erasmus & ExchangeErasmus+ 131 Staff Mobility Exchange
1. What is the Erasmus+ KA131 Staff Exchange?
There are two types of staff exchange: Staff Teaching Mobility and Staff Training Mobility. Continue reading to learn the difference between the two.
Staff Teaching Mobility
Staff teaching mobility is a field of activity that allows a staff member who is teaching at an ECHE-holding higher education institution in Turkey to teach students at an ECHE-holding higher education institution in one of the program countries and to carry out academic/educational activities (teaching related) jointly with the other institution.
Within the scope of staff teaching mobility, it is also possible to invite staff working in an establishment located in one of the program countries to teach students at an ECHE holding higher education institution in Turkey. The personnel to be invited to give lectures from the enterprise must be employed in a foreign enterprise, training center, research center or another institution that fits the definition of enterprise. In this context, what is meant by an eligible enterprise is any private or public institution/organization and any enterprise engaged in any economic activity, including social economy, regardless of their size, legal status and the economic sector in which they operate. The inviting institution must pay the person to be invited from their own Erasmus mobility budget.
Staff tutoring is a day-based activity and grants are paid for the days taught. For this reason, in the Staff Mobility for Teaching – Mobility Agreement, the teaching program must be specified on a day-to-day basis.
Staff Training Mobility
Staff training mobility is a field of activity that allows any staff employed in an ECHE-holding higher education institution in Turkey to receive training in one of the program countries. Within the scope of this activity, it is possible for the person to receive various trainings (such as on-the-job training, observation processes) in order to improve the skills he or she has in matters related to their current job.
Within the scope of personnel training mobility, it is also possible for the personnel employed in an ECHE-holding higher education institution to go to an ECHE-holding higher education institution or related institution to receive training. Organizations to go to for training include businesses, training centers, research centers, chambers and associations of commerce, schools, foundations, non-profit organizations, career guidance providers, professional counseling and guidance organizations, higher education institutions and other organizations specified in the Erasmus+ Program Guide. In this context, what is meant by an eligible enterprise is any private or public institution/organization and any enterprise engaged in any economic activity, including social economy, regardless of their size, legal status and the economic sector in which they operate. Staff training is a full-time activity and grants are paid for full-time training. For this reason, the training program must be specified on a daily basis in the Staff Mobility for Training – Mobility Agreement.
2. Who can benefit from the program?
- Personnel wishing to benefit from the Teaching / Training mobility must be employed on a full / part-time basis and actively working in the institution.
- Personnel employed through service procurement cannot benefit from mobility.
- Personnel who wish can benefit from the activity by waiving the financial support.
3. How does the program work?
In order for Personnel Teaching/Training Mobilities to be considered as a valid activity;
- For Teaching Mobility, it must be presented on a day-to-day basis, including the details of the completed work plan, and at least 8 lesson hours must be given for 5 consecutive working days.
- Personnel training activity is a day to day based activity and grant payment is made only for the days when the activity related to the training activity is performed. For this reason, the training program must be specified on a daily basis in the Staff Mobility for Training – Mobility Agreement. In order for staff training mobility to be considered a valid activity, 8 hours of activity are required. In cases where the activity takes place longer than 1 week, the required course hours should increase proportionally. (For example, since it is obligatory to teach at least 8 hours in an activity that will last for 1 week, at least 16 hours of lessons must be given in an activity that will last 2 weeks.)
- Where teaching and training activities are combined, the minimum teaching time is one week or 4 hours for short-term activities.
- If it is seen in the participation certificate that the beneficiary has been operating for less than 2 days, the activity is deemed invalid, and no grant payment is made to the beneficiary. Grant payment can be made for the days of travel (provided that it is supported by travel documents and not more than 2 days in total, 1 for departure and 1 for return). Only 1 day grant can be paid for the days of both activity and travel.
Within the scope of the mobility, it is possible to invite the personnel working in an establishment located in one of the partner countries to our university to give lectures to our students, but the applications are evaluated by the selection commission according to the grant allocated to our institution. Personnel to be invited to lecture must be employed in a business, training center, research center, or an organization that fits the definition of business.
* Teaching Mobilities must take place in line with the ‘Academic Calendar’ of the host institution. Mobilities should not coincide with periods when education/training is a holiday. There is no cadre requirement for the personnel employed in the higher education institution, personnel who have a work contract with the higher education institution can benefit from the activities.
4. What documents do I need?
- Invitation Letter
- Teaching/Training Agreement (The general objectives, content and expected results of the program to be realized should be included, signed and sealed by the authorized units of both higher education institutions).
- TOEFL/YDS/YÖKDİL Exam Result (if any)*
- ID Copy (Color)
Documents can be accessed by clicking here
* Language test results taken within the last 10 years are valid.
5. What is the criteria?
Applications will be evaluated by the IHU Erasmus and International Programs Admission Commission and are evaluated according to the criteria determined by the Turkish National Agency during the evaluation.
Within the scope of the Teaching/Training Mobility,
– To the instructors/administrative staff who have not benefited from the Teaching/Training Mobility before,
– Departments or units that were not involved in Teaching/Training mobility activities before,
– Activities to be held in countries or higher education institutions that were not involved in Teaching/Training mobility activities before,
– Presentation in the previous mobility, etc. output has been submitted,
– Contributing to the signing of the new Erasmus agreement (Only by Staff)
– Contributing to the signing of the new Erasmus agreement (via Staff and Students)
– Administrative staff/teaching staff who have the proficiency in Teaching/Training in a foreign language and certify this status,
– Disabled personnel,
– Activities for the development of digital skills in training activities,
– The personnel participating in the training activities are administrative personnel,
– Priority will be given to veteran personnel and personnel who are relatives of martyrs and veterans.
– Mobility is given low priority to the country of nationality.
– Presentations made for the promotion of Erasmus and the university,
– Only a single foreign language test result will be included in the scoring. The exam result with the highest scores for more than one language is taken into consideration.
Evaluation results will be announced on the website of IHU Erasmus and International Programs Directorate according to the dates in the application calendar.
6. What are the necessary steps to be taken?
- For Teaching/Training mobility, information on the mobility date ranges, deadline, application documents, active agreements, the number of quotas for the agreements and which departments/units can apply for each quota are obtained through announcements made by the IHU Erasmus and International Programs Directorate.
- Within the existing bilateral agreements of the department, the desired university is contacted via e-mail, telephone, fax or letter.
- The Teaching/Training Program is prepared, signed by both higher education institutions and an invitation letter is requested from the other institution.
- Applications must be made at https://erasmus.ihu.edu.tr/Account/Login.aspx?pId=2035&ReturnUrl=%2F before the deadline announced by the Erasmus and International Programs Coordinatorship of IHU Rectorate International Office Department.
- Personnel are determined by the necessary conditions set by the criteria announced by the Erasmus and International Programs Commission.
- The selected personnel must submit a petition regarding the assignment by attaching the invitation letter to the relevant Unit Manager/Faculty Dean/Institute Directorate.
- Approval letters are sent to the Erasmus and International Programs Directorate for information, to the Human Resources Department for assignment, and to the Administration and Financial Affairs Department for grant payment.
- Academic Staff / Administrative Staff must have a Euro account at Ziraat Bank branch to receive the grant.
- After the letters reach the relevant units, a contract is prepared together with the Erasmus and International Programs Directorate of the International Office Department and the participating personnel.
- The relevant bank is instructed by the Administrative and Financial Affairs Department for the grant.
7. Erasmus+ Mobility Stipend
The daily grants for staff mobility are also as follows:
|Country Groups||Countries visited for mobility||Daily grant amounts (€)|
|Group 1 Program Countries||Denmark, Finland, Ireland, Sweden, Iceland, Liechtenstein, Luxembourg, Norway||162|
|Group 2 Program Countries||Germany, Austria, Belgium, France, Cyprus, Netherlands, Spain, Italy, Malta, Portugal, Greece||144|
|Group 3 Program Countries||Bulgaria, Czech Republic, Estonia, Croatia, Latvia, Lithuania, Hungary, Macedonia, Poland, Romania, Serbia, Slovakia, Slovenia, Turkey *.||126|
* Used only for staff invited to teach from a foreign business or non-ECHE higher education institution.
** In personnel mobility activities that last longer than 14 days; for the 15th day onwards, 70% of the above-mentioned daily grant is taken as a daily basis.
WHAT IS THE GRANT SUPPORT FOR TRAVEL EXPENSES?
The amount of travel expenses to be paid to the personnel benefiting from the personnel mobility activity.
It is calculated using the “Calculator”. The distance calculator is available at the link below:
It is assumed that the starting point of the trip is the sending organization and the place where the activity is carried out is the host organization.
|Obtained “km” value||Grant amount (Euro)|
|100 – 499 km||€180|
|500 – 1999 km||€275|
|2000 – 2999 km||€360|
|3000 – 3999 km||€530|
|4000 – 7999 km||€820|
|8000 km and onwards||€1.500|
Within 45 days from the entry into force of the contract, a pre-financing payment is made to the beneficiary, corresponding to a maximum of 70% of the maximum grant amount. The remaining 30% is calculated by the office after the return documents are delivered to the Erasmus and International Programs Directorate and uploaded to the online system and the bank is instructed.
IS IT POSSIBLE TO JOIN MOBILITY AS STAFF WITHOUT GRANTS (“0” GRANT)?
If the staff wishes, they can participate in the activity without receiving a grant. In order to benefit from the activity without a grant, an application must be made, and the application must be evaluated together with other applications.
The difference of the non-grant personnel is that the personnel are not included in the budget calculations, and they are not paid. Failure to receive a grant is not a reason for staff not to be included in the selection process.
Grant-free personnel mobility activities can only be carried out with the partners included in the grant agreement of the higher education institution, but for any type and direction of activity.
IS THERE ADDITIONAL GRANT SUPPORT FOR DISABLED BENEFICIARIES?
Beneficiaries with disabilities participating in the Erasmus+ program can be given additional grants to assist their special needs in addition to the standard grants they receive. In order to be able to give more grants to disabled personnel, an additional grant request from the Center should be requested by the beneficiary higher education institution. Additional grant requests can be made within the contract period, up to 60 days before the contract end date. The Center evaluates each application individually; it decides whether an additional grant can be given and, if so, the appropriate amount of grant. Applications will be submitted to the National Agency by the Erasmus and Exchange Programs Directorate of our university.
8. What needs to be done upon returning from mobility?
The originals of the following documents are submitted to the Directorate of Erasmus and International Programs and must be uploaded to the online system.
- Certificate of Participation from the Institution of Visit
- Teaching/Training Agreement (wet signed and sealed)
- E-Government Entry/Exit Document (https://www.turkiye.gov.tr/emniyet-yurda-giriscikis-belge-sorgulama)
- Final Report (EU Survey)
- Activity Evaluation Report
IHU Erasmus and International Programs Directorate
Address: Ordu cad. F-05 Blok No 3, 34480 Başakşehir
Room: Rectorate Building 1st Floor International Office Room Number: 32
Telephone: +90 212 692 02 12 | firstname.lastname@example.org