HvA Erasmus+ staff handbook

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1 HvA Erasmus+ staff handbook () Contents of this handbook 1. Erasmus+ for HvA staff Contact / International Offices HvA conditions for participation in Erasmus Procedures Funding amount and payment Checklist Erasmus+ for HvA staff Erasmus+ is the EU funding programme for education. Staff at the Hogeschool van Amsterdam (HvA) have the opportunity to participate in Erasmus+ and apply for Erasmus+ funding for an international mobility period for teaching/guest lectures or training in one of the countries participating in the programme. 2. Contact / International Offices For questions or application concerning Erasmus+ or assistance with the forms or procedures of the programme students can contact the International Office at their HvA faculty: Faculty of Applied Social Sciences and Law (Maatschappij en Recht) international Faculty of Business and Economics (Business en Economie) Faculty of Digital Media and Creative Industries (Digitale Media en Creatieve Industrie) AMFI: ofp ICT: CMD: international MIC/Communicatie: international Faculty of Education (Onderwijs en Opvoeding) internationaloffice Faculty of Health (Gezondheid) Faculty of Sports and Nutrition (Bewegen, Sport en Voeding) sn Faculty of Technology (Techniek) HvA Erasmus+ staff handbook (version 4/9/17) Page 1 of 5

2 3. HvA conditions for participation in Erasmus+ In order to be eligible for participation in Erasmus+ HvA staff must meet the following conditions. Before application the staff member needs to consult with the International Office at his/her HvA faculty in order to confirm that he/she meets all the conditions for Erasmus+. Procedures and forms The staff member will use only HvA s official Erasmus+ forms for application and participation in Erasmus+. The official forms are avaiable at the International Office of the designated HvA faculty and through MijnHvA A Z List ( under Erasmus+. For all signatures it is required to first print the designated form to paper and then sign by hand. Signatures that have been inserted by digital means or the use of copy paste cannot be accepted. The staf member will hand in all required documents for the Erasmus+ grant in the correct manner, before expiration of the deadline for the designated form. The staff member The staff member is an employee of HvA. The staff member has during the academic year not yet participated in the Erasmus+ programme for staff mobility. Erasmus+ funding for staff mobility can be awarded no more than once per academic year. The staff member will check his/her HvA E mailbox on a regular basis (including the spam folder). All messages concerning Erasmus+ will be send to the staff member s HvA E mail address. If the staff member fails to respond to or act on these messages in time it may affect his/her eligibility for participation in Erasmus+. The staff member has duely informed the International Office of his/her HvA faculty about his/her intentions to participate in Erasmus+. The mobility period The mobility period needs to be approved by the staff member s supervisor at HvA. The mobility period takes place in one of the following countries: Austria, Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Denmark, Germany, Estonia, Finland, France, Greece, Hungary, Iceland, Ireland, Italy, Latvia, Liechtenstein, Lithuania, Luxembourg, Macedonia, Malta, Norway, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, Turkey, United Kingdom. (Applies only to mobility for teaching/guest lectures): The mobility takes place within the framework of an Erasmus+ Inter Institutional Agreement established between the staff member's faculty at HvA and the receiving organisation. A list of IIA s is available at the International Office of the staff member s HvA faculty. The mobility has a minimum duration of two days (not including travel days). The maximum funded duration of the mobility is equal to five days. The financial support for the mobility may not be used to cover costs already funded by EU funds. No later than 30 days before the start of the mobility period the programme/activities during the mobility will be laid down in a Mobility Agreement signed by the staff member, his her supervisor at HvA and the receiving organisation. HvA Erasmus+ staff handbook (version 4/9/17) Page 2 of 5

3 4. Procedures A staff member that meets all the conditions can be eligible for participation in Erasmus+. The procedures for application and participation in the programme are described below. The official forms for application and participation in Erasmus+ are available at the International Office of the staff member s HvA faculty. Step 1: Mobility Agreement (before the mobility) Form 3.1 / 4.1 There are separate application forms for Erasmus+ for teaching or training. Form 3.1 applies to teaching and form 4.1 applies to training. The staff member needs to complete the correct application form for his/her mobility period and send it by E mail to the International Office of his/her HvA faculty no later than 30 days before the start of the mobility period. Incomplete forms or applications sent in after expiration of the applicable deadline will not be processed. Step 2: Grant agreement (before the mobility) After the staff member has sent a scan of the completed Learning Agreement to he/she will receive an E mail containing the Erasmus+ Grant agreement. The Grant agreement confirms the staff member s participation in Erasmus+ and outlines the mutual obligations and requirements for both the staff member and HvA. The document needs to be signed by both the staff member and the HvA Erasmus+ Institutional Coordinator. Step 3: Statement of receiving organisation and Transcript of records (at the end of the mobility) Form 3.2 / 4.2 During the day(s) of the mobility the staff member will ask the receiving organisation to complete and sign a Certificate of Attendance (form 3.2 for teaching or form 4.2 for training). In this statement the receiving organisation confirms the actual start and end date of the mobility. A scan of the completed and signed form 3.2 or 4.2 needs to be send to within 8 weeks after the end of the mobility and no later than 30 september 2018 Step 4: Online participant report (after the mobility) At the end of the mobility the staff member will receive an automated E mail with an invitation to complete the Erasmus+ Online participant report. The Online participant report is an online survey on the staff member s experiences during the mobility. Completion of the Online participant report is a mandatory part of participation in Erasmus+. HvA Erasmus+ staff handbook (version 4/9/17) Page 3 of 5

4 5. Funding amount and payment The Erasmus+ funding consists oftwo parts: 1. Subsistence funding: based on the destination country and the duration of the mobility 2. Travel funding: based on the distance between the sending organisation (HvA) and the receiving organisation. The tables below shows the different grant amounts per month and per day and the maximum total grant amounts. Subsistence funding Receiving country Subsistence funding per day Max. total subsistence funding Croatia, Estonia, Lithuania, Slovenia 50 5 x 50 = 250 Germany, Latvia, Macedonia, Malta, Portugal, Slovakia, Spain 60 5 x 60 = 300 Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Finland, France, Greece, Hungary, Iceland, Italy, Liechtenstein, 70 5 x 70 = 350 Luxembourg, Norway, Poland, Romania, Turkey Denmark, Ireland, Sweden, United Kingdom 80 5 x 80 = 400 Maximum total subsistence funding The mobility period has a maximum duration of 60 days. However, regardless of the actual duration of the mobility period, the Erasmus+ subsistence funding will be awarded for a maximum of 5 days. For any additional duration of the mobility period, in excess of 5 days, a zero grant will apply. Travel funding The amount of travel funding is based on the distance (in a straight line) between the sending institution and the receiving institution according to the distance calculator of the European Commission: plus/resources_en#tab 1 4 Distance between sending and receiving organisations Travel funding 100 km 499 km km 1999 km km 2999 km 360 Payment After the mobility period the staff member s HvA department will compensate the staff member for his/her expenses for the mobility period by using the Administrative Center s standard form ( Declaratie en Voorschotformulier ). After the end of the academic year the central International Office will transfer the Erasmus+ funding to the staff member s department to cover (part of) the costs of the mobility period. Due to tax regulations the Erasmus+ funding can only be transferred to the staff member s department and not directly to individual staff memebers. Example A mobility period for teaching/guest lectures in Berlin, Germany The subsistence funding per day for Germany is 60 The teacher travels to Berlin on Monday, however, the guest lectures start on Tuesday and end on Friday. The teacher travels back to Amsterdam on Saturday. This means that the mobility period has a duration of 4 days (the Monday and the Saturday for travel can not be included). The total subsistence funding is 4 x 60 = 240 The distance between Amsterdam and Berlin according to the distance calculator is 577 km. The funding for travel therefore is 275 The total funding for the mobility (subsistence + travel) is = 515. HvA Erasmus+ staff handbook (version 4/9/17) Page 4 of 5

5 6. Checklist For elaboration on the items in this checklist please refer to paragraph 4 of this document. Step 1: Mobility agreement Form 3.1 for teaching / Form 4.1 for training The correct form needs to be completed, signed and send to no later than 30 days before the start of the mobility Step 2: Grant agreement The Grant agreement will be send to the staff member by E mail after receipt of the Mobility agreement A scan of the signed Grant agreement needs to be returned to before the mobility Step 3: Certificate of attendance Form 3.2 for teaching / Form 4.2 for training The document needs to be filled in and signed during the final day(s) of the mobility. A scan of the completed and signed document needs to be send to within 8 weeks after the end of the mobility and no later than 30 september 2018 Step 4: Online Participant Report: after the mobility After the mobility the staff member will receive an automated invitation by E mail with a link and log in details The Participant Report needs to be completed before the deadline mentioned in the invitation HvA Erasmus+ staff handbook (version 4/9/17) Page 5 of 5

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