Erasmus for teaching purposes (STA - KA131 and KA171 actions)

The countries where it is possible to undertake a mobility period and the specific destination universities are specifically identified in each Selection Call or Notice and in the related ProErasmus application. It is not possible to carry out mobility in countries or at destinations other than those specified.

Currently, for Calls and Notices referring to the KA131 action, the eligible destination countries are:

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

Partner countries

The following categories of staff are eligible for the Erasmus+ STA Program, provided that during the relevant period this is consistent with the applicant's employment relationship or contractual status, which can be verified by the competent services of the University's Human Resources Area:

• full professors
• associate professors
• researchers
• adjunct professors
• Italian language and culture instructors
   

The host organization must be:

• a higher education institution from a Programme Country holding an ECHE
• a higher education institution from a Partner Country recognized by the relevant authorities.

In both cases, the two organizations must sign an inter-institutional agreement before the start of the mobility.

The faculty member must select their destination exclusively from the list made available within the ProErasmus procedure, which details the Partner Universities with which there is a valid Erasmus+ inter-institutional agreement with the University for Foreigners of Perugia. This list consists of three distinct sections:

1. the list of agreements relating to the so-called "Programme Countries," which includes: the Member States of the European Union, the countries of the European Economic Area (Iceland, Liechtenstein, Norway), and the candidate countries for accession to the EU (Turkey, Serbia, and the Republic of North Macedonia)
2. the list of agreements relating to the so-called "third countries not associated with the programme," which includes countries other than those mentioned in the previous point
3. the list of agreements relating to the so-called "third countries not associated with the programme," which includes countries other than those mentioned in the previous points

The required teaching activity is at least 8 hours per week: this requirement also applies to shorter stays. If the mobility period extends beyond one week, the number of teaching hours is calculated proportionally.

If the teaching period also includes a training period to update one's skills, the number of required teaching hours for stays of one week (or shorter stays) is 4 hours.

Mobility may take place:

• for a minimum of 2 consecutive days and up to a maximum of 5 consecutive days for countries included in the so-called "programme countries" list
• always for 5 consecutive days for countries included in the so-called "non-associated third countries" list

Where necessary, one day may be recognized for travel to the destination and one for the return, which may take place:

• even on a public holiday or non-working day
• on a date other than the one immediately before or after the stay, provided that during the additional period the beneficiary is free from institutional obligations, it being understood that the extra living expenses for the additional period will be exclusively at their own expense

The mobility is linked to the recognition of a grant funded by the National Agency Erasmus+/Indire to support the following expenses:

• travel
  To determine the contribution, the distance is calculated using the specific calculator between the university's location and the host institution's location
  go to the calculator
• accommodation, at the assigned destination, including travel days

The institutional mission procedure allows you, where necessary, to request an advance of up to 75% of the amount due.

For the allocation of mobility opportunities, a selection process is necessary. To this end:

• the University for Foreigners of Perugia issues a Selection Call, inviting interested parties to submit their applications within a set deadline through the ProErasmus application
• a committee evaluates the applications and draws up a merit ranking
• the Rector assigns the requested destinations, along with the related grants, until the available funds are exhausted

Only if the assignments are lower than the available funds does the University for Foreigners normally publish a supplementary Notice, which gives priority to the order in which eligible applications are submitted. This results in the immediate allocation of the mobility opportunity and the related grant, up to the limit of the available funds.

Before participating in the selection, you must have already finalized at least one teaching proposal through the document called "Mobility Agreement." In fact, a separate Mobility Agreement is required for each mobility destination of interest.

To prepare the Mobility Agreement, you will need to use the ProErasmus application, in which it is necessary to enter the following mandatory information step by step:

• host institution
• mobility period
• period of absence from service
• length of service
• information related to the host institution (type of institution, size, contacts)
• proposed mobility program (details on how the mobility is structured, language of instruction, general objectives of the mobility, added value, activities to be undertaken, expected results, and impact)

The proposal will be reviewed by the Director of your Department, who—while respecting 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 you can submit a new one

Remember that for each destination a separate Mobility Agreement validated by the Director of your Department is required.

It is possible to submit an application for a Call or a Mobility Notice through the ProErasmus portal, which can be accessed using your University institutional credentials.

Once you have accessed the dedicated area of ProErasmus, you can:

• select and enhance one or more teaching proposals approved by the Director of your Department, authorizing the submission of your application
• receive an email confirming the regular completion of the process
• finally, receive an email when the selection process is concluded, to inform you of the outcome

Link to ProErasmus

The first thing to do is to inform the host institution about the awarding of the mobility grant; for this purpose, you can use the following template.

Notification of mobility grant award

The first administrative step to effectively initiate your mobility will be to finalize, through the ProErasmus platform and no later than the seventh day before the start of mobility (preferably earlier), the Erasmus Mobility Grant Agreement, in which the rights and obligations of the parties are established. To do this, you will need to:

1. access Phase D (mobility management) and within this, Function C (financial agreement) of ProErasmus
2. select the Mobility Agreement relating to the assigned destination
3. enter the required data to complete the Agreement and activate the “send” function
4. wait for the Erasmus staff to integrate the document with the sections relating to the financial support due
5. wait for the confirmation email regarding the availability of the Agreement, generated and sent by ProErasmus
6. download, sign, and re-upload the Erasmus financial agreement in the procedure

At the end of the procedure described above, the Agreement will be signed by the Rector and made available to you in Titulus, with simultaneous notification that you will receive via email.

After signing the financial agreement, you will need to start the Institutional Mission procedure well in advance, by accessing the dedicated section from your reserved area within the institutional website. The procedure is standard, but there are some important particularities to take into account:

• The mechanism is reimbursement based on actual expenses, which means that only documented expenses will be reimbursed;
• when submitting the mission request, the reason for the mobility must be specified, indicating, as appropriate, one of the following recurring cases:
  • Authorized Erasmus Teaching 2024-25
  • Authorized Erasmus Teaching 2024-25, GREEN mode
  • Authorized Erasmus Teaching 2024-25, with early departure and late return as authorized by the selection call
  • Authorized Erasmus Teaching 2024-25, GREEN mode, with early departure and late return as authorized by the selection call

Once the bureaucratic requirements related to the completion of mandatory documents (first and foremost the Mobility Agreement and financial agreement) are fulfilled, you will then need to:

• check the entry and registration procedures in the host country (e.g. entry visa for non-EU citizens)
• look for accommodation
• check the services related to healthcare abroad and, if necessary, take out suitable insurance
• finally proceed with purchasing the travel ticket

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

An international mobility period represents a fundamental opportunity for professional growth, and at the same time it serves as an important showcase for the University to present its academic offerings abroad and potentially attract students, faculty, and staff for incoming mobility. For this reason, participants in mobility actions are asked to bring informational material about their University and/or to present their home institution during specific events open to all participants. If such opportunities for exchange and mutual introduction are not already scheduled—for example, in the case of individual mobility—it is good practice to dedicate part of your stay at the host institution to promotional activities for the University for Foreigners of Perugia, planning specific initiatives with your host colleagues, preferably open to students as well. For this purpose, informational materials (brochures, presentations) have been prepared to be used during your mobility abroad, which you will find available at the Erasmus and International Mobility Service.

If it becomes necessary, due to unforeseen reasons and in agreement with the international counterpart, to modify the period of mobility with respect to what was defined in the Mobility Agreement, a new Mobility Agreement will need to be prepared. To this end, the ProErasmus procedure will provide you with the previous version, in which it will only be possible to modify the mobility period. The steps will therefore be as follows:

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. only modify the fields related to the mobility period
4. initiate the approval process for the new Mobility Agreement, which must be completed by obtaining the previously established authorizations
5. upload the finalized Mobility Agreement in ProErasmus

Before the end of your mobility period, we suggest you consult with colleagues from the host institution about the timing and procedures for issuing the final mobility certificate.

The Erasmus+ STA Final Mobility Certificate

This document is generally issued on your last day at the host institution using forms produced by that institution; otherwise, you may use the standard form from the University for Foreigners of Perugia.

After your return from your mobility period, you must, by accessing Phase D (mobility management) and then Function D (mobility management and reporting) of ProErasmus, proceed to:

1. upload in PDF format, via the procedure, the final mobility certificate issued by the host institution, which must be signed and, if possible, stamped by the head of the host institution. The certificate must indicate:

   - the actual dates the mobility took place;

   - the number of teaching hours completed, specifying any integrated training activities if applicable.

2. upload in PDF format, via the procedure, the EU SURVEY evaluation questionnaire, which you will be able to access via the link sent to you by the Beneficiary Module Platform to your institutional email address on the mobility end date indicated in the Financial Agreement;
3. prepare and upload a brief report on the mobility experience in PDF format, which may be used to assist other outgoing mobilities to the same destination (optional requirement);
4. upload the receipts for expenses incurred in the mission procedure.

To obtain reimbursement for mobility expenses, you will need to complete the closure of the institutional mission procedure by uploading the expense receipts.