2016 key action 1 (ka1) higher education handbook · 2019-09-23 · 3 ka103 2016 operational...
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1 KA103 2016 Operational Handbook Uncontrolled when printed.
2016 Key Action 1 (KA1)
Higher Education Handbook For UK Higher Education Institutions and Consortia
Managing Higher Education Mobility Projects
KA103
Version 2: 01 August 2016
2 KA103 2016 Operational Handbook Uncontrolled when printed.
This handbook is a guidance document only and is designed to provide information to
support your Grant Agreement, including all associated annexes and the 2016 Programme
Guide. Your Grant Agreement and the Programme Guide are the primary documents you
should refer to and need to comply with.
Should any information in this Handbook differ from either the Grant Agreement or the
Programme Guide, the content of the Grant Agreement, its annexes and the Programme
Guide will take precedence. If you have any queries about the content of this Handbook
please contact [email protected].
Overview of changes to the handbook This document is version 2 of the 2016 Key Action 1 (KA1) Handbook for Higher Education
beneficiaries.
The table below provides an overview of changes from V1 2016 Key Action 1 (KA1) Higher
Education Handbook
Page number
in previous
version
Change Page number in
this version
19 Learning/ Mobility Agreements – addition of ‘mobility’ 19
49 Please note electronic signatures are acceptable 49
NEW Staff Training Opportunities 51
NEW Staff Training Opportunities Link 55
The table below provides an overview of changes from the 2015 KA1 Higher Education
Operational Handbook:
Page number
in previous
version
Change Page number in
this version
NEW Eligibility - Changes to the ECHE Policy statement 12
NEW ISCED 2013 Codes 14
19 Record keeping 16/17
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20/21 Signatures 18
21/22 Agreements with Individuals 18/19
33 Erasmus+ Language Support 31
39 Students on Erasmus+ Joint Master’s Degree Courses 37
NEW Recent Graduate Traineeships 40
46 Staff Mobility Grants 44
NEW OS and insurance 52
61 Documentary Evidence 53
61 Feedback from Audit Visits by the NA 53
62 Online Linguistic Support 54
NEW OLS Assessment 54
NEW OLS Second Assessment 55
NEW OLS assessment for multiple mobilities 55
NEW OLS Course 55
NEW Expired Licences 55
NEW Using the OLS System 55
64 Useful Links 56
Contents
1. General Definitions ................................................................................................................. 6
2. Introduction ............................................................................................................................. 7
3. Background ............................................................................................................................ 8
The Erasmus+ Programme ........................................................................................................ 8
4. The Erasmus+ Programme Guide .......................................................................................... 9
5. Information for Key Action 1: Mobility of Individuals within Higher Education ........................ 10
5.1. General ......................................................................................................................... 10
5.1. New Coordinators .......................................................................................................... 10
5.2. Change of Legal Representative ................................................................................... 10
5.3. Eligibility ........................................................................................................................ 10
5.4. Programme Countries ................................................................................................... 12
5.5. Inter-Institutional Agreements ........................................................................................ 13
5.6. ISCED 2013 Codes ....................................................................................................... 14
5.7. Period of Activity ............................................................................................................ 14
5.8. Special Needs Grant for Students and Staff .................................................................. 15
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5.9. Exceptions ..................................................................................................................... 16
5.10. Dissemination ............................................................................................................ 16
5.11. Record keeping .......................................................................................................... 17
5.12. Visas .......................................................................................................................... 17
5.13. Selection Procedures ................................................................................................. 18
5.14. Signatures .................................................................................................................. 18
5.15. Agreements with Individuals ....................................................................................... 18
5.16. Individual Reports ...................................................................................................... 19
5.17. Incoming Erasmus+ Mobility ...................................................................................... 19
5.18. Early Returners, Short Durations and Interruptions of Mobility Periods ..................... 20
5.19. Setting of Grant Rates ................................................................................................ 20
5.20. Allocation of Funds .................................................................................................... 21
5.21. Reporting deadlines from the HEI to the NA ............................................................... 21
5.22. Final Reports ............................................................................................................. 23
5.23. Appeals ...................................................................................................................... 23
5.24. Payment conditions .................................................................................................... 24
5.25. Bank accounts and currency ...................................................................................... 24
5.26. Virement .................................................................................................................... 25
6. Contracting Process ............................................................................................................. 25
6.1. Grant awards ................................................................................................................. 25
6.2. Grant Agreements and Annexes .................................................................................... 26
7. Student Mobility .................................................................................................................... 27
7.1. Academic Fees .............................................................................................................. 27
7.2. Tuition Fee Contribution and Support (formerly the fee waiver) ..................................... 28
7.3. Grant Status of Students and National Schemes ........................................................... 28
7.4. Agreements with Participants ........................................................................................ 29
7.5. Erasmus+ Student Charter ............................................................................................ 30
7.6. Student Report .............................................................................................................. 30
7.7. Multiple Erasmus+ Periods ............................................................................................ 30
7.8. Erasmus+ Language Support ........................................................................................ 31
7.9. Zero Grant and Partial Grant Students .......................................................................... 31
7.10. Proof of payment ........................................................................................................ 32
8. Student Study Mobility .......................................................................................................... 32
8.1. Eligible Students ............................................................................................................ 32
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8.2. Duration of Study Mobility .............................................................................................. 33
8.3. Eligible Student Study Activity ....................................................................................... 34
8.4. Recognition ................................................................................................................... 34
8.5. Students from Disadvantaged Groups ........................................................................... 35
8.6. Student Mobility Grants ................................................................................................. 35
8.7. Students on Erasmus+ Joint Master’s Degree Courses ................................................. 36
9. Student Traineeship Mobility ................................................................................................. 37
9.1. Eligibility ........................................................................................................................ 37
9.2. Duration of Student Traineeships .................................................................................. 38
9.3. Eligible Student Placement Activity ................................................................................ 39
9.4. Erasmus Intern .............................................................................................................. 39
9.5. Students from Disadvantaged Groups ........................................................................... 40
9.6. Recent Graduate Traineeships ...................................................................................... 40
9.7. Recognition ................................................................................................................... 40
9.8. Student Mobility Grants for Traineeships ....................................................................... 41
9.9. British Council Language Assistants .............................................................................. 42
9.10. IAESTE ...................................................................................................................... 42
10. Staff Mobility ..................................................................................................................... 42
10.1. Duration of Teaching or Training Period ..................................................................... 43
10.2. Staff Mobility - Combined ........................................................................................... 43
10.3. Staff Mobility Grants ................................................................................................... 43
10.4. Travel Grants ............................................................................................................. 48
10.5. Calculating Travel ...................................................................................................... 48
10.6. Proof of payment ........................................................................................................ 49
10.7. Agreements with Participants ..................................................................................... 49
10.8. Staff Report ................................................................................................................ 49
10.9. Recognition of Staff Mobility ....................................................................................... 49
10.10. Reimbursement of Unspent Grant .............................................................................. 50
11. Staff Mobility – teaching .................................................................................................... 50
11.1. Staff Teaching Programme ........................................................................................ 50
11.2. Confirmation of Teaching Period ................................................................................ 50
11.3. Invited staff from an enterprise/organisation ............................................................... 50
12. Staff Mobility – training ...................................................................................................... 51
12.1. Staff Training Programme .......................................................................................... 51
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12.2. Staff Training Opportunities........................................................................................ 51
13. Organisational Support (OS) ............................................................................................. 51
13.1. Eligible OS activity ..................................................................................................... 52
13.2. OS and insurance ...................................................................................................... 52
14. National Agency Monitoring Activities ............................................................................... 52
14.1. Documentary Evidence .............................................................................................. 53
14.2. Feedback from Audit Visits Carried Out by the NA ........................................... 53
14.3. Repayment of Grant Monies ................................................................................. 53
14.4. Practicalities for Audit Visits Carried Out by the NA ......................................... 54
14.5. Appeals ..................................................................................................................... 54
15. Online Linguistic Support .................................................................................................. 54
15.1. OLS Assessment ....................................................................................................... 54
15.2. OLS Second Assessment .......................................................................................... 55
15.3. OLS assessment for multiple mobilities ...................................................................... 55
15.4. OLS Course ............................................................................................................... 55
15.5. Expired Licences ........................................................................................................ 55
15.6. Using the OLS System ............................................................................................... 56
16. Useful Links ...................................................................................................................... 56
17. Documentation .................................................................................................................. 57
1. General Definitions
Erasmus+
Programme (“E+”):
A programme funded by the European Commission from 2014 to 2020, which
offers a range of funding opportunities for UK organisations actively involved in
delivering education, training, youth and sport activities.
Beneficiary:
Any organisation declaring its intention to submit a proposal for transnational
cooperation in accordance with the established programme procedures. The
applicant organisation becomes the grant beneficiary when the proposal is
approved and then assumes overall responsibility for carrying out the project.
EU Survey: An online feedback report issued to all mobility participants automatically issued
from the Mobility Tool+.
Erasmus+ Project
Results Platform
This is the Dissemination and Exploitation platform that offers a comprehensive
overview of all projects funded under the new Erasmus+ and Creative Europe
programmes as well as some projects funded under previous programmes.
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Grant Agreement: A legally binding agreement issued by the UK National Agency to the beneficiary,
which defines the roles and responsibilities of both parties.
Key Action 1
(“KA1”):
A strand of the Erasmus+ Programme which involves sending people to other
participating programme countries to undertake work experience, job shadowing,
training and teaching opportunities for staff and learners.
Legal
Representative:
An individual person authorised within the beneficiary organisation to sign legally
binding documents. Normally is the Vice-Chancellor in HEIs.
Mobility Tool+: This is the European Commission’s online management and reporting tool for all
Erasmus+ beneficiaries.
Mobility: The period of time a participant spends in another European country.
Online Linguistic
Support:
This is an online service for selected learners (undertaking a Mobility activity
lasting 1 month+) assessing their competence in the language they will use to
carry out their placement. The service will offer, where necessary, support to
improve participants’ language skills before/during their mobility period and will
gradually be implemented throughout the course of the programme.
Participant: An individual who is sent to another Erasmus+ Programme or Partner Country as
part of an Erasmus+ activity or mobility.
Project:
The defined period of time stated in the Grant Agreement that all Erasmus+
activities have to occur within; including activities such as preparation,
organisation and management, monitoring, evaluation, validation and
dissemination.
Receiving
Organisation:
The organisation responsible for receiving participants from another organisation
in another Erasmus+ Programme or Partner Country and offering them a study/
traineeship programme, a programme of training activities or benefitting from a
teaching opportunity.
Sending Partner: The organisation which selects participants to undertake a placement in another
Erasmus+ Programme or Partner Country.
UK National Agency
(“NA”):
The Erasmus+ UK National Agency (The British Council in partnership with
Ecorys UK).
2. Introduction
Erasmus+ is the European Union’s (EU) funding programme for education, training, youth and
sport. The overall programme objectives are to:
Boost skills and employability;
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Modernise education, training and youth work; and
Improve opportunities for young people.
The UK National Agency (NA) for Erasmus+ is a partnership between the British Council and
Ecorys UK. Each organisation manages a different part of the programme, with the British Council
responsible for schools, youth (KA1) and higher education, Ecorys UK responsible for adult
education, Youth KA2, KA3) and vocational education and training, and both organisations
managing different aspects of youth funding.
This handbook has been produced by the British Council for Higher Education Institutions (HEIs)
managing Erasmus+ projects funded under the 2016 Call for Key Action 1: Learning Mobility of
Individuals. There are 2 types of projects under Key Action 1. KA103 - Mobility between
Programme Countries. KA107 – International Credit Mobility, also known as Mobility between
Programme and Partner Countries.
3. Background
The Erasmus+ Programme
The Erasmus+ programme is made up of five key actions. Three decentralised actions managed
by the National Agencies based in participating countries and two centralised activities managed
directly by the European Commission’s Executive Agency. The three decentralised key actions
are separated into five fields; higher education, vocational education and training, schools, adult
education and youth. Below you can see how the programme is divided and managed between
the European Commission and the National Agencies of participating countries.
Decentralised - Managed by National Agencies
Key Action 1 - the learning mobility of individuals
Key Action 2 - cooperation for innovation
Key Action 3 the exchange of good practices and support for policy reform
Centralised - Managed by the European Commission Executive Agency
Jean Monet activities
Sport
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4. The Erasmus+ Programme Guide
The Erasmus+ Programme Guide is the key document produced by the European Commission
for anybody requiring a thorough knowledge of the Erasmus+ programme. This document is
mainly addressed to those organisations that are, or wish to be, participants in Erasmus+
programme. It contains detailed information on the Key Actions and all the rules and conditions
required in order to apply for funding under the Erasmus+ programme.
It is essential that organisations continue to consult the Programme Guide for the year in which
they receive funding. For example, if your organisation applied under a 2016 call and were
granted funding you should consult the 2016 Programme Guide for the duration of that project.
The European Commission can make changes to published documents. To ensure that you use
the most up-to-date version of the 2016 Programme Guide you should check the Erasmus+
website (https://www.erasmusplus.org.uk) and download the 2016 Programme Guide from the
Key Resources section. Previous versions of the Programme Guide, along with the main changes
in each version, can be found on the European Commission's website.
The Erasmus+ Programme Guide contains information covering all sectors and types of projects
that are funded under the Erasmus+ programme. There are sections of the Programme Guide
applicable to all projects as well as sections applicable specifically to Key Action 1 Higher
Education Mobility Projects. Please see below for a breakdown of the 2016 Erasmus+
Programme Guide and the important sections for Key Action 1 Higher Education Mobility Projects.
General Information about the Erasmus+ Programme ………….. Pages 7 - 29
General Information about Key Action 1 …………... Pages 30 - 33
Key Action 1 Higher Education Overview …………… Pages 34 - 49
Information for Applicants …………… Pages 237 - 252
Specific rules relating to KA1 Higher Education Projects …………… Pages 254 - 258
Dissemination - A practical guide for beneficiaries …………… Pages 299 - 304
Glossary of Key Terms …………… Pages 305 - 312
Useful References and Contact Details …………… Pages 313 – 315
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5. Information for Key Action 1: Mobility of Individuals within Higher Education
5.1. General
Key Action 1 supports mobility in the education, training and youth sectors and aims to bring long
lasting benefits to the participants and the organisations involved. This Action provides
opportunities for individuals to improve their skills; enhance their employability and gain cultural
awareness.
This Operational Handbook only applies to KA103 (Mobility between Programme Countries)
projects. For information on delivering a KA107 (International Credit Mobility) project, please see
the 2016 KA107 Operational Handbook.
5.1. New Coordinators
If the coordinator changes during the Erasmus+ project, the HEI should complete the Project
Contact Form and email it to the NA. You must also notify the EC of the change by emailing:
5.2. Change of Legal Representative
If the Legal Representative changes during the Erasmus+ project, you must complete the Change
of Data form and email it to the NA. You must also attach letter of appointment from your
institution’s HR department to confirm the new signatory is authorised to sign legal documents on
behalf of the institution. You must then send the same documents to the ECHE team at the EC:
5.3. Eligibility
All beneficiaries must receive accreditation prior to their project starting. An HEI must be awarded
the Erasmus Charter for Higher Education (ECHE) which is awarded for the entire duration of the
Erasmus+ programme. Consortia must be awarded the Mobility Consortia Certificate.
Eligibility of Higher Education Institutions - Erasmus Charter for Higher Education (ECHE)
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An HEI involved in any action of Erasmus+ must have an ECHE, which confirms the HEI’s status
and consequent eligibility for participation; see http://ec.europa.eu/education/opportunities/higher-
education/quality-framework_en.htm for more information.
The ECHE describes:
The HEI’s context;
The HEI’s strategy for internationalisation and how participation in the Erasmus+
programme will contribute to this;
How the HEI will support students before, during and after mobility;
The outcomes expected of co-operation projects.
Adherence to the ECHE will be monitored by the UK NA and other bodies, for example, during
visits and formal audits. If monitoring reveals a weakness, the HEI will establish and implement an
action plan within a timeframe specified by the UK NA or the EC. If remedial action is not taken
within the agreed timeframe the UK NA may recommend that the EC suspends or withdraws the
ECHE.
The ECHE covers your institution for the entirety of the programme 2014-2020. If your HEI does
not hold an ECHE, the EC has an annual call for ECHE applications.
For further information see page 254 of the 2016 Programme Guide or visit the ECHE website.
To check if your institution holds an ECHE please visit the ECHE Holders list.
Changes to the ECHE Policy statement
HEIs are able to update their Erasmus Policy Statement (“EPS”) at any stage during the
Erasmus+ Programme cycle in order to reflect their latest strategy.
To change an EPS, HEIs are required to amend the EPS on their website and notify the NA to
ensure accuracy and compliance with the ECHE.
Higher Education Institutions and Mobility Consortia
An Erasmus+ National Mobility Consortium must be comprised of a minimum of three eligible
participating organisations (from any sector) but must include at least two sending HEIs.
The Consortium accreditation covers a national consortium for three consecutive annual calls of
the programme and no later than 2020/2021. If a national mobility consortium does not hold
consortium accreditation, an application for accreditation can be submitted at the same time as
applying for a mobility project.
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For detailed information about eligibility and award criteria please see pages 41-42 and 254 of the
2016 Programme Guide.
Consortium Changes
If you wish to add a new partner to an existing consortium, the amendment needs to be approved
by the NA. The NA will assess the implications of the change to the consortium and check that all
eligibility criteria have been fulfilled etc. If there is no impact on the overall scope and quality of
the consortium, new accreditation is not required.
Mergers and Splits
If an HEI holding an ECHE, or any member of an accredited consortium, is involved in a merger
or split, or if their name changes, they should inform the UK NA as soon as details are known,
specifying the type of merger, split or new name. A new ECHE may be needed for a new
institution.
Overseas Campuses or Franchises
If the campus located in another Programme Country, is not an independent institution but
dependent on the parent institution, such as a UK University, and covered by its ECHE
accreditation, the students in the other Programme Country can participate in mobility projects as
students of the UK University. However, they cannot carry out the mobility activities in the country
of the sending institution (UK) or in the country where they have their accommodation during their
studies.
If the campus located in another Programme Country is an independent institution, it should then
apply for its own ECHE, and only when covered by that ECHE can students and staff take part in
Erasmus+.
5.4. Programme Countries
HEIs and organisations from Programme Countries are eligible to take part in Key Action 1 Higher
Education projects between Programme Countries. Please see page 22 of the 2016 Programme
Guide for the full list.
Overseas Countries and Territories of Programme Countries as defined by Council Decision
2001/822/EC “Council Decision of 27 November 2001 on the association of the overseas
countries and territories with the European Community ("Overseas Association Decision").
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Please note: HEIs from the UK or British Overseas Territories* cannot use Erasmus+ funding to
cover expenditure for mobility placements in the UK or other British Overseas Territories -
Mobilities must be transnational.
*Anguilla, Cayman Islands, Falkland Islands, South Georgia and Southern Sandwich Islands,
Montserrat, Pitcairn, Saint Helena, Ascension Island, Tristan da Cunha, Turks and Caicos Islands,
Bermuda, Gibraltar, British Antarctic Territory, British Indian Ocean Territory and British Virgin
Islands
5.5. Inter-Institutional Agreements
Mobility between Programme Countries HEIs
Student study mobility and staff teaching mobility must be covered by an Inter-Institutional
Agreement. The Inter-Institutional Agreement may cover cooperation between more than one
HEI. The responsibility for student study mobility lies with the sending and host HEI, as outlined in
the ECHE, Inter-Institutional Agreements and the student Learning Agreement must be signed by
all parties. Please see page 255 of the 2016 Programme Guide for more information.
The template of the Inter-Institutional Agreement is available to download on the Erasmus+
website under the ‘Agreements’ section. The original text cannot be altered, although extra
clauses may be added.
Mobility between HEIs and providers of student traineeships and staff training Student traineeships and staff training do not require an Inter-Institutional Agreement between the
sending HEI and the host organisation (which could be another HEI). They are legally bound by
the individual student Training Agreement or Staff Mobility Agreement, which must be signed by
all parties involved and annexed to the Agreement between the HEI and the student.
HEIs can choose to include traineeships and staff training in their Inter-Institutional Agreements if
they wish.
Registration of the host organisation on the EC’s Unique Registration Facility (the URF)
http://ec.europa.eu/education/participants/portal/desktop/en/home.html is optional. The HEI may
choose whether the host needs to register or not.
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5.6. ISCED 2013 Codes
For any subject area within Erasmus+, ISCED 2013 codes must be used. The ISCED codes were
reclassified in 2013 and provide subject areas for broad, narrow and detailed fields. For further
information, please see the UNESCO ISCED 2013 manual and EC ISCED code finder tool.
Not further defined and not elsewhere classified
If there is no further information about the subject area then it can be classed as ‘not further
defined’ and one or more ‘0’ is added to the end of the code. For example a programme in
Engineering should be classified as 0710 Engineering and engineering trade.
If the subject information is provided, but a suitable ISCED code is not provided, then it can be
classed as ‘not elsewhere classified’ and a ‘9’ is to be added to the end. For example a new
subject within ICT should be classified as 0619 ‘ICT not elsewhere classified’.
5.7. Period of Activity
The project duration is either 16 or 24 months, as specified in the HEI’s application form and
Grant Agreement.
For 16 month agreements, the grant is awarded for mobilities taking place during the period 1
June 2016 to 30 September 2017. For 24 month Grant Agreements, the grant is awarded for
mobilities taking place between 1 June 2016 and 31 May 2018. Please see Article I.2.2 of your
Grant Agreement. If the Grant Agreement has not been signed by both parties, the NA and the
HEI, prior to activity taking place, the HEI will be fully responsibility for any risks that may arise
from such activity (as with any activity that falls outside the terms of the Agreement).
Mobility periods funded from the 2016/17 grant must be completed and reported by the project
end date as specified in Article I.2.2 of your Grant Agreement. Mobilities which take place across
two Grant Agreement periods should be reported as separate mobilities. In this case, if either
mobility is shorter than minimum duration, the HEI should contact the NA, who could approve the
short duration mobility.
24 Month Projects
The European Commission confirm that the purpose of 24 month projects is to provide flexibility at
the end of the project. The project funding should ideally be allocated to participants within the
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first year, but funding can be spent throughout the entire project duration. 24 month projects are
required to provide an Interim Report (at the same time as 16 month projects) and should include
both mobilities that have taken place and those intended to take place before the end of the
project. This is to allow the NA to successfully reallocate funding where necessary. Although a 24
month project spans two years, institutions can still apply for funding for each year, but must
ensure there are no risks of double funding.
5.8. Special Needs Grant for Students and Staff
Additional grants are available for students and staff with special needs who wish to participate in
an Erasmus+ activity and where participation would not be possible without extra financial
support. The allowances are offered where the special need 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.
The special needs grant may be paid in addition to the grant for disadvantaged students
undertaking Erasmus+ study mobility.
For further information about Special Needs Grant and the application form please see Additional
Support (Disability & Special Needs).
The HEI should ensure that staff and students considering participation in an Erasmus+ activity
and planning their mobility are aware that they can apply for extra funding if they have special
needs which will incur extra costs.
Students or staff should apply for the additional funding via their home HEI, before the start of the
mobility. Individuals risk funds not being available if they apply after they have started their
mobility.
The sending HEI is responsible for ensuring that application forms are correctly completed and for
providing evidence to the host organisation regarding the special needs of the individual and that
arrangements are being made at the host organisation to meet these needs.
The application must include a statement from a doctor or other authority confirming the special
needs, its severity, the impact on the Erasmus+ mobility, any additional requirements and
additional costs that need to be met. A detailed estimate of costs is required.
The application should provide information on any other sources of financial support that the
student/staff member receives and why this is insufficient to cover the extra costs.
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If the application is approved the NA will specify a maximum supplementary allowance. On
completion of the Erasmus+ period a final report of expenditure will be required. If the expenditure
is less than the approved maximum, a recovery order will be raised and the difference must be
repaid to the NA.
To submit an application, please send the completed Special Needs Grants Application form to
5.9. Exceptions
If, with good reason, an HEI cannot comply with any EC or NA requirements, they should contact
the NA as soon as possible. In all cases, the NA reserves the right not to accept the justification
offered.
5.10. Dissemination
In the Grant Agreement with the NA the HEI accepts that information may be published on the UK
NA Erasmus+ Funding Results webpage regarding the name and address of the HEI, the amount
of grant awarded and the activities to which the grant relates.
The HEI also agrees to promote the programme and the mobility opportunities which it offers
students and staff. This should include:
promotional talks by returning students at local schools, colleges, within the HEI etc;
production and posting of promotional materials;
adherence to the requirements of the ECHE, including making the Erasmus+ policy easily
accessible via the HEI’s website.
The Erasmus+ logo and information on using the logo correctly is published on the UK NA
Promotion and Dissemination website.
HEIs must use the EC’s Erasmus+ logo and associated wording for any project outputs and
promotional materials and publicly acknowledge the support received from the EU. The preferred
option to communicate about EU funding is to write “Co-funded by the European Union”, as
appropriate, next to the EU emblem on the communication material. The positioning of the text in
relation to the EU emblem is not prescribed in any particular way but the text is not to interfere
with the emblem in any way. The beneficiary may use the Dissemination Platform as per EC’s
instructions. Please see Article I.10.2 of your Grant Agreement for further information.
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5.11. Record keeping
HEIs must keep all applications and signed Grant Agreements, including all applications and
mobility agreements with students and staff, and documents concerning disbursement of grants,
for Erasmus+ mobility for a period of five years from the date of closure of the applicable Grant
Agreement. This means five years from the date the NA had approved the final report and any
subsequent payment is made or recovery order settled, or five years from the date any follow-up
audits, appeals or other follow-up activities are closed. Please see page 251 of the 2016
Programme Guide for further information.
The UK NA compliance team will accept good quality digital versions of documentations between
participants and the institution though HEIs are still required to keep the Beneficiary Grant
Agreement between your institution and the NA in original, hard copy format. Please see Grant
Agreement II.20.2.
5.12. Visas
HEIs must provide assistance, where required, in securing visas for incoming and outbound
mobility participants. The HEI must post information about visas and the time needed to obtain a
visa on its website and provide documentation to support visa applications in a timely fashion. The
website should, where possible, provide details of a contact person who can assist with visa-
related issues, with a description of the services offered and the support that can be provided.
HEIs are strongly advised to warn partner institutions that the UK visa process can be lengthy.
This also applies to incoming trainees, where the UK NA is the sponsor. In these cases, the
process is shortened if all documents are submitted to the UK NA with the visa application at least
two months before the date of travel, and in the correct format. For further information on
obtaining a Tier 5 Certificate of Sponsorship for incoming traineeship students, please visit the
Erasmus+ website.
In cases where it proves difficult to obtain visas (e.g. where diplomatic missions are not located in
the countries of residence or if postal applications are not accepted), institutions should attempt to
provide assistance in contacting diplomatic representatives. However, the mobility participants
themselves remain responsible for the visa application.
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5.13. Selection Procedures
Procedures for the selection of individual staff and students receiving grants must be fully
transparent, fair, equitable, coherent and documented. They must be made available to all parties
involved in selecting students and staff for mobility grants. Please see examples of selection
criteria for students on page 255 of the 2016 Programme Guide and for staff on page 257 of the
2016 Programme Guide.
5.14. Signatures
Grant Agreements between the HEI and the NA must be signed with original wet signatures and
can only be signed by the legal representative, as stated in the institution’s project application
(unless the NA has been notified of a change). If the Grant Agreement is signed by a different
signatory, it can cause a delay when being processed. The original signed paper copy of the main
mobility agreements between the NA and the beneficiary HEI must be signed with original
signatures and kept in hard copy.
Grant Agreements and Learning/Mobility Agreements between the HEI and the participants can
be signed with an original or an electronic signature. The document can be signed by one party
and then scanned to the other to be countersigned. Both the HEI and the participant must retain
copies of agreements which have been signed by all parties.
Electronic signatures are acceptable on the following documents, and electronic (or scanned)
versions may be retained:
Inter-Institutional Agreements;
Participant Grant Agreements (student & staff);
Learning/ Mobility Agreements between the sending and receiving HEIs and the individual
students, and staff teaching or training programmes.
An “electronic signature” may be a scanned signature and locked pdf signature or other form of
secure signature. It cannot be a typed signature.
5.15. Agreements with Individuals
Before a staff or student mobility commences, the HEI must ensure that each student or staff
member has signed a mobility Grant Agreement with their home HEI, formally accepting the grant
and acknowledging the obligations associated with its acceptance.
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The agreement must be retained as a record of the mobility. If the HEI does not retain the signed
agreement, the NA may recover the grant at a future audit. Scanned copies of documents with
signatures from all parties will be acceptable for audit purposes.
Standard agreements form Annex IV of the Grant Agreement. These templates show the
minimum requirements and HEIs must use the text in full in agreements with students or staff. The
HEI may add to the standard text if they wish.
The sending HEI, the host HEI or other organisation, and the mobile participant, will need to sign
the Learning Agreement for studies and traineeships or the staff teaching and training agreement.
The templates are available on our website (see: Agreements section).
Any amendment to the agreement shall be requested and agreed by both parties through a formal
notification by letter or by email.
5.16. Individual Reports
Within 30 days of completing their mobility, staff and students must submit an online report via
Mobility Tool+. The online report will be automatically generated at the end of the mobility period.
HEIs are responsible for ensuring that individuals complete these reports.
HEIs can resend the automated message if it has not been submitted by selecting the ‘resend’
button within an individual’s record. HEIs can also download the reports using the Mobility Tool+.
For further information, please read the Mobility Tool+ guidance.
5.17. Incoming Erasmus+ Mobility
HEIs must make appropriate provision for the health, safety and security of incoming Erasmus+
students and staff in the same way as for any other visitor. This includes compliance with all
relevant legislation.
Incoming students are not subject to fees or other charges, apart from small charges which would
be made to local students; see page 256 of the 2016 Programme Guide.
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5.18. Early Returners, Short Durations and Interruptions of
Mobility Periods
If students or staff return to the UK before the planned end of their activity but have met the
minimum duration requirements, they may be allowed to retain the funding for the period they
were away, at the discretion of the HEI and subject to this being agreed in writing.
If staff or students return to the UK without fulfilling the minimum requirements for duration of their
mobility, for instance due to serious illness, or force majeure1, the NA may agree for the student or
staff member to retain the funding for the period of mobility.
Should these circumstances arise, HEIs must notify the NA immediately, using the short duration
request form that can be obtained from the Erasmus+ website (see: National Agency and EC
Forms). The HEI will also need to submit evidence of the need for the early return (e.g. a doctor’s
note for illness or an explanation of the particular force majeure) if it wishes the NA to consider
this. All decisions regarding funding for short durations will be made by the NA on a case by case
basis.
It can be considered a single mobility if a student has to return to the UK temporarily, for instance
for a week for health reasons, but will return to continue their mobility. The time they were not on
mobility must be reported in the ‘Interruption days’ in the Mobility Tool+.
Mobility periods that are short durations or interrupted due to force majeure are included in the
total 12 months mobility allowed per study cycle.
Any mobility affected by the above situations must be marked on the Mobility Tool+ as an early
return, and a brief summary of the reason provided in the comments section.
5.19. Setting of Grant Rates
Grant rates are established within parameters decided by the EC. HEIs must pay all grants at the
rates given in this handbook. (See page 39 for information on zero grants and partial grants).
1 Force Majeure is defined on page 308 of the 2016 Programme Guide as “an unforeseeable exceptional situation or
event beyond the participant's control and not attributable to error or negligence on his/her part.”
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Full details of grant rates are given in the following sections of this handbook, i.e.:
Student study;
Students from disadvantaged backgrounds;
Student traineeship;
Staff Mobility Grants;
Organisational Support.
The HEI must be able to show that reported activity has actually taken place, but is not required to
show details of each item of expenditure (though thorough records should be kept at all times to
allow for the possibility of being selected for audit). Annex III – Financial and Contractual rules
details what types of documentation are acceptable. The exception to this is special needs grants,
which are paid against actual expenditure for which invoices are required, as in Annex III –
Financial and Contractual rules.
5.20. Allocation of Funds
The NA analyses applications carefully to ensure that allocation of funds is fair and transparent.
Grants to beneficiaries may be awarded for less than the amount applied for, but not more. The
grants budget is allocated on the basis of:
overall KA103 budget;
applications from HEIs, as assessed by the NA;
grant rates established by the NA, within EC guidelines.
It is recommended that you do not exceed your contracted amount. It is important that the interim
report is completed as accurately as possible.
5.21. Reporting deadlines from the HEI to the NA
Type of report Period covered Date due
To be completed by HEI for 16 month and 24 month agreements
Interim Report – study
Interim Report – placement
Contracted period; to include all
confirmed and projected
31.03.2017
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Interim Report – teaching
Interim Report – training
students/staff 31.03.2017
To be completed by HEI for 16 month agreements
Beneficiary Final Mobility Data
Report
Recording all mobility data for the
project to include all confirmed
student and staff mobility
29.09.2017
Beneficiary Final Report Narrative report to demonstrate the
qualitative and quantitative aspects
of the project.
29.11.2017
(60 days from the project end
date.)
To be completed by HEI for 24 month agreements
Beneficiary Final Mobility Data
Report
Recording all mobility data for the
project to include all confirmed
student and staff mobility
31.05.2018
Beneficiary Final Report Narrative report to demonstrate the
qualitative and quantitative aspects
of the project.
30.07.2018
(60 days from the project end
date.)
To be completed by individual participant
Student reports – study Erasmus+ period abroad Issued by automated email,
completed within 30 days of
the end of the mobility. Student reports – placement
Staff reports – teaching
Staff reports – training
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5.22. Final Reports
All beneficiaries across all educational sectors participating in the Erasmus+ programme are
required to submit a final report at the end of the project.
HEIs are required to provide a narrative report to demonstrate the qualitative aspects of their
project implementation in addition to the quantitative mobility data. It will also provide HEIs with
the opportunity to identify strengths and areas in need of improvement. The qualitative report
must be submitted within 60 days of the project end date.
The beneficiary final report is completed within Mobility Tool+. Some of the content is
automatically populated with mobility data already recorded on the Mobility Tool+ and the
remainder is completed by the HEI through narrative-based questions.
Scoring of the Beneficiary Final Report
The narrative final beneficiary reports will be assessed by experts who have completed relevant
assessor training. The maximum number of points that can be awarded is 100. Projects that are
awarded over 75 points are considered very good to excellent and the results should be
disseminated more widely.
Projects awarded between 50 to 75 points are considered average to good. If a project is awarded
below 50 points, there is serious cause for concern in relation to compliance with the ECHE
and/or other implementation issues. Consequences of low scores are set out in the Grant
Agreement, Annex III (Financial and Contractual Rules) ‘IV. Rules and conditions for grant
reduction for poor, partial or late implementation.’
5.23. Appeals
If you wish to appeal a decision made by the UK National Agency in relation to your Erasmus+
application for funding or grant agreement, you must follow the appeals procedure outlined on our
website.
Please note that you may only appeal if you believe the UK National Agency has not followed the
correct procedures as set out in the relevant Commission Call for Proposals or in the National
Agency’s own published guidance.
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5.24. Payment conditions
A first pre-financing payment of 70% of the HEI’s agreed grant amount will be made 30 days after
the NA has countersigned the Grant Agreement.
The NA requests an interim report in March at which point HEIs must update their data in the
Mobility Tool+. Please refer to Article I.4.3 of your Grant Agreement.
Payment following a report is subject to:
NA approval of the report, including the level of mobility requested;
Payment of any debts to the NA.
In the event of reduced mobility levels, the HEI may be invoiced for recovery of any unspent grant
or the NA may offset any debt against payments.
If the HEI has an outstanding debt, this may delay the signature of Amended Grant Agreements,
and the NA may offset this against any new Erasmus+ payments due. The NA will give advance
notice of an intention to offset debt.
5.25. Bank accounts and currency
All payments from the NA to the HEI are made in euros. The HEI must ensure that its designated
bank account can receive the grant funds in euros. The NA is not responsible for any delay
caused as a result of an institution’s bank account’s inability to receive such payments.
If the HEI pays flat rate grants in other currencies from funds paid to it in euros, the HEI must use
the monthly accounting rate established by the Commission and published on its website
(http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm) applicable
on the day when the bank account of the beneficiary is credited.
If actual costs for special needs are paid in sterling (£), the HEI must report them using the
exchange rate applicable on the date when the beneficiary received their pre-financing payment.
All reimbursements due to the NA from the beneficiary shall be paid in euros.
The NA shall not be liable for any exchange rate loss incurred by the beneficiary in converting
grant payments into and out of other currencies. The HEI should aim to avoid individual
beneficiaries incurring exchange rate losses.
For further information, please see Grant Agreement, I.4.9.
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5.26. Virement
HEIs may transfer funds between budget lines as follows:
Up to 50% of funds allocated to Organisational Support to student or staff mobility.
Up to 100% of funds allocated to student study mobility to student traineeships.
Up to 100% of funds allocated to student traineeships to student study mobility.
Up to 100% of funds allocated to staff mobility to student mobility.
Up to 100% of funds allocated to staff mobility can be issued to teaching and/or training.
6. Contracting Process
The Grant Agreement is a legal document (contract) between the NA and HEI. This must be
signed by the recorded Legal Representative or a staff member with appropriate proven
delegated authority.
6.1. Grant awards
HEIs must submit applications on-line by the published deadline. Failure to do so will result in
funds not being awarded for that year.
The Grant Agreement details the payment arrangements as well as the bank account or sub
account to which funds will be transferred. Grant recipients may not benefit from any other EC
funding for the same activity, even if this is across years.
The grant is intended to co-finance mobility activity. Under no circumstances may the grant give
rise to a profit. Please see page 242 of the 2016 Programme Guide for further information.
HEIs must return the Grant Agreements, duly signed, by the dates specified by the NA. Failure to
return signed Agreements on time may result in funds not being awarded for that year. Please see
page 246 of the 2016 Programme Guide for further information.
The General Conditions (Annex II) of the Grant Agreement sets out the arrangements and time
limits for modification, suspension and termination of the Grant Agreement. HEIs which fail to
meet their obligations may have their Agreements cancelled and/or be subject to financial
penalties.
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The Financial and Contractual Rules (Annex III) of the Grant Agreement sets out the supporting
documentation for eligible activities, grant modifications and rules for the reduction of grants for
poor performance.
Amendments to agreements must be requested in writing. Amendments to agreements then take
the form of a letter from the NA or a written amendment signed by both parties.
Please note that if information contained in this handbook differs from that in the Grant
Agreement, the text of the Grant Agreement will prevail.
6.2. Grant Agreements and Annexes
The Grant Agreement is split into several sections and annexes.
Information within the Grant Agreement
Special Conditions (project specific information)
General Conditions (applicable to all beneficiaries under this Key Action)
Financial and Contractual Rules (applicable to all beneficiaries under this Key Action)
Legal Representative
Important: Please check the Grant Agreement to see who is listed as the official legal
representative and/or contact person for your project. If the legal representative or contact person
for your project has changed since the submission of your application, e.g. original legal
representative has left your institution, your Grant Agreement will require amendment to reflect
this change and an updated version will need to be provided and signed by both parties. It is vital
that you keep the NA informed of any such changes throughout the duration of your project.
It is important that HEIs complete their Grant Agreement and associated documentation correctly
before submitting it to the UK NA. The NA is unable to accept any incorrectly completed
documentation. Please note that submitting documentation incorrectly or late could cause delays
to the UK NA countersigning your Grant Agreement and / or paying your institution.
Annex I General Conditions
These are the General Conditions you are agreeing to when you sign your Grant Agreement.
Annex II Description of the project (Activities details) and Estimated budget (Budget
Summary)
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This is a description of your project activities and a breakdown of your budget for the different
mobility types. It is issued as a separate document within the same email containing your
institution’s Grant Agreement.
Annex III: Financial and contractual rules
This annex provides comprehensive information on the financial and contractual rules surrounding
your Grant Agreement. There are two versions of this annex; one for single organisation
beneficiaries and one for consortia beneficiaries. It is the responsibility of the beneficiary to read
this information and to ensure compliance. Failure to do so may result in financial penalties.
Annex IV: Applicable rates
This document provides the applicable grant rates for mobilities within the Erasmus+ KA103
project.
Annex V: Templates for agreements and documents to be used between beneficiary and
participants.
These documents are agreements to be signed by the HEI and the participant, and also between
the receiving organisations. These can be found in ‘Agreements’ section of our website.
Annex VII – Bank Details Form
If the bank account shown in the Grant Agreement is not correct or requires amendment, Annex
VII must be completed to enable the NA to make payments.
The form should be signed by hand and in pen by the project’s legal representative or the legal
signatory for the bank account. The legal representative also needs to include their job title /
function. The form must be dated.
7. Student Mobility
7.1. Academic Fees
No university fees (for tuition, registration, examinations, access to laboratory and library facilities,
etc.) may be paid at the host HEI. However, small fees may be charged for costs such as
insurance, student unions, the use of miscellaneous material such as the photocopying of
academic material, and use of laboratory products on the same basis as these are charged to
local students.
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HEIs may not request any payment or charges from outgoing students in connection with the
organisation or administration of the Erasmus+ mobility period.
7.2. Tuition Fee Contribution and Support (formerly the fee
waiver)
For the 2016/17 academic year, Tuition Fee Contributions and Support will apply to students
starting courses at institutions in the UK on or after 1 September 2012 who are taking an
Erasmus+ study year or Erasmus+ traineeship for a complete academic year abroad. The
definition of a complete academic year for this purpose is at least 24 weeks (excluding weekends
and the usual holidays).
For the tuition fee rules for England please see:
http://www.practitioners.slc.co.uk/media/6984/sfe-1617-erasmus-guidance-v10-final.pdf
For the tuition fees for Wales please see:
http://www.studentfinancewales.co.uk/media/195523/sfw-1617-erasmus.pdf
For the tuition fees for Scotland and students from Scotland, please see:
http://www.saas.gov.uk/full_time/ug/independent/funding_available.htm
For the tuition fees for Northern Ireland please see:
http://www.studentfinanceni.co.uk/portal/page?_pageid=54,1266656&_dad=portal&_schema=PO
RTAL#section7
7.3. Grant Status of Students and National Schemes
All students’ entitlements to national grants or loans for study at their home HEI must be
maintained during their Erasmus+ period abroad. Entitlement must not be discontinued,
interrupted, or reduced while they are studying in a participating country and receiving an
Erasmus+ mobility grant.
HEIs may not reduce the amount of Erasmus+ mobility grant paid to students who are eligible to
apply for national grants and/or loans. Students who do not qualify for national support may still
qualify for Erasmus+ support.
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International students who receive grants or loans when studying in the UK should continue to do
so if they undertake an Erasmus+ period abroad. Please see page 256 of the 2016 Programme
Guide for further information.
7.4. Agreements with Participants
Grant Agreements, Learning Agreements and guidance are available in the ‘Agreements’ section
on the Erasmus+ website. Before student mobility has commenced, the home HEI must ensure
that each student has a mobility Grant Agreement signed by the student and the home HEI,
formally accepting the grant and acknowledging the obligations associated with its acceptance.
The Grant Agreement text must be used in full but the HEI may add to it if they wish.
Failure to sign and retain the agreement may result in the NA recovering the grant at a future
audit. Scanned copies of documents with original signatures are acceptable for audit.
In addition, the student, the home HEI and the host must sign the Learning Agreement. This
should be signed before the mobility commences. However, the UK NA has made an exception
allowing the Learning Agreement to be signed up to one month after the start of the mobility if it is
not possible to complete this earlier. Learning Agreements may be signed electronically, and if
HEIs have an IT system in place to produce the Learning Agreement or the Transcript of Records,
they can continue using it.
The section “During the mobility” should be completed if there are changes after the student has
started their period abroad. The section “After the mobility” should be completed by both HEIs
unless this information is kept in another format (with Erasmus+ documentation relating to the
student).
Amendments to the agreement must be agreed through a formal notification by both parties,
either by letter or electronically. If you wish to issue an amendment via email, a response
confirming the change is necessary. Evidence of this should be retained for audit purposes.
There must be documentary evidence of the duration of the mobility. These dates should be
provided in the Transcript of Records for study (see the Learning Agreement “After the Mobility”)
or the traineeship certificate (see Learning Agreement for Traineeships “After the Mobility”), or if
the HEI wishes, a Certificate of Attendance may be appended to the Transcript. These documents
may be supplemented by other supporting documents, e.g. where any additional time needs to be
justified. Flight-related documentation, such as booking records or boarding passes will not count
as sufficient evidence, but should be retained for audit purposes.
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7.5. Erasmus+ Student Charter
The HEI must issue each student with an Erasmus+ Student Charter before the mobility period
commences, as an annex to the Learning Agreement. The Student Charter is available in the
‘Agreements’ section on our website.
7.6. Student Report
Upon return from an Erasmus+ study or traineeship period, the HEI must ensure that the student
submits their individual electronic report via the EU Survey. The Mobility Tool+ will issue an
automated email containing the participant’s individual link to their feedback report. This will be
sent to their recorded email address at the end date of the project. Coordinators are able to
resend the automated messages by selecting the ‘resend’ button in the individual’s record on the
Mobility Tool+.
The data can be downloaded by the HEI using the Mobility Tool+. For further information, please
read the Mobility Tool+ guidance document which is available on our website.
7.7. Multiple Erasmus+ Periods
Students may undertake up to 12 months mobility for each cycle of higher education:
undergraduate (including short cycle), masters, doctorate and recent graduates (traineeships
only).
This may be in any combination of study and traineeship, provided that each mobility meets
minimum requirements for duration and any other applicable criteria.
Students can undertake numerous mobilities providing they do not exceed a total of 12 months.
Two or more mobilities (for example one of eight months and one of three months) in the same
year should be reported as separate mobilities. A gap between mobilities is acceptable. This also
applies to Graduate Traineeships. Please see the ‘Recent Graduates Traineeship’ section of this
handbook.
Mobility under the Lifelong Learning Programme (LLP) is included in calculation of the 12 months
mobility.
For degrees covering two cycles, for example a first degree leading to a master’s level
qualification, mobility periods up to a total duration of 24 months may be undertaken.
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7.8. Erasmus+ Language Support
The promotion of language learning and linguistic diversity is one of the objectives of Erasmus+.
The EC has provided an Online Linguistic Support (OLS) system that is designed to assess the
competence in the language of study or work before and after the mobility. The assessment is
mandatory for those undertaking a mobility for a period of two months or longer in one of the
following 12 languages where it is not the student’s native language: English, Spanish, Italian,
French, German, Dutch, Czech, Danish, Greek, Polish, Portuguese and Swedish.
For other languages, HEIs may use other established tests. The results of the language
assessment test carried out by participants before their departure will not stop them from taking
part in the mobility activity, whatever the result, unless the receiving HEI has specified the
language level required in the Inter-Institutional Agreement.
Organisational Support (OS) funding may be used for training in languages which are not
currently provided by the EC.
7.9. Zero Grant and Partial Grant Students
Zero grant students may undertake Erasmus+ mobility, at the discretion of their HEI. These
students must fulfil all Erasmus+ criteria but receive no Erasmus+ mobility grant. They are eligible
for all other benefits of Erasmus+.
In addition, the HEI may choose not to fund part of a study or traineeship student mobility.
The HEI should also report mobilities where the students received no funding (zero grant
students). They must also report all months of mobilities which have received partial funding. The
period that will be covered by funding must meet the minimum duration required, e.g. for a 6
month study mobility, at least the 3 months minimum duration must be funded. The entire mobility
duration should be reported and any duration that does not receive mobility funding should be
reported in days in the ‘non-funded duration days’ field. Please refer to Mobility Tool+ guidance.
Any months at zero grant count towards the maximum 12 months Erasmus+ mobility in
any cycle.
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7.10. Proof of payment
All payments made as a result of Erasmus+ funding may be subject to audit by the NA or by other
bodies. The HEI will be asked to provide proof that the grant has left the HEI’s bank account or
been received by the student. Failure to do this may result in the NA recovering the grant.
8. Student Study Mobility
Erasmus+ grants for study may only be paid to students participating in an approved mobility
programme under the HEI’s ECHE and Inter-Institutional Agreements with partners in other
participating countries.
8.1. Eligible Students
To be eligible, when making arrangements for their mobility, including the signing of mobility
agreements, students must be:
formally registered at a UK HEI (which holds an ECHE) and undertaking higher education
studies leading to a recognised degree or other recognised tertiary level qualification, up to
and including the level of doctorate; or
be enrolled in short-cycle higher vocational education2 (in the UK this includes Foundation
Degree and HND courses) at an HEI which holds an ECHE.
Students undertaking study mobility must be enrolled at least in the second year of higher
education.
Part time students are eligible to participate in Erasmus+ providing they study full time during their
mobility period.
Student of any nationality can undertake an Erasmus+ mobility.
2 Defined as post compulsory education but sub bachelor level courses which lead to the award of a
‘degree’ after 18 months/two years; vocationally oriented courses taken after completion of secondary education and leading to a degree on completion of two years (sometimes 1.5 years) study. This corresponds to the short cycle qualifications – approximately 120 ECTS – as described in the Framework for Qualifications of the European Higher Education Area.
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Students originally from another Programme Country can return to their home country, but priority
must be given to other students.
8.2. Duration of Study Mobility
Erasmus+ mobility for study must be between a minimum of three months (or one academic term
or trimester) and a maximum of 12 months, per cycle. In one-cycle study programmes, such as
medicine, students can be mobile for up to 24 months.
The period of time between the start and the end date of the mobility, without any rounding up or
down, will be considered to be the duration of the mobility. The duration should be based on full
months (regardless of whether the months are of 28, 29, 30 or 31 days), plus any remaining days.
A year is seen as 360 days.
For students, the duration is calculated from the first day the student is required to be at their
place of study. For example, this could be the start date of the first course, a welcoming event
organised by the host institution, an information session for students with special needs, a
language and intercultural course organised either by the host institution or other organisations (if
the sending institution considers it relevant for the mobility).
The end date is the last date they need to be present and is not the actual date of departure. This
is, for example, the end of exams period, courses or mandatory sitting period.
Extension to original mobility period
An extension to the original mobility period may be agreed between the home HEI and the host as
long as the following conditions are met:
the agreement is made and arrangements completed in advance of the scheduled
completion date of the original Erasmus+ period;
the extension follows immediately after the current Erasmus+ period. There should be no
gaps (holidays and HEI closures are not considered gaps). If there is a gap, justification
needs to be made by the home HEI and approved by the NA. The extension is agreed by
all parties, in writing.
No student mobility period, including any extension granted, will be funded for more than 12
months.
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8.3. Eligible Student Study Activity
Grants for study can be awarded only for full time undergraduate or postgraduate study mobilities,
including thesis preparation (but excluding research activities not specifically forming part of a
course of studies), leading to a recognised diploma or degree, at a partner HEI in a programme
country holding an ECHE.
PhD students may receive an Erasmus+ grant for study provided that their work is in a partner
HEI with which their home institution has an Inter-Institutional Agreement, and any research or
other activity which contributes directly to the PhD.
8.4. Recognition
Only periods of study which are part of the student's curriculum are eligible. The HEI must be
satisfied that the programme of study is integrated into the student’s current degree course and
must be clear how the study will be formally recognised as part of the degree.
Full recognition must be awarded, preferably using ECTS credits. The means of recognition must
be included in the mobility agreement, for more information see:
http://ec.europa.eu/education/tools/ects_en.htm.
See also the EuroPass website: www.uknec.org.uk.
Upon satisfactory completion of the mobility period, the host HEI must provide the student with a
Transcript of Records completed in accordance with the Learning Agreement. The receiving
institution should send the Transcript of Records to the student and the sending institution within a
period stipulated in the Inter-Institutional Agreement (normally within five weeks after
publication/proclamation of the student’s results at the host institution).
Credit for, or recognition of, studies undertaken by the student at the host HEI may be withheld
only if the student fails to achieve the level of academic attainment required by the host HEI or
otherwise fails to satisfy the agreed conditions required by the participating HEIs for recognition. It
is at the HEI’s discretion whether to report a mobility (and allow the student to keep the grant) if a
student has completed the minimum duration required but does not gain all the planned credits for
the mobility.
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8.5. Students from Disadvantaged Groups
For 2016, only for students undertaking study mobility, a supplementary grant is available for
those students from a disadvantaged background. (Both undergraduate and postgraduate
students would be eligible to apply). The Disadvantaged Background supplementary grant is an
extra €100 per month. Eligible students are defined as disadvantaged by the relevant authorities
and are eligible for grants and loans. For example, in England, these are students from
households with annual incomes of £25,000 or less.
For students from outside the UK, decisions on entitlement to this grant are made on the same
principles as the £25,000 threshold stated above. That is, if the student is entitled to receive extra
payments based on national or regional criteria for disadvantage, and can provide evidence of
this.
However, it is ultimately at the discretion of individual HEI how it uses the payment for
disadvantaged students, referring to any measures already taken within the HEI to ensure parity
of treatment and provided that decisions are based on transparent processes.
HEIs must pay the grant to all students within the eligible group. The grant may be paid to
students from disadvantaged groups who are also receiving funding for special needs.
HEIs must report students eligible to receive the Disadvantaged Background in the Interim Report
to ensure funding is provided.
The European Commission and the NA respect HEI concerns about confidentiality and take
appropriate measures to ensure that data is secure (see the Grant Agreement, Article II.7.).
Students should be informed that this payment, and, in the event of an audit, the data on which it
is based, will be reported to the NA.
In the event of audit, HEIs would need to provide evidence that a student receiving the grant is
eligible under the rules outlined above, and that they have been chosen according to clear,
transparent processes. Please see page 45-46 of the 2016 Programme Guide for further
information.
8.6. Student Mobility Grants
Grants are a contribution towards the costs of the planned Erasmus+ mobility period. The grant
rate is set at the beginning of the year and will not change. All students should be paid at the
appropriate rate.
36 KA103 2016 Operational Handbook Uncontrolled when printed.
The HEI must make a first payment of between 70% and 100% of the grant specified in the
agreement within 30 days of signature of the student Grant Agreement by both parties and no
later than receipt of confirmation that the student has arrived at the host institution. This is
specified in the Student Grant Agreement, available in the Agreements section of the Erasmus+
website.
Eligible students will be awarded the grant as indicated in the table below:
Different country bands;
Monthly supplement for students from disadvantaged groups that only applies to study
students.
Country Student study mobility Student study mobility
Monthly grant Monthly supplement for
students from disadvantaged
backgrounds
Group 1 countries (high cost of living)
Denmark, Ireland, France, Italy, Austria, Finland,
Sweden, United Kingdom, Liechtenstein,
Norway
€330 € 100
Group 2 countries (medium cost of living)
Belgium, Czech Republic, Germany, Greece, Spain, Croatia, Cyprus, Luxembourg, Netherlands, Portugal, Slovenia, Iceland, Turkey
€280
Group 3 Countries (low cost of living)
Bulgaria, Estonia, Latvia, Lithuania, Hungary,
Malta, Poland, Romania, Slovakia, former
Yugoslav Republic of Macedonia.
8.7. Students on Erasmus+ Joint Master’s Degree Courses
European students are eligible to apply for an Erasmus+ scholarship to participate in one of its
joint programmes (at Master’s level).
Students enrolled in an Erasmus+ Joint Master’s Degree (JMD) programmes may apply for an
Erasmus+ study grant provided they:
have not received an Erasmus+ JMD scholarship;
comply with all eligibility criteria, including for multiple mobilities.
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When applying for an Erasmus+ grant as an Erasmus+ JMD student, all Erasmus+ rules must be
respected.
Under Erasmus+ JMD courses, Inter-Institutional Agreements are required for sending students
not in receipt of an EMJMD scholarship. Please see pages 96 - 103 and 256 of the 2016
Programme Guide for more information.
9. Student Traineeship Mobility
Traineeships are defined as a period of time a student spends in an enterprise or organisation in
another country, with a view to acquiring specific competences that are required by the labour
market, carrying out work experience and improving their understanding of the economic and
social culture of that country, which is relevant to the student’s higher education.
A wide variety of organisations may act as a host, provided that the traineeship contributes to the
student’s course of study if the student is still enrolled at an HEI. The traineeship may be arranged
by the student or by the home HEI.
9.1. Eligibility
Student Eligibility
Erasmus+ grants for traineeships can be paid to students:
Registered in and studying at HEIs which hold an ECHE or;
Who have been registered in HEIs which hold an ECHE, within one year after graduation.
Students undertaking traineeships may be in any year of study.
Ineligible Organisations
The following types of organisation are not eligible as host organisations:
EU bodies including specialised agencies, for a full list see:
www.ec.europa.eu/institutions/index_en.htm;
Organisations managing EU programmes (such as National Agencies) in order to avoid
possible conflict of interests and/or double funding.
Eligible Organisations
Eligible organisations can be any of the following:
38 KA103 2016 Operational Handbook Uncontrolled when printed.
Any public or private organisation active in the labour market or in the fields of education,
training and youth. For example, such organisation can be:
- A public or private organisation, a small, medium or large enterprise (including social
enterprises);
- A public body at local, regional or national level;
- A social partner or other representative of working life, including chambers of
commerce, craft/professional associations and trade unions;
- A research institute;
- A foundation;
- A school/institute/educational centre (at any level, from pre-school to upper secondary
education, and including vocational education and adult education);
A non-profit organisation, association, NGO
A body providing career guidance, professional counselling and information services.
A Programme Country HEI awarded with an ECHE;
Embassies.
If the placement takes place in a representative or public institution of the home country of the
student (e.g. cultural institutes, schools) the HEI must indicate on the Learning Agreement what
additional transnational benefits the student will obtain as compared to a similar placement in the
country of his or her home institution.
An HEI may be the host for a traineeship but only where the student is attending for work
experience. A valid Inter-Institutional Agreement between participating HEIs is not required, but
the host HEI is required to hold an ECHE.
9.2. Duration of Student Traineeships
Erasmus+ traineeships must be for a minimum of two months and a maximum of 12 months per
cycle. In one-cycle study programmes, such as medicine, students can be mobile for up to 24
months.
The duration of a traineeship by recent graduates counts towards the 12 months maximum of the
cycle during which they applied for.
The period of placement may be interrupted by enterprise holidays, such as Christmas, with the
grant being paid during this period. However, the period will not count towards the minimum
duration.
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The period of time between the start and the end date of the mobility, without any rounding up or
down, will be considered to be the duration of the mobility. The duration should be based on full
months (regardless of whether the months are of 28, 29, 30 or 31 days), plus any remaining days.
A year is seen as 360 days.
For students, duration is calculated from the first day the student is required to be at their place of
traineeship. For example, this could be the first day of work, a welcoming event organised by the
Receiving Organisation/Enterprise, an information session for trainees with special needs, a
language and intercultural course organised either by the Receiving Organisation/Enterprise or
other organisations (if the Sending Institution considers it relevant for the mobility).
The end date is the last date the student is required to be present at the receiving
Organisation/Enterprise to carry out his/her traineeship, not the students’ actual date of departure.
9.3. Eligible Student Placement Activity
There are three different provisions for traineeships:
1. Traineeships embedded in the curriculum (counting towards the degree);
2. Voluntary traineeships (not obligatory for the degree);
3. Traineeships for recent graduates.
Traineeship placements must be full time, applicable to the type of work. For instance, Language
Assistants are contracted to approximately 15 hours a week but are expected to spend time also
creating lesson plans.
9.4. Erasmus Intern
The Erasmus Student Network has created an online platform for traineeship providers to
advertise their available traineeships. Students are able to browse, contact traineeship providers,
apply for traineeships and they can also advertise themselves and their traineeship interests.
The online platform can be found here: http://erasmusintern.org/
40 KA103 2016 Operational Handbook Uncontrolled when printed.
9.5. Students from Disadvantaged Groups
Disadvantaged students undertaking traineeships are NOT entitled to the supplement for students
from disadvantaged groups under Erasmus+. This is because they already receive a higher
monthly grant.
9.6. Recent Graduate Traineeships
Graduate traineeships must be selected by the home HEI, with evidence of the students’ selection
during the student’s final year of studies. A student must carry out and complete their traineeship
abroad within one year of their graduation. The student’s documentation can be completed after
the student has graduated, but this can increase the risk to the HEI.
The students complete the same documentation as enrolled students undertaking traineeship
mobility. The home HEI remains responsible for the student’s grant, and for ensuring all
paperwork is completed, including evidence of the duration of the mobility.
The point of graduation is normally when the student has received notice from their university that
they have been notified of completing their exams and will be awarded their degree. The period of
the traineeship counts in the maximum 12 months mobility in the cycle from which the student is
graduating. For instance, having completed 3 months in their final year; the student can receive
funding for up to 9 months as a recent graduate.
Recent Graduates are able to undertake more than one traineeship providing each mobility is of
two months, the 12 month quota is not exceeded and the added value of having different
receiving organisations is clearly demonstrated. Traineeships undertaken after the student has
graduated do not need to be recognised as the aim of these is to improve the student’s
employability.
9.7. Recognition
The home HEI must give full recognition for traineeships undertaken during a degree course. For
traineeships which are part of the student's curriculum, full recognition must be awarded wherever
possible by using ECTS credits. Please visit EC Traineeships website for further information.
In the case of a traineeship that is not part of the curriculum of the student, the HEI must provide
recognition at least by recording the traineeship in the Diploma Supplement.
41 KA103 2016 Operational Handbook Uncontrolled when printed.
After the mobility, the Receiving Organisation/Enterprise should send a Traineeship Certificate to
the trainee and Sending Institution, normally within five weeks after successful completion of the
traineeship.
Students must complete their placements to the standards of the Host Organisation in order for it
to be fully recognised.
If a student does not fulfil these requirements, the HEI may use discretion as to whether to count
the mobility and allow the student to keep the grant.
See also the EuroPass website.
9.8. Student Mobility Grants for Traineeships
Student grants for traineeships are a flat rate grant calculated at a monthly rate. Grants are a
contribution towards the costs of the planned Erasmus+ mobility period. The grant rate is set at
the beginning of the year and will not change after interim reporting. All students should be paid at
the appropriate rate.
Eligible students will be awarded the grant as indicated in the following table.
Please note in the table below:
Country bands;
Higher rates to be paid for traineeships;
Students from disadvantaged groups undertaking traineeships do not receive a
supplement.
Country Student traineeship
Monthly grant
Group 1 countries (high cost of living)
Denmark, Ireland, France, Italy, Austria, Finland, Sweden, United Kingdom, Liechtenstein, Norway
€430
(€330 + €100
traineeship monthly top
up)
Group 2 countries (medium cost of living)
Belgium, Czech Republic, Germany, Greece, Spain, Croatia, Cyprus, Luxembourg, Netherlands, Portugal, Slovenia, Iceland, Turkey
€380
(€280 + €100
traineeship monthly top
up)
Group 3 Countries (low cost of living)
Bulgaria, Estonia, Latvia, Lithuania, Hungary,
42 KA103 2016 Operational Handbook Uncontrolled when printed.
Malta, Poland, Romania, Slovakia, former Yugoslav Republic of Macedonia
9.9. British Council Language Assistants
Students carrying out a Language Assistantship may receive a grant for an Erasmus+ traineeship
providing they meet all Erasmus+ eligibility criteria and that all Erasmus+ procedures are followed.
Documentary and reporting requirements for Language Assistants are the same as for all
Erasmus+ students.
British Council Language Assistants are subject to the same rules as any Erasmus+ student with
regard to tuition fees and the tuition fee contribution.
Please note that the British Council Language Assistants scheme and Erasmus+ have separate
procedures, both of which must be followed.
If an Erasmus+ student is participating in the Language Assistants programme and are working at
more than one school, the main school or where they spend the majority of their time should
complete the documentation for the student.
9.10. IAESTE
Outgoing students who have a placement under IAESTE are eligible for an Erasmus+ grant
provided that the placement fulfils all criteria for an Erasmus+ placement. Documentary and
reporting requirements are the same as for all other Erasmus+ students.
10. Staff Mobility
Erasmus+ staff mobility can be undertaken by both teaching and administrative staff. To be
eligible, they must hold a contract of employment with the sending HEI.
Staff mobility is expected to contribute to the overall priorities of Erasmus+, the EU Agenda for
Modernisation of Higher Education and the individual HEI’s international strategy, as summarised
in the ECHE. Staff mobility is therefore not solely intended to be for the benefit or career
development of the individual member of staff.
43 KA103 2016 Operational Handbook Uncontrolled when printed.
10.1. Duration of Teaching or Training Period
Mobility for staff teaching and staff training may be from two days to two months, excluding
travel time. For teaching mobilities, the individual must deliver at least eight hours of teaching per
week (or at a proportional scale for shorter visits).
10.2. Staff Mobility - Combined
Staff can participate in mobilities that combine both teaching and training.
A staff member undertaking a combined mobility must complete a minimum of 8 hours teaching
per week (or any shorter period of mobility – i.e. if the mobility is for two days, it must still include 8
hours of teaching). For mobility which lasts longer than one week, the amount of teaching time
during any incomplete weeks should match proportionally.
If the staff member wishes to combine teaching and training in one mobility at the same institution,
the staff member submits a single application to their home institution. The staff member will also
be required to submit only one Mobility Agreement. Information regarding the training period can
be easily added to the Mobility Agreement for Staff Teaching.
The sending institution would then report the single mobility on the Mobility Tool+ as a teaching
mobility but will select the “Combined Teaching and Training”. In addition to selecting this option,
the beneficiary should enter the name of the organisation providing the training activities, its
location and the duration of the training in the field "Mobility Comments".
If there are two different receiving institutions, the approach depends on how far from one another
they are located. If there is less than 100km between the two receiving institutions, the two
activities can be considered as one combined mobility.
If there is more than 100km between the two receiving institutions, the activities should be
considered as two different mobilities and not a combined one. There will be two mobility
agreements and two Grant Agreements.
10.3. Staff Mobility Grants
Mobility grants for staff are provided as contributions towards subsistence and travel.
44 KA103 2016 Operational Handbook Uncontrolled when printed.
Staff subsistence and travel costs are paid as flat rates, regardless if your institution pays
receipted expenditure. Travel days are not included in the calculation of the minimum duration.
An HEI can award funding for up to 2 travel days. A travel day is a day’s subsistence for the staff
member traveling before and/or after participating in teaching or training activities. 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.
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Receiving Country Code 1 Day 2 Days 3 Days 4 Days 5 Days 6 Days 7D/1wk 2 Weeks 3 Weeks 4 Weeks 2 Months
Austria AT 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Belgium BE 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Bulgaria BG 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Croatia HR 100 200 300 400 500 600 700 1,400.00 1,890.00 2,380.00 4,620.00
Cyprus CY 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Czech Republic CZ 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Denmark DK 160 320 480 640 800 960 1,120.00 2240 3024 3808 7392
Estonia EE 100 200 300 400 500 600 700 1,400.00 1,890.00 2,380.00 4,620.00
Finland FI 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
France FR 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Germany DE 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00
Greece GR 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Hungary HU 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Iceland IS 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Ireland IE 160 320 480 640 800 960 1,120.00 2240 3024 3808 7392
Italy IT 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Latvia LV 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00
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Liechtenstein LI 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Lithuania LT 100 200 300 400 500 600 700 1,400.00 1,890.00 2,380.00 4,620.00
Luxembourg LU 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Macedonia MK 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00
Malta MT 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00
Netherlands NL 160 320 480 640 800 960 1,120.00 2240 3024 3808 7392
Norway NO 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Poland PL 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Portugal PT 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00
Romania RO 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
Slovakia SK 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00
Slovenia SI 100 200 300 400 500 600 700 1,400.00 1,890.00 2,380.00 4,620.00
Spain ES 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00
Sweden SE 160 320 480 640 800 960 1,120.00 2240 3024 3808 7392
Turkey TR 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00
UK UK 160 320 480 640 800 960 1,120.00 2240 3024 3808 7392
Up to the 14th day, the daily rate is used. Between the 15th and the 60th day, 70% of the daily rate is used per day. 2 months is 60 days.
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HEIs choose how to pay staff
subsistence and travel grants.
For example, HEIs may choose to pay against receipted expenditure, at rates to be decided by the HEI or at the rates given above, on
condition that the payment does not exceed the maximum defined in the table. The NA will audit the activity, but not actual expenditure.
48
10.4. Travel Grants
Staff travel grants are paid according to distance travelled, at the following rates:
For travel distances between 100 and 499 KM: 180 EUR per participant
For travel distances between 500 and 1999 KM: 275 EUR per participant
For travel distances between 2000 and 2999 KM: 360 EUR per participant
For travel distances between 3000 and 3999 KM: 530 EUR per participant
For travel distances between 4000 and 7999 KM: 820 EUR per participant
For travel distances of 8000 KM or more: 1100 EUR per participant.
The HEI must use the EC distance calculator to calculate the distance to be travelled. Either Google
Chrome or Mozilla Firefox are recommended - not Internet Explorer. The distance to be calculated
is one way - from the location of the sending organisation to that of the receiving organisation. The
grant covers the outward and return journey.
10.5. Calculating Travel
If a staff member undertakes two separate mobilities in two different countries (e.g. France and
Spain) without returning to the home location the travel for the first mobility is calculated on the
distance between the home location and the first mobility location (e.g. France). The travel grant for
the second mobility is based on the distance between the location of the first mobility and the
second (e.g. France to Spain). An explanation in the Mobility Tool+ should be added in the field
"Comments for a different location" to justify that a different distance band is used.
If a staff member is already abroad on a non-Erasmus+ activity in a programme country and wishes
to undertake a mobility in another programme country, the distance should be calculated from the
real place of departure to the location of the activity.
For a staff member undertaking consecutive mobilities within the same country, the travel distance
calculated depends on how far the receiving institutions are from one another. If there is less than
100km between the two receiving institutions, the activities may be considered as one combined
mobility. If there is more than 100km between the two receiving institutions, the activities are
separate mobilities and the travel for the second mobility should be calculated from the first
receiving institution to the second.
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10.6. Proof of payment
All payments made as a result of Erasmus+ funding may be subject to audit by the NA or other
bodies. If there is an audit, the NA will ask for evidence that the grant has left the HEI’s bank
account or have been received by a staff member. Failure to provide this may result in the NA
recovering the grant.
10.7. Agreements with Participants
Before a staff mobility commences, the home HEI must ensure that the staff member has signed a
mobility Grant Agreement with the HEI, formally accepting the grant and acknowledging the
obligations associated with its acceptance. The agreement must be retained as a record of the
mobility. Failure to sign and retain the agreement may result in the NA recovering the grant. This
text must be used in full and cannot be altered, but the HEI may add to it if they wish.
Please note: Electronic (digital) signatures are acceptable.
10.8. Staff Report
Upon return from an Erasmus+ teaching or training period, the staff member must submit their
individual electronic report via the EU Survey. The Mobility Tool+ will issue an automated email
containing the participant’s individual link to their feedback report, to the recorded email address at
the end date recorded on the Mobility Tool+. Coordinators are able to resend the automated
messages by selecting the ‘resend’ button in the individual’s record on the Mobility Tool+.
The data can be downloaded by the HEI using the Mobility Tool+. For further information, please
read the Mobility Tool+ guidance document which is available on our website.
10.9. Recognition of Staff Mobility
HEIs must recognise staff mobility assignments, as described in the ECHE and in the Agreement
with the staff member, for example through the HEI’s performance management system. The staff
member should disseminate learning to their colleagues at the appropriate level within the HEI
(department, faculty etc.) in line with requirements for dissemination of outcomes of activity (see
pages 300 – 304 of the 2016 Programme Guide.). Evidence of such dissemination should be
retained by the HEI.
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10.10. Reimbursement of Unspent Grant
If a staff member is unable to fulfil the teaching and/or training requirements of their Erasmus+
period abroad the HEI should inform the NA who will decide whether the grant can be retained. The
NA may ask for the funding to be reimbursed.
11. Staff Mobility – teaching
Teaching staff employed by an HEI holding an ECHE may undertake Erasmus+ staff mobility for
teaching. The teaching period must be in a partner HEI, which must hold ECHE accreditation and
an Inter-Institutional Agreement must be in place with the teacher’s home HEI.
11.1. Staff Teaching Programme
Prior to departure, the home and host HEIs or Host Organisation must formally agree the teaching
programme, using the Staff Mobility Agreement. This can be completed electronically. Any
amendments must also be agreed and retained.
11.2. Confirmation of Teaching Period
There must be documentary evidence of the duration of the mobility period signed by the Host
Organisation. At the end of a teaching period abroad the host HEI must confirm the activity
undertaken along with the start and end dates. Failure to provide this may result in recovery of the
grant in the event of an audit.
11.3. Invited staff from an enterprise/organisation
HEIs are allowed to invite staff from an enterprise/organisation to come to their university to deliver
teaching or training. The invited staff member signs the mobility agreement with the host UK HEI
and may be paid a grant by the host HEI. In the event of an audit, there must be evidence of the
activity signed by the host, as with staff mobility.
HEIs receive OS funding for invited staff from other types of organisation as it is still considered as a
mobility. To attract OS funding, the HEI needs to be able to provide evidence that the invited staff
have participated. Please see page 43 - 44 of the 2016 Programme Guide for further information.
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12. Staff Mobility – training
Erasmus+ training periods support the professional development of HEI staff. Teaching and non-
teaching staff, including administrative and other staff, employed by an HEI holding an Erasmus+
ECHE accreditation may undertake Erasmus+ mobility for training. The training period may be in
another HEI or any other appropriate organisation. A host HEI for staff training does not need to
have an Inter-Institutional Agreement with the home HEI.
Training events abroad may be in the form of job shadowing, observation, attendance at workshops
or courses etc. This may be for transfer of knowledge and good practice, to learn from shared
experience, acquire practical skills or to discover new ideas for teaching and learning,
Conferences are not funded under Erasmus+ KA1.
12.1. Staff Training Programme
Prior to departure, the full training programme must be agreed formally by the home and host HEI or
enterprise, by exchange of letters or electronically. Minimum requirements for the training
programme are in the Staff Mobility Agreement. Evidence must be kept that this has been agreed
prior to departure, and any amendment must also be formally agreed and retained. Changes may
be communicated electronically.
12.2. Staff Training Opportunities
The European Commission have created a website detailing staff training opportunities, such as
International Weeks. You can find the website here: http://staffmobility.eu/staff-week-search
13. Organisational Support (OS)
For KA103 projects, all HEIs and consortia which have received grants for outgoing student/staff
mobility and/or incoming staff from enterprises or other organisations also receive a grant for
Organisational Support (“OS”). Both KA103 and KA107 projects receive an OS grant set at the
same rate. OS is based on the total number of mobilities, including staff, students and invited staff
from enterprises or other organisations. The OS grant rates are:
€350 (per participant) for up to 100 participants;
€200 per any additional participants (above 100 participants).
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OS funding is included in the 70% initial pre-financing payment, based on the numbers of mobilities
in the Grant Agreement.
If the final outgoing student and staff mobility is below the final contract mobility then the HEI may
be asked to refund part of the OS funding. A margin of 10% is allowed, so that if the number of
mobilities drops by up to 10%, OS will remain the same. However, OS will not exceed the maximum
in the Grant Agreement. If there is no outgoing mobility or invited staff from an enterprise in the
project, the final OS grant will be zero.
Zero grant students will be included in the calculation of the OS grant.
13.1. Eligible OS activity
The HEI may decide how the OS grant is to be used, provided it is used on activities related to the
Erasmus+ HE mobility and that the HEI observes the European Commission and NA’s rules as
stated in the Grant Agreement and the 2016 Programme Guide.
It is a contribution to any cost incurred by the HEI in supporting student and staff mobility, both
incoming and outgoing, in order to comply with the quality commitments in the ECHE. The list of
examples can be found on pages 43 - 44 of the 2016 Programme Guide.
13.2. OS and insurance
Insurance costs for students can be covered by OS. The sending HEI must verify that outgoing
students are informed in advance about the situation in the host country in terms of insurance and
have sufficient insurance coverage for their entire Erasmus+ period. For Student Traineeships, it is
normally the receiving organisations responsibility to provide insurance, or cover the cost of
insurance. However, if it is not possible, it is up to the sending institution to determine if the cost of
insurance can be covered by the OS funds.
For further information about insurance please see page 11-12 of the 2016 Programme Guide.
14. National Agency Monitoring Activities
The National Agency is required under its contract with the European Commission to undertake
monitoring activities, audits and checks on a representative sample of organisations each year. The
checks vary in scope and depth according to the kind of check performed. These checks are carried
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out to ensure that the management of the Erasmus+ Programme is satisfactory and within the terms
of the grant agreement and programme rules.
Beneficiaries are accountable to the UK National Agency for the implementation of the project, for
the use of funds received and for the amounts paid to participants. Therefore, beneficiaries should
ensure that appropriate reporting and monitoring procedures are in place. Project monitoring should
involve checking the financial performance and general performance of the project against the
objectives set out in the application. Beneficiary must gather and retain all necessary information
and documentary evidence, which demonstrates clear and transparent management of the project
as this may be inspected by the European Commission.
Please refer to section V. of Annex III – Financial and Contractual Rules for full list and description
of National Agency checks.
14.1. Documentary Evidence
Please see Financial and Contractual rules of your Grant Agreement, Annex III.I.2 Calculation and
supporting documents for unit contributions for requirements regarding documentary evidence of
mobility.
14.2. Feedback from Audit Visits Carried Out by the NA
At the end of a visit the HEI will receive informal feedback.
The NA will give formal feedback in the form of a draft visit report, taking into account any initial
comments from the HEI, within 30 days of the visit.
The HEI will have 30 days to respond to the draft report during which time the NA will accept
missing information or other explanations as necessary. At the end of the 30 day period, the NA will
issue their final report.
14.3. Repayment of Grant Monies
Following validation of the final report data, and adverse audit findings, the NA will request
reimbursement of any funds overpaid or incorrectly reported. The NA will not enter into an
agreement for future years with the institution until any outstanding amounts identified are repaid.
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14.4. Practicalities for Audit Visits Carried Out by the NA
The Erasmus+ co-ordinators at HEIs selected for visits will be contacted in advance to agree a date
and will be advised of areas to be covered. A sample list of mobilities to be examined will normally
be given in advance of the visit. To aid the process the HEI should prepare copies of the
documentation described in this section as evidence of activity.
14.5. Appeals
An appeal is defined as a request for a review of a decision taken by the NA that the HEI feels is
incorrect or unfair. There is an appeals procedure for Erasmus+ applicants and beneficiaries.
Please see the Erasmus+ website for further information.
15. Online Linguistic Support
The Online Linguistic Support (OLS) is an online platform, designed to improve the knowledge of
the language in which an Erasmus+ participant will work, study or volunteer, before and during their
stay abroad.
The OLS offers online language assessments and, where applicable, language courses to any
student participating in an Erasmus+ mobility activity with a duration in excess of two months.
OLS is available in the following 12 languages: English, Spanish, Italian, French, German, Dutch,
Czech, Danish, Greek, Polish, Portuguese and Swedish
The goal is to progressively expand the OLS system to all EU official languages by 2020.
If a student is undertaking mobility in a language not supported by the OLS, then your institution
needs to use its OS funding to provide support for these students. When using the OLS system
Google Chrome or Mozilla Firefox are recommended rather than Internet Explorer.
Recent Graduates are able to participate with the OLS assessment and course.
15.1. OLS Assessment
OLS Assessments are mandatory for students that are undertaking mobility in a language that is not
in their native language.
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For example, if a UK student undertakes a mobility in France but will be working in English, they are
not required to complete the assessment. However, if the UK student intends to work in French they
would then need to complete the assessment and could participate in a language course.
If an overseas student enrolled at a UK institution is going to undertake a mobility in English, then it
is at the institution’s discretion to determine the level of proficiency. If it is at a ‘native’ level then they
are exempt from the assessment. The NA would expect that overseas students have to prove they
have a high level understanding of English to be accepted onto a degree course in the UK.
15.2. OLS Second Assessment
The second assessment is also mandatory for students who complete the first assessment. The
second assessment is linked to the original assessment licence and is automatically issued when
the student reaches the end of their mobility (using the duration student’s record in their profile).
15.3. OLS assessment for multiple mobilities
Students undertaking multiple mobilities in the same language must complete the OLS assessment
for each mobility regardless whether the student has previously completed the OLS language
assessment in the same language for a previous mobility. For instance, if a student undertakes a
mobility in French and completes the OLS assessment and then undertakes another mobility in
French they must complete the OLS assessments again.
15.4. OLS Course
The OLS course is aimed at various levels of proficiency. It is more beneficial to beginners and
intermediates but there are sections for those with a better knowledge of the host language.
Students obtaining a result between levels A1 and B1 in their first assessment are automatically
allocated a language course licence.
15.5. Expired Licences
If a student misses the deadline of any licences allocated, assessment or course, they will appear in
the ‘Expired Licences’ tab. If they have not been activated, you can resend the licence. The unused
licence will be returned to your institutions allocation.
If a licence is activated but expires, a new licence will need to be allocated using an alternative
email address.
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15.6. Using the OLS System
On the OLS website you will be able to download the:
Beneficiary user guides;
Technical Questions and Answers for Beneficiaries;
Promotion Materials;
Mobility Participants user guides;
Questions and Answers for Mobility Participants;
Presentations.
It is strongly advised that coordinators read the Beneficiary User Guides on using the OLS system.
16. Useful Links
UK National Agency website
UK National Agency – Manage your grant, HE Projects
European Commission Erasmus+ website
Erasmus+ National Agencies contact details
Mobility Tool+
Online Linguistic Support
Erasmus Intern website
Erasmus Charter for Higher Education
Participant Portal
England Tuition Fee information for 2016/17
Wales Tuition Fee information for 2016/17
Scotland Tuition Fee information for 2015/16
Northern Ireland Tuition Fee information for 2015/16
Staff Training Opportunities
EC Distance Calculator
Mobility Tool+ Guidance
Mobility Tool+ Assistance for KA1 HE Coordinators (additional guidance)
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European Commission Monthly Accounting Rate
EuroPass website:
Erasmus+ Projects Results Platform
17. Documentation
All participant documentation can be downloaded from the ‘Agreements’ section on our website.
If you have any queries, please do not hesitate to contact the
Erasmus+ HE Helpdesk.
Tel: 02920 924311
Email: [email protected]
Created by Debbie Johnson, Customer Service and Events Officer.