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

The countries where it is possible to carry out a mobility period and the specific destination universities are specifically identified in each selection Call or Notice and in the related ProErasmus application.

Currently, for Calls and Notices relating 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), the countries applying for EU membership (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 period of interest this is consistent with the applicant's employment relationship or contractual status, as can be verified by the relevant services of the University's Human Resources Department:

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. Contract professors;
6. Teachers of Italian language and culture;
7. Research fellows and holders of a research contract who have an active contract with the University for Foreigners of Perugia at the time of application and during the period of the Staff Mobility for Training Assignment (STT);
8. Expert linguistic collaborators;
9. Technical-administrative staff, including those on fixed-term contracts.

Mobility can take place at an entity belonging to the following types:

1. a higher education institution from Programme Countries holding an ECHE. For this purpose, "Programme Countries" include all those in the European Union, countries from 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 third countries not associated to the Programme, recognized as such.
   See the list of countries that are considered "third countries not associated to the Programme"
3. a public or private entity based in a Programme Country or in a third country not associated to the Programme and active in the labor market or 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 organization (company, public body, NGO, etc.) to learn good practices and work processes
• participation in staff training weeks: taking part in training weeks organized 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: participating in language courses focused on the work context

Mobility can 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”

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

• also on weekends or public holidays that are not working days
• on a date other than that immediately before or after the stay, provided that during the additional period the beneficiary is free from institutional obligations, it being understood that any lodging costs incurred during this additional period will be at their exclusive expense

Mobility is linked to the awarding of a grant funded by the National Agency Erasmus+/Indire to support the costs of:

• travel
  For the purpose of calculating the contribution, the mileage—measured using the appropriate calculator—between the University and the host Institution is taken into account
  go to the calculator
• stay, at the assigned destination, including travel days

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

For the allocation of mobility positions, a selection process is required. To this end:

• the University for Foreigners of Perugia publishes a Selection Call, in which interested candidates are invited to apply within a set deadline via the ProErasmus application
• a committee evaluates the applications and draws up a merit ranking
• the Rector assigns the requested destinations, together 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 usually publish a Supplementary Notice, which gives priority to the order of submission of eligible applications, resulting in the immediate assignment of the mobility slot and the related grant, subject to available funds

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

To complete the Mobility Agreement, you will need to use the ProErasmus application, where you will be required to enter the following mandatory information step by step:

• host institution
• mobility period
• leave of absence period
• seniority of service
• information on the host institution (type of institution, size, contacts)
• proposed mobility program (working language, general objectives of the mobility, added value, activities to be carried out, expected results and impact)

The proposal will be reviewed by your immediate supervisor, who—respecting the deadlines indicated in the call for applications—may:

• approve it, allowing you to proceed with submitting your application for that specific destination
• request modifications
• reject it with reasons, in which case you may submit a new one

Remember that for each destination a separate Mobility Agreement validated by your immediate supervisor is required

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

Once you have logged into the dedicated area of ProErasmus:

• you can select one or more of the training proposals approved by your supervisor, authorizing the submission of your application
• you will receive an email confirming the regular completion of the process
• finally, you will receive an email when the selection process is finished, informing you of the outcome for your application

Link to ProErasmus

The first thing to do is to inform the host institution that you have been awarded the mobility grant; for this purpose, you can use the following template.

Notification of mobility grant award

The first administrative step to effectively initiate the mobility will be to complete, via the ProErasmus platform and no later than the seventh day prior to the start of the mobility (but preferably sooner), the Erasmus Mobility Financial Agreement, which sets out the rights and obligations of the parties. To do this, you must:

1. access Phase D (mobility management) and within this, Function C (financial agreement) of ProErasmus;
2. select the Mobility Agreement corresponding to the assigned destination;
3. enter the requested data to complete the Agreement and activate the “send” function;
4. wait for the Erasmus staff to complete the sections of the document relating to the financial support due;
5. wait for the confirmation email of the Agreement’s availability, generated and sent by ProErasmus;
6. download, sign, and re-upload the Erasmus financial agreement via 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 a simultaneous notification that you will receive by email.

After signing the financial agreement, you will need to start well in advance:

1. the Institutional Mission procedure, by accessing the dedicated section in your reserved area on the institutional website. The procedure is standard, but there are some important details to keep in mind:

• The mechanism is a reimbursement based on submitted receipts, which means only documented expenses will be reimbursed;
• in the mission request, you must specify the reason for mobility, indicating as appropriate:
  • Authorized Erasmus Training 2024-25
  • Authorized Erasmus Training 2024-25, GREEN mode
  • Authorized Erasmus Training 2024-25, with early departure and delayed return as authorized by the selection notice
  • Authorized Erasmus Training 2024-25, GREEN mode, with early departure and delayed return as authorized by the selection notice

2. the procedure for requesting authorization for training, by accessing the dedicated section in your reserved area on the institutional website.

Once the bureaucratic requirements related to completing the mandatory documents (first and foremost the Mobility Agreement and financial agreement) have been fulfilled, you will need to:

• check the entry and registration procedures for the host country (e.g. entry visa for non-EU citizens)
• search for accommodation
• verify the available healthcare services abroad, taking out adequate insurance where necessary
• finally, purchase your travel ticket

Upon arrival, you will be responsible for introducing yourself to colleagues at the host institution, who, in accordance with the Mobility Agreement, will enable you to carry out the planned training activities.

An overseas mobility period represents a fundamental opportunity for professional growth, but at the same time it serves as an important showcase for the University to promote its academic programs abroad and potentially attract students, faculty, and staff for incoming mobility. This is why, especially during Staff Weeks, participants are asked to bring informational material about their own university and/or to present their home institution during events open to all participants. Where these opportunities for exchange and mutual presentation are not already scheduled—for example, in the case of individual mobility periods—it is good practice to dedicate part of your stay at the host institution to promoting the University for Foreigners of Perugia, by planning specific activities with your host colleagues that are preferably also open to students. For this purpose, informational materials (brochures, presentations) have been prepared for use during your mobility abroad, and will be available to you at the Erasmus and International Mobility Service.

In the event that the need arises, due to unforeseen reasons and in agreement with the international counterpart, to modify the mobility period compared to what was defined in the Mobility Agreement, a new Mobility Agreement must be prepared. To this end, the ProErasmus procedure will provide you with the previous version in which it will only be possible to change the mobility period. Therefore, you will need to:

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 related to the mobility period;
4. initiate the approval process for the new Mobility Agreement, which must be finalized by obtaining the already known authorizations;
5. upload the finalized Mobility Agreement in ProErasmus.

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

This document is generally issued on the last day of your stay at the host institution using forms provided by that institution; otherwise, you may use the standard form from the University for Foreigners of Perugia, available in the forms section of 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) of ProErasmus, do the following:

1. upload to the system, in PDF format, the final mobility certificate issued by the host institution, which must be signed and if possible stamped by the responsible person at the host institution. The certificate must state:

   - the actual dates of the mobility period;

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

2. upload to the system, in PDF format, the EU SURVEY evaluation questionnaire, which you will access via the link that will be sent to you by the Beneficiary Module Platform to your institutional email address on the mobility end date specified in the Financial Agreement;
3. prepare and upload in PDF format a short report on the completed mobility period, which may be used to help guide future outgoing mobilities to the same destination (optional requirement);
4. upload the receipts for expenses incurred in the business trip procedure.

To obtain reimbursement for expenses incurred during mobility, you will need to close the institutional mission procedure by uploading the expense receipts.