Erasmus for Training Purposes for Technical-Administrative Staff and Academic Staff (STT - actions KA131 and KA171)

The countries where you can undertake a mobility period, as well as the specific destination universities, are listed in each Selection Call or Notice and in the related ProErasmus application.

Currently, for Calls and Notices under action KA131, the eligible destination countries are:

• Programme Countries, which include: 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, for which a detailed list 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 relevant period, their employment status or contractual situation is consistent with the terms outlined below, as may 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 who have an active contract with the Università per Stranieri di Perugia at the time of application submission and for the duration of the Staff Mobility for Training Assignment (STT);
8. Language Experts (Collaboratori Esperti Linguistici);
9. Technical and Administrative Staff, including those on fixed-term contracts.

Mobility can take place at an institution belonging to one of the following categories:

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

The main eligible activities for training mobility are as follows:

• Job Shadowing / Observation periods: shadowing at a partner university or another relevant organization (company, public entity, NGO, etc.) to learn best practices and work processes
• Participation in staff training weeks: attending training weeks organized by foreign universities (often advertised on the Imotion platform)
• Participation in seminars, workshops, and courses: attending structured training courses, seminars, or workshops aimed at developing specific skills
• Language training: attending language courses focused on the work context

The mobility period may take place:

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

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

• also on public holidays or non-working days
• on a date that is not immediately before or after the mobility period, provided that during the additional period the beneficiary has no institutional obligations, and it is understood that any resulting accommodation costs during this extra period shall be entirely at the beneficiary’s own expense

Mobility includes the awarding of a grant funded by the National Erasmus+/Indire Agency to support the following expenses:

• travel
  For calculating the grant amount, the distance in kilometers is measured using the official calculator between the University premises and the host institution.
  go to the calculator
• accommodation at the assigned destination, including travel days

The institutional mission procedure allows, where required, an advance payment of up to 75% of the entitled amount.

A selection process is required for the allocation of mobility opportunities. To this end:

• the University for Foreigners of Perugia publishes a Call for Applications, inviting interested candidates to submit their application by a specified deadline via the ProErasmus platform
• a selection committee reviews the applications and compiles a merit ranking
• the Rector assigns the requested destinations and the associated grants, until available funds are exhausted

If the number of assignments is lower than the available funds, the University for Foreigners of Perugia normally publishes a supplementary notice, which gives priority to the order of submission of eligible applications. This results in the immediate allocation of the mobility placement and the associated grant, subject to the availability of funds.

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

To create the Mobility Agreement, you must use the ProErasmus application, in which the following mandatory information must be entered in successive steps:

• host institution
• mobility period
• leave of absence period
• length of service
• data regarding the host institution (type of institution, size, contact details)
• proposed mobility program (working language, general objectives of the mobility, added value, planned activities, expected results, and impact)

The proposal will be reviewed by your line manager who—within the deadlines specified in the Call for Applications—may:

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

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

You can submit an application for a Call or 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 will be able to select one or more training proposals approved by your line manager and authorize the submission of your application
• you will receive an email confirming successful completion of the process
• you will also receive an email once the selection process is complete, informing you of the outcome

Access ProErasmus

The first step is to notify the host institution of your mobility grant award. You may use the following template for this purpose.

Mobility Grant Award Notification

The first administrative step to officially start your mobility is to finalize, through the ProErasmus platform and no later than seven days before the start of your mobility (preferably earlier), the Erasmus Mobility Financial Agreement, which sets out the rights and obligations of all parties involved. To do this, you must:

1. access Phase D (mobility management) and within this, Function C (financial agreement) of ProErasmus;
2. select the Mobility Agreement corresponding to your assigned destination;
3. enter the required data to complete the Agreement and activate the “send” function;
4. wait for the Erasmus staff to integrate the document with information regarding the financial support you are entitled to;
5. wait for the confirmation email notifying you that the Agreement is available, generated and sent by ProErasmus;
6. download, sign, and re-upload the signed Erasmus Financial Agreement to the platform.

Once the procedure described above has been completed, the Agreement will be signed by the Rector and made available to you in Titulus, along with an email notification.

After signing the financial agreement, it will be necessary to initiate in advance:

1. the Institutional Assignment procedure, by accessing the designated section in your personal area on the institutional website. The procedure follows the standard process, but there are some important specific points to consider:

• The reimbursement method is based on actual expenses incurred, meaning only documented expenses will be reimbursed
• in the assignment request, you must select the correct project funding code to which expenses will be charged, as specified in the communication generated by ProErasmus when the procedure related to the signing of the financial agreement is activated

2. the Training Authorization request procedure, by accessing the designated section in your personal area on the institutional website

Once you have completed all administrative requirements related to the finalisation of the mandatory documents (first and foremost the Mobility Agreement and the financial agreement), you will need to:

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

Upon arrival, you are expected to introduce yourself to the staff at the host institution, who, in accordance with the terms set out in the Mobility Agreement, will support you in carrying out the planned training activities.

An international mobility experience is a valuable opportunity for professional development and also serves as an important platform for the University to showcase its academic offer abroad and potentially attract incoming students, faculty, and staff. For this reason, particularly during Staff Weeks, participants are encouraged to bring informational material about their home institution and/or to present their University during dedicated events open to all attendees. In cases where such opportunities for mutual presentation and exchange are not already scheduled—for example, during individual mobility periods—it is considered good practice to dedicate part of your stay at the host institution to promoting the Università per Stranieri di Perugia, ideally by planning with your hosts specific activities also open to students. For this purpose, informational materials (brochures, presentations) have been prepared for use during your mobility abroad and are available at the Erasmus and International Mobility Office.

If it becomes necessary, due to unforeseen circumstances and in agreement with the international partner, to change the mobility period from what was originally defined in the Mobility Agreement, a new Mobility Agreement must be prepared. To this end, the ProErasmus procedure will provide you with the previous version, in which you will only be able to modify the mobility period. The steps to follow are:

1. access Phase D (mobility management) and then Function B (modification of the mobility period) in ProErasmus;
2. select the Mobility Agreement corresponding to your assigned destination;
3. modify only the fields related to the mobility period;
4. initiate the approval process for the new Mobility Agreement, which must be finalized by obtaining the previously required authorizations;
5. upload the finalized Mobility Agreement to ProErasmus.

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

This document is generally issued on your last day at the host institution using forms provided by that institution; otherwise, you may use the standard form of the Università per Stranieri di Perugia available in the forms section of this page.

After returning from your mobility, you must, by accessing Phase D (mobility management) and then Function D (mobility management and reporting) in ProErasmus, carry out the following actions:

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

   - the actual dates of your mobility period;

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

2. upload in PDF format, through the procedure, the EU SURVEY evaluation questionnaire, which you will receive via a link sent from the Beneficiary Module Platform to your institutional email address on the end date of the mobility indicated in the Financial Agreement;
3. draft and upload in PDF format a brief report on the mobility experience, which may be used to guide future outgoing mobility to the same destination (optional fulfilment);
4. upload supporting documentation for any expenses incurred in the mission procedure.

To obtain reimbursement for expenses incurred during mobility, you must complete the institutional mission procedure and upload the supporting expense documents.