Erasmus+ Staff Mobility

Training for university staff at enterprises and HEIs abroad - General Information

The Erasmus+ Programme includes grants for short visits by university staff to enterprises or Higher Education Institutions (HEIs) in other participating countries (i.e. EU member states, Norway, Iceland, Liechtenstein, Turkey and the former Yugoslav Republic of Macedonia) for the purposes of training. This scheme is open to all categories of staff employed by the University: administrative, technical and academic.

This mobility scheme aims to allow staff of HEIs to acquire knowledge or specific know-how from experiences and good practices abroad, as well as practical skills relevant for their current job and their professional development. Activities that may be considered eligible would include official training courses/programmes, training programmes tailored to individual needs, job-shadowing, or workshops with a focus on training. There should be some demonstrable justification for travelling abroad to engage in such training, i.e. funding will generally not be granted for attending training courses abroad where similar courses are available in Ireland.  Research collaboration activities are NOT eligible for funding under this scheme, nor is attendance at conferences. Please note that the grant includes an allowance for travel and subsistence, but does not cover course fees: staff members would have to meet this type of cost themselves.

NUI Galway has received funding for staff training mobility in 2016/17, but this funding will cover only a limited number of visits. Staff who are interested in availing of Erasmus for training should make an early application to the International Affairs Office in order to be considered for a grant. The minimum duration of these training visits is 2 full working days, and regrettably it will not be possible for us to support visits in excess of five working days. Eligible activities may take place up to September 30th, 2017. Applications should be presented in the form of a Work Plan. This should be accompanied by a letter of invitation (a brief e-mail from the host organisation will suffice). Staff should submit their work plans to the International Affairs Office by Monday, 5th December, 2016. Later applications might be considered if unspent funds remain.

The onus is on the individual staff member to 

  • identify a suitable host enterprise or HEI (the HEI must hold an Erasmus University Charter; this is not necessary in the case of an enterprise),
  • secure provisional approval by the host organisation, and
  • obtain the consent of their own Head of Department/Section here at NUI Galway if applicable. 

 A useful source of information on training opportunities abroad is the IMOTION database.

Selection
Persons to be awarded a grant for undergoing training will be selected on the basis of a "Work Plan  submitted by the applicant. The essential elements should be:

  • overall aim and objectives
  • expected results in terms of the additional expertise/competences to be acquired
  • activities to be carried out (and, if possible, a programme for same)

The following are guidelines set down by the HEA, the Irish National Agency for Erasmus, in relation to Erasmus Staff Mobility for Training:

Objectives and Content of the Training

  • The objectives and expected results of the visit should be clear and realistic, and the work programme appropriate to achieving the objectives.
  • The training activity abroad will have a greater potential value than similar training in the applicant’s home country, and it is clearly demonstrated that the applicant will benefit from this experience in terms of professional and personal development. 
  • There should be a clear match between the training envisaged and the applicant’s training needs. The envisaged training should appear likely to have a positive impact on the applicant’s professional development and his/her higher education institution/enterprise, and to strengthen the links between the higher education institutions or between the higher education institution and the enterprise concerned.

Nationality: Teaching and non-teaching staff participating in staff mobility shall be employees of a HEI participating in the Erasmus+ programme, regardless of nationality.

Academic Staff should note that the purpose of these visits is strictly TRAINING, the acquisition of skills/technical know-how, etc, and not research collaboration with colleagues abroad, for which other funding schemes are available. The HEA have asked us to make this very clear to candidates: a detailed programme of training activities must be put forward and signed off by the host institution.

Paperwork and Procedures for Successful Candidates
Successful candidates are notified soon after the deadline, and they should be sure to read the Important Information re. Erasmus+ Staff Mobility 

Before the visit

You will need to incorporate the information in your Work Plan into a new document called a Staff Mobility Training Agreement, which is slightly more detailed and must be endorsed (i.e. signed and stamped) by a representative of the host institution. The award of an Erasmus grant is subject to approval of the visit by the host organisation. 

You will need to complete and sign two copies of a Grant Agreement, which is a contract between you and NUI Galway. This document will be sent to you by the International Affairs Office; you should keep one completed copy for your own records and return the other to the International Affairs Office as soon as possible. It is essential that the completed and signed document reaches the International Affairs Office no less than one week before you are due to travel. 

Please don't forget to read the Important Information re. Erasmus+ Staff Mobility!

You will also need to complete a Bank Details form

During / After the visit

You should download the Staff Training Attendance Cert and have it signed and stamped before you leave the host organisation. This, along with flight tickets, etc, should be submitted to the International Affairs Office as soon as possible after the visit. You will receive a request from the European Commission for an online report on your training visit.

As soon as you can confirm receipt of your grant, please fill in the Erasmus grant acknowledgment form for staff and return it to this office.

Erasmus opportunities for Administrative Staff

Erasmus Staff Training Weeks at partner European Higher Education Institutions

The Erasmus Programme now contains provision for short visits by university staff to enterprises or Higher Education Institutions (HEIs) in other participating countries (i.e. EU member states, Norway, Iceland, Liechtenstein, Turkey and the former Yugoslav Republic of Macedonia) for the purposes of training. The objective of this type of staff mobility is to allow staff of HEIs to acquire knowledge or specific know-how from experiences and good practices abroad, as well as practical skills relevant for their current job and their professional development. The stay in the partner organisation can be termed a short secondment period, job-shadowing scheme, study visit or workshop. 

European universities sometime run “Staff Training Weeks” which are open to administrative staff and would qualify under the above-mentioned scheme. Such opportunities are almost always listed in the IMOTION database.

For any formal Staff Training Weeks, interested staff should complete this form and return it to the International Affairs Office. Please note that we will only be able to fund a small number of candidates, due to the limited financial resources available for this scheme. The grant would cover travel and subsistence up to a maximum of about €1,000. It is also important to note that success at this nomination stage does not imply a guarantee that you would get a place on the particular course: your name would be put forward and it would be for the host institution to select participants. You would, of course, have the possibility of applying directly to the host institution by filling in a registration form, but you might not be approved for Erasmus funding from NUI Galway and you would then have to meet all costs yourself if you accepted a place on the course. However, we will endeavour to inform candidates as soon as possible about the outcome of their application for Erasmus funding.

Please note that administrative staff are also eligible to apply for an independently-organised training visit to a HEI in one of the named countries, i.e. where the staff member makes contact with a counterpart in another university and arranges a programme of training/job-shadowing.