Organise an Erasmus+ staff mobility for training

Category of recipe: Internationalisation through partnerships; Internationalisation through development of international skills for staff members.

Objective: Enhance the professional skills of academic and administrative staff; Provide training opportunities through workshops, peer collaboration, or direct workplace observation; Encourage knowledge exchange between institutions.

Short description of the recipe: Erasmus+ training mobility allows academic and administrative staff to gain new competencies, practical skills, and international experience by participating in structured training or observation activities at a partner institution. Eligible activities include: Professional training courses (e.g., workshops, conferences, specialised programmes).
Practical internships in laboratories, research centres, or administrative offices.
Job shadowing and peer learning in different institutional settings
Participation in structured courses or collaboration on methodologies and best practices.

Academic recognition: Certificate of attendance.

Level of difficulty: Basic

Calendar and time needed:
The selection procedure starts at the beginning of the academic year and the training mobility could take place during either the first or the second semester, according to the teacher’s or administrative staff member’s choice and the availability of the receiving institution to host them.
After the selection procedure is completed, the teacher/administrative staff member will start preparing the required documents within an approved calendar.

Cost summary: €.

Language and level required: According to the inter-institutional agreement.

Roles and Responsibilities:
Erasmus+ coordinators or responsible person from the receiving institution: in charge of assisting the teacher/staff member in completing the documentation and approving the Mobility Agreement – Staff Mobility for Training.
University IR office/Erasmus+ office: in charge of organising the calls for the selection of training mobilities, popularising the Erasmus+ programme among teachers/administrative staff, ensuring financial and administrative monitoring, and preparing documentation related to teachers’ mobilities (e.g., financial contracts).
Participants from the sending institution: selected teacher/administrative staff member, Erasmus+ coordinator, Dean, Head of the Department, staff.
Participants from the receiving institution: Erasmus+ coordinator or person in charge of approving the Mobility Agreement for Training and assisting the teacher/staff.
Advisor in Internationalisation (if there are some in the university):

• Ensure alignment of Erasmus+ training mobility with the institution’s internationalisation strategy.
• Provide guidance on partnership development and mobility planning.

Pedagogical Engineers (if there are some in the university):

• Support the design and implementation of digital tools or resources for mobility training.

Ingredients:
An annual application process according to a calendar communicated in advance.
A teacher or administrative staff member that fulfils the selection criteria.
Identification of the receiving university or institution.
An invitation or an acceptance letter from the receiving institution.
One Erasmus+ coordinator.
A Staff Mobility for Training Agreement signed by the applicant and the representatives of both the sending and the receiving institutions.
A financial contract between the applicant and the sending institution.
An Erasmus+ grant contributing to the costs for travel and subsistence.
A confirmation of attendance.
Travel and accommodation documents.
An EU Survey to be filled in on the European Commission Erasmus+ platform at the end of the mobility.
Swiss-European Mobility Programme (SEMP) for Switzerland mobilities.

Steps:

• Step 1. Organise a few events to popularise the Erasmus+ programme among teachers and administrative staff members – Choose an appropriate time for the events so that you can reach a large audience.
• Step 2. Launch the call for the STA – Set a selection calendar at the beginning of each academic year; use as many channels as possible to share the information (e.g., direct communication through Erasmus+ institutional and faculty coordinators).
• Step 3. Select the teachers/administrative staff members – Ensure the selection criteria are fair, transparent, and available to all; confirm that the selected candidates fulfil all eligibility requirements.
• Step 4. Prepare the mobility – Ensure the documentation is ready in time; ask for an invitation or letter of acceptance from the host institution; assist the candidate in preparing the Training Agreement; sign the Training Agreement after thorough checking and acceptance by the host; conclude the financial contract.
• Step 5. During the mobility – Maintain communication and support with participants as needed.
• Step 6. After the mobility – Hand over the required mobility documents (e.g., certificate of attendance, travel and accommodation documents, pictures, etc.).

Budget description:

• Cost for the organising institution:
  • Erasmus+ grants cover mobility expenses, reducing costs for institutions.
  • Additional administrative costs may arise depending on internal procedures.
• Business model of the activity:
  • Fully subsidised activity through Erasmus+ grants.
• Budget type / sources of revenue:
  • Erasmus+ mobility funding.
  • Institutional funds (if applicable).
  • Swiss-European Mobility Programme (SEMP) for mobilities involving Switzerland.
• Cost per participant:
  • Erasmus+ grants provide financial support for travel and subsistence during the training mobility. The amount varies based on factors such as the receiving country, travel distance, and duration of the mobility.
  • Participants using green travel methods (bus, train, ferry, car-pooling) are eligible for an additional grant. Sustainable transport options may extend the funded travel period by up to 4 days, increasing from 2 to a maximum of 6 days.
  • Participants must complete and sign a declaration of green travel, detailing travel days, route, mode of transport, and distance. Travel receipts must be kept and presented to the sending institution for reimbursement.