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Staff mobility

  • Did you know that there is funding available for staff to undertake international opportunities?
  • Available for training, teaching or research
  • Available to all staff - support and academic
  • An international opportunity can help develop personal and professional skills
  • It can help increase research collaborations and develop institutional links

 For more information, see the tabs below.

Erasmus+ for staff

Erasmus+ staff mobility

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The Erasmus+ programme aims to boost skills and employability, as well as modernising Education, Training, and Youth work and offers great opportunities for academic and administrative staff at Higher Education Institutions to teach or train elsewhere in Europe.

Criteria, procedures and finance

Criteria

Staff mobility under the Erasmus+ Scheme is open to all staff employed by the University of York.  Staff can carry out one of two types of mobility: teaching or training. In 2018/19 teaching and training mobility can now also be combined. 

Priority will be given to applicants who haven't been on an Erasmus+ mobility before and funding is only available for one teaching/training programme per year per applicant.

We are now considering applications for activities to be undertaken between 1 July 2018 and 30 September 2019 (2018/19) on a first-come, first-served basis. To apply, send a draft teaching/training programme to the Centre for Global Programmes (erasmus@york.ac.uk) at least 4 weeks before departure. 

The following criteria must be complied with:

Teaching mobility

  • Mobility for teaching may be from two days to two months, excluding travel time
  • At least eight hours of teaching per week, or part of a week must be delivered.
  • A current inter-institutional agreement must be in place between the University of York and the host institution.
  • Staff must demonstrate what the objectives, added value of the mobility, content of the teaching programme and expected results are.

Training mobility

  • Duration must be between two days and 2 months, excluding travel time.  
  • Training mobility can include -
    • Language training
    • Seminars/workshops
    • Courses
    • Short secondment period
    • Job-shadowing
    • Practical training

Please note a mobility to a conference is not eligible for funding.

Priority will be given to staff undertaking practical training, short secondments and job-shadowing.

Procedures

Before your mobility:

  • Submit a detailed teaching/training programme to the Centre for Global Programmes at least 4 weeks before departure and no later than Thursday 28th February 2019:  

Teaching Programme 2018/19 (MS Word  , 71kb)

Notes for completing the Teaching programme document (MS Word  , 71kb)

Training Programme 2018/19 (MS Word  , 71kb)

Notes for completing the Training Programme document (MS Word  , 70kb)

  • All teaching/training programmes should provide a breakdown of activities and schedule of work.
  • The Centre for Global Programmes will assess your programme in accordance with the criteria set by the British Council and notify you within two weeks of submission if your mobility has been approved.
  • Prior to departure the teaching/training programme should be agreed formally by the sending and host institution or enterprise.  All programmes will need to be approved and signed by the Institutional Erasmus Co-ordinator for the University of York.
  • Once your mobility has been approved by the Centre for Global Programmes you will be issued with a mobility grant agreement which will include the maximum amount of funding you are entitled to.  This will need to be signed and returned to the Centre for Global Programmes before your mobility takes place.
  • Provide a copy of the personal details page of your passport to the Centre for Global Programmes.
  • The Centre for Global Programmes will request confirmation from Human Resources that you will be an employee at the University of York when your mobility takes place.

Whilst you're there:

  • Keep all receipts; you will need to present these to your department to claim expenses against the appropriate departmental workorder code, and also provide copies to the Centre for Global Programmes alongside your Certificate of Attendance.  Please note that payment for any expenditure over the maximum allowance of your mobility grant agreement is at your department’s discretion. This cannot be covered by the Centre for Global Programmes.
  • Certificate of attendance.  The dates of the mobility should be clearly indicated and signed by the host institution/enterprise at the end of your mobility.  If your Certificate of Attendance shows a decrease in the number of days the Centre for Global Programmes will reduce your funding entitlement accordingly.  If you do not obtain a Certificate of Attendance then your mobility will not be eligible to receive any funding.

Certificate of Attendance Teaching 2018/19 (MS Word  , 33kb)

Certificate of Attendance Training 2018/19 (MS Word  , 33kb)

When you get back:

  • Submit the signed Certificate of Attendance to the Centre for Global Programmes no later than one month after your mobility.
  • Complete an online report for the British Council - they will email you directly with the link to this.
  • Submit expense claims to your department and provide copies of your travel tickets and receipts to the Centre for Global Programmes.

Finance

Once your teaching or training programme has been approved, the Centre for Global programmes will issue a grant agreement detailing the grant amount for travel and subsistence.

Please submit travel and subsistence expense claims with original receipts to your department - for further guidance please refer to the University travel and expenses policy.  Please also provide copies of your travel tickets and receipts to the Centre for Global Programmes. Grants for travel and subsistence will be paid for receipted expenditure within the total grant allowance to departmental workorders.

Travel

All staff undertaking a mobility are entitled to a travel grant, with the level of funding being based on a distance calculator.
Please ensure that you provide copies of travel tickets to the Centre for Global Programmes.

Subsistence

Staff subsistence allowances are calculated based on the number of days you are carrying out teaching/training on a mobility plus two travel days and the country of destination.  As a guide you can check the daily subsistence rates for your host country ‌Staff subsistence and travel rates 2018/19 (PDF  , 351kb).  Please contact the Centre for Global Programmes for further advice regarding the amount of funding available for your proposed mobility.‌

Things to note:

Subsistence cannot be paid for weekends if they are not travel days.

If you travel over two days to reach your destination or on your return journey you will only be able to claim subsistence for one of the days as only one travel day is permitted at either side of the mobility.

Travel days must be taken directly before and after the mobility programme.

Erasmus opportunities

Erasmus+ staff mobility opportunities

Staff can organise their own training mobilities, however we are often notified of staff training weeks taking place at institutions across Europe which we will advertise below. 

Staff training week - Aarhus University

'Mobility, Motivation and Employability' 2018 staff training week programme details: http://www.au.dk/en/internationalcentre

Contact: stafftraining@au.dk

Summer School 2019 teaching opportunities - Aarhus University

Opportunities to teach in the Departments of Business and Management at the 2018 Aarhus University Summer School: http://www.au.dk/en/summeruniversity/internationalguestlecturers/howtoapply/

Erasmus staff week - Universitat Autònoma de Barcelona

2019 programme details: https://www.uab.cat/web/mobility-international-exchange/mobility-international-exchange-programmes/application-1345672021197.html

Contact: erasmus.staff@uab.cat

Erasmus staff mobility week - University of Bergen

2019 programme details: http://www.uib.no/en/smw

Contact: euraxess@uib.no 

International staff training week - Università di Bologna

2018 programme details: https://eventi.unibo.it/staff-training-week2018

Contact: stafftraining.incoming@unibo.it 

International staff training week - University of Cyprus

2019 programme details: http://www.ucy.ac.cy/ir/en/erasmus-programme/staff-mobility-for-training/staff-incoming-mobility-for-training

Contact: erasmus@ucy.ac.cy

Erasmus Staff Week - Graz University 

2019 programme details: https://international.uni-graz.at/de/personal/int-at-home/iro-days/

Contact: staffdays@uni-graz.at

International staff exchange week - University of Helsinki

In 2019 there are International Staff Exchange Weeks available, for Admin staff, Library staff and International Student Mobility staff.

Programme details: https://www.helsinki.fi/en/isew-international-staff-exchange-week

Erasmus staff week - University of Konstanz

2018 programme details: https://www.uni-konstanz.de/en/international-office/research-work-and-teach-in-konstanz/erasmus-teaching-staff-mobility-inbound-mobility/erasmus-staff-week-dec-3-6-2018/

Contact: renate.kruessmann@uni-konstanz.de

Erasmus staff training week - University of Lausanne, Switzerland

2018 programme details:  http://www.unil.ch/international/home/menuguid/evenements/training-days.html

Contact: erasmus@unil.ch

Erasmus staff training week - University of Liège

2018 programme details: https://www.enseignement.uliege.be/cms/c_9145525/fr/erasmus-staff-training

Contact: erasmus.stt@ulg.ac.be

International staff training week - Radboud University, the Netherlands

2019 programme details: www.ru.nl/io/english/internationalisation/staff-training-week/

Contact: stafftrainingweek@io.ru.nl

Erasmus staff mobility week - Sapienza University, Rome

2019 programme details: http://staffmobility.eu/staffweek/being-academic-library-erasmus-staff

Contact: agnese.galeffi@uniroma1.it

Erasmus staff training week - University of Trento

2018 programme details: http://event.unitn.it/stw2018

Contact: unitrento_stw@unitn.it 

Erasmus staff training - Utrecht University

2019 Programme Details (PDF  , 413kb)

Contact: ubu.secretariaat@uu.nl 

Worldwide Staff Mobility

Staff mobility funding for training/research purposes    

Spotlight on India

For the academic year 2018/19 we invite staff who will be undertaking projects to India to apply for funding of up to £500 per individual. There is no deadline for applications but funding will be allocated on a rolling basis.

Criteria

Priority will be given to applicants who haven’t previously received funding for projects in India only.

Funding is only available for one mobility per year per member of staff.

Types of mobility can include:

  • Seminars/workshops designed to establish institutional links
  • Courses
  • Short secondment period
  • Job-shadowing
  • Practical training
  • Research visits
  • Visits to establish teaching links

How to apply

Applications for the 2018/19 academic year (projects starting in August 2018) can be be submitted using the Worldwide Staff Mobility Staff Application Form and Workplan 2018-19.

An example of the application questions can be seen here Staff mobility application pdf (PDF  , 366kb)

A statement of support from Line Managers/Heads of Department should be emailed to global-programmes@york.ac.uk 

Applications are open to all permanent University of York staff, academic and support services. 

Of particular interest will be well-considered proposals which:

  • reflect the teaching, research or administrative objectives and priorities of the department and/or the University
  • offer real and enduring benefit to the individual and department concerned
  • contribute to the development of a longer term relationship with the host department or unit and with the host institution

Once funding is agreed

Before you go – provide a workorder to the Centre for Global Programmes so that funds can be transferred to departmental account.

Upon return from visit/project – within 4 weeks of your return, you are required to complete this report including a breakdown of costs and copies of receipts for items over £100. You are also required to submit four high quality photographs of your trip. 

Research Mobility

‌Research Mobility Programme

The Research Mobility Programme (RMP) is an opportunity for staff or postgraduate researchers in any academic discipline to bid for funding to visit any Worldwide Universities Network (WUN) international partner. The visit can be anything from a week to 6 months duration. Find out more:

Policies and Procedures

Development of Exchanges

In general, the University is happy for departments to establish bilateral and exchange agreements with suitable partner institutions overseas where it is felt that these contribute to the department’s overall objectives in teaching and research (‘suitable’ in this context means providing a good match for York in overall quality and standing.) The key thing is that there should be a genuine commitment on the part of the department to make the agreement work in practice.

Please read the "Approval of Study Abroad Partners" section of the Policy Statement on Study Abroad before completing the relevant checklist and returning it to the Centre for Global Programmes.

New exchanges checklist - Departmental (MS Word  , 62kb)

New exchanges checklist - Institutional (MS Word  , 44kb)

New exchanges checklist - Staff Mobility (MS Word  , 39kb)

Erasmus - return to Martha Harrold at erasmus@york.ac.uk

Worldwide - return to Carol Feasby at global-programmes@york.ac.uk

Visiting Student Procedures

Policy Statement on Visiting Students (MS Word  , 34kb), is the definitive document on the visiting student process and should be read in conjunction with the attached annexes.

ANNEX I Guidelines for the Visiting Student Programme (MS Word  , 41kb)

ANNEX II Responsibilities of the parties involved in SA (MS Word  , 29kb)

ANNEX III Categories of Students (MS Word  , 16kb)

ANNEX IV - VI Module choice form, Fee chart, Centre for Lifelong Learning (MS Word  , 33kb)