Erasmus+ Staff Mobility Guide 2015/2016

Transcription

1 Erasmus+ Staff Mobility Guide 2015/2016

2 Erasmus+ is the European Union s (EU) funding programme for education and training. The overall programme objectives are to: - Boost skills and employability - Modernise education, training and youth work - Improve opportunities for young people. Through Erasmus+ Key Action 1 (KA1) staff mobility can be undertaken by GCU teaching and support staff. The purpose of this document is to outline the requirements that staff participating in Erasmus+ Staff mobility agree to comply with. Types of Erasmus+ Staff mobility Teaching Teaching staff employed by GCU may undertake an Erasmus+ staff mobility for teaching. The teaching period must be in a partner Higher Education Institution (HEI), which must have an ECHE (Erasmus Charter for Higher Education) and an inter-institutional agreement with GCU. A list of our partners can be found on our website: Training Erasmus+ training periods support the professional development of HEI staff. 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 GCU. Training periods abroad may be in the form of job shadowing, observation, attendance at workshops, international week s, courses and so on. This may be for the transfer of knowledge and good practice, to learn from shared experience, acquire practical skills or discover new ideas for teaching and learning. International Weeks International weeks provide an opportunity for you to learn about the host institution, best practices, network and possibly even learn a new language. International weeks offer a full itinerary of events with people attending from other Erasmus+ institutions and around the world. Information about any International Weeks will also be found on our website: In general, conferences are not funded under Erasmus+ KA1. Attendance at conferences may occasionally be allowed if there is evidence that the purpose is to acquire new skills and knowledge for the modernisation of GCU. Attendance at conferences is never allowed solely to enhance the individual s career within a single field of study. Priority will be given to staff taking part in Erasmus+ staff mobility for the first time. Page 1 Erasmus+ Staff Mobility Guide: 2015/2016

3 Duration of mobility Mobility for teaching and training may be from two days to two months, excluding travel time. The individual must complete at least eight hours of teaching or training per week or part of a week. Durations shorter than 2 days must be exceptional and justified in writing. Travel days are not included in the calculation of minimum duration. Funding Staff Mobility Grants Mobility grants (subsistence grant and travel grant) are provided by Erasmus+ for staff as contribution towards subsistence and travel. The exchange rate applicable to these grants for 2015/2016 is: 1 = Staff Subsistence Grant The staff subsistence grant is to subsidise accommodation, meals, snacks and any in country local travel. Staff may be paid subsistence for one travel day before the teaching or training period begins and one day after the period. The value of subsistence grants varies according to the host country and duration of mobility. The amount per day is calculated as follows and is set by the National Agency: Up to the 14 th day of activity: the amount per day per participant as specified in the table below. Between the 15 th and 60 th day of activity: 70% of amount per day per participant as specified in the table below. Receiving Country Amount per day in EUR ( ) Denmark, Ireland, Netherlands, Sweden, 128 United Kingdom Belgium, Bulgaria, Czech Republic, Greece, 112 France, Italy, Cyprus, Luxembourg, Hungary, Austria, Poland, Romania, Finland, Iceland, Liechtenstein, Norway, Turkey Germany, Spain, Latvia, Malta, Portugal, 96 Slovakia, former Yugoslav Republic of Macedonia Estonia, Croatia, Lithuania, Slovenia 80 Staff Travel Grant The staff travel grant is to cover return travel between GCU and the host country. Staff travel grants are paid according to distance travelled, at the following rates: Travel Distances Amount Between 100 and 499 KM: 180 per participant Between 500 and 1999 KM: 275 per participant Between 2000 and 2999 KM: 360 per participant Between 3000 and 3999 KM: 530 per participant Between 4000 and 7999 KM: 820 per participant 8000 KM or more: 1100 per participant To calculate distance, GCU is required to use the following online tool: The travel distance represents the distance between the place of origin and the venue, whereas the amount covers the contribution to the travel both to and from the venue. Page 2 Erasmus+ Staff Mobility Guide: 2015/2016

4 If your staff mobility is approved the Exchange and Study Abroad Team will you with the maximum amount of funding available to you for your mobility. Mobility s can only be funded if the necessary documentation is provided within the timeframes specified below. How to apply for staff mobility In order to qualify for and be approved for Erasmus+ staff mobility and funding you must submit a formal Erasmus+ Staff Mobility Proposal using an official Erasmus+ Staff Mobility for Teaching or Training proposal form. Formal staff mobility proposal forms can be obtained from the Exchange and Study Abroad team StaffExchange@gcu.ac.uk Erasmus+ Staff Mobility for Teaching proposals: Staff applying for teaching mobility during 2015/2016 must submit their Erasmus+ Teaching proposal by: Friday 16 th October Following this deadline the Exchange and Study Abroad Team will meet with the Associate Deans (International) of each school to discuss applications on a case by case basis. Erasmus+ Staff Mobility for Training proposals: Training proposals can be received throughout the 2015/2016 academic year and will be approved on a first come first served basis. Please note applications must be received at least 4 weeks prior to the proposed mobility. If you do not make the Exchange and Study Abroad team aware of your planned mobility using an Erasmus+ Teaching or Training proposal form, your mobility will not be funded. Staff Mobility Process Before Mobility You must complete the following steps and all documentation to the GCU Exchange and Study Abroad Team StaffExchange@gcu.ac.uk 1. Submit a formal Erasmus+ staff mobility for Teaching or Training proposal form. This will need to be signed by your Line Manager. 2. Once your proposal has been approved the Exchange and Study Abroad team will you an Erasmus+ Grant Agreement and an Erasmus+ Teaching/Training Mobility Agreement to complete. 3. Return your signed Erasmus+ Grant Agreement and fully completed Erasmus+ Teaching/Training Mobility Agreement Signed by GCU and host organisation. These agreements must be signed and dated prior to the start of the mobility and travel and accommodation will not be booked without your completed agreements. 4. Arrange Travel and Accommodation It is GCU policy to make all bookings where possible via Key Travel. In order to arrange travel and accommodation staff will need to Key Travel directly, requesting quotes for travel and accommodation as required. The Key Travel is: opal@keytravel.com Page 3 Erasmus+ Staff Mobility Guide: 2015/2016

5 You will then your quotes and preferred travel and accommodation options to the Exchange and Study Abroad team to make the booking(s) on your behalf. During Mobility Please keep receipts for all expenses whilst participating in mobility so that you can submit your expenses via iexpenses upon your return. Don t hesitate to contact the Exchange and Study Abroad team if you have any comments or questions StaffExchange@gcu.ac.uk Staff participating in Erasmus+ Teaching/Training mobility are responsible for providing accurate documentation for each mobility participated in. All documents must be signed and stamped by the relevant parties and all must be provided by any stipulated deadlines the Exchange and Study Abroad team will point these out to you as and where appropriate. At the end of your mobility you must ask the host to complete, sign and stamp a Certificate of Attendance, the Exchange and Study Abroad Team will provide you with this document. After Mobility 1. a scanned copy of your Certificate of Attendance to the Exchange and Study Abroad Team StaffExchange@gcu.ac.uk 2. Complete an online feedback report. Please note: this will be ed to you by Erasmus+ on completion of your mobility. You will need the host institutions Erasmus+ code. This will be provided to you by the Exchange and Study Abroad Team, and the GCU Erasmus+ code is: UKGLASGOW08. Participants who fail to submit the feedback report may be required to partially or fully reimburse the value of the subsistence and or travel grants received. 3. Process all expenses via iexpenses. When you create an expense report, below your name there is a primary code, here you should enter the cost centre: Enter expenses as per normal and you will see an area for project code which will be sitting at ZZZZ. Here you enter the project code for Erasmus+ Staff Mobility 2015/2016, which is: M8692, against each expense line. Julie Fisher - Operations Manager (International Partnerships Office), is the approver. Please note: Expenses will not be approved until steps 1 2 above have been completed. Following your mobility the Exchange and Study Abroad team may request your assistance in promoting Erasmus+ mobility to other GCU staff. Page 4 Erasmus+ Staff Mobility Guide: 2015/2016

6 Further information on Staff Mobility and International Week opportunities please contact: Exchange and Study Abroad Team International Partnerships Office T: +44 (0) E: W: Page 5 Erasmus+ Staff Mobility Guide: 2015/2016