1 KA103 2017 Operational Handbook Uncontrolled when printed.

2017 Key Action 1 (KA1)

Higher Education Handbook For UK Higher Education Institutions and Consortia

Managing Higher Education Mobility Projects

KA103

Version 5: 26 January 2018

2 KA103 2017 Operational Handbook Uncontrolled when printed.

This handbook is a guidance document only and is designed to provide information to support your Grant Agreement, including all associated annexes and the 2017 Programme Guide. Your Grant Agreement and the 2017 Programme Guide are the primary documents you should refer to and need to comply with. Should any information in this handbook differ from either the Grant Agreement or the 2017 Programme Guide, the content of the Grant Agreement, its annexes and the Programme Guide will take precedence. If you have any queries or feedback about the content of this Handbook please contact erasmus@britishcouncil.org.

Overview of changes to the handbook

This document is version 5 of the 2017 Key Action 1 Operational Handbook for Higher Education. If future versions of this document are created, the table below will record an overview of changes made compared to previous versions:

Page number in previous version

Change Page number in this version

30 Updated information regarding minimum number of hours required

for traineeships

30 & 31

32 Updated information about grants for student undertaking a

traineeship from a disadvantaged background

32

Contents

1. Information for Key Action 1: Mobility of Individuals within Higher Education .......................... 5

1.1. General ........................................................................................................................... 5

1.1. New Coordinators ............................................................................................................ 6

1.2. Change of Legal Representative ..................................................................................... 6

1.3. Eligibility .......................................................................................................................... 6

1.4. Inter-Institutional Agreements .......................................................................................... 8

1.5. ISCED 2013 Codes ......................................................................................................... 9

1.6. Period of Activity .............................................................................................................. 9

1.7. Special Needs Grant for Students and Staff .................................................................. 10

1.8. Zero Grant and Partial Grant Participants ...................................................................... 10

1.9. Exceptions ..................................................................................................................... 11

1.10. Dissemination ............................................................................................................ 11

1.11. Record keeping .......................................................................................................... 11

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1.12. Visas .......................................................................................................................... 12

1.13. Selection Procedures ................................................................................................. 12

1.14. Signatures .................................................................................................................. 12

1.15. Agreements with Individuals ....................................................................................... 13

1.16. EU Survey .................................................................................................................. 13

1.17. Incoming Erasmus+ Mobility ...................................................................................... 14

1.18. Early Returners, Short Durations and Interruptions of Mobility Periods ..................... 14

1.19. Setting of Grant Rates ................................................................................................ 15

1.20. Allocation of Funds .................................................................................................... 15

1.21. Reporting deadlines from the HEI to the NA ............................................................... 15

1.22. Interim Report ............................................................................................................ 16

1.23. Final Reports ............................................................................................................. 16

1.24. Appeals ...................................................................................................................... 17

1.25. Payment conditions .................................................................................................... 17

1.26. Bank accounts and currency ...................................................................................... 18

1.27. Virement .................................................................................................................... 18

2. Contracting Process ............................................................................................................. 19

2.1. Grant awards ................................................................................................................. 19

2.2. Grant Agreements and Annexes .................................................................................... 19

3. Student Mobility .................................................................................................................... 21

3.1. Academic Fees .............................................................................................................. 21

3.2. Tuition Fee Contribution and Support (formerly the fee waiver) ..................................... 21

3.3. Grant Status of Students and National Schemes ........................................................... 21

3.4. Students from disadvantaged backgrounds (Widening Participation) ............................ 22

3.5. Agreements with Participants ........................................................................................ 23

3.6. Erasmus+ Student Charter ............................................................................................ 24

3.7. Multiple Erasmus+ Periods ............................................................................................ 24

3.8. Erasmus+ Language Support ........................................................................................ 25

3.9. Proof of payment ........................................................................................................... 25

4. Student Study Mobility .......................................................................................................... 25

4.1. Eligibility ........................................................................................................................ 25

4.2. Duration of Study Mobility .............................................................................................. 26

4.3. Eligible Student Study Activity ....................................................................................... 27

4.4. Recognition ................................................................................................................... 27

4.5. Student Mobility Grants for Study .................................................................................. 28

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4.6. Students on Erasmus+ Joint Master’s Degree Courses ................................................. 28

5. Student Traineeship Mobility ................................................................................................. 29

5.1. Eligibility ........................................................................................................................ 29

5.2. Duration of Student Traineeships .................................................................................. 30

5.3. Eligible Student Traineeship Activity .............................................................................. 30

5.4. Erasmus Intern .............................................................................................................. 31

5.5. Recent Graduate Traineeships ...................................................................................... 31

5.6. Recognition ................................................................................................................... 31

5.7. Student Mobility Grants for Traineeships ....................................................................... 32

5.8. British Council Language Assistants .............................................................................. 33

5.9. IAESTE ......................................................................................................................... 33

6. Staff Mobility ......................................................................................................................... 33

6.1. Duration of Teaching or Training Period ........................................................................ 33

6.2. Staff Mobility - Combined ............................................................................................... 33

6.3. Staff Mobility Grants ...................................................................................................... 34

6.4. Travel Grants ................................................................................................................. 37

6.5. Top Up for Expensive Domestic Travel .......................................................................... 37

6.6. Calculating Travel .......................................................................................................... 38

6.7. Proof of payment ........................................................................................................... 39

6.8. Agreements with Participants ........................................................................................ 39

6.9. Recognition of Staff Mobility .......................................................................................... 39

6.10. Reimbursement of Unspent Grant .............................................................................. 39

7. Staff Mobility – teaching ........................................................................................................ 39

7.1. Staff Teaching Programme ............................................................................................ 39

7.2. Confirmation of Teaching Period ................................................................................... 40

7.3. Invited staff from an enterprise/organisation .................................................................. 40

8. Staff Mobility – training ......................................................................................................... 40

8.1. Staff Training Programme .............................................................................................. 40

8.2. Staff Training Opportunities ........................................................................................... 40

9. Organisational Support (OS)................................................................................................. 41

9.1. Eligible OS activity ......................................................................................................... 41

9.2. OS and insurance .......................................................................................................... 41

10. National Agency Monitoring Activities ............................................................................... 42

10.1. Documentary Evidence .............................................................................................. 42

10.2. Feedback from Audit Visits Carried Out by the NA ..................................................... 42

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10.3. Repayment of Grant Monies ...................................................................................... 42

10.4. Practicalities for Audit Visits Carried Out by the NA ................................................... 42

10.5. Appeals ...................................................................................................................... 43

11. Online Linguistic Support .................................................................................................. 43

11.1. OLS Assessment ....................................................................................................... 43

11.2. OLS Second Assessment .......................................................................................... 44

11.3. OLS assessment for multiple mobilities ...................................................................... 44

11.4. OLS Course ............................................................................................................... 44

11.5. Expired Licences ........................................................................................................ 44

11.6. Using the OLS System ............................................................................................... 44

12. Useful Links ...................................................................................................................... 45

1. Information for Key Action 1: Mobility of

Individuals within Higher Education

1.1. General

Key Action 1 supports mobility in the education, training and youth sectors and aims to bring long

lasting benefits to the participants and the organisations involved. This Action provides

opportunities for individuals to improve their skills; enhance their employability and gain cultural

awareness.

For more information about Erasmus+ and Key Action 1, please refer to the following sections of

the 2017 Programme Guide:

General Information about the Erasmus+ Programme ………….. Pages 5 - 28

General Information about Key Action 1 …………... Pages 29 - 32

Key Action 1 Higher Education Overview …………… Pages 33 - 50

Information for Applicants …………… Pages 245 - 261

Specific rules relating to KA1 Higher Education Projects …………… Pages 263 - 268

Dissemination - A practical guide for beneficiaries …………… Pages 309 - 314

Glossary of Key Terms …………… Pages 315 - 322

Useful References and Contact Details …………… Pages 323 – 325

This Operational Handbook only applies to KA103 (Mobility between Programme Countries)

projects. For information on delivering a KA107 (International Credit Mobility) project, please see

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the 2017 KA107 Operational Handbook available on the ‘Manage Your Grant’ section of the

website.

1.1. New Coordinators

If the coordinator changes during the Erasmus+ project, the HEI should complete the Project

Contact Form and email it to the NA. You must also notify the EC of the change by emailing:

EACEA-ECHE@ec.europa.eu. Information for new coordinators can be found in our Info Pack for

New Coordinators here.

1.2. Change of Legal Representative

If the Legal Representative changes during the Erasmus+ project, you must complete the Change

of Data form and email it to the UK NA. You must also attach letter of appointment from your

institution’s HR department to confirm the new signatory is authorised to sign legal documents on

behalf of the institution. You must then send the same documents to the ECHE team at the EC:

EACEA-ECHE@ec.europa.eu.

1.3. Eligibility

Eligibility of Higher Education Institutions - Erasmus Charter for Higher Education (ECHE)

All HEIs based in Programme Countries1 must be awarded the Erasmus Charter for Higher

Education (ECHE) prior to applying for funding. The ECHE is awarded for the entire duration of

the Erasmus+ programme (2014 -2020). If your HEI does not hold an ECHE, the EC has an

annual call for ECHE applications. For more information, click here.

Please note consortia must be awarded the Mobility Consortia Certificate.

The ECHE describes:

The HEI’s context;

The HEI’s strategy for internationalisation and how participation in the Erasmus+

programme will contribute to this;

How the HEI will support students before, during and after mobility;

The outcomes expected of co-operation projects.

Adherence to the ECHE will be monitored by the UK NA and other bodies, for example, during

visits and formal audits. If monitoring reveals a weakness, the HEI will establish and implement an

action plan within a timeframe specified by the UK NA or the EC. If remedial action is not taken

1 Programme Countries are EU and non EU countries that have established a National Agency which participate fully in

the Erasmus+ Programme. The list of Erasmus+ Programme Countries is described on page 20 & 21 of the 2017 Programme Guide, section "Who can participate in the Erasmus+ Programme".

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within the agreed timeframe, the UK NA may recommend that the EC suspends or withdraws the

ECHE.

For further information see page 262 of the 2017 Programme Guide or visit the ECHE website.

To check if your institution holds an ECHE please visit the ECHE Holders list.

Changes to the ECHE Policy statement

HEIs are able to update their Erasmus Policy Statement (“EPS”) at any stage during the

Erasmus+ Programme cycle in order to reflect their latest strategy. To change an EPS, HEIs are

required to amend the EPS on their website and notify the NA to ensure accuracy and compliance

with the ECHE.

Higher Education Institutions and Mobility Consortia

An Erasmus+ National Mobility Consortium must be comprised of a minimum of three eligible

participating organisations (from any sector) but must include at least two sending HEIs.

The Mobility Consortia accreditation covers a national consortium for three consecutive annual

calls of the programme (no later than 2020/2021). If a national mobility consortium does not hold

consortium accreditation, an application for accreditation can be submitted at the same time as

applying for a mobility project.

For detailed information about eligibility and award criteria please see pages 42-43 and 262 of the

2017 Programme Guide.

Consortium Changes

If you wish to add a new partner to an existing consortium, the amendment needs to be approved

by the UK NA. The NA will assess the implications of the change to the consortium and check that

all eligibility criteria have been fulfilled etc. If there is no impact on the overall scope and quality of

the consortium, new accreditation is not required.

Mergers and Splits

If an HEI holding an ECHE, or any member of an accredited consortium, is involved in a merger

or split, or if their name changes, they should inform the UK NA as soon as details are known,

specifying the type of merger, split or new name. A new ECHE may be needed for a new

institution.

Information about how to update your organisation’s ECHE in the event of a merger/split can be

found on the EC’s ECHE page here.

Overseas Campuses or Franchises

If the campus located in another Programme Country, is not an independent institution but

dependent on the parent institution, such as a UK University, and covered by its ECHE

accreditation, the students in the other Programme Country can participate in mobility projects as

students of the UK University. However, they cannot carry out the mobility activities in the country

of the sending institution (UK) or in the country where they have their accommodation during their

studies.

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If the campus located in another Programme Country is an independent institution, it should then

apply for its own ECHE, and only when covered by that ECHE can students and staff take part in

Erasmus+.

Overseas Countries and Territories (OCTs)

Under the rules of Erasmus+, individuals and organisations from or to Overseas Countries and

Territories (OCT) shall be eligible for the Erasmus+ grant This means that individuals and

organisations from the OCTs can participant the programme on a 'Programme country' status, the

'Programme country' being the Member State with which they are connected. The list of OCTs

can be found at: https://ec.europa.eu/europeaid/regions/overseas-countries-and-territories-

octs/eu-oct-dialogue_en

The grant rate for placements to OCTs will be based on the grant rate for the Programme Country

to which the OCTs are connected. For example, a UK student going to Sint Maarten, which is an

OCT of the Netherlands. Here, the grant rate for a mobility to Sint Maarten would be based on the

grant rate from UK – The Netherlands.

HEIs from the UK or British Overseas Territories2 cannot use Erasmus+ funding to cover

expenditure for mobility placements in the UK or other British Overseas Territories -

Mobilities must be transnational.

1.4. Inter-Institutional Agreements

Mobility between Programme Country HEIs

Student study mobility and staff teaching mobility must be covered by an Inter-Institutional

Agreement. The Inter-Institutional Agreement may cover cooperation between more than one

HEI. The responsibility for student study mobility lies with the sending and host HEI. As outlined in

the ECHE, Inter-Institutional Agreements and the student Learning Agreement must be signed by

all parties. Please see page 263 of the 2017 Programme Guide for more information.

The template of the Inter-Institutional Agreement is available to download on the Erasmus+

website under the ‘Agreements’ section. The original text cannot be altered, although extra

clauses may be added.

Mobility between HEIs and providers of student traineeships and staff training

Student traineeships and staff training do not require an Inter-Institutional Agreement between the

sending HEI and the host organisation (HEIs based in Programme Countries that act as receiving

organisations for traineeships must hold the ECHE).

2 Anguilla, Cayman Islands, Falkland Islands, South Georgia and Southern Sandwich Islands, Montserrat,

Pitcairn, Saint Helena, Ascension Island, Tristan da Cunha, Turks and Caicos Islands, Bermuda, Gibraltar, British Antarctic Territory, British Indian Ocean Territory and British Virgin Islands

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Although not mandatory, HEIs can choose to include traineeships and staff training in their Inter-

Institutional Agreements if they wish.

In the event of a traineeship, registration of the host organisation on the EC’s EU Login

(https://ec.europa.eu/research/participants/portal/desktop/en/organisations/register.html) is

optional.

1.5. ISCED 2013 Codes

For any subject area within Erasmus+, ISCED 2013 codes must be used. The ISCED codes were

reclassified in 2013 and provide subject areas for broad, narrow and detailed fields. For further

information, please see the UNESCO ISCED 2013 manual and EC ISCED code finder tool.

Not further defined and not elsewhere classified

If there is no further information about the subject area then it can be classed as ‘not further

defined’ and one or more ‘0’ is added to the end of the code. For example a programme in

Engineering should be classified as 0710 Engineering and engineering trade.

If the subject information is provided, but a suitable ISCED code is not provided, then it can be

classed as ‘not elsewhere classified’ and a ‘9’ is to be added to the end. For example a new

subject within ICT should be classified as 0619 ‘ICT not elsewhere classified’.

1.6. Period of Activity

The project duration is either 16 or 24 months, as specified in the HEI’s application form and

Grant Agreement.

For 16 month agreements, the grant is awarded for mobilities taking place during the period 1

June 2017 to 30 September 2018. For 24 month Grant Agreements, the grant is awarded for

mobilities taking place between 1 June 2017 and 31 May 2019. Please see Article I.2.2 of your

Grant Agreement for more information. If the Grant Agreement has not been signed by both

parties, the NA and the HEI, prior to activity taking place, the HEI will be fully responsibility for any

risks that may arise from such activity (as with any activity that falls outside the terms of the

Agreement).

Mobility periods funded from the 2017/18 grant must be completed and reported by the project

end date as specified in Article I.2.2 of your Grant Agreement. Mobilities which take place across

two Grant Agreement periods should be reported as separate mobilities. In this case, if either

mobility is shorter than minimum duration, the HEI should contact the NA, who may approve the

short duration mobility.

24 Month Projects

The EC has confirmed that the purpose of 24 month projects is to provide flexibility at the end of

the project. The project funding should ideally be allocated to participants within the first year, but

funding can be spent throughout the entire project duration. 24 month projects are required to

provide an Interim Report (at the same time as 16 month projects) and should include mobilities

that have taken place and those intended to take place before the end of the project. This is to

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allow the NA to successfully reallocate funding where necessary. Although a 24 month projects

span two years, institutions can still apply for funding for each year, but must ensure no

participants are double funded.

1.7. Special Needs Grant for Students and Staff

Additional grants are available for students and staff with special needs who wish to participate in

an Erasmus+ activity and where participation would not be possible without extra financial

support. The allowances are offered where the special need lead to additional mobility costs

which exceed the maximum grant allocations allowed and which cannot be recovered from other

sources. The special needs grant covers approved actual costs.

The special needs grant may be paid in addition to the grant for disadvantaged students

undertaking Erasmus+ study mobility.

For further information about Special Needs Grant and the application form please see Additional

Support (Disability & Special Needs).

The HEI should ensure that staff and students considering participation in an Erasmus+ activity

and planning their mobility are aware that they can apply for extra funding if they have special

needs which will incur extra costs.

Students or staff should apply for the additional funding via their home HEI before the start of the

mobility. Individuals risk funds not being available if they apply after they have started their

mobility.

The sending HEI is responsible for ensuring that application forms are correctly completed and for

providing evidence to the host organisation regarding the special needs of the individual. Sending

HEIs must ensure that arrangements are being made at the host organisation to meet the

participant’s needs.

The application must include a statement from a doctor or other authority confirming the special

needs, its severity, the impact on the Erasmus+ mobility, any additional requirements and

additional costs that need to be met. A detailed estimate of costs is required.

The application should provide information on any other sources of financial support that the

student/staff member receives and why this is insufficient to cover the extra costs.

If the application is approved, the NA will specify a maximum supplementary allowance. On

completion of the Erasmus+ period a final report of expenditure will be required. If the expenditure

is less than the approved maximum, a recovery order will be raised and the difference must be

repaid to the NA.

1.8. Zero Grant and Partial Grant Participants

Zero grant participants may undertake Erasmus+ mobility at the discretion of their HEI. These

participants must fulfil all Erasmus+ criteria but receive no Erasmus+ mobility grant. They are

eligible for all other benefits of Erasmus+.

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In addition, the HEI may choose not to fund part of a student study/ traineeship or staff

teaching/training mobility.

The HEI should report mobilities where the students received no funding (zero grant students).

HEIs should also report all months of mobilities which have received partial funding. The period

that will be covered by funding must meet the minimum duration required, e.g. for a 6 month study

mobility, at least the 3 months minimum duration must be funded. The entire mobility duration

should be reported and any duration that does not receive mobility funding should be reported in

days in the ‘non-funded duration days’ field. Please refer to Mobility Tool+ guidance.

1.9. Exceptions

If, with good reason, an HEI cannot comply with any EC or NA requirements, they should contact

the NA as soon as possible. In all cases, the NA reserves the right not to accept the justification

offered.

1.10. Dissemination

By signing the Grant Agreement with the UK NA, the HEI accepts that information may be

published on the UK NA Erasmus+ Funding Results webpage regarding the name and address of

the HEI, the amount of grant awarded and the activities to which the grant relates.

The HEI also agrees to promote the programme and the mobility opportunities which it offers

students and staff. This should include, but is not limited to:

promotional talks by returning students at local schools, colleges, within the HEI etc.;

production and posting of promotional materials;

adherence to the requirements of the ECHE, including making the Erasmus+ policy easily

accessible via the HEI’s website.

The Erasmus+ logo and guidance on using the logo correctly is published on the UK NA

Promotion and Dissemination website.

See Article II.8.1 of your Grant Agreement General Conditions for further information.

1.11. Record keeping

HEIs must keep all applications and signed Grant Agreements for a period of five years from the

date of closure of the applicable Grant Agreement. This includes all applications and mobility

agreements with students and staff, and documents concerning disbursement of grants, for all

Erasmus+ placements.

This five year period begins from the date the NA approves the project’s final report (and, if

applicable, any subsequent payment is made or recovery order settled) or five years from the date

Important note: For students, any months at zero grant count towards the maximum 12

months Erasmus+ participation in any one cycle.

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any follow-up audits, appeals or other follow-up activities are closed. Please see page 259 of the

2017 Programme Guide for further information.

The UK NA compliance team will accept good quality digital versions of documents between

participants and the institution. For more information about record keeping, please see Grant

Agreement II.27.2.

1.12. Visas

HEIs must provide assistance, where required, in securing visas for incoming and outbound

mobility participants. The HEI must post information about visas and the time needed to obtain a

visa on its website and provide documentation to support visa applications in a timely fashion. The

website should, where possible, provide details of a contact person who can assist with visa-

related issues, with a description of the services offered and the support that can be provided.

HEIs are strongly advised to warn partner institutions that the UK visa process can be lengthy.

This also applies to incoming trainees, where the UK NA is the sponsor. In these cases, the

process is shortened if all documents are submitted to the UK NA with the visa application at least

two months before the date of travel, and in the correct format. For further information on

obtaining a Tier 5 Certificate of Sponsorship for incoming traineeship students, please visit the

Erasmus+ website.

In cases where it proves difficult to obtain visas (e.g. where diplomatic missions are not located in

the countries of residence or if postal applications are not accepted), institutions should attempt to

provide assistance in contacting diplomatic representatives. However, the mobility participants

themselves remain responsible for the visa application.

1.13. Selection Procedures

Procedures for the selection of individual staff and students receiving grants must be fully

transparent, fair, equitable, coherent and documented. They must be made available to all parties

involved in selecting students and staff for mobility grants. Please see examples of selection

criteria for students on page 263 and staff on page 265 of the 2017 Programme Guide.

Students originally from a Partner Country can return to their home country, but priority must be

given to other students.

1.14. Signatures

Grant Agreements between the HEI and the NA must be signed with original wet signatures and

can only be signed by the nominated legal representative, as stated in the institution’s project

application (unless the NA has been notified of a change). If the Grant Agreement is signed by a

different signatory, it can cause a delay when being processed.

Important note: HEIs are still required to keep the Beneficiary Grant Agreement between

your institution and the NA in original, hard copy format.

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The original signed paper copy of the main Grant Agreement(s) between the NA and the

beneficiary HEI must be signed with original signatures and kept in hard copy.

Grant Agreements and Learning/Mobility Agreements between the HEI and the participants

can be signed with an original or an electronic signature. The document can be signed by

one party and then scanned to the other to be countersigned. Both the HEI and the participant

must retain copies of agreements which have been signed by all parties.

Electronic signatures are acceptable on the following documents, and electronic (or scanned)

versions may be retained:

Inter-Institutional Agreements;

Participant Grant Agreements (student & staff);

Learning/ Mobility Agreements between the sending and receiving HEIs and the individual

students, and staff teaching or training programmes.

1.15. Agreements with Individuals

Before a staff or student mobility commences, the HEI must ensure that each student or staff

member has signed a mobility Grant Agreement with their home HEI, formally accepting the grant

and acknowledging the obligations associated with its acceptance.

The agreement must be retained as a record of the mobility. If the HEI does not retain the signed

agreement, in hard copy or electronically, the NA may recover the grant at a future audit.

Scanned copies of documents with original signatures are acceptable for audit purposes.

Standard templates of participant agreements form Annex II.6, II.7 and II.8 of the Grant

Agreement. These templates are minimum requirements and the HEI must use the text in full in

agreements with students or staff. The HEI may add to the standard text if they wish.

The sending HEI, the host HEI or other organisation, and the mobile participant, will need to sign

the Learning Agreement for studies and traineeships or the staff teaching and training agreement.

The templates are available on our website (see: Agreements section).

Any amendment to the agreement shall be requested and agreed by both parties through a formal

notification by letter or by email.

1.16. EU Survey

Within 30 days of completing their mobility, staff and students must submit an individual EU

Survey via Mobility Tool+. The online report will be automatically generated at the end of the

mobility period.

Important note: An “electronic signature” may be a scanned signature and locked pdf

signature or other form of secure signature. It cannot be a typed signature.

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The completion of the EU Survey forms part of the Grant Agreement, which must be signed by the

student/staff member prior to the commencement of the Erasmus+ mobility. HEIs are responsible

for ensuring that individuals complete these reports.

HEIs can resend the automated message if it has not been submitted by selecting the ‘resend’

button within an individual’s record. HEIs can also download the reports using the Mobility Tool+.

For further information, please read the Mobility Tool+ guidance.

1.17. Incoming Erasmus+ Mobility

HEIs must make appropriate provision for the health, safety and security of incoming Erasmus+

students and staff in the same way as for any other visitor. This includes compliance with all

relevant legislation.

Incoming students are not subject to fees or other charges, apart from small charges which would

be made to local students; see page 264 of the 2017 Programme Guide.

1.18. Early Returners, Short Durations and Interruptions of

Mobility Periods

If students or staff return to their home institution before the planned end of their activity but meet

minimum duration requirements, they may be allowed to retain funding for the period they were

away, at the discretion of the HEI and subject to this being agreed in writing

If staff or students return to the UK without fulfilling the minimum requirements for duration of their

mobility, for instance due to serious illness, or force majeure3, the UK NA may agree for the

student or staff member to retain the funding for the period of mobility.

In the instance of a short duration, HEIs must notify the UK NA immediately, using the short

duration request form that can be obtained from the Erasmus+ website (see: National Agency and

EC Forms). The HEI will also need to submit evidence of the need for the early return (e.g. a

doctor’s note for illness or an explanation of the particular force majeure) if it wishes the NA to

consider a short duration request. All decisions regarding funding for short durations will be made

by the NA on a case by case basis.

If a student has returned to the UK temporarily e.g. for a week due to health reasons, but will

return to continue their mobility the days on which the student was in the UK would be considered

as ‘Interruption days’ and must be recorded in the Mobility Tool+ as such.

Mobility periods that are short durations or interrupted due to force majeure are included in the

total 12 months mobility allowed per study cycle.

3 Force Majeure is defined on page 318 of the 2017 Programme Guide as “an unforeseeable exceptional situation or event beyond the

participant's control and not attributable to error or negligence on his/her part.”

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Any mobility affected by the above situations must be marked on the Mobility Tool+ as an early

return, and a brief summary of the reason provided in the comments section (in the case of short

duration requests, it must be marked on the Mobility Tool+ record that the request has been

submitted to and approved by the UK NA).

1.19. Setting of Grant Rates

Grant rates are established within parameters decided by the EC. HEIs must pay all grants at the

rates given in this handbook. For information on zero and partial grants, see section 1.8 Zero

Grant and Partial Grant Participants.

The HEI must show that reported activities have taken place, but is not required to show details of

each item of expenditure (though thorough records should be kept at all times to allow for the

possibility of being selected for audit). Annex III – Financial and Contractual rules details what

types of documentation are acceptable.

1.20. Allocation of Funds

The NA analyses applications carefully to ensure that allocation of funds is fair and transparent.

Grants to beneficiaries may be awarded for less than the amount applied for, but not more. The

grants budget is allocated on the basis of:

overall KA103 budget;

applications from HEIs, as assessed by the NA;

grant rates established by the NA, within EC guidelines;

past performance.

It is recommended that you do not exceed your contracted Erasmus+ grant amount. It is important

that the interim report is completed as accurately as possible.

1.21. Reporting deadlines from the HEI to the NA

Type of report Period covered Date due

To be completed by HEI for 16 month and 24 month agreements

Important note: As the special needs grant is paid based on actual expenditure, invoices will

be required for all costs claimed, as per Annex III – Financial and Contractual rules.

Important note: At interim report stage, UK HEIs are required to report all mobilities

scheduled between the project start and end dates e.g. mobilities that have happened and

those that are projected to happen.

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Interim Report – study

Interim Report – placement

Contracted period; to include all confirmed

and projected students/staff

30.03.2018

Interim Report – teaching

Interim Report – training

30.03.2018

To be completed by HEI for 16 month agreements

Beneficiary Final Mobility Data

Report

Recording all mobility data for the project to

include all confirmed student and staff

mobility

28.09.2018

Beneficiary Final Report Narrative report to demonstrate the

qualitative and quantitative aspects of the

project.

27.11.2018

(60 days from the

project end date.)

To be completed by HEI for 24 month agreements

Beneficiary Final Mobility Data

Report

Recording all mobility data for the project to

include all confirmed student and staff

mobility

31.05.2019

Beneficiary Final Report Narrative report to demonstrate the

qualitative and quantitative aspects of the

project.

30.07.2019

(60 days from the

project end date.)

1.22. Interim Report

All projects are required to submit an ‘Interim Report’ at certain points in their project. In order to

submit your Interim Report, you must ensure all information has been recorded onto the Mobility

Tool+. Please ensure all mobilities that have taken place, and are expected to take place, are

recorded on the Mobility Tool+. If you do not have ‘confirmed’ information, you may use ‘dummy’

information and then correct it in advance of the final report. The UK NA will then export the data

directly from the Mobility Tool+ and that is your submitted Interim Report.

1.23. Final Reports

All beneficiaries across all educational sectors participating in the Erasmus+ programme are

required to submit a final report at the end of the project.

Important note: At interim report stage, UK HEIs are required to report all mobilities

scheduled between the project start and end dates e.g. mobilities that have happened

and those that are projected to happen.

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HEIs are required to provide a narrative report to demonstrate the qualitative aspects of their

project implementation in addition to the quantitative mobility data. It will also provide HEIs with

the opportunity to identify strengths and areas in need of improvement. The qualitative report

must be submitted within 60 days of the project end date.

The beneficiary final report is completed on Mobility Tool+. Some of the content is automatically

populated with mobility data already recorded on the Mobility Tool+ and the remainder is

completed by the HEI through narrative-based questions.

Scoring of the Beneficiary Final Report

The narrative final beneficiary reports will be assessed by experts who have completed relevant

assessor training. The maximum number of points that can be awarded is 100. Projects that are

awarded over 75 points are considered very good to excellent and the results should be

disseminated more widely.

Projects awarded between 50 to 75 points are considered average to good. If a project is awarded

below 50 points, there is serious cause for concern in relation to compliance with the ECHE

and/or other implementation issues. Consequences of low scores are set out in the Grant

Agreement, Annex III (Financial and Contractual Rules) ‘IV. Rules and conditions for grant

reduction for poor, partial or late implementation.’

1.24. Appeals

If you wish to appeal a decision made by the UK NA in relation to your Erasmus+ application for

funding or grant agreement, you must follow the appeals procedure outlined on our website.

Please note that you may only appeal if you believe the UK NA has not followed the correct

procedures as set out in the relevant Commission Call for Proposals or in the National Agency’s

own published guidance.

1.25. Payment conditions

A first pre-financing payment of 70% of the HEI’s agreed grant amount will be made 30 days after

the NA has countersigned the Grant Agreement which has been signed by the nominated legal

representative and returned to the UK NA.

The NA requests an interim report in March at which point HEIs must update their data in the

Mobility Tool+. Please refer to Article I.4.3 of your Grant Agreement.

Payment following a report is subject to:

NA approval of the report, including the level of mobility requested;

Payment of any debts to the NA.

In the event of reduced mobility levels, the HEI may be invoiced for recovery of any unspent grant

or the NA may offset any debt against payments.

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If the HEI has an outstanding debt, this may delay the signature of Amended Grant Agreements,

and the NA may offset this against any new Erasmus+ payments due. The NA will give advance

notice of an intention to offset debt.

1.26. Bank accounts and currency

All payments from the NA to the HEI are made in euros. The HEI must ensure that its designated

bank account can receive the grant funds in euros. The NA is not responsible for any delay or

exchange rate losses caused as a result of an institution’s bank account’s inability to receive such

payments.

The Grant Agreement states:

“The beneficiary with general accounts in a currency other than the euro must convert costs

incurred in another currency into euros at the average of the daily exchange rates published in the

C series of the Official Journal of the European Union, determined over the corresponding

reporting period (available at

http://www.ecb.europa.eu/stats/exchange/eurofxref/html/index.en.html).

If no daily euro exchange rate is published in the Official Journal of the European Union for the

currency in question, conversion must be made at the average of the monthly accounting rates

established by the Commission and published on its website

(http://ec.europa.eu/budget/contracts_grants/info_contracts/inforeuro/inforeuro_en.cfm),

determined over the corresponding reporting period.

The beneficiary with general accounts in euros must convert costs incurred in another currency

into euros in accordance with their usual accounting practices.

If actual costs for special needs are paid in sterling (£), the HEI must report them using the

exchange rate applicable on the date when the beneficiary received their payment.

All reimbursements due to the NA from the beneficiary shall be paid in euros.”

Therefore, as most HEIs general accounts for Erasmus+ funding are in euro, when passing

on funding to participants and/or beneficiaries in other currencies the method used for

determining currency conversion rates is at the discretion of the HEI provided it follows

the normal accounting practice of the HEI and is applied consistently.

For further information, please see Grant Agreement, I.4.9.

1.27. Virement

HEIs may transfer funds between budget lines as follows:

Up to 50% of funds allocated to Organisational Support to student or staff mobility.

Up to 100% of funds allocated to student study mobility to student traineeships.

Up to 100% of funds allocated to student traineeships to student study mobility.

Up to 100% of funds allocated to staff mobility to student mobility.

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Up to 100% of funds allocated to staff mobility can be issued to teaching and/or training.

2. Contracting Process

The Grant Agreement is a legal document (contract) between the UK NA and HEI. This must be

signed by the nominated legal representative. If the nominated legal representative cannot sign

the Grant Agreement between the UK NA and the HEI, please contact the UK NA as soon as

possible.

2.1. Grant awards

HEIs must submit on-line applications to the UK NA by the published deadline stated in the ‘call for

proposals’ issued by the European Commission. Failure to do so will result in the application being

rejected.

The Grant Agreement details the payment arrangements as well as the bank account or sub

account to which funds will be transferred. Grant recipients may not benefit from any other EC

funding for the same activity, even if this is across years.

The grant is intended to co-finance mobility activity. Under no circumstances may the grant give

rise to a profit. Please see page 250 of the 2017 Programme Guide for further information.

HEIs must return the Grant Agreements, duly signed, by the dates specified by the NA. Failure to

return signed Grant Agreements on time may result in funds not being awarded for that year.

Please see page 254 of the 2017 Programme Guide for further information.

The General Conditions (Annex II) of the Grant Agreement set out the arrangements and time

limits for modification, suspension and termination of the Grant Agreement. HEIs that fail to meet

their obligations may have their Agreements cancelled and/or be subject to financial penalties.

The Financial and Contractual Rules (Annex III) of the Grant Agreement set out the supporting

documentation for eligible activities, grant modifications and rules for the reduction of grants for

poor performance.

Amendments to agreements must be requested in writing. Amendments to agreements then take

the form of a letter from the NA or a written amendment signed by both parties.

Please note that if information contained in this handbook differs from that in the Grant

Agreement, the text of the Grant Agreement will prevail.

2.2. Grant Agreements and Annexes

The Grant Agreement is split into several sections and annexes.

Information within the Grant Agreement

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Special Conditions (project specific information)

General Conditions (applicable to all beneficiaries under Key Action 1)

Financial and Contractual Rules (applicable to all beneficiaries under Key Action 1)

Legal Representative

Important: Please check the Grant Agreement to see who is listed as the official legal

representative and/or contact person for your project. If the legal representative or contact person

for your project has changed since the submission of your application, e.g. original legal

representative has left your institution, your Grant Agreement will require amendment to reflect

this change and an updated version will need to be provided and signed by both parties. It is vital

that you keep the NA informed of any such changes throughout the duration of your project.

It is important that HEIs complete their Grant Agreement and associated documentation correctly

before submitting it to the UK NA. The UK NA is unable to accept any incorrectly completed

documentation. Please note that submitting documentation incorrectly or late could cause delays

to the UK NA countersigning your Grant Agreement and / or paying your institution.

Annex I: General Conditions

These are the General Conditions you are agreeing to when you sign your Grant Agreement.

Annex II: Description of the project (Activities details) and Estimated budget (Budget

Summary)

This is a description of your project activities and a breakdown of your budget for the different

mobility types. It is issued as a separate document within the same email containing your

institution’s Grant Agreement.

Annex III: Financial and contractual rules

This annex provides comprehensive information on the financial and contractual rules surrounding

your Grant Agreement. There are two versions of this annex; one for single organisation

beneficiaries and one for consortia beneficiaries. It is the responsibility of the beneficiary to read

this information and to ensure compliance. Failure to do so may result in financial penalties.

Annex IV: Applicable rates

This document provides the applicable grant rates for mobilities funded as part of an Erasmus+

Key Action 103 project.

Annex V: Templates for agreements and documents to be used between beneficiary and

participants.

These documents are agreements to be signed by the HEI and the participant, (and the receiving

organisation, if applicable). These can be found in ‘Agreements’ section of our website.

Annex VII – Bank Details Form

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If the bank account shown in the Grant Agreement is not correct or requires amendment, Annex

VII must be completed a returned to enable the UK NA to make payments.

The form should be signed by hand and in pen by the project’s legal representative or the legal

signatory for the bank account. The legal representative also needs to include their job title /

function. The form must be dated.

3. Student Mobility

3.1. Academic Fees

No university fees (for tuition, registration, examinations, access to laboratory and library facilities,

etc.) may be paid at the host HEI. However, small fees may be charged for costs such as

insurance, student unions, the use of miscellaneous material such as the photocopying of

academic material, and use of laboratory products on the same basis as these are charged to

local students.

HEIs may not request any payment or charges from outgoing students in connection with the

organisation or administration of the Erasmus+ mobility period.

3.2. Tuition Fee Contribution and Support (formerly the fee

waiver)

For the 2017/18 academic year, Tuition Fee Contributions and Support will apply to students

starting courses at institutions in the UK on or after 1 September 2012 who are taking an

Erasmus+ study year or Erasmus+ traineeship for a complete academic year abroad. The

definition of a complete academic year for this purpose is at least 24 weeks (excluding weekends

and the usual holidays).

For the tuition fee rules for England, click here.

For the tuition fees for Wales, click here.

For the tuition fees for Scotland and students from Scotland, click here.

For the tuition fees for Northern Ireland, click here.

3.3. Grant Status of Students and National Schemes

All students’ entitlements to national grants or loans for study at their home HEI must be

maintained during their Erasmus+ period abroad. Entitlement must not be discontinued,

interrupted, or reduced while they are studying in a participating country and receiving an

Erasmus+ mobility grant.

HEIs may not reduce the amount of Erasmus+ mobility grant paid to students who are eligible to

apply for national grants and/or loans. Students who do not qualify for national support may still

qualify for Erasmus+ support.

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International students who receive grants or loans when studying in the UK should continue to do

so if they undertake an Erasmus+ period abroad. Please see page 264 of the 2017 Programme

Guide for further information.

3.4. Students from disadvantaged backgrounds (Widening

Participation)

For 2017/18, a supplementary grant is available for those students from a disadvantaged

background who are undertaking a work or study placement.

The Disadvantaged Background supplementary grant is an extra €120 per month. Eligible

students are defined as disadvantaged by the relevant authorities and are eligible for grants and

loans. For example, in England, these are students from households with annual incomes of

£25,000 or less.

Students carrying out study placements from a disadvantaged background will receive a top up

amount of €120. For example:

Student from a disadvantaged background (study in lower cost country) €280 + €120 = €400 per

month

Student from a disadvantaged background (study in higher cost country) = €330 + €120 = €450

per month

Students from a disadvantaged background undertaking traineeships are entitled to a top up of

€120 per month for a traineeship. This top up is inclusive of the €100 top up for traineeships.

Important note: Student of any nationality can undertake Erasmus+ mobility. Students

originally from another Programme Country can return to their home country, but priority

must be given to other students

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Students carrying out traineeships from a disadvantaged background will receive a top up amount

of €120. For example:

Student from disadvantaged background (work in lower cost country) €380 + €20 = €400 per

month

Student from disadvantaged background (work in higher cost country) = €430 + €20 = €450 per

month

For students from outside the UK, decisions on entitlement to this grant are made on the same

principles as the £25,000 threshold stated above. That is, if the student is entitled to receive extra

payments based on national or regional criteria for disadvantage, and can provide evidence of

this.

However, it is ultimately at the discretion of individual HEI how it uses the payment for

disadvantaged students, referring to any measures already taken within the HEI to ensure parity

of treatment and provided that decisions are based on transparent processes.

HEIs must pay the grant to all students within the eligible group. The grant may be paid to

students from disadvantaged groups who are also receiving funding for special needs.

HEIs must report all students eligible to receive the Disadvantaged Background in the Interim

Report to ensure funding is provided.

The EC and the UK NA respect HEI concerns about confidentiality and take appropriate

measures to ensure that data is secure (see the Grant Agreement, Article II.7.). Students should

be informed that this payment, and, in the event of an audit, the data on which it is based, will be

reported to the UK NA.

In the event of audit, HEIs would need to provide evidence that a student receiving the grant is

eligible under the rules outlined above, and that they have been chosen according to clear,

transparent processes. Information on selection criteria for students can be found on page 263 of

the 2017 Programme Guide

For more information on student study grant rates, see section 4.5 Student Mobility Grants for

Study.

For more information on student traineeship grant rates, see section 5.7. Student Mobility Grants

for Traineeships.

3.5. Agreements with Participants

Grant Agreements, Learning Agreements and guidance are available in the ‘Agreements’ section

on the Erasmus+ website. Before student mobility has commenced, the home HEI must ensure

that each student has a mobility Grant Agreement signed by the student and the home HEI,

formally accepting the grant and acknowledging the obligations associated with its acceptance.

The Grant Agreement text must be used in full but the HEI may add to it if they wish.

Failure to sign and retain the agreement may result in the NA recovering the grant at a future

audit. Scanned copies of documents are acceptable for audit.

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In addition, the student, the sending HEI and the receiving organisation must sign the Learning

Agreement. This should be signed before the mobility commences. Learning Agreements may be

signed electronically, and if HEIs have an IT system in place to produce the Learning Agreement

or the Transcript of Records, they can continue using it.

The “During the mobility” section of the Learning Agreement should be completed if there are

changes after the student has started their period abroad. The section “After the mobility” should

be completed by both HEIs unless this information is kept in another format (with Erasmus+

documentation relating to the student).

Amendments to the agreement must be agreed through a formal notification by both parties,

either by letter or electronically. If you wish to issue an amendment via email, a response

confirming the change is necessary. Evidence of this should be retained for audit purposes.

There must be documentary evidence of the duration of the mobility. These dates should be

provided in the Transcript of Records for study (see the Learning Agreement “After the Mobility”)

or the traineeship certificate (see Learning Agreement for Traineeships “After the Mobility”), or if

the HEI wishes, a Certificate of Attendance may be appended to the Transcript. These documents

may be supplemented by other supporting documents, e.g. where any additional time needs to be

justified. Flight-related documentation, such as booking records or boarding passes will not count

as sufficient evidence, but should be retained for audit purposes.

3.6. Erasmus+ Student Charter

The HEI must issue each student with an Erasmus+ Student Charter before the mobility period

commences, as an annex to the Learning Agreement. The Student Charter is available in the

‘Agreements’ section on our website.

3.7. Multiple Erasmus+ Periods

Students may undertake up to 12 months mobility for each cycle of higher education:

undergraduate (including short cycle), masters, doctorate and recent graduates (traineeships

only). This may be in any combination of study and traineeship, provided that each mobility meets

minimum requirements for duration and any other applicable criteria.

This maximum duration applies if a student has undertaken a degree of the same level previously.

For example, if a student completed five months mobility at a French HEI as part of an

undergraduate degree in 2009, they would only be eligible for 7 months mobility as part of an

undergraduate course that they are currently studying in a UK HEI. This rule applies to each study

cycle

Students can undertake numerous mobilities providing they do not exceed a total of 12 months

participation in any one cycle. Two or more mobilities (for example one of eight months and one of

three months) in the same year should be reported as separate mobilities. A gap between

mobilities is acceptable. This also applies to Graduate Traineeships. Please see the ‘Recent

Graduates Traineeship’ section of this handbook.

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Mobility under the Lifelong Learning Programme (LLP) is included in calculation of the 12 months

mobility.

For degrees covering two cycles, for example a first degree leading to a master’s level

qualification, mobility periods up to a total duration of 24 months may be undertaken.

3.8. Erasmus+ Language Support

The promotion of language learning and linguistic diversity is one of the objectives of Erasmus+.

The EC has provided an Online Linguistic Support (OLS) system that is designed to assess the

competence in the language of study or work before and after the mobility. The assessment is

mandatory for those undertaking a mobility for a period of two months or longer in one of the

following 12 languages where it is not the student’s native language: English, Spanish, Italian,

French, German, Dutch, Czech, Danish, Greek, Polish, Portuguese and Swedish.

For other languages, HEIs may use other established tests. The results of the language

assessment test carried out by participants before their departure will not stop them from taking

part in the mobility activity, whatever the result, unless the receiving HEI has specified the

language level required in the Inter-Institutional Agreement.

Organisational Support (OS) funding may be used for training in languages which are not

currently provided by the EC.

3.9. Proof of payment

All payments made as a result of Erasmus+ funding may be subject to audit by the NA or by other

bodies. The HEI will be asked to provide proof that the grant has left the HEI’s bank account or

been received by the student. Failure to do this may result in the NA recovering the grant.

4. Student Study Mobility

Erasmus+ grants for study may only be paid to students participating in an approved mobility

programme under the HEI’s ECHE and Inter-Institutional Agreements with partners in other

participating countries.

4.1. Eligibility

To be eligible, when making arrangements for their mobility, including the signing of mobility

agreements, students must be:

formally registered at a UK HEI (which holds an ECHE) and undertaking higher education

studies leading to a recognised degree or other recognised tertiary level qualification, up to

and including the level of doctorate; or

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be enrolled in short-cycle higher vocational education4 (in the UK this includes Foundation

Degree and HND courses) at an HEI which holds an ECHE.

Students undertaking study mobility at undergraduate level must be enrolled at least in the

second year of higher education.

Part time students are eligible to participate in Erasmus+ providing they study full time during their

mobility period.

4.2. Duration of Study Mobility

Erasmus+ mobility for study must be between a minimum of three months (or one academic term

or trimester) and a maximum of 12 months, per cycle. In one-cycle study programmes, such as

medicine, students can be mobile for up to 24 months.

The period of time between the start and the end date of the mobility, without any rounding up or

down, will be considered to be the duration of the mobility. The duration should be based on full

months of 30 days (regardless of whether the months are of 28, 29, 30 or 31 days), plus any

remaining days. A year is considered as 360 days.

For students, the duration is calculated from the first day the student is required to be at their

place of study. For example, this could be the start date of the first course, a welcoming event

organised by the host institution, an information session for students with special needs, a

language and intercultural course organised either by the host institution or other organisations (if

the sending institution considers it relevant for the mobility).

If the student chooses to travel to the receiving organisation before the date they are required to

be at their place of study, the sending organisation should only fund the placement from the date

the student is required to be at the place of study.

The end date is the last date they need to be present and may not the actual date of departure.

This is, for example, the end of exams period, courses or mandatory sitting period.

If the student selects to leave after the date they are required to be present, the sending

organisation should only fund the student until the last date they are required to present. In the

instance where a student departs before the last date they are required to be at the host

organisation, the student should be funded until the date of their departure.

4 Defined as post compulsory education but sub bachelor level courses which lead to the award of a

‘degree’ after 18 months/two years; vocationally oriented courses taken after completion of secondary education and leading to a degree on completion of two years (sometimes 1.5 years) study. This corresponds to the short cycle qualifications – approximately 120 ECTS – as described in the Framework for Qualifications of the European Higher Education Area.

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Prolongation of students’ mobility

A prolongation of an on-going mobility period may be agreed between the sending and the

receiving organisations subject to the certain criteria. The applicable conditions for prolonging a

mobility period can be found on page 266 of the 2017 Programme Guide.

4.3. Eligible Student Study Activity

Grants for study can be awarded only for full time undergraduate or postgraduate study mobilities,

including thesis preparation (but excluding research activities not specifically forming part of a

course of studies), leading to a recognised diploma or degree, at a partner HEI in a programme

country holding an ECHE.

PhD students may receive an Erasmus+ grant for study provided that their work is in a partner

HEI with which their home institution has an Inter-Institutional Agreement and any research or

other activity which contributes directly to the PhD.

4.4. Recognition

Only periods of study which are part of the student's curriculum are eligible. The HEI must be

satisfied that the programme of study is integrated into the student’s current degree course and

must be clear how the study will be formally recognised as part of the degree.

Full recognition must be awarded, preferably using ECTS credits. The means of recognition must

be included in the mobility agreement, for more information see:

http://ec.europa.eu/education/tools/ects_en.htm.

EuroPass is also an acceptable way in which to provide recognition. For more information, please

see the EuroPass website: http://europass.cedefop.europa.eu/

Upon satisfactory completion of the mobility period, the host HEI must provide the student with a

Transcript of Records completed in accordance with the Learning Agreement. The receiving

institution should send the Transcript of Records to the student and the sending institution within a

period stipulated in the Inter-Institutional Agreement (normally within five weeks after

publication/proclamation of the student’s results at the host institution).

Credit for, or recognition of, studies undertaken by the student at the host HEI may be withheld

only if the student fails to achieve the level of academic attainment required by the host HEI or

otherwise fails to satisfy the agreed conditions required by the participating HEIs for recognition. It

is at the HEI’s discretion whether to report a mobility (and allow the student to keep the grant) if a

student has completed the minimum duration required but does not gain all the planned credits for

the mobility.

Important note: No student mobility period, including any extension granted, will be funded

for more than 12 months.

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4.5. Student Mobility Grants for Study

Grants are a contribution towards the costs of the planned Erasmus+ mobility period. The grant

rate is set at the beginning of the year and will not change. All students should be paid at the

appropriate rate.

The HEI must make a first payment of between 70% and 100% of the grant specified in the

agreement within 30 days of signature of the student Grant Agreement by both parties and no

later than receipt of confirmation that the student has arrived at the host institution. This is

specified in the Student Grant Agreement, available in the Agreements section of the Erasmus+

website.

Eligible students will be awarded the grant as indicated in the table below:

Country

Student study mobility

Monthly grant Monthly supplement for

students from disadvantaged

backgrounds

Group 1 countries (high cost of living)

Denmark, Ireland, France, Italy, Austria, Finland,

Sweden, United Kingdom, Liechtenstein,

Norway

€330 € 120

Group 2 countries (medium cost of living)

Belgium, Czech Republic, Germany, Greece,

Spain, Croatia, Cyprus, Luxembourg,

Netherlands, Portugal, Slovenia, Iceland, Turkey

€280

Group 3 countries (low cost of living)

Bulgaria, Estonia, Latvia, Lithuania, Hungary,

Malta, Poland, Romania, Slovakia, former

Yugoslav Republic of Macedonia

4.6. Students on Erasmus+ Joint Master’s Degree Courses

European students are eligible to apply for an Erasmus+ scholarship to participate in one of its

joint programmes (at Master’s level).

Students enrolled in an Erasmus+ Joint Master’s Degree (JMD) programmes may apply for an

Erasmus+ study grant provided they:

have not received an Erasmus+ JMD scholarship;

comply with all eligibility criteria, including for multiple mobilities.

When applying for an Erasmus+ grant as an Erasmus+ JMD student, all Erasmus+ rules must be

respected.

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Under Erasmus+ JMD courses, Inter-Institutional Agreements are required for sending students

not in receipt of an EMJMD scholarship. Please see pages 109 - 116 of the 2017 Programme

Guide for more information.

5. Student Traineeship Mobility

Traineeships are defined as a period of time a student spends in an enterprise or organisation in

another country, with a view to acquiring specific competences that are required by the labour

market, carrying out work experience and improving their understanding of the economic and

social culture of that country, which is relevant to the student’s higher education.

A wide variety of organisations may act as a host, provided that the traineeship contributes to the

student’s course of study if the student is still enrolled at an HEI. The traineeship may be arranged

by the student or by the home HEI.

5.1. Eligibility

Student Eligibility

Erasmus+ grants for traineeships can be paid to students:

Registered in and studying at HEIs which hold an ECHE or;

Who have been registered in HEIs which hold an ECHE, within one year after graduation.

Students undertaking traineeships may be in any year of study.

Ineligible Organisations

The following types of organisation are not eligible as host organisations:

EU bodies including specialised agencies, for a full list see:

www.ec.europa.eu/institutions/index_en.htm;

Organisations managing EU programmes (such as National Agencies) in order to avoid

possible conflict of interests and/or double funding.

Eligible Organisations

Eligible organisations can be any of the following:

Any public or private organisation active in the labour market or in the fields of education,

training and youth. For example, such organisation can be:

- A public or private organisation, a small, medium or large enterprise (including social

enterprises);

- A public body at local, regional or national level;

- A social partner or other representative of working life, including chambers of

commerce, craft/professional associations and trade unions;

- A research institute;

- A foundation;

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- A school/institute/educational centre (at any level, from pre-school to upper secondary

education, and including vocational education and adult education);

A non-profit organisation, association, NGO

A body providing career guidance, professional counselling and information services.

A Programme Country HEI awarded with an ECHE;

Embassies.

An HEI may be the host for a traineeship but only where the student is attending for work

experience. A valid Inter-Institutional Agreement between participating HEIs is not required, but

the host HEI is required to hold an ECHE.

5.2. Duration of Student Traineeships

Erasmus+ traineeships must be for a minimum of two months and a maximum of 12 months per

cycle. In one-cycle study programmes, such as medicine, students can be mobile for up to 24

months.

The duration of a traineeship by recent graduates counts towards the 12 months maximum of the

cycle during which they applied for.

The period of time between the start and the end date of the mobility, without any rounding up or

down, will be considered to be the duration of the mobility. The duration should be based on full

months of 30 days (regardless of whether the months are of 28, 29, 30 or 31 days), plus any

remaining days. A year is considered as 360 days.

For students, duration is calculated from the first day the student is required to be at their place of

traineeship. For example, this could be the first day of work, a welcoming event organised by the

Receiving Organisation/Enterprise, an information session for trainees with special needs, a

language and intercultural course organised either by the Receiving Organisation/Enterprise or

other organisations (if the Sending Institution considers it relevant for the mobility).

The end date is the last date the student is required to be present at the receiving

Organisation/Enterprise to carry out his/her traineeship, not the students’ actual date of departure.

5.3. Eligible Student Traineeship Activity

There are three different provisions for traineeships:

1. Traineeships embedded in the curriculum (counting towards the degree);

2. Voluntary traineeships (not obligatory for the degree);

3. Traineeships for recent graduates.

For Key Action 103 traineeships, the 2017 Programme Guide does not state that traineeships

must be full time. The European Commission has confirmed that full time hours are not a

mandatory requirement but urged higher education institutions to consider the following questions

when completing the documentation for the participant if the traineeship is part time:

31 KA103 2017 Operational Handbook Uncontrolled when printed.

What is the relevance and impact of a traineeship with pat time hours?

What are the expected learning outcomes?

What would be the overall duration of the traineeship and what is the student expected

to do outside of the working hours?

If a part time placement is combined with studies, this would seem more relevant. In any case, the

validity of a part time placement must be discussed and agreed by the sending institution.

5.4. Erasmus Intern

The Erasmus Student Network has created an online platform for traineeship providers to

advertise their available traineeships. Students are able to browse, contact traineeship providers,

apply for traineeships and they can also advertise themselves and their traineeship interests.

The online platform can be found here: http://erasmusintern.org/

5.5. Recent Graduate Traineeships

Graduate traineeships must be selected by the home HEI, with evidence of the students’ selection

during the student’s final year of studies. A student must carry out and complete their traineeship

abroad within one year of their graduation. The student’s documentation can be completed after

the student has graduated, but this can increase the risk to the HEI.

The students complete the same documentation as enrolled students undertaking a traineeship

mobility. The home HEI remains responsible for the student’s grant, and for ensuring all

paperwork is completed, including evidence of the duration of the mobility.

The point of graduation is normally when the student has received notice from their university that

they have been notified of completing their exams and will be awarded their degree. The period of

the traineeship counts in the maximum 12 months mobility in the cycle from which the student is

graduating. For instance, having completed 3 months in their final year; the student can receive

funding for up to 9 months as a recent graduate.

Recent Graduates are able to undertake more than one traineeship, providing each mobility

meets the minimum duration of two months, the 12 month per cycle quota is not exceeded and

the added value of having different receiving organisations is clearly demonstrated. Traineeships

undertaken after the student has graduated do not need to be recognised as the aim of these is to

improve the student’s employability.

5.6. Recognition

The home HEI must give full recognition for traineeships undertaken during a degree course. For

traineeships which are part of the student's curriculum, full recognition must be awarded wherever

possible by using ECTS credits. Please visit EC Traineeships website for further information.

32 KA103 2017 Operational Handbook Uncontrolled when printed.

In the case of a traineeship that is not part of the curriculum of the student, the HEI must provide

recognition at least by recording the traineeship in the Diploma Supplement.

After the mobility, the receiving organisation/enterprise should send a Traineeship Learning

Agreement to the trainee and sending institution, normally within five weeks after successful

completion of the traineeship.

Students must complete their placements to the standards of the host organisation in order for it

to be fully recognised.

If a student does not fulfil these requirements, the HEI may use discretion as to whether to count

the mobility and allow the student to keep the grant.

See also the EuroPass website.

5.7. Student Mobility Grants for Traineeships

Student grants for traineeships are a flat rate grant calculated at a monthly rate. Grants are a

contribution towards the costs of the planned Erasmus+ mobility period. The grant rate is set at

the beginning of the year and will not change after interim reporting. All students should be paid at

the appropriate rate.

Eligible students will be awarded the grant as indicated in the following table.

Please note in the table below:

Country bands;

Higher rates to be paid for traineeships;

Country

Student traineeship

Monthly grant Monthly grant

(disadvantaged

background)

Group 1 countries (high cost of living)

Denmark, Ireland, France, Italy, Austria,

Finland, Sweden, United Kingdom,

Liechtenstein, Norway

€430

(€330 + €100

traineeship monthly

top up)

€450

(€330 + €120

disadvantaged background

top up)

Group 2 countries (medium cost of living)

Belgium, Czech Republic, Germany, Greece,

Spain, Croatia, Cyprus, Luxembourg,

Netherlands, Portugal, Slovenia, Iceland,

Turkey

€380

(€280 + €100

traineeship monthly

top up)

€400

(€280 + €120

disadvantaged background

top up)

Group 3 Countries (low cost of living)

Bulgaria, Estonia, Latvia, Lithuania, Hungary,

Malta, Poland, Romania, Slovakia, former

Yugoslav Republic of Macedonia

33 KA103 2017 Operational Handbook Uncontrolled when printed.

5.8. British Council Language Assistants

Students carrying out a Language Assistantship may receive a grant for an Erasmus+ traineeship

providing they meet all Erasmus+ eligibility criteria and that all Erasmus+ procedures are followed.

Documentary and reporting requirements for Language Assistants are the same as for all

Erasmus+ students.

British Council Language Assistants are subject to the same rules as any Erasmus+ student with

regard to tuition fees and the tuition fee contribution.

Please note that the British Council Language Assistants scheme and Erasmus+ have separate

procedures, both of which must be followed.

If an Erasmus+ student is participating in the Language Assistants programme and are working at

more than one school, the main school or where they spend the majority of their time should

complete the documentation for the student.

5.9. IAESTE

Outgoing students who have a placement under IAESTE are eligible for an Erasmus+ grant

provided that the placement fulfils all criteria for an Erasmus+ placement. Documentary and

reporting requirements are the same as for all other Erasmus+ students.

6. Staff Mobility

Erasmus+ staff mobility can be undertaken by both teaching and administrative staff. To be

eligible, they must hold a contract of employment with the sending HEI.

Staff mobility is expected to contribute to the overall priorities of Erasmus+, the EU Agenda for

Modernisation of Higher Education and the individual HEI’s international strategy, as summarised

in the ECHE. Staff mobility is therefore not solely intended to be for the benefit or career

development of the individual member of staff.

6.1. Duration of Teaching or Training Period

Mobility for staff teaching and staff training may be from two days to two months, excluding

travel time. For teaching mobilities, the activity must comprise a minimum of 8 hours of teaching

per week (or any shorter period of stay). If the mobility lasts longer than one week, the minimum

number of teaching hours for an incomplete week should be proportional to the duration of that

week.

6.2. Staff Mobility - Combined

Staff can participate in mobilities that combine both teaching and training.

34 KA103 2017 Operational Handbook Uncontrolled when printed.

A staff member undertaking a combined mobility must complete a minimum of 8 hours teaching

per week (or any shorter period of mobility – i.e. if the mobility is for two days, it must still include 8

hours of teaching). For mobility which lasts longer than one week, the amount of teaching time

during any incomplete weeks should match proportionally.

If the staff member wishes to combine teaching and training in one mobility at the same institution,

the staff member submits a single application to their home institution. The staff member will also

be required to submit only one Mobility Agreement. Information regarding the training period can

be easily added to the Mobility Agreement for Staff Teaching.

The sending institution would then report the single mobility on the Mobility Tool+ as a teaching

mobility but will select the “Combined Teaching and Training”. In addition to selecting this option,

the beneficiary should enter the name of the organisation providing the training activities, its

location and the duration of the training in the field "Mobility Comments".

If there are two different receiving institutions, the approach depends on how far from one another

they are located. If there is less than 100km between the two receiving institutions, the two

activities can be considered as one combined mobility.

If there is more than 100km between the two receiving institutions, the activities should be

considered as two different mobilities and not a combined one. There will be two mobility

agreements and two Grant Agreements.

6.3. Staff Mobility Grants

Mobility grants for staff are provided as contributions towards subsistence and travel.

Staff subsistence and travel costs are paid as flat rates, regardless if your institution pays

receipted expenditure. Travel days are not included in the calculation of the minimum duration.

An HEI can award funding for up to 2 travel days. A travel day is a day’s subsistence for the staff

member traveling before and/or after participating in teaching or training activities. If the staff

member is participating in teaching or training activities on the same day as travelling, they are

not entitled to a travel day.

35

Receiving Country Code 1 Day 2 Days 3 Days 4 Days 5 Days 6 Days 7D/1wk 2 Weeks 3 Weeks 4 Weeks 2 Months Austria AT 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Belgium BE 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Bulgaria BG 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Croatia HR 100 200 300 400 500 600 700 1,400.00 1,890.00 2,380.00 4,620.00 Cyprus CY 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Czech Republic CZ 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Denmark DK 160 320 480 640 800 960 1,120.00 2240 3024 3808 7392 Estonia EE 100 200 300 400 500 600 700 1,400.00 1,890.00 2,380.00 4,620.00 Finland FI 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 France FR 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Germany DE 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00 Greece GR 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Hungary HU 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Iceland IS 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Ireland IE 160 320 480 640 800 960 1,120.00 2240 3024 3808 7392 Italy IT 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Latvia LV 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00 Liechtenstein LI 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Lithuania LT 100 200 300 400 500 600 700 1,400.00 1,890.00 2,380.00 4,620.00 Luxembourg LU 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Macedonia MK 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00 Malta MT 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00 Netherlands NL 160 320 480 640 800 960 1,120.00 2240 3024 3808 7392 Norway NO 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Poland PL 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Portugal PT 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00 Romania RO 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 Slovakia SK 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00 Slovenia SI 100 200 300 400 500 600 700 1,400.00 1,890.00 2,380.00 4,620.00 Spain ES 120 240 360 480 600 720 840 1,680.00 2,268.00 2,856.00 5,544.00 Sweden SE 160 320 480 640 800 960 1,120.00 2240 3024 3808 7392 Turkey TR 140 280 420 560 700 840 980 1,960.00 2,646.00 3,332.00 6,468.00 UK UK 160 320 480 640 800 960 1,120.00 2240 3024 3808 7392

Up to the 14th day, the daily rate is used. Between the 15th and the 60th day, 70% of the daily rate is used per day. 2 months is 60

days.

36

HEIs choose how to pay staff subsistence and travel grants. For example, HEIs may choose to pay against receipted expenditure, at rates to

be decided by the HEI or at the rates given above, on condition that the payment does not exceed the maximum defined in the table. The NA

will audit the activity, but not actual expenditure.

37

6.4. Travel Grants

Staff travel grants are paid according to distance travelled, at the following rates:

For travel distances between 10 and 99 KM: 20 EUR per participant

For travel distances between 100 and 499 KM: 180 EUR per participant

For travel distances between 500 and 1999 KM: 275 EUR per participant

For travel distances between 2000 and 2999 KM: 360 EUR per participant

For travel distances between 3000 and 3999 KM: 530 EUR per participant

For travel distances between 4000 and 7999 KM: 820 EUR per participant

For travel distances of 8000 KM or more: 1100 EUR per participant

To calculate distance, the HEI must use the EC distance calculator.

6.5. Top Up for Expensive Domestic Travel

A new budget category to provide financial support for staff members with expensive domestic

travel has been introduced for KA103 projects under the 2017 call. The top-up for expensive

domestic travel costs is an additional support in form of a unit cost for:

a return trip to reach a main hub/airport and (or) a train/bus station within the country of origin;

a return trip to reach a remote final destination (from a main hub/airport and (or) a train/bus station) within the receiving country.

Remote areas should be understood as the places that are difficult to reach, for example: mountain areas, islands or isolated towns where there is a significantly limited availability of highways, railways, or bus lines. The domestic travel top-up may be requested only for travel itineraries within Programme Countries and with an estimated cost of over 225 EUR for a return trip. In such cases, a 180 EUR top up per participant (including accompanying persons) per return trip can be claimed. The hub/bus/train station does not need to be located in the country of the sending/receiving organisation. In some cases, travels between neighbouring countries to reach a hub might be necessary to ensure fairer costs.

38

Sending City Receiving City Itinerary Explanation Eligibility

Haverfordwest (UK)

Akureyri (Northern Iceland)

Required travel by bus/train from London airport to Haverfordwest. Required travel to Reykjavik airport by bus/car or by a corresponding flight between Akureyri and Reykjavik.

Remoteness in this case is due to the lack of an airport from where international flights are available, or those flights are limited.

Eligibility for two top-up contributions is possible, in the country of origin (Iceland*) and in the country of destination (UK*).

*provided, that the estimate of the return trip to reach the hub is above EUR 225. In cases where staff members require a top up grant for expensive domestic travel, HEIs must provide the UK NA with an overview of the planned itinerary (as in table above). The UK NA will then provide a rejection or a conditional acceptance of the top-up request before the mobility period.

All requests for a top up grant for expensive domestic travel should be indicated on the Mobility Tool+ for the relevant mobilities by final report stage.

6.6. Calculating Travel

If a staff member undertakes two separate mobilities in two different countries (e.g. France and

Spain) without returning to the home location, the travel for the first mobility is calculated based on

the distance between the home location and the first mobility location (e.g. France). The travel grant

for the second mobility is based on the distance between the location of the first mobility and the

second (e.g. France to Spain). An explanation in the Mobility Tool+ should be added in the field

"Comments for a different location" to justify that a different distance band is used.

If a staff member is already abroad on a non-Erasmus+ activity in a programme country and wishes

to undertake a mobility in another programme country, the distance should be calculated from the

real place of departure to the location of the activity.

For a staff member undertaking consecutive mobilities within the same country, the travel distance

calculated depends on how far the receiving institutions are from one another. If there is less than

100km between the two receiving institutions, the activities may be considered as one combined

mobility. If there is more than 100km between the two receiving institutions, the activities are

Important note: Any approved requests for top-ups for expensive domestic travel before mobility are conditional on the HEI being able to submit clear and detailed justification at final report stage, by describing the real itinerary followed.

39

separate mobilities and the travel for the second mobility should be calculated from the first

receiving institution to the second.

6.7. Proof of payment

All payments made as a result of Erasmus+ funding may be subject to audit by the NA or other

bodies. If there is an audit, the NA will ask for evidence that the grant has left the HEI’s bank

account or have been received by a staff member. Failure to provide this may result in the NA

recovering the grant.

6.8. Agreements with Participants

Before staff mobility commences, the home HEI must ensure that the staff member has signed a

mobility Grant Agreement with the HEI, formally accepting the grant and acknowledging the

obligations associated with its acceptance. The agreement must be retained as a record of the

mobility. Failure to sign and retain the agreement may result in the NA recovering the grant. This

text must be used in full and cannot be altered, but the HEI may add to it if they wish.

Please note: Electronic (digital) signatures are acceptable.

6.9. Recognition of Staff Mobility

HEIs must recognise staff mobility assignments, as described in the ECHE and in the Mobility

Agreement with the staff member, for example through the HEI’s performance management system.

The staff member should disseminate learning to their colleagues at the appropriate level within the

HEI (department, faculty etc.) in line with requirements for dissemination of outcomes of activity (see

pages 310 - 313 of the 2017 Programme Guide.). Evidence of such dissemination should be

retained by the HEI.

6.10. Reimbursement of Unspent Grant

If a staff member is unable to fulfil the teaching and/or training requirements of their Erasmus+

period abroad the HEI should inform the NA who will decide whether the grant can be retained. The

NA may ask for the funding to be reimbursed.

7. Staff Mobility – teaching

Teaching staff employed by an HEI holding an ECHE may undertake Erasmus+ staff mobility for

teaching. The teaching period must be in a partner HEI, which must hold ECHE accreditation and

an Inter-Institutional Agreement must be in place with the staff member’s home HEI.

7.1. Staff Teaching Programme

Prior to departure, the home and host HEIs or host organisation must formally agree the teaching

programme, using the Staff Mobility Agreement. This can be completed electronically. Any

amendments must also be agreed in writing and retained.

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7.2. Confirmation of Teaching Period

There must be documentary evidence of the duration of the mobility period signed by the host

organisation. At the end of a teaching period abroad the host HEI must confirm the activity

undertaken along with the start and end dates. Failure to provide this may result in recovery of the

grant in the event of an audit.

7.3. Invited staff from an enterprise/organisation

HEIs are allowed to invite staff from an enterprise/organisation to come to their university to deliver

teaching or training. The invited staff member signs the mobility agreement with the host UK HEI

and may be paid a grant by the host HEI. In the event of an audit, there must be evidence of the

activity signed by the host, as with staff mobility.

HEIs receive OS funding for invited staff from other types of organisation as it is still considered as a

mobility. To attract OS funding, the HEI needs to be able to provide evidence that the invited staff

have participated. Please see page 44 - 45 of the 2017 Programme Guide for further information.

8. Staff Mobility – training

Erasmus+ training periods support the professional development of HEI staff. Teaching and non-

teaching staff, including administrative and other staff, employed by an HEI holding Erasmus+

ECHE accreditation may undertake Erasmus+ mobility for training. The training period may be in

another HEI or any other appropriate organisation. A host HEI for staff training does not need to

have an Inter-Institutional Agreement with the home HEI.

Training events abroad may be in the form of job shadowing, observation, attendance at workshops

or courses etc. This may be for transfer of knowledge and good practice, to learn from shared

experience, acquire practical skills or to discover new ideas for teaching and learning.

8.1. Staff Training Programme

Prior to departure, the full training programme must be agreed formally by the home and host HEI or

enterprise, by exchange of letters or electronically. Minimum requirements for the training

programme are in the Staff Mobility Agreement. Evidence must be kept that this has been agreed

prior to departure, and any amendment must also be formally agreed and retained. Changes may

be communicated electronically.

8.2. Staff Training Opportunities

The European Commission have created a website detailing staff training opportunities, such as

International Weeks. You can find the website here: http://staffmobility.eu/staff-week-search

Important note: Attendance to a conference is not funded under Erasmus+ Key Action 1.

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9. Organisational Support (OS)

For Key Action 103 projects, all HEIs and consortia which have received grants for outgoing

student/staff mobility and/or incoming staff from enterprises also receive a grant for Organisational

Support (“OS”). Both KA103 and KA107 projects receive an OS grant set at the same rate. OS is

based on the total number of mobilities, including staff, students and invited staff from enterprises or

other organisations. The OS grant rates are:

€350 (per participant) for up to 100 participants;

€200 per any additional participants (for 101 participants and above).

OS funding is included in the 70% initial pre-financing payment, based on the numbers of mobilities

in the Grant Agreement.

If the final outgoing student and staff mobility is below the final contract mobility then the HEI may

be asked to refund part of the OS funding. A margin of 10% is allowed, so that if the number of

mobilities drops by up to 10%, OS will remain the same. However, OS will not exceed the maximum

in the Grant Agreement. If there is no outgoing mobility or invited staff from an enterprise in the

project, the final OS grant will be zero.

9.1. Eligible OS activity

The HEI may decide how the OS grant is to be used, provided it is used on activities related to the

Erasmus+ HE mobility and that the HEI observes the EC and NA’s rules as stated in the Grant

Agreement and the 2017 Programme Guide.

It is a contribution to any cost incurred by the HEI in supporting student and staff mobility, both

incoming and outgoing, in order to comply with the quality commitments in the ECHE. The list of

examples can be found on pages 44 - 45 of the 2017 Programme Guide.

9.2. OS and insurance

Insurance costs for students can be covered by OS. The sending HEI must verify that outgoing

students are informed in advance about the situation in the host country in terms of insurance and

have sufficient insurance coverage for their entire Erasmus+ period. For Student Traineeships, it is

normally the receiving organisations responsibility to provide insurance, or cover the cost of

insurance. However, if it is not possible, it is up to the sending institution to determine if the cost of

insurance can be covered by the OS funds.

For further information about insurance please see page 12 of the 2017 Programme Guide.

Important note: Zero grant students will be included in the calculation of the OS grant.

42

10. National Agency Monitoring Activities

The UK NA is required under its contract with the EC to undertake monitoring activities, audits and

checks on a representative sample of organisations each year. The checks vary in scope and depth

according to the kind of check performed. These checks are carried out to ensure that the

management of the Erasmus+ Programme is satisfactory and within the terms of the grant

agreement and programme rules.

Beneficiaries are accountable to the UK NA for the implementation of the project, for the use of

funds received and for the amounts paid to participants. Therefore, beneficiaries should ensure that

appropriate reporting and monitoring procedures are in place. Project monitoring should involve

checking the financial performance and general performance of the project against the objectives

set out in the application. Beneficiaries must gather and retain all necessary information and

documentary evidence, which demonstrates clear and transparent management of the project as

this may be inspected by the EC.

Please refer to section V. of Annex III – Financial and Contractual Rules for full list and description

of NA checks.

10.1. Documentary Evidence

Please see Financial and Contractual rules of your Grant Agreement, Annex III.I.2 Calculation and

supporting documents for unit contributions for requirements regarding documentary evidence of

mobility.

10.2. Feedback from Audit Visits Carried Out by the NA

At the end of a visit the HEI will receive informal feedback.

The NA will give formal feedback in the form of a draft visit report, taking into account any initial

comments from the HEI, within 30 days of the visit.

The HEI will have 30 days to respond to the draft report during which time the NA will accept

missing information or other explanations as necessary. At the end of the 30 day period, the NA will

issue their final report.

10.3. Repayment of Grant Monies

Following validation of the final report data, and adverse audit findings, the NA will request

reimbursement of any funds overpaid or incorrectly reported. The NA will not enter into an

agreement for future years with the institution until any outstanding amounts identified are repaid.

10.4. Practicalities for Audit Visits Carried Out by the NA

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The Erasmus+ co-ordinators at HEIs selected for visits will be contacted in advance to agree a date

and will be advised of areas to be covered. A sample list of mobilities to be examined will normally

be given in advance of the visit. To aid the process the HEI should prepare copies of the

documentation described in this section as evidence of activity.

10.5. Appeals

An appeal is defined as a request for a review of a decision taken by the NA that the HEI feels is

incorrect or unfair. There is an appeals procedure for Erasmus+ applicants and beneficiaries.

Please see the Erasmus+ website for further information.

11. Online Linguistic Support

The Online Linguistic Support (OLS) is an online platform, designed to improve the knowledge of

the language in which an Erasmus+ participant will work, study or volunteer, before and during their

stay abroad. The OLS offers online language assessments and, where applicable, language

courses to any student participating in an Erasmus+ mobility activity with a duration in excess of two

months.

As of 2017, the Erasmus+ Online Linguistic Support (OLS) is available in 18 languages. Please note

that OLS language courses in the new OLS languages introduced in 2016 and 2017 are only

available at certain levels

Languages Language assessment

available

Language course

available

English, German, French, Italian,

Spanish, Dutch

Yes Yes – all levels

Portuguese Yes Yes – up until B2

level

Bulgarian, Czech, Danish, Greek,

Finnish, Croatian, Hungarian, Polish,

Romanian, Slovak, Swedish

Yes Yes – at A1 level

The goal is to progressively expand the OLS system to all EU official languages by 2020.

Where a student undertakes mobility in a language not supported by the OLS, your institution

should use its OS funding to provide support for these students. When using the OLS system, we

recommend using Google Chrome or Mozilla Firefox.

Recent Graduates are able to participate with the OLS assessment and course.

11.1. OLS Assessment

OLS Assessments are mandatory for students that are undertaking mobility in a language that is not

in their native language.

44

For example, if a UK student undertakes a mobility in France but will be working in English, they are

not required to complete the assessment. However, if the UK student intends to work in French they

would then need to complete the assessment and could participate in a language course.

If an overseas student enrolled at a UK institution is going to undertake a mobility in English, then it

is at the institution’s discretion to determine the level of proficiency. If it is at a ‘native’ level then they

are exempt from the assessment. The NA would expect that overseas students have to prove they

have a high level understanding of English to be accepted onto a degree course in the UK.

11.2. OLS Second Assessment

The second assessment is mandatory for students who complete the first assessment. The second

assessment is linked to the original assessment licence and is automatically issued when the

student reaches the end of their mobility (using the duration student’s record in their profile).

11.3. OLS assessment for multiple mobilities

Students undertaking multiple mobilities in the same language must complete the OLS assessment

for each mobility, regardless whether the student has previously completed the OLS language

assessment in the same language for a previous mobility. For instance, if a student undertakes a

mobility in French and completes the OLS assessment and then undertakes another mobility in

French they must complete the OLS assessment again.

11.4. OLS Course

The OLS course is aimed at various levels of proficiency. It is more beneficial to beginners and

intermediates but there are sections for those with a better knowledge of the host language.

Students obtaining a result between levels A1 and B1 in their first assessment are automatically

allocated a language course licence.

11.5. Expired Licences

If a student misses the deadline of any licences allocated, assessment or course, they will appear in

the ‘Expired Licences’ tab. If they have not been activated, you can resend the licence. The unused

licence will be returned to your institutions allocation.

If a licence is activated but expires, a new licence will need to be allocated using an alternative

email address.

11.6. Using the OLS System

On the OLS website you will be able to download:

Beneficiary user guides;

Technical Questions and Answers for

Beneficiaries;

Promotional Materials;

Mobility Participants user guides;

Questions and Answers for Mobility

Participants;

Presentations.

45

It is strongly advised that coordinators read the Beneficiary User Guides on using the OLS system.

12. Useful Links

UK National Agency website

UK National Agency – Manage your grant, HE Projects

European Commission Erasmus+ website

Erasmus+ National Agencies contact details

Mobility Tool+

Online Linguistic Support

Erasmus Intern website

Erasmus Charter for Higher Education

Participant Portal

England Tuition Fee information for 2017/18

Wales Tuition Fee information for 2017/18

Scotland Tuition Fee information for 2017/18

Northern Ireland Tuition Fee information for 2017/18

Staff Training Opportunities

EC Distance Calculator

Mobility Tool+ Guidance

Mobility Tool+ Assistance for KA1 HE Coordinators (additional guidance)

European Commission Monthly Accounting Rate

EuroPass website:

Erasmus+ Projects Results Platform

If you have any queries, please do not hesitate to contact the Erasmus+ HE Helpdesk.

Tel: 02920 924311

Email: Erasmus@britishcouncil.org

By using this Handbook, you accept this disclaimer in full. This Handbook has been

produced solely for guidance by UK KA103 project beneficiaries and no other

reason and therefore should not be relied upon by any third party. The contents of this Handbook

are not advice and should not be treated as such. Neither the United Kingdom National Authority

function for the Erasmus+ programme (the “National Authority”) nor the United Kingdom National

Agency function for the Erasmus + Programme (the “National Agency”) nor any person acting on

their behalf may be held responsible for the use which may be made of this Handbook and any

information contained in this Handbook. The National Authority and the National Agency have not

verified, nor do they make any representations or assurances as to, the quality, nature of, efficacy

or otherwise of this Handbook or as to the accuracy, completeness or adequacy of any information

contained in this Handbook. Should you wish to use the materials in this Handbook, you agree to

acknowledge that the materials were originally developed by the National Agency for the UK

Erasmus + Programme.