Erasmus+ ICM

Participation and Financial Conditions

Participation conditions:

• Conditions are specified in the inter-institutional agreement signed by Masaryk University and the respective university.
• The mobility must be completed by 30 June, 2022.
• The length of the staff placement is 5 days/12 days (depending on the inter-institutional agreement) + 2 days for travel.
• Required length of activities: minimum 8 hours per 5 working days.

Grant (subsistence costs)

Incoming staff grantees will receive 140 EUR/day to cover their subsistence costs (accommodation, living expenses, public transport, etc.). Both subsistence costs and travel costs will be paid in cash after arrival at Masaryk University and completing all the necessary mobility documents.

Travel Costs

Additionally, travel costs are covered up until the limits given by the distance from the home institution to the host institution according to the table below (for further information see EU Distance Calculator):

Flight tickets could be arranged by the Centre for International Cooperation at Masaryk University via online application or bought by the applicant and reimbursed upon his/her arrival. Nominated applicants are required to keep the coordinator updated on the travel costs incurred.

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Application Requirements

The online application form is available here.

Please note that in order for the application to be submitted, all required forms and documents have to be attached, and the application must also be formally “closed” to confirm that all the information is correct. Applications for incoming staff under the Erasmus+ programme to Masaryk University are open for both semesters of the forthcoming academic year.

Application Documents:

For successful submission of the online application form, you will need to prepare the following documents in English:

• Motivation letter: addressed to the selection committee of Masaryk University. The letter should answer the following questions:
  • Why did you choose Masaryk University for your study/research mobility – please give your academic, professional, or personal reasons of your choice
  • What are your academic objectives or goals you would like to achieve through the mobility at Masaryk University
• Structured CV
• Confirmation of English language skills
• Detailed intended work plan
• Letter of pre-acceptance
• A copy of the photo page of the passport (because of travel arrangements)

Letter of Pre-acceptance

In order to receive a Letter of Pre-acceptance, please establish contact with the relevant person or department at Masaryk University well in advance and ask for the consent of the supervisor. The process may take several days at least and you will be required to provide your CV and Work Plan Proposal to receive the document. If you are not sure who to contact, let us know. We will try to assist and connect you with the department of your academic interest.

Confirmation of English Language Skills

In the ideal case please upload your internationally-recognised certificates. If you do not possess any kind of certificate, attach written confirmation from your institution/supervisor mentioning the level of your language skills, your English teaching experience or any other kind of document that can effectively prove your proficiency.

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Evaluation Process and Criteria

Once your application is successfully submitted and the deadline for the call for applications has arrived, the evaluation phase takes place. It usually takes a few weeks so please be patient. The process and evaluation criteria are explained below.

First, a formal eligibility check is carried out at Masaryk University. Applications which do not fulfil formal requirements (e.g. are missing some documents or are not submitted properly) may be excluded from the assessment. The evaluation is made both at the host and the home institution separately afterwards. The respective home university confirms the eligibility of the candidate as well as compatibility with the curriculum. The host university evaluates the application based on the criteria stated below. Each of the criteria is assigned a specific point value. According to the points earned, the best applicants are granted a scholarship. To be the best applicant, see the criteria below:

• Motivation: max. 40 points
• Curriculum compatibility: max. 30 points
• Language skills: max. 20 points
• Previous experience (first placement): max. 10 points

Note that additional criteria may be taken into consideration during the evaluation phase, especially when deciding between equally ranked applicants. These are:

• Equal gender distribution of scholarships
• Disadvantaged groups or handicapped people

Once the assessment is completed, you will be informed about your acceptance via an official e-mail decision.

Reserve List

If your application has not been selected and granted by the scholarship but was of good quality, you might be listed in a pool of reserve applicants (the so-called reserve list). If any of the selected applicants drops out, you may be contacted and offered the scholarship additionally.

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Practicalities

Visa

Successful nominated applicants will be provided with electronic supporting documents for their short-term visa application. If necessary, paper originals can be sent as well to the address of the applicant or the home institution. It is recommended to always check the specifics and mandatory documents with the individual embassy. You will also find all the necessary details at website of the Czech Ministry of Interior.

Documents given by the university are:

• Confirmation of Mobility Acceptance in Czech
• Confirmation of Accommodation in Czech
• Confirmation of Scholarship in Czech
• Invitation Letter in English (not mandatory for visa applications)

In cases where a visa is not necessary, only the official Invitation Letter is issued and sent via e-mail.

Accommodation

Incoming grantees will have arranged for them a single-bed room at university hotel facilities if interested. It is also acceptable to arrange accommodation on your own responsibility. Information will be provided by the Erasmus+ ICM administrator.

For international guests the Centre for International Cooperation usually uses the B&B HOTEL UNIVERSITY BRNO.

Insurance

Incoming grantees are required to arrange their own travel insurance. Sometimes home institutions offer their employees some travel insurance as well.

Mobility documents

There are several mobility documents that need to be filled in and submitted in order to consider the mobility completed successfully. These documents are listed below:

Before Arrival

• Mobility Agreement for Training/Teaching – this document should be filled in based on mutual agreement between grantee and the host institution’s supervisor and signed by three parties (applicant, supervisor and the home institution’s responsible person). The electronic version of the document is fully sufficient. It is possible to download a template in the Documents section and then upload back to the application.
• Without the Mobility agreement signed by all the parties and approval by the Centre for International Cooperation it is not possible to buy any flight tickets, bus/train tickets, pay for accommodation and later request reimbursement of the costs at the host university.

During the mobility

Incoming staff grantees will be given several mobility documents to be filled in and signed during the first day of the placement. These documents contain:

• Confirmation of Teaching / Training
• Erasmus+ Grant Agreement
• Contract with Masaryk University
• Request for Reimbursement

Documents that should be submitted to the CZS office:

• Boarding pass(es)
• Relevant invoices and receipts (if applicable)

After the Mobility

• Scan of the return boarding pass(es)
• EU Mobility Survey – a questionnaire that is sent electronically from the database of Erasmus+. It is necessary to fill in the questionnaire within 30 days of its receipt.

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