Erasmus 101 An introduction to Erasmus+ KA103 for complete newcomers Annika Axelsen Study Abroad Manager Cardiff University
A very basic introduction Icebreaker Questions and Quiz Definitions and acronyms Forms, documentation and paperwork Deadlines and dates to note Useful resources Questions
All about you 1. How long have you been in post for? (6 months; 6 weeks; 6 days?) 2. How many people are in your team? (over 9; over 6; over 3 ) 3. Is Erasmus+ your main focus (or more of an addigonal part of your role)? 4. How many students do you send abroad through the Erasmus+ programme? 5. Which types of students take part in Erasmus+ at your university? (Modern Languages, Business, Engineers ) Move into small teams with other people you feel may be in a similar posigon to you - Those who work on Erasmus+ in isolagon; - those who work in a team or more than 4; - those who send out over 200 students; - those who have a big imbalance of numbers; - those who have mostly compulsory or opgonal Erasmus+ placements.
Interactive Quiz! Each team will need access to one smart phone/ipad Please search kahoot.it on your mobile device hvps://kahoot.it/#/? hvps://play.kahoot.it/#/k/3ba66caf-9120-4f77-abbb-ba8052b01fa1 Please think of a team name!
Summary of Quiz Answers Eligible participants Students (UG, PG, Graduating Students) Staff (Teaching and Administrative) Minimum and maximum durations for each type of mobility Traineeship Students: 2 months 12 months Study: 3 months 12 months Staff: 2 days 2 months Programme countries 33 countries across Europe and beyond (including Norway, Turkey, Iceland, Macedonia and Lichtenstein) Partner countries Some countries can take part in certain Actions under Erasmus+, subject to specific criteria or conditions. These include countries within the Western Balkans (Albania, Serbia), South Mediterranean (Algeria, Morocco), Russian Federation and Eastern partnership (Ukraine, Azerbaijan) Higher and lower cost of living countries Higher: Austria, Denmark, Finland, France, Ireland, Italy, Liechtenstein, Norway, Sweden Lower: Belgium, Bulgaria, Croatia, Cyprus, Czech Republic, Estonia, Germany, Greece, Hungary, Iceland, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Turkey, former Yugoslav Republic of Macedonia How much funding do participants receive? (2017-2018) Study: 280-330 + 120 WP Traineeship: 380-430 + 20 WP Staff: Flat rate, plus maximum 2 travel days
Definitions mobility Study Mobility Traineeship Mobility Teaching Mobility Training Mobility Organisa7onal Support - for students studying modules at a Partner Higher Education Institution (HEI) in Europe for 3 months - students completing a clinical placement, conducting research or carrying out work experience at an enterprise, HEI or organisation in Europe for 2months+ - short teaching visits by university staff that contribute to the curriculum of partner institutions - short visits by university staff so they may attend training events abroad (excluding conferences), learn by transfer of knowledge, acquire practical skills (job shadowing/ observational training) at a partner HEI, or at another relevant organisation - for activities which relate to the promotion of the Erasmus+ programme. Including: preparation, monitoring and evaluation of student and staff mobility, and visits to potential partner institutions
Acronyms used within the sector How many of the following acronyms are you familiar with? NA NaGonal Agency BC BriGsh Council HEI Higher EducaGon InsGtuGon ECTS European Credit Transfer and AccumulaGon System OLS Online LinguisGc Support EAIE European AssociaGon of InternaGonal EducaGon OS OrganisaGonal Support MT+ Mobility Tool PIC ParGcipant IdenGficaGon Code NARIC NaGonal Academic RecogniGon InformaGon Centre ECHE Erasmus Charter for Higher EducaGon ISCED Code InternaGonal Standard ClassificaGon of EducaGon Code IIA Inter-InsGtuGonal Agreement For a comprehensive list of abbreviations and glossary of terms, see Programme Guide (Annex III)
Forms, documentation and paperwork
Forms 1: Setting up a new partner Inter-Institutional Agreement What for? Student study mobility and staff teaching mobility must be covered by an IIA between institutions, which should all hold a valid Erasmus Charter for Higher Education (ECHE). Signed by both HEIs in advance of any mobilities. Student traineeships and staff training do not require an IIA Includes: Contact details Mobility numbers Language requirements Insurance, visa information, accommodation Academic calendar and grading information Tips! * Develop good relationships with academic coordinators in Schools * Allow more time than you imagine for liaising with European partners * Database to help identify when renewals are due
Forms 2: Student Mobility Study and Traineeships Form Brief Descrip7on Before your placement Student grant agreement Learning agreement for studies and traineeships - before the mobility secgon Online linguisgc support - 1st assessment During your placement Learning agreement - during the mobility secgon AGer your placement Learning agreement - afer the mobility secgon Before a student mobility has commenced, the HEI must ensure that each student has signed a mobility grant agreement with their home HEI, formally accepgng the grant and acknowledging the obligagons associated with its acceptance. The student, HEI and the host must sign a Student Learning Agreement. Whenever possible, this should be signed before the mobility commences. Outlines learning, monitoring and evaluagon Mandatory for students undertaking mobility in a language that is not their nagve language available in 18 languages Update any changes of modules or traineeship duges. Any party can request changes to the study programme within five weeks afer the start of each semester. These changes should be agreed by all parges as soon as possible, within two-weeks following the request. ConfirmaGon of dates of mobility and recognigon of learning outcomes, grades, ECTS Your InsGtuGon may also require: ApplicaGon form DeclaraGon form CerGficate of Arrival Online linguisgc support - 2nd assessment EU Survey To assess any language improvement following mobility. Mandatory should be issued automagcally to all students who completed the 1 st assessment Mandatory quesgonnaire where students provide feedback on their placement. Should be completed within 30 days of students complegng their mobility.
Forms 3: Agreements simplified * Consider setting a deadline for participants to complete forms by * Highlight the sections that need completing * Offer short explanatory notes e.g. Study cycle: first cycle = undergraduate * Pre-populate all fields that you can e.g. enter all home university details; insurance section of Traineeship agreement * Edit in plain English e.g. the participant that means the student * Annotate to highlight the importance of participants entering accurate placement dates * Discuss with your insurance team the most appropriate insurance wording to enter especially important in relation to Traineeships * Language competence for non language students link to the European Language Self Levels Assessment Grid * ECTS : 1 ECTS = 2 CU credits * Explain electronic signatures NB: A student is required to complete a set of forms for each placement they complete with the exemption of the 'During the Mobility' form.
Forms 4: Staff Mobility Teaching and Training Grant Agreement (Teaching or Training) Up to 2 travel days subsistence whilst travelling before/ afer mobility Mobility Agreement (Teaching or Training) Can be combined. Record as Teaching (Combined Teaching and Training) RegulaGons Min 8 hrs teaching per 2-7 days 1+ insgtugons visited = combined trip if under 100km apart EU Survey Your insgtugon may also require addigonal forms! Funding Request Work Plan CerGficate of Arrival Report/PresentaGon Reimbursement Claim Form
Forms 5: Tips, considerations, best practice Highlight relevant boxes Video Guides Interactive guidance annotating forms Pre-departure guide and checklist Webinars Pre-departure form filling sessions/group workshops Guidance on web/intranet Engage with coordinators in academic schools Patience!
Forms 6: Where to find them! British Council Web site https://www.erasmusplus.org.uk/higher-education-projects Programme Guide http://ec.europa.eu/programmes/erasmus-plus/sites/erasmusplus/files/files/resources/ erasmus-plus-programme-guide_en.pdf Operational Handbook https://www.erasmusplus.org.uk/higher-education-projects If viewing online, just search key words
Deadlines and dates to note Funding deadlines https://www.erasmusplus.org.uk/funding-deadlines Funding application deadline: 02 February 2017 16 month project: 24 month project: Project Start Date: 01 June 2017 01 June 2017 Interim report: 30 March 2018 30 March 2018 Project end date: 28 September 2018 31 May 2019 Final report due: 27 November 2018 30 July 2019
Useful resources and who to ask for help British Council https://www.erasmusplus.org.uk/higher-education-projects https://www.erasmusplus.org.uk/higher-education-funding https://www.erasmusplus.org.uk/key-resources Email: Erasmus@britishcouncil.org HEURO jiscmail http://www.jiscmail.ac.uk/heuro
Questions: managing your mobilities What are your top 3 issues/obstacles/concerns in your new role? Any questions? Questions you may like to ask yourself: What mechanisms do I need to put in place to help keep track of each participant s documentation? Do I need to build in any checks? When am I going to update the Mobility Tool? At what points should I be making grant payments? How often will I plan to stay in touch with students abroad? What form will this take? What activities/events should I plan for pre-departure? Would it be helpful to create some internal deadlines (for applications, forms to be completed by)? Does my team have an annual cycle/timeline? Do we refer to it?
Thank you! axelsena@cardiff.ac.uk