Staff Mobility

Erasmus+ Staff Mobility

Training via the Erasmus Programme for university staff at enterprises and HEIs abroad - General Information

The Erasmus+ Programme includes grants for short visits by university staff to enterprises or Higher Education Institutions (HEIs) in other participating countries (i.e. EU member states, Norway, Iceland, Liechtenstein, Serbia, Turkey and the Republic of North Macedonia) for the purposes of training. This scheme is open to all categories of staff employed by the University: administrative, technical, research and academic.

This mobility scheme aims to allow staff of HEIs to acquire knowledge or specific know-how from experiences and good practices abroad, as well as practical skills relevant for their current job and their professional development. Activities that may be considered eligible would include official training courses/programmes, training programmes tailored to individual needs, job-shadowing, or workshops with a focus on training.

There should be some demonstrable justification for travelling abroad to engage in the proposed training, i.e. funding will generally not be granted for attending training courses abroad where similar courses are available in Ireland. Research collaboration activities are NOT eligible for funding under this scheme, nor is attendance at conferences. Please note that the grant includes an allowance for travel and subsistence, but it does not cover course fees: staff members would have to meet this type of cost themselves.

University of Galway's funding for staff training mobility will cover only a limited number of visits. The minimum duration of these training visits is 2 full working days, and regrettably it will not be possible for us to support visits in excess of five working days.

Erasmus opportunities for Administrative Staff

Erasmus+ Staff Weeks are a form of Staff Training.

The Erasmus Programme now contains provision for short visits by university staff to enterprises or Higher Education Institutions (HEIs) in other participating countries (i.e. EU member states, plus Norway, Iceland, Liechtenstein, Serbia, Turkey and the Republic of North Macedonia) for the purposes of training. The objective of this type of staff mobility is to allow staff of HEIs to acquire knowledge or specific know-how from experiences and good practices abroad, as well as practical skills relevant for their current job and their professional development. The stay in the partner organisation can be termed a short secondment period, job-shadowing scheme, study visit or workshop.

European universities sometimes run “Staff Training Weeks” which are open to administrative staff and would qualify under the above-mentioned scheme. Such opportunities are almost always listed in the IMOTION database.

For any formal Staff Training Weeks, interested staff should complete the Draft Staff Mobility Training Agreement that can be found on the main page and submit it to the Global Galway Office, noting the deadline indicated. If you find a suitable training week after the deadline, it may be worth making an enquiry, because funding does sometimes get freed up in the course of the year. Please note, however, that we will only ever be able to fund about 10 visits in total per year, due to the limited financial resources available for this scheme.

It is also important to note that approval of a staff member's Erasmus funding application by University of Galway's International Office does not imply a guarantee that they would get a place on the particular course. You would make a separate application to the host institution and it would be for the host institution to select participants; often they receive a large number of applications and may even use a lottery to allocate places. You would, of course, have the possibility of applying first to the host institution by filling in a registration form, but if you are not approved for Erasmus funding from University of Galway then you would then have to meet all costs yourself if you decided to accept a place on the course. We will, of course, endeavour to inform candidates as soon as possible about the outcome of their application for Erasmus funding.

Please note that administrative staff are also eligible to apply for an independently-organised training visit to a HEI in one of the named countries, i.e. where the staff member makes contact with a counterpart in another university and arranges a programme of training/job-shadowing.

Advice on applying for staff mobility for training

What are the steps in applying?

Find a suitable training experience.
Write a DRAFT  Staff Mobility Training Agreement and submit it to kristin.anderson@universityofgalway.ie. It does not need signatures at this stage. In addition to your draft Training Agreement, please send the following two items to complete your application: (i) Written permission to attend from your chair or programme director, and (ii) Invitation to attend or any communication highlighting the host organisation can accept this training.
The Erasmus team will review the applications received within the application window on the deadlines. Each application will be assessed against the selection criteria outlined below.
Applicants will be informed by email of the outcome of the application.
Unsuccessful applicants will be given high-level feedback and may apply again (depending on availability of spots) or in the next application window.
Successful applicants will receive notice of approval and next steps.
Upon approval by Global Galway, obtain the required signature on your Training Agreement from the host/receiving institution.
Following receipt of your signed agreement, Global Galway will issue your Erasmus Grant Agreement. Review carefully and sign the document. Return it to kristin.anderson@universityofgalway.ie no less than two weeks before you travel.

During / After the visit 

You should download the Staff Training Attendance Certificate ‌ and have it signed, dated, and stamped on the last day of the training at the host organisation.
You will receive a request from the European Commission for an online report on your training visit. 
Once all requirements are met, reimbursement will be issued via Core the following month.

Application and Selection

What do I need to make sure is in my application?

Applications consist of 3 things:

Fully Completed Draft Training Agreement (expect signatures)
Written Approval from your chair or programme director to attend the training
An invitation or communication from the host confirming they can host your training visit

What are the selection criteria?

The training activity must have a greater potential value than similar training in Ireland, and it is clearly demonstrated that the applicant will benefit from this experience in terms of professional and personal development
There is clear alignment between the learning needs of the individual and the proposed training
The objectives and expected results of the visit should be clear, with realistic overall aims and objectives 
A proposed schedule should be included to demonstrate how the training needs will be addressed for each day (hourly is not necessary, but an overview of the type of activities and themes of the training)
Clear expected results in terms of the additional expertise/competencies to be acquired 
Description as to how the training relates to the internationalisation goals of the Department/School/University
Description of how the learnings will be shared with your department

In addition, please bear the following important points in mind: 

You must demonstrate how the training proposed relates to your area of work and that you clearly describe the real benefits it will bring.  Simply cutting and pasting the content of a training course from a website or brochure is not enough: you must link the subject matter to your current role and show what specific need or gap in your skills or expertise it will address, and how this will benefit both your professional development and the work of your department or unit. 

Academic Staff should further note that the purpose of these visits is strictly TRAINING, and not research collaboration.

Payment Timing

Grant payment, according to a grant agreement issued by Global Galway upon acceptance, will be processed through the University’s Core system after the mobility has taken place. Depending on the timing of your visit, payment may take 1–2 months after completion.

We understand this delay poses difficulties, please consult your department. In some cases, travel costs can be covered initially by departmental funds and reimbursed later by you, once your Erasmus+ payment is received.

bility for teaching involves at least 8 hours of teaching delivered over a minimum of two days and a maximum of five days. For teaching mobility, there must be a valid inter-institutional agreement, in the specific subject area between University of Galway and the proposed host institution abroad that includes a teaching staff exchange.

How can I check if there is a valid inter-institutional agreement in place?

Email kristin.anderson@universityofgalway.ie

What are the steps in applying?

Applications should be presented in the form of a draft teaching agreement.  This does not need signatures at this stage, as content and dates may need to be adjusted, but it should be accompanied by (i) an invitation from the host organization (a brief e-mail will suffice), and (ii) confirmation that the proposed visit has been approved by your chair or programme director.
The Erasmus team will review the applications received within the application window on the deadlines. Each application will be assessed against the selection criteria below.
Applicants will be informed by email of the outcome of the application.
Unsuccessful applicants will be given high-level feedback and may apply again (depending on availability of spots) or in the next application window.
Successful applicants will receive notice of approval and next steps.
Upon approval by Global Galway, obtain the required signature on your Teaching Agreement from the host/receiving institution.
Following receipt of your signed agreement, Global Galway will issue your Erasmus Grant Agreement. Review carefully and sign the document. Return it to kristin.anderson@universityofgalway.ie no less than two weeks before you travel.

During / After the visit 

You should download the Staff Teaching Attendance Certificate ‌ and have it signed, dated, and stamped on the last day of the training at the host organisation.
You will receive a request from the European Commission for an online report on your training visit. 
Once all requirements are met, reimbursement will be issued via Core the following month.

Application and Selection

What do I need to make sure is in my application?

Applications consist of 3 things:

Fully completed draft Teaching Agreement (expect signatures)
Written Approval from your chair or programme director to attend the training
An invitation or communication from the host confirming they can host your training visit

What are the selection criteria?

Applications will be selected based on the draft staff teaching agreement. The selection will be based on:

The objectives and expected results of the visit should be clear, with realistic overall aims and objectives 
A clear link between the internationalisation strategy of your Department/School/University and the mobility
Demonstration of a teaching programme that includes at least 8 hours of teaching, between 2 and 5 days. Please include any details on the courses and a brief description of the content
A clear outline of the value of this mobility for your own professional development
Description of how this mobility will impact both students at the host and here in Galway
A proposed schedule should be included

Payment Timing

Grant payment, according to a grant agreement issued by Global Galway upon acceptance, will be processed through the University’s Core system after the mobility has taken place. Depending on the timing of your visit, payment may take 1–2 months after completion.

We understand this delay poses difficulties, please consult your department. In some cases, travel costs can be covered initially by departmental funds and reimbursed later by you, once your Erasmus+ payment is received.

How can I apply?

Applications for the academic year and summer will be considered within two application windows; each has an early deadline(s) and a final deadline. Applications received will be reviewed at each deadline and applications that reach the threshold for funding will be approved. Applications are awarded according to quality and completeness. Once all allocations have been made for a window, no further applications will be funded. We suggest applying as early as possible. Please note, applications need to be sent at least one month before the planned mobility. If a mobility arises outside of these windows, you can inquire if any funding is still available. Please contact kristin.anderson@universityofgalway.ie. The two windows, with their deadlines, are:

Window 1: 1 September to 15 November

Early Deadline: 30 September
Final Deadline: 15 November

Window 2: 15 December to 31 May  

Early Deadline: 31 January
Mid-Deadline: 31 March
Final Deadline: 31 May

Advice on applying for staff mobility for teaching

Mobility for teaching involves at least 8 hours of teaching delivered over a minimum of two days and a maximum of five days. For teaching mobility, there must be a valid inter-institutional agreement, in the specific subject area between University of Galway and the proposed host institution abroad that includes a teaching staff exchange.

How can I check if there is a valid inter-institutional agreement in place?

Email kristin.anderson@universityofgalway.ie

What are the steps in applying?

Applications should be presented in the form of a draft teaching agreement.  This does not need signatures at this stage, as content and dates may need to be adjusted, but it should be accompanied by (i) an invitation from the host organisation (a brief e-mail will suffice), and (ii) confirmation that the proposed visit has been approved by your chair or programme director.
The Erasmus team will review the applications received within the application window on the deadlines. Each application will be assessed against the selection criteria below.
Applicants will be informed by email of the outcome of the application.
Unsuccessful applicants will be given high-level feedback and may apply again (depending on availability of spots) or in the next application window.
Successful applicants will receive notice of approval and next steps.
Upon approval by Global Galway, obtain the required signature on your Teaching Agreement from the host/receiving institution.
Following receipt of your signed agreement, Global Galway will issue your Erasmus Grant Agreement. Review carefully and sign the document. Return it to kristin.anderson@universityofgalway.ie no less than two weeks before you travel.

During / After the visit 

You should download the Staff Teaching Attendance Certificate ‌ and have it signed, dated, and stamped on the last day of the training at the host organisation.
You will receive a request from the European Commission for an online report on your training visit. 
Once all requirements are met, reimbursement will be issued via Core the following month.

Application and Selection

What do I need to make sure is in my application?

Applications consist of 3 things:

Fully completed draft Teaching Agreement (expect signatures)
Written Approval from your chair or programme director to attend the training
An invitation or communication from the host confirming they can host your training visit

What are the selection criteria?

Applications will be selected based on the draft staff teaching agreement. The selection will be based on:

The objectives and expected results of the visit should be clear, with realistic overall aims and objectives 
A clear link between the internationalisation strategy of your Department/School/University and the mobility
Demonstration of a teaching programme that includes at least 8 hours of teaching, between 2 and 5 days. Please include any details on the courses and a brief description of the content
A clear outline of the value of this mobility for your own professional development
Description of how this mobility will impact both students at the host and here in Galway
A proposed schedule should be included

Payment Timing

Grant payment, according to a grant agreement issued by Global Galway upon acceptance, will be processed through the University’s Core system after the mobility has taken place. Depending on the timing of your visit, payment may take 1–2 months after completion.

We understand this delay poses difficulties; please consult your department. In some cases, travel costs can be covered initially by departmental funds and reimbursed later by you, once your Erasmus+ payment is received.

How can I apply?

Applications for the academic year and summer will be considered within two application windows; each has an early deadline(s) and a final deadline. Applications received will be reviewed at each deadline and applications that reach the threshold for funding will be approved. Applications are awarded according to quality and completeness. Once all allocations have been made for a window, no further applications will be funded. We suggest applying as early as possible. Please note, applications need to be sent at least one month before the planned mobility. If a mobility arises outside of these windows, you can inquire if any funding is still available. Please contact kristin.anderson@universityofgalway.ie. The two windows, with their deadlines, are:

Window 1: 1 September to 15 November

Early Deadline: 30 September
Final Deadline: 15 November

Window 2: 15 December to 31 May  

Early Deadline: 31 January
Mid-Deadline: 31 March
Final Deadline: 31 May

Incoming Staff Mobility

University of Galway is open and welcoming to incoming staff mobility.

To plan your visit, we kindly ask that you reach out directly to the relevant centre, department, or investigator you wish to train with. As a central office, we are not in a position to schedule or coordinate individual visits, and the decision to host an incoming staff mobility is held at the departmental level. This largely depends on individual schedules and time availability.

Here are further links to individual Schools and Disciplines and our research centres/units which can help guide you to find the best and most appropriate contact for your training needs.

Please note that the staff member hosting your training will be responsible for signing your Erasmus+ Training Agreement as the designated person at the University of Galway.

Useful information:

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