Staff training within Europe
The Erasmus programme offers teachers and administrative staff funding for teaching or training at European universities, organisations and companies. It is also possible to invite teachers or staff from European universities for teaching or training at Uppsala University. However, it is always the sending university that finance the mobility.
The Erasmus Programme
Erasmus+ is the European Union’s new programme for education, training, youth and sport. It runs from January 2014 through the academic year of 2020/21. Within the part of Erasmus+ called Erasmus+ Mobility, students and staff at universities affiliated with the programme through an Erasmus Charter for Higher Education, can go for exchange or training all over Europe.
The 28 member states of the EU plus Iceland, Turkey, Former Yugoslav Republic of Macedonia, Liechtenstein and Norway participate in the programme as so called “Programme Countries”. Switzerland used to be a part of Erasmus, but has been excluded indefinitely.
The Erasmus Coordinators at the departments are responsible for the exchange agreements and the International Office handles the grant applications for both students and staff. Please contact Emma Elliott at firstname.lastname@example.org if you have any questions.
Find out about Erasmus Teacher Exchange.
Staff at Uppsala University may visit a partner university, a company or an organisation to acquire knowledge or specific know-how from experiences and good practices abroad, as well as developing practical skills relevant for their current job and their professional development. PhD students may also go on staff training, if the activity is connected to their possible future jobs or current work at Uppsala University. The staff training can for instance consist of “tailing”/“job shadowing” a colleague at a partner university or attending a course relevant to the staff members’ everyday tasks at Uppsala University. The staff training must be at least full time for two consecutive days at least (travels excluded) and 2 months/60 days at the very most.
A common format within Erasmus Staff Training are so called “Staff Training Weeks” arranged by some universities once or twice a year. These are events when the university invites staff from several universities in Europe to visit and participate in Erasmus Staff Training at the same time during one week. The format may mean that the participants do not get as much individual attention but it gives everyone a greater chance to network and meet people from all over Europe. You can find Staff Training Weeks on the new site staffmobility.eu. You may also contact universities directly to enquire on upcoming Staff Training Weeks.
Please note that it is not allowed to go on staff training to EU institutions.
How to apply?
- You yourself must find a suitable host for your training through, for example, the networks you or your department are members of, or among the partner universities of your department.
- Get approval for your training abroad from the head of the department or equivalent.
- Plan your stay with your host. Agree on suitable dates for the training.
Apply for funding through the application form on this website. Submit the application during one of the application periods: 22/9-22/10, 15-30/11, 1-31/1 15/3-15/4. Make sure to apply on time. Applications may only be approved if they are submitted before the start of the exchange. The application consists of two parts:
Application form/mobility agreement – to be signed (by you and your line manager), scanned and submitted online via MoveONElectronically Moveon – the link to the application
- Applications are handled by the International Office after each application period, and decisions to all applicants are sent in due time. Applications will be approved until all available funds have been allocated. Thus far all applications that fulfil the requirements have been approved but the earlier you can apply the better. In cases of approved applications, the decision will include the amount that the department will receive for your teaching abroad. This decision is based on the number of days (full time) you stated in your application. If the number of days changes, so will the sum.
- Complete your training at the host university. Make sure you get the “Confirmation of Attendance” signed by the host university.
- Shortly after your return you will also receive an automatically generated email with a link to the “Erasmus Participant Report”, which you must fill in. Within a month after your return you should complete a travel expense report (/reseräkning) in Primula to your department to get reimbursement for your expenses. The department will reimburse you, and the International Office will reimburse the department.
- Submit the “Confirmation of Attendance” to email@example.com Include the name of the financial administrator at your department, whom we will contact to transfer the money.
Confirmation Form - To be completed while you are abroad
Levels of compensation
The grant is a contribution to the costs for travel and subsistence during the period abroad. It is made out of two parts as follows. Together they form a standard amount which will be transferred to the department after completed training. The amount is fixed and thus not related to actual costs. Your department has to be prepared to co-finance any indirect costs/overhead costs that might arise due to the training.
The exchange rate used is determined by the European Commission and is stated in formal decision on your application.
Travel expenses for a return trip are based on the distance between the participants place of location to the venue of the activity (one way). Travel distances must be calculated using the distance calculator supported by the European Commission.
Distance from the participants place of location to the venue of the activity (one way)
Amount per participant for a return trip
For travel distances between 100 and 499 KM
For travel distances between 500 and 1999 KM
For travel distances between 2000 and 2999 KM
For travel distances between 3000 and 3999 KM
For travel distances between 4000 and 7999 KM
For travel distances of 8000 KM or more
Please note that there is no compensation for shorter distances than 100 km, (for example Malmö-Copenhagen). The distance is measured one way but the above mentioned sums are for a return trip.
Standard amount to compensate for subsistence. The sum is based on the number of days for the training (travels not included).
National level of grant ( € per day) (first 14 days)
National level of grant ( € per day) (15+ days)
Group A - Denmark, Ireland, Netherlands, United Kingdom
Group B - Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Finland, France, Greece, Hungary, Iceland, Italy, Liechtenstein, Luxemburg, Norway, Poland, Romania, Turkey
Group C - Former Yugoslav Republic of Macedonia, Germany, Latvia, Malta, Portugal, Slovakia, Spain
Group D - Croatia, Estonia, Lithuania, Slovenia
Example 1: An admission officer visits the Admission Office at a university in Prague for job shadowing. The officer travels to Prague on Monday afternoon, works on Tuesday, Wednesday and Thursday, and returns home on Friday morning.
Grant: 695 EUR.
*The distance between Uppsala and Prague is 1100 km one way so the compensation for travels is 275 EUR.
*Three days of training in Czech Republic: 140x3=420 EUR.
Example 2: An administrative assistant attends a course in a certain computer system at a company in Granada. The course is three weeks long, including two weekends.
Grant: 2460 EUR
*The distance between Uppsala and Granada is 2940 km one way, thus the allowance for travelling will be 360 EUR.
*Three work weeks + two weekends=19 days in Spain: (14x120)+(5x84)=2100 EUR
Given that the training is done within the scope of your employment at Uppsala University you are insured through Kammarkollegiet’s Business Travel Insurance for the entire duration of your trip.
Tips and important things to consider
Tips and important things to consider
You yourself must find a suitable host for your training and make the necessary arrangements. Please note that not all universities are able to receive incoming staff visits and sometimes there are local regulations that will restrict the time and/or the length of a stay.
Several people (up to three) from the same department are allowed to go to the same host institution during the same period. It does not have to be to staff with the same job/tasks going together, not even from the same department. It may be more rewarding for you, better for your department and easier for the host if you go together instead of alone.
Staff may participate in more than one Staff Training per academic year, if it is well motivated and the activities are of different kinds. You cannot combine different host institutions in the same trip. If you do, it will count as two different trips.
Academic conferences and visits to universities to discuss exchange agreements or other types of cooperation are not eligible as staff training.
Ph.D. students (doctoral level) who are employed by Uppsala University can also go on Teacher Exchange or Staff Training.
Examples of staff training
A financial administrator visits a colleague with a similar job description at a partner university to find out more about their routines and practices (“job shadowing”)
A departmental international coordinator participates in a Staff Training Week arranged by a partner university. Apart from the programme of the week the coordinator is also given the opportunity to meet other coordinators from other European universities.
A teacher goes on “job shadowing” to a partner university. The teacher participates in the preparation of seminars and lectures and audits the classes but does not teach herself/himself.
Two guidance counsellors, from different departments, goes together to a partner university to find out more about their career- and counselling services.
Examples of combined staff exchange
Teacher exchange + job shadowing (staff training)
A teacher who has taught at foreign universities before gives a lecture at a partner university. Another teacher from the same department takes the opportunity to come along as an auditor in order to be able to teach abroad in the future.
Teacher exchange + job shadowing (staff training)
A teacher gives a guest lecture at a partner university. An administrator at the same department as the teacher comes along to learn more about procedures and practices at the partner university
Erasmus is good for life
A study from late 2014 shows that the chances of getting employment increases dramatically for students who have been on an Erasmus exchange. More than 85% of Erasmus participants enhance their chances of getting a job afterwards by developing their personal skills, such as tolerance, self-confidence, problem solving and determination. Five years after graduation the unemployment rate of Erasmus participants is 23% lower than of other young people.
Among Erasmus trainees, 1 in 10 starts their own company and far more than that consider doing so. And more than one third of trainees are offered jobs at their placements!
The Erasmus exchange also has a positive effect on the more personal level, and for most Erasmus participants this is a life-long effect. Erasmus participants are more prone to moving abroad than those who have not been on an exchange, and it is more common that their life partners are of a different nationality than their own. 27% of Erasmus participants met their life partner during their exchange. Do you know that 1 million Erasmus babies have been born since the start of Erasmus?
To read more about this very interesting study, visit the page http://europa.eu/rapid/press-release_IP-14-1025_en.html