Erasmus for training purposes for technical-administrative staff and teaching staff (STT - KA131 and KA171 actions)

The countries where a mobility period can be carried out, as well as the specific host universities, are expressly identified in each Call for Applications or Notice and in the related ProErasmus application.

Currently, for Calls and Notices related to action KA131, the possible destination countries are:

• Programme Countries, which include: the Member States of the European Union, the countries of the European Economic Area (Iceland, Liechtenstein, Norway), and EU candidate countries (Turkey, Serbia, and the Republic of North Macedonia)
• Partner Countries, a detailed list of which is available at the following link

Partner countries

The following categories of staff are eligible for the Erasmus+ STT Programme, provided that, during the relevant period, this is consistent with the applicant's employment status or contractual situation, as verified by the competent offices of the University’s Human Resources Area:

1. Full Professors;
2. Associate Professors;
3. Permanent Researchers;
4. Fixed-term Researchers, Type A and Type B, pursuant to Art. 24 of Law 240/2010;
5. Adjunct Professors;
6. Lecturers in Italian Language and Culture;
7. Research Fellows and holders of research contracts with an active agreement with the University for Foreigners of Perugia at the time of application and throughout the period of the Staff Mobility for Training Assignment (STT);
8. Language Experts;
9. Technical and Administrative Staff, including those with fixed-term contracts.

Mobility can take place at an institution belonging to one of the following categories:

1. a higher education institution from programme countries holding an ECHE. For this purpose, “programme countries” include all European Union member states, countries of the European Economic Area (Iceland, Liechtenstein, Norway), and candidate countries for EU accession (Turkey, Serbia, and the Republic of North Macedonia).
2. a higher education institution from non-associated third countries, officially recognised as such. 
   See the list of countries defined as “non-associated third countries”
3. a public or private entity based in a programme country or in a non-associated third country, active in the labour market or in the fields of education, training, youth, research and innovation

The main eligible activities for mobility for training purposes are as follows:

• Job Shadowing / Observation Periods: working alongside staff at a partner university or another relevant organisation (such as a company, public body, NGO, etc.) to learn about best practices and work processes
• Participation in Staff Training Weeks: taking part in training weeks organised by foreign universities (often advertised on the Imotion platform)
• Participation in seminars, workshops, and courses: attending structured training courses, seminars, or workshops aimed at developing specific skills
• Language training: attending language courses focused on the professional context

Mobility may take place:

• for a minimum of 2 consecutive days up to a maximum of 5 consecutive days for countries included in the list of so-called “Programme Countries”
• always for 5 consecutive days for countries included in the list of so-called “Non-associated Third Countries”

If necessary, one travel day for reaching the destination and one travel day for return are recognized; these may take place:

• even on public holidays or non-working days
• on dates other than those immediately before or after the mobility period, provided that during this additional period the beneficiary has no institutional obligations, and that any additional accommodation costs incurred during this extra period are borne exclusively by the beneficiary

Mobility is accompanied by the awarding of a grant funded by the Erasmus+/Indire National Agency to support the following expenses:

• travel
  The amount of the grant is determined based on the distance, calculated using the official distance calculator, between the home university and the host institution.
  go to the calculator
• accommodation at the assigned destination, including travel days

The institutional mission procedure makes it possible, when necessary, to request an advance payment of up to 75% of the grant amount due.

Mobility placements are assigned through a selection process. To this end:

• the University for Foreigners of Perugia publishes a Selection Call, inviting interested applicants to submit their applications by a set deadline via the ProErasmus platform
• a selection committee evaluates the applications and draws up a merit ranking
• the Rector assigns the requested destinations, together with the related grants, until available funds are exhausted

Only if the number of assignments is lower than the funds available, the University for Foreigners of Perugia generally issues an Additional Notice, which takes into account the order in which eligible applications are received and results in the immediate assignment of the mobility placement and the associated grant, subject to availability of funds.

Before applying for the selection process, you must have already completed at least one training proposal through the document called the "Mobility Agreement." Please note that a separate Mobility Agreement is required for each mobility destination of interest.

To create the Mobility Agreement, you will need to use the ProErasmus platform, where the following mandatory information must be entered in successive steps:

• host institution
• mobility period
• period of absence from work
• length of service
• details about the host institution (type of institution, size, contacts)
• proposed mobility programme (working language, general objectives of the mobility, added value, planned activities, expected results and impact)

The proposal will be reviewed by the line manager, who—within the deadlines indicated in the Call—may:

• approve it, allowing you to proceed with submitting your application for that specific destination
• request modifications
• reject it with justification, in which case a new proposal may be submitted

Please remember that a separate Mobility Agreement approved by the line manager is required for each destination.

You can apply for a Call or Mobility Notice through the ProErasmus application, which you can access using your institutional university credentials.

Once you have logged into the dedicated ProErasmus area:

• you can select one or more training opportunities approved by your direct supervisor, authorizing the submission of your application
• you will receive an email confirming the successful completion of the process
• you will also receive an email once the selection process is concluded, informing you of the outcome

Link to ProErasmus

The first step is to inform the host institution of your mobility grant award; for this purpose, you may use the template provided below.

Notification of Mobility Grant Award

The first administrative step to effectively launch your mobility is to complete, through the ProErasmus platform and no later than seven days before the start of your mobility (preferably earlier), the Erasmus Mobility Grant Agreement, which sets out the rights and obligations of all parties involved. To do so, you must:

1. access Phase D (mobility management) and, within this section, Function C (financial agreement) on ProErasmus;
2. select the Mobility Agreement related to your assigned destination;
3. enter the required information to complete the Agreement and activate the "submit" function;
4. wait for the Erasmus staff to complete the document in the sections concerning your financial support;
5. wait for the confirmation email regarding the availability of the Agreement, generated and sent by ProErasmus;
6. download, sign, and re-upload the signed Erasmus Grant Agreement to the system.

Once the above procedure is complete, the Agreement will be signed by the Rector and made available to you in Titulus, with appropriate notification sent to you by email.

After signing the financial agreement, you should initiate the following well in advance:

1. the Institutional Mission procedure by accessing the dedicated section from your personal area on the university website. This is the standard procedure, but please note the following important specificities:

• The reimbursement mechanism is based on an itemized expense report, which means only documented expenses will be reimbursed
• in the mission request, you must select the correct accounting project to which the expenses should be charged, as indicated in the communication generated by ProErasmus upon activation of the procedure related to the signing of the financial agreement

2. the training authorization request procedure by accessing the dedicated section from your personal area on the university website

Once all administrative requirements for finalizing the mandatory documents (primarily the Mobility Agreement and financial agreement) have been completed, you will then need to:

• check the entry and registration procedures in the host country (e.g., entry visa for non-EU citizens)
• search for accommodation
• review healthcare assistance services abroad and, if necessary, purchase appropriate insurance
• finally, purchase your travel ticket

Upon arrival, you are expected to introduce yourself to your colleagues at the host institution, who, in accordance with the Mobility Agreement, will enable you to carry out the planned training activities.

An international mobility experience is a unique opportunity for professional development. At the same time, it provides the University with an important platform to showcase its educational offerings abroad and potentially attract inbound students, faculty, and staff. For this reason, especially during Staff Weeks, participants are encouraged to bring informational materials about their home university and/or present their institution during dedicated events open to all participants. Where such exchange and presentation opportunities are not already scheduled—for example, in the case of individual mobility—it is considered good practice to devote part of your stay at the host institution to promoting the Università per Stranieri di Perugia. To this end, you are encouraged to plan, together with your host colleagues, specific activities preferably open to students as well. Brochures and presentations are available for use during your international mobility; these can be collected from the Erasmus and International Mobility Service.

If it becomes necessary, due to unforeseen circumstances and in agreement with the international partner, to change the mobility period from what was established in the Mobility Agreement, a new Mobility Agreement must be prepared. For this purpose, the ProErasmus procedure will provide you with the previous version, in which only the mobility period can be updated. The steps to be followed are:

1. access Phase D (mobility management) and then Function B (modification of the mobility period) in ProErasmus;
2. select the Mobility Agreement related to the assigned destination;
3. modify only the fields pertaining to the mobility period;
4. initiate the approval process for the new Mobility Agreement, which must be finalized by obtaining the required authorizations;
5. upload the finalized Mobility Agreement to ProErasmus.

Before the end of your mobility period, we recommend that you check with the colleagues at the host institution regarding the timing and the procedures for issuing your final mobility certificate.

This document is generally issued on your last day at the host institution, using forms provided by the institution itself; otherwise, you may use the standard form provided by the Università per Stranieri di Perugia, available in the forms section on this page.

After your return from your mobility period, you must, by accessing Phase D (mobility management) and then Function D (mobility management and reporting) in ProErasmus, complete the following steps:

1. upload in PDF format, through the platform, the final mobility certificate issued by the host institution, which must be signed and, where possible, stamped by the responsible staff at the host institution. The certificate must include:

   - the actual dates of the mobility period;

   - the number of training hours completed, specifying any additional training activities where applicable.

2. upload in PDF format, through the platform, the EU SURVEY evaluation questionnaire, which you will access via the link sent to your institutional email address by the Beneficiary Module Platform on the end date of your mobility specified in the Financial Agreement;
3. draft and upload in PDF format a concise report on the mobility experience, which may be used to assist future outbound mobilities to the same destination (this step is optional);
4. upload receipts for expenses incurred in the mission procedure.

To obtain reimbursement for expenses incurred during your mobility, you will need to close the institutional travel procedure by uploading the supporting expense documents.