Guidance for Erasmus Staff Mobility Applications 2014-15 Abertay has been allocated Erasmus funding for staff to undertake teaching and training mobilities within Europe (countries within the EU, EEA and Turkey). This is a wonderful opportunity for Abertay staff to update subject knowledge, deliver teaching at partner institutions and strengthen our institutional relationships through Erasmus. Eligibility: Both academic and non-academic staff are eligible to participate in Erasmus mobilities. There are two ways to participate: 1) Teaching – Academic staff may deliver teaching at a partner HEI (see list on page 4) or Abertay may invite staff from an enterprise (not an HEI) to teach at Abertay. Staff must deliver at least eight hours of teaching; the minimum duration of stay is two working days and the maximum duration is six weeks (weekends, holidays and travel days are not counted toward minimum duration). 2) Training – Academic and administrative staff may go to an enterprise or partner HEI for the purpose of receiving training. These activities can include language training, seminars, courses and workshops; however, these activities cannot be a majority of Erasmus-funded training mobilities. As of 2014/15, conferences are no longer eligible for funding. Formal periods of practical training, short secondments, job-shadowing schemes, etc should be the majority of training activities and will be given priority. The minimum duration of these activities is two working days and the maximum duration is six weeks (weekends, holidays and travel days are not counted toward minimum duration).

Opportunities: In order to apply for Erasmus funding, staff should make arrangements for a teaching or training mobility through their own contacts or networks. If a member of staff would like to investigate other opportunities, they should first consult with their line managers and colleagues to determine if arrangements can be made through existing departmental contacts. If these investigations do not result in any opportunities, staff may consult with the Exchange and Study Abroad Officer to examine a number of opportunities to visit Abertay’s partner HEIs. In this instance, if applicable, staff should be aware that they may be competing with other members of staff also informed of these opportunities.

Selection Criteria: Selections will be made on the basis of a completed Teaching/Training Programme, reviewed by the Exchange and Study Abroad Officer for compliance with the Erasmus guidelines and current funding.

1

Should there be more compliant applications than funding, a committee of Abertay representatives will review and select applications. Priority will be given for the following areas: 1) Staff participating in Erasmus mobility for the first time 2) Staff participating in Erasmus mobility during Semester 1 (due to new Erasmus requirements of paying out 70% of the grant by the interim report) 3) Maintaining a balance of participating staff throughout different departments of Abertay 4) Staff mobilities in locations where we currently have Erasmus students studying (therefore allowing a site visit to be undertaken at the same time – see page 4 for a list of partner HEIs) 5) For Training Programmes only, prioritizing formal periods of practical training, short secondments, job-shadowing, etc over language training, seminars, courses, workshops 6) Objectives, value, content and expected results of the mobility as outlined in the Teaching/Training Programme

Documents Required: Upon Application:

1) Erasmus Teaching/Training Programme 2) Written permission/approval from line manager/Division Leader/department budget holder for the programme and any financial overages not covered by the Erasmus budget

Prior to Departure:

1) Erasmus Teaching/Training Programme agreed by host 2) Teaching/Training Mobility Agreement signed (provided after staff selection) 3) Pre-Travel Form signed 4) Risk Assessment Checklist signed 5) Copy of your European Health Insurance Card (EHIC) 6) Copy of your passport

Upon Return:

1) Final Report submitted 2) Certificate of Attendance submitted 3) Post Travel Claim Form signed with receipts

Funding: All staff teaching and training mobilities have a limited budget; Erasmus regulations also advise of certain restrictions regarding budget, reimbursement and exchange rates for staff mobilities. The participating member of staff must therefore obtain approval from their line manager as well as the department budget holder (if the line manager does not oversee the budget) in case there are any financial overages not covered by Erasmus. For 2014-15, the Erasmus exchange rate for any money spent in sterling (namely advance travel bookings) is provisionally set at £1.00=EUR 1.25. The Erasmus teaching/training mobility budget is as follows: 1) Flights/advance travel budget depending on the distance to the destination (please inquire for exact amount to your proposed destination). Travel costs are reimbursed on the basis of receipted advance travel booked from a staff member’s home to their final destination and back, but does not include local travel during the mobility. 2

2) Subsistence budget up to the maximum allowed by Erasmus – see table on last page with countries and duration for exact figures. For mobilities of 2 days, weekends or holidays are not considered for support unless they are used as working days; if used as working days, the Teaching/Training Programme must reflect this. At Abertay’s discretion, up to two days of travel can be included in the subsistence budget depending on funding. Local travel during the mobility can be included in the subsistence budget.

Travel Procedures: Selected staff should book travel through their department in line with departmental/Abertay policies and procedures regarding travel. The department’s budget code should be used for all travel claims and the department will be reimbursed with the Erasmus funds. Upon return home, staff must submit a signed Post Travel Claim Form with all receipts to the Exchange and Study Abroad Officer so that the school can be reimbursed. The Exchange and Study Abroad Officer will then submit all paperwork to Finance.

Deadlines: The deadline to apply for Semester 1 teaching and training is 1 September 2014; the deadline to apply for Semester 2 teaching and training is 1 December 2014. After this date, applications will be accepted on a rolling basis should funding be available. Priority will be given to applications for Semester 1 funding. Applicants should be notified of application status within three weeks of the application deadline.

Contact: Please feel free to e-mail Torsten Matzke, Exchange and Study Abroad Officer, at [email protected] for further information.

3

Erasmus Partner HEIs 2014-15 Please note: If staff have contacts elsewhere, it may be possible to sign an inter-institutional agreement for 2014-15 in advance of the mobility. Staff should move forward with mobility planning; if selected, signing an agreement will be explored.

Belgium: Finland: France: Germany :

Italy: Malta: Netherlands: Spain: Sweden:

Haute Ecole EPHEC, Brussels University of Lapland, Rovaniemi IDRAC School of Management in Lyon and Paris University of Applied Sciences Dortmund Neu-Ulm University of Applied Sciences University of Applied Sciences Osnabruck DHBW Karlsruhe Universita Carlo Cattaneo in Castellanza University of Malta University of Amsterdam University of Groningen IE University, Segovia University of Gothenburg

4

Erasmus Subsistence Rates 2014-15 (ALL FIGURES IN EUR)

5