Personalfortbildning inom EU/Europa

Staff training within EU/Europe

Please note that the application for staff mobility is open January–June, and September–November. Applicants must submit their application at least one month before planned start date. Applications may only be approved if they are submitted before the start of the mobility. If you have any questions email the Erasmus team on erasmus@uu.se.

Who can go on staff training?

Both TA and teaching staff at Uppsala University can receive grants for staff training within the EU/Europe. PhD students can also go on staff training if the activity is linked to the doctoral student's possible future profession or ongoing work at Uppsala University.

Where can you carry out the staff training?

Uppsala University staff can receive grants to develop their work at a university, at a company or in an organization in one of the 28 member states of the EU and Iceland, Turkey, Macedonia, Liechtenstein and Norway. 

Outgoing staff to the UK: Due to the exit from the EU, the United Kingdom has chosen not to be part of the forthcoming program period for Erasmus + 2021-2027. This means that we can no longer approve grant applications for stays in the United Kingdom.

What can you do?

Job shadowing and courses
People working 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.

Staff Weeks
A common format within Erasmus Staff Training are so called “Staff Training Weeks” or "Staff 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 Weeks on the new site staffmobility.eu. You may also contact universities directly to enquire on upcoming Staff Weeks.

Combination of Staff Mobility for Teaching and Staff Mobility for Training
It is possible to combine Staff Mobility for Teaching and Staff Mobility for Training in order to improve the quality of education (for example to discuss/learn more about different pedagogical/teaching methods) the teaching requirement is a minimum of 4 hours of teaching/week. Find out about Erasmus Teacher Exchange.

Tips and important things to consider

• Please note that it is not allowed to go on staff training to EU institutions.
• 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 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. Make sure to clearly motivate this in your applications.
• 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) as well as guest lecturer who are working at Uppsala University can also go on Teacher Exchange or Staff Training.

How to apply?

1. Start by thinking about how your planned stay abroad would strengthen you in your professional role at Uppsala University. What are your expectations? What contacts do you/your department/unit already have?
2. 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.
3. Get approval for your training abroad from the head of the department or equivalent.
4. Plan your stay with your host. Agree on suitable dates for the training.

5. Apply for funding through the application form on this website. Please note that the application for staff mobility is open January–June, and September–November. Applicants must submit their application at least one month before planned start date. Applications may only be approved if they are submitted before the start of the mobility.
   
   The application consists of two parts:
   1. Application form/mobility agreement – to be filled in electronically. Please download the form, fill it in and have it signed by all three parties (the applicant, the head of department and the host institution/organisation).
   2. The Mobility Agreement should be uploaded in the online application form in MoveON.
   
   Applications are currently handled by the Division for Internationalisation on an ongoing basis. Applications will be approved until all available funds have been allocated. This far all applications that fullfil 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) + travel days (if any) that you stated in your application. If the number of days changes, so will the sum.

During your stay

1. If any changes occur during your stay abroad - immediately notify the International Office by sending an email to: erasmus@uu.se
2. Complete your training at the host university. Make sure you get the “Confirmation of Attendance” signed by the host university.

After your mobility

1. Shortly after your return you will also receive an automatically generated email with a link to the “Erasmus Participant Survey”, 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.
2. Submit the “Confirmation of Attendance” and write a small travel report according to the instructions sent to you together with your grant decision. Please note that after the completion of your staff mobility the International Office might contact you in order to for you to share your experience, in particular its impact on your professional development and on the sending higher education institution, as a source of inspiration to others.

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.

The distance is measured one way but the above mentioned sums are for a return trip. Green travel includes travelling by train and carpooling, but not boats.

Standard amount to compensate for subsistence. The sum is based on the number of days for the training (travels not included).

Insurance

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. Other (university) insurances might also be applicable.

Impact of COVID-19 on the Erasmusprogramme

Erasmus grant applications will not be approved as long as there’s a valid decision by the Vice-Chancellor hindering international staff mobility and/or the Swedish Ministry for Foreign Affairs, MFA, is advising against international travels due to the spread of the COVID-19 at the planned start date for the mobility. And if there is an advise against travel to a specific country/specific countries due to COVID-19 no Erasmus grants might not be approved to those countries. All grant approvals are therefore conditional. Currently the advice against travel has been lifted for EU/EES/Schengen countries. For more information, see the Ministry for Foreign Affairs English webpage and the information on travel advice in Swedish only.

Due to COVID-19 staff members applying for an Erasmus staff mobility grant are recommended to:
-    To follow the development, both via UU’s intra web and the Swedish MFA.
-    To be flexible while planning the staff mobility, especially in regards to start date
-    To check entry requirements for the host country by the host country's official information and https://reopen.europa.eu/en
-    To notify the Division for Internationalisation of any potential changes: erasmus@uu.se
-    To apply for funding at least one month in advance, and notify erasmus@uu.se once you have submitted your applicaton

Search words: staff mobility, internationalisation, international possibilities for staff, skills development abroad, staff exchange

Content owner: erasmus@uu.se 07 mars 2023