Consider setting a for participants to complete forms by * the sections that need completing * Offer short
e.g. Study cycle: first cycle = undergraduate * all fields that you can
e.g. enter all home university details; insurance section of Traineeship agreement * Edit in e.g. the participant – that means the student * to highlight the importance of participants entering accurate placement dates * Discuss with your insurance team the most appropriate to enter – especially important in relation to Traineeships
* Language competence – for non language students link to the European Language Levels * : 1 ECTS = 2 CU credits * Explain
NB: A student is required to complete a set of forms for each placement they complete with the exemption of the 'During the Mobility' form.
explanatorynotes
deadlineHighlight
Pre-populate
plainEnglishAnnotate
insurancewording
SelfAssessmentGridECTS
electronicsignatures
Forms 4: Staff Mobility – Teaching and Training
GrantAgreement(TeachingorTraining)
Upto2traveldays–subsistencewhilsttravellingbefore/afermobility
MobilityAgreement(TeachingorTraining)
Canbecombined.RecordasTeaching(CombinedTeachingandTraining)
RegulaGonsMin8hrsteachingper2-7days
1+insGtuGonsvisited=combinedtripifunder100kmapart
EUSurvey
YourinsGtuGonmayalsorequireaddiGonalforms!FundingRequestWorkPlanCerGficateofArrivalReport/PresentaGonReimbursementClaimForm
Forms 5: Tips, considerations, best practice
Highlight relevant boxes Video Guides Interactive guidance – annotating forms Pre-departure guide and checklist Webinars Pre-departure form filling sessions/group workshops Guidance on web/intranet Engage with coordinators in academic schools Patience!
Forms 6: Where to find them!
British Council Web site https://www.erasmusplus.org.uk/higher-education-projects
Programme Guide http://ec.europa.eu/programmes/erasmus-plus/sites/erasmusplus/files/files/resources/erasmus-plus-programme-guide_en.pdf
Operational Handbook https://www.erasmusplus.org.uk/higher-education-projects
If viewing online, just search key words
Funding deadlines https://www.erasmusplus.org.uk/funding-deadlines
Funding application deadline: 02 February 2017 16 month project: 24 month project: Project Start Date: 01 June 2017 01 June 2017 Interim report: 30 March 2018 30 March 2018 Project end date: 28 September 2018 31 May 2019 Final report due: 27 November 2018 30 July 2019
Deadlines and dates to note
British Council https://www.erasmusplus.org.uk/higher-education-projects
https://www.erasmusplus.org.uk/higher-education-funding
https://www.erasmusplus.org.uk/key-resources
Email: [email protected]
Useful resources and who to ask for help
HEURO jiscmail http://www.jiscmail.ac.uk/HEURO
What are your top 3 issues/obstacles/concerns in your new role?
Any questions?
Questions you may like to ask yourself: What mechanisms do I need to put in place to help keep track of each participant’s documentation? Do I need to build in any checks? When am I going to update the Mobility Tool? At what points should I be making grant payments? How often will I plan to stay in touch with students abroad? What form will this take? What activities/events should I plan for pre-departure? Would it be helpful to create some internal deadlines (for applications, forms to be completed by)? Does my team have an annual cycle/timeline? Do we refer to it?
Questions: managing your mobilities
