Erasmus+ Europe

Participation Conditions

• A staff member of MU with an employment contract can participate. It is also possible to send staff working on the basis of the DPP and DPČ short-term contracts (depending on the priority of the faculty/economic unit).
• The content of the training abroad must match the job description of the MU staff member.
• The programme allows the training to last from 2 days to 2 months. From 15 days the contribution to placement expenses is markedly lower. The selection commission decides on the number of days allocated to the staff member on the basis of the criteria of the faculty/economic unit and quote assigned to it.
• It is not possible to pay for a conference from the programme.
• A combination of teaching and training is possible only within the activity Erasmus+ Teaching Mobility.

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Financial Conditions

• The staff member is sent by the faculty/economic unit in accordance with the MU directive on travel expenses on the basis of a CZS confirmation of the amount of the grant for the agreed training. The CZS then refunds the expenses retrospectively to the faculty/economic unit up to the limit set. After accounting for the trip the faculty/economic unit sends an internal invoice to the CZS and requests refunding of the travel and placement expenses.
• Travel expenses include expenses for the journey to the place of the training and back including local transport. They are paid in full provided the economic means of transport are used.
  • Please check whether your expenses for the journey there and back are within the limit set according to the distance from Brno to the target city as calculated by the calculator on the website of the Euopean commission.
  • The maximum rates for the journey are given in the document Limits on placements and journeys (which you can find in the Documents section).
  • In justified and previously agreed cases where it is not possible to buy an air ticket which would fall within the given limit, the CZS will make up the difference.
  • Keep all the documents including boarding passes and account them in the travel order.
  • Travel by car is possible in justified cases, primarily if more economical than travel by public transport. If you are considering travel by car, inform the CZS coordinator in advance.
• Placement expenses include accommodation, food allowances, local transport during the placement, cancellation fees, insurance, possible registration fees and pocket money.
  • Placement expenses are limited: in the calculation of the limit the number of days on which the participant trains is used as well as one day for the travel abroad and one for the journey back, if the staff member needs extra days. You can calculate the approximate amount of the grant according to the equation limit = limit per day x number of days.
  • Limits per day you can find in the Documents section. Remaining expenses can be paid by the faculty from its own resources.
• Those going on placement are governed by the rules of the Erasmus programme, as well as the internal MU rules, which are drawn from the Labour Code. You can find these rules in the MU Directive for Travel Expenses. You can find the amount of the allowances in individual countries and other appendices here.
• Staff members with special needs can apply for a special grant (contact the CZS immediately after a successful selection process). The applications are submitted before the start of the summer and winter semesters and approved by the steering committee of the Erasmus programme. Documentation of the increased costs must be submitted on return.

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Application

It is necessary to follow this approach:

• 1) In the spring apply to the contact person of the faculty/economic unit (List of Contact Persons which you can find in the Documents section).
  • From these contact persons you can get an application and the required information.
  • You can find an example application form in the Documents section, and each faculty of economic unit can modify it according to their own needs.
  • The faculty/economic centre is responsible for publishing the criteria, selecting the staff members and nominating substitutes.
  • The selection process always takes place in the around in the spring in the months from the end of February through March to April. Those who are interested are responsible themselves for securing acceptance at the foreign institution.
• 2) The selected staff members complete and submit to the Centre for International Cooperation  a signed Mobility Agreement – Staff mobility for Training (which you can find in the Documents section) agreed by the receiving enterprise/institution and their direct superior at MU. The agreement contains the overall plan and aims, the anticipated results of the training or study visit and the detailed programme, which must be in accordance with the job description of the staff member at MU.

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Before Departure

1) FILL IN THE MOBILITY AGREEMENT

After approval of the placement agree with the foreign party on the exact dates and detailed programme of the training and fill in the three-page form Mobility Agreement – Staff Mobility for Training (which you can find in the Documents section).

Instructions for completion:

• Planned Period of the Training Activity: write here the beginning and end of training (without days when only travelling)
• Duration (number of days) – excluding travel days: number of days on which you will train (without days travelling there and back)
• The Receiving Institution/Enterprise:
  • Name: give here the official name of the target university/institution/enterprise in the original language or in English, and in the column Department/unit the name off the receiving faculty and department.
  • Size of enterprise is filled in only in companies and enterprises, i.e. never in the case of tertiary education institutions.
  • Erasmus Code: to be filled in if you are going to a university or other tertiary education institution. You can ask the partner school to fill in the Erasmus Code or you can find it on the European Commission website here.
• I. Proposed Mobility Programme:
  • Overall aim and objectives of the mobility: main aims and outcomes of the training.
  • Added value of the mobility (both for the institutions involved and for the staff member).
  • Activities to be carried out. If you have a previously set or agreed programme, attach it.
  • Expected outcomes and impact (i.e. what significance the training will have for your professional development and for both institutions).
• II. Commitment of the three parties: signatures of thee 3 parties:
  • 1. The Staff Member: date and signature of the participant going for training in the Erasmus+ programme.
  • 2. The Sending Institution: name, position, date and signature of direct superior.
  • 3. The Receiving Institution: name, position, date and signature of the foreign coordinator/partner. All the signatures must precede the first days of training. It can be sent for signing by e-mail, a scanned document is sufficient.

Send/hand over the completed and signed document to the CZS coordinator at least month before departure, before filling in the travel order. In order to purchase cheaper air tickets we recommend that you produce the document as soon as possible.

2) SIGN THE PARTICIPATION AGREEMENT

• On the basis of this document the CZS will prepare the participation agreement and confirm the maximum amount of financial support by e-mail to the economic department of the sending faculty/economic centre with a copy to the staff member.
• After receiving confirmation of the amount of the grant you fill in the travel order. Possible interruption of the business trip should be agreed in advance with your superior.
• After approval of the travel order you can pay the costs (air ticket, accommodation, ...), pre-financed by your faculty or MU economic unit.
• As part of the travel order you can request an advance, which you will pick up at the foreign exchange cash-desk of the rectorate. The approved travel order must be uploaded to INET at least 7 days before picking up the advance.

When buying air tickets we recommend arranging cancellation insurance (for example from health reasons).

Health insurance: as part of the travel order each staff member gets travel insurance (you can find the parameters in the Documents section). If you fill in the travel order in INET, you will be able to print a card with information.

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While Abroad

• During the placement the staff member will follow the previously approved programme for the training and the number of days.
• It is the responsibility of the staff member to arrange for confirmation of training completion. The confirmation must be issued at the end of the placement or after its completion at the foreign institution where the training took place, and must contain the name of the participant, the date of the start and end of training, the number of days in which training took place, the purpose of the placement/activity and the signature of the employee of the foreign institution (is it possible to use the form Model Final Confirmation, which you can find in the Documents section).

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After Return

• Within 10 days you must account for the travel order, i.e. you print the guide and submit receipts from accommodation, tickets, boarding passes, etc. You hand this over to the economic department at your workplace.
• Within 10 days you send the CZS coordinator the evidence of participation in foreign mobility/training (you can find the content in the section While Abroad).
• Within 30 days complete the electronic final report in the “Mobility Tool” database (you will be automatically invited to do so by e-mail).

Most frequent errors when completing the final report

• Be aware of the difference between the activities “teaching mobility” and “training – staff training” (teaching mobility is a different activity in which you complete different documents than for training and the teacher has an obligation to teach at the foreign university a minimum of 8 hours). If you are being trained or attending a course, select “Staff Training”.
• Untruthful answers to the question of whether the staff member participated in Erasmus “training” activities for the first time (it is meant overall and not just within the academic year).

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"IMOTION" University Training Offers Database

• The IMOTION Database contains the offers of universities involved in the Erasmus+ programme. Here training is also offered by universities with which we do not have an agreement. It is possible for you to be accepted by these institutions but probably you will have lower priority.
• Courses: it is possible to participate also in paid courses, however course fees can be paid from the Erasmus+ programme only up to the limit of placement expenses (if you do not use the entire amount on accommodation and food).

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Offers of Training in Partner Schools

These offers are not automatically linked with the provision of financial support, since staff members must ask for this at the sending school - see above. The programme of the foreign school will provided for free or a participation fee will be requested, which normally it is possible to cover from the Erasmus programme.

Find more information here.

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