Erasmus for Staff Training for Technical and Administrative Staff and Academic Staff (STT – KA131 and KA171 Actions)

The countries where you may carry out a mobility period, and the specific destination Universities, are detailed in each Call for Applications or Notice and the associated ProErasmus platform.

Currently, for Calls for Applications and Notices related to the KA131 action, possible destination countries are:

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

Partner countries

The following categories of staff are eligible to participate in the Erasmus+ STT Programme, provided that during the reference period this is consistent with the applicant’s employment relationship or contractual status, which will be verified by the competent services of the Human Resources Area of the University:

1. Full Professors;
2. Associate Professors;
3. Permanent Researchers;
4. Fixed-term Researchers, Type A and Type B, pursuant to Article 24 of Law 240/2010;
5. Adjunct Professors;
6. Lecturers in Italian language and culture;
7. Research Fellows and holders of research contracts with an active contract with the Università per Stranieri di Perugia at the time of application and during the Staff Mobility for Training Assignment (STT) period;
8. Expert Language Collaborators;
9. Technical and Administrative Staff, including those on fixed-term contracts.

Mobility may take place at an institution belonging to the following categories:

1. a higher education institution from Programme Countries holding an ECHE. For this purpose, “Programme Countries” refers to all European Union member states, countries in the European Economic Area (Iceland, Liechtenstein, Norway), and EU candidate countries (Turkey, Serbia, and the Republic of North Macedonia)
2. a higher education institution from non-associated third countries, recognised as such.
   See the list of countries considered as “non-associated third countries”
3. a public or private entity based in a Programme Country or in a non-associated third country operating in the labour market or in the fields of education, training, youth, research, or innovation

The main eligible activities for a training mobility are as follows:

• Job Shadowing / Observation Periods: working alongside staff at a partner university or another relevant organisation (such as a company, public body, NGO, etc.) to learn best practices and work processes
• Participation in staff training weeks: attending training weeks organised by foreign universities (often advertised on the Imotion platform)
• Participation in seminars, workshops and courses: attending structured training courses, seminars or workshops aimed at developing specific skills
• Language training: attending language courses focused on the workplace context

Mobility may take place as follows:

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

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

• even on holidays or non-working days
• on a date other than immediately before or after the stay, provided that during this additional period the beneficiary is free from institutional obligations; it remains understood that any accommodation costs incurred during this extra period will be borne exclusively by the beneficiary

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

• travel
  For the purpose of calculating the contribution, the distance between the University and the host institution, measured using the designated calculator, is taken into account.
  go to the calculator
• accommodation at your assigned destination, including travel days

The institutional travel procedure allows you to request, where necessary, an advance payment of up to 75% of the entitled amount.

A selection procedure is required for the allocation of mobility placements. To this end:

• the Università per Stranieri di Perugia publishes a Call for Applications, inviting interested candidates to apply by a set deadline via the ProErasmus platform
• a selection committee assesses the applications and draws up a merit ranking list
• the Rector assigns the requested destinations, together with the related grants, until the available funds are exhausted

If the allocations are lower than the available funds, the Università per Stranieri normally publishes a supplementary Notice, which prioritises eligible applications based on the order of submission. In this case, the mobility placement and related grant are allocated immediately, subject to the availability of funds.

Before taking part in the selection process, you must have already completed at least one training proposal through the document known as the "Mobility Agreement". A separate Mobility Agreement is required for each mobility destination of interest.

To prepare the Mobility Agreement, you must use the ProErasmus application, where you will need to enter the following mandatory information in successive steps:

• host institution
• mobility period
• period of absence from duty
• length of service
• details of the host destination (type of institution, size, contacts)
• proposed mobility programme (working language, overall mobility objectives, added value, planned activities, expected outcomes and impact)

Your proposal will be reviewed by your line manager, who – in compliance with the deadlines set out in the Call for Applications – may:

• approve it, allowing you to submit your application for that specific destination
• request amendments
• reject it with reasons, in which case you will be able to prepare a new one

Please note that for each destination, a separate Mobility Agreement validated by your line manager is required.

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

Once you have logged into the dedicated area of ProErasmus:

• You can select one or more of the training opportunities approved by your line manager, authorising the submission of your application
• You will receive an email confirming successful completion of the process
• Finally, you will receive an email once the selection process has concluded, informing you of the outcome

Go to ProErasmus

The first step is to inform the host institution of the awarding of the mobility grant; you may use the following template for this purpose.

Notification of Mobility Grant Award

The first administrative step to proceed with the mobility is to finalise, via the ProErasmus platform and no later than seven days before the start of the mobility period (preferably earlier), the Erasmus Mobility Financial Agreement, which establishes the rights and obligations of the parties involved. To do so, you must:

1. access Phase D (mobility management) and within it, Function C (financial agreement) of ProErasmus;
2. select the Mobility Agreement relating to the assigned destination;
3. enter the required data to complete the Agreement and activate the “submit” function;
4. wait for the Erasmus staff to complete the document in the sections concerning the financial support awarded;
5. wait for the confirmation email regarding the availability of the Agreement, which will be generated and sent by ProErasmus;
6. download, sign, and upload the signed Erasmus Financial Agreement to the procedure.

Once the above procedure is completed, the Agreement will be signed by the Rector and made available to you in Titulus, with a notification sent to you by email.

After signing the financial agreement, it is necessary to initiate, with adequate advance notice:

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

• The mechanism is based on reimbursement of documented expenses, meaning that only documented expenditures will be reimbursed.
• The mission request must indicate the correct project code to which the expenses should be charged, as specified in the notification generated by ProErasmus when the procedure associated with signing the financial agreement is activated.

2. the training authorisation request procedure, by accessing the dedicated section in your reserved area on the institutional website

Once all bureaucratic requirements relating to the completion of the mandatory documents (primarily the Mobility Agreement and financial agreement) have been fulfilled, you will then need to:

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

Upon arrival, you are expected to meet with colleagues at the host institution for an initial meeting. In accordance with the provisions of the Mobility Agreement, they will support you in carrying out the planned training activities.

An international mobility experience is a key opportunity for professional development and, at the same time, serves as an important showcase for the University to promote its academic offerings abroad and potentially attract incoming students, faculty, and staff. For this reason, especially during Staff Weeks, participants are asked to bring informational material about their University and/or to present their home institution at dedicated events open to all attendees. Where such opportunities for exchange and mutual presentation are not already scheduled—such as in the case of individual mobilities—it is good practice to dedicate part of your stay at the host institution to promoting the Università per Stranieri di Perugia, by planning specific activities together with host colleagues, preferably open to students as well. For this purpose, informational materials (brochures, presentations) have been prepared for use during your mobility period abroad, which are available from the Erasmus and International Mobility Service.

If, for unforeseen reasons and in agreement with the international partner, it becomes necessary to modify the mobility period compared to what was established in the Mobility Agreement, a new Mobility Agreement must be prepared. To this end, the ProErasmus procedure will provide you with the previous version, in which only the mobility period can be modified. The steps are as follows:

1. Access Phase D (mobility management) and subsequently Function B (modification of the mobility period) in ProErasmus;
2. Select the Mobility Agreement corresponding to the assigned destination;
3. Modify only the fields related to the mobility period;
4. Activate the approval process for the new Mobility Agreement, which must be finalised by obtaining the previously required authorisations;
5. Upload the finalised Mobility Agreement to ProErasmus.

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

This document is generally issued on your last day at the host institution using forms provided by the institution itself; alternatively, you may use the standard form of the University for Foreigners of Perugia, available in the forms section of this page.

After your return from the mobility period, you are required to access Phase D (mobility management) and then Function D (management and reporting of mobility) on ProErasmus in order to:

1. upload, in PDF format, the final mobility certificate issued by the host institution, which must be signed and preferably stamped by the responsible official at the host institution. The certificate must include:

   - the actual dates of your mobility period;

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

2. upload, in PDF format, the completed EU SURVEY evaluation questionnaire, which you will access via the link sent by the Beneficiary Module Platform to your institutional email address on the final day of your mobility as stated in the Financial Agreement;
3. draft and upload a concise report on your mobility experience in PDF format, which may be used to assist future mobility participants to the same destination (optional requirement);
4. upload proof of expenses incurred via the mission expenses procedure.

To obtain reimbursement for expenses incurred during mobility, you must complete the closure of the institutional mission procedure by uploading the supporting documents for the expenses.