Information for coordinators
Erasmus+ activities are carried out based on inter-institutional agreements between specific workplaces (departments, institutes) of partner institutions. Inter-institutional agreements set out the number of students and academics or other staff that the two institutions plan to exchange every year, the duration of their mobility at the receiving institution, and the subject area of the study/training mobility.
Where the partner is not an HEI, an inter-institutional agreement is not required – for example student traineeships or staff training in companies.
Although agreements may be entered into at any time, grants are awarded only to activities that are covered by agreements, whose accurate scans will be submitted to the institutional Erasmus+ coordinator by 1 February of the year in which the activity is to launch.
How to enter into a new inter-institutional agreement
While at the UP, inter-institutional agreements are concluded by a department/institute and signed by Dean of the relevant faculty on behalf of the university, the policies of foreign HEI vary (rector, vice-rector, dean, institutional Erasmus coordinator).
Prior to signing an agreement, it is necessary to check whether the partner institution holds the Erasmus University Charter. If in doubt, please refer to the institutional coordinator, Yvona Vyhnánková, UP IRO.
For the inter-institutional agreement template, please see Inter-institutional Agreement Programme Countries. Section Documents for coordinators includes the subject area code lists and other data required for the agreement. You can also use the forms of the partner institution, which should contain at least the same data as the UP form.
Mobility conditions are typically arranged by a specific academic employee of the department/institute, who then supervises the activities covered by the agreement. Prior to signing an agreement, the following needs to be arranged with the partner institution:
- Number of exchanged students/staff
- Duration of their mobilities (depending on the duration of the semester or another academic term)
- Subject area and content of studies (available courses, language of instruction etc.) or teaching
- Other conditions of student and staff mobilities (accommodation, services, costs)
Should you have any questions when drafting the agreement, please contact UP IRO, Yvona Vyhnánková.
Renewal of current agreements:
Every year by 1 February, agreements must be renewed (if they are expiring) or confirmed to continue to cover the next academic year. The UP IRO must be always notified.
An online application developed by the UP Computer Centre in collaboration with the UP IRO, is used for the administration of Erasmus+ mobilities for UP students. The application is available at www.mobility.upol.cz. The introduction page includes instructions how to use the app.
The app serves for the registration of bilateral agreements, administration of student mobility tenders, and registration of mobilities, including their registration in IS STAG.
All UP students and staff can access the app after logging in using the same log-in data as for the UP Portal. The availability of the app functionalities depends on the assigned role. Every administrator – Erasmus+ coordinator at the faculty or department level, must be trained to use the app. The training is run by the UP Computer Centre.
Mgr. Tomáš Babůrek
Telephone: 585 631 839
Every year, the PU receives funds aimed to support activities that are designed to facilitate and improve the mobility of students and academic staff. The amount of the funds depends on the number of outbound students and teachers.
Departments may use the funds for the following activities, and apply for the funds with the UP IRO in sufficient advance, no later than by 30 September of the given academic year.
As the funding depends on the budget for the academic year, it is not guaranteed that all types of the activities would be funded and all requirements fulfilled.
Staff can make preparatory visits to prospective Erasmus+ partner HEIs with which the UP department/institute has opened negotiations concerning student exchange and/or staff mobility.
The maximum duration is three days plus two days of travel. The preparatory visit should be undertaken by the future supervisor (member of department) of contractual activities. If necessary, however, another person may be dispatched to make the visit. The preparatory visit should involve detailed negotiations of the terms of collaboration, which should follow the outline available in the Report on the Preparatory/Monitoring Visit.
Applications for the preparatory visit grant (see the Erasmus PV Application Form) should be submitted by the beginning of the academic year.
Preparatory visits are arranged by the faculty (travel abroad request), and following invoicing, the costs are reimbursed by the UP IRO. No financial limits apply; travel costs are reimbursed in full in accordance with law. Staff are required, however, to strive for economical use of the means (discounted airfare, accommodation with the host institution etc.)
After the preparatory visit, the staff is required to submit a detailed report on the negotiations taken and specifically on the terms agreed in line with the recommended outline, see the Report on the Preparatory/Monitoring Visit.
The Erasmus+ programme provides funding for a number of visits to partner HEIs per year. Monitoring visits are primarily aimed at checking the study and living conditions of UP students at partner HEIs and handling any issues. Furthermore, they should help boost the interest of both students and academicians of the partner university in the UP.
A monitoring visit to the partner institution can be undertaken once every two years. In the case of a problem at the partner HEI that requires a personal meeting, the visit can be made at any time. The maximum duration is three days on the site plus two days of travel. The monitoring visit should be undertaken by the supervisor of contractual activities. If necessary, however, another person may be dispatched to make the visit. We recommend that a UP IRO official is part of the monitoring visits, specifically to institutions facing problems with the organization of student mobilities.
Monitoring visits are arranged by the faculty (travel abroad request), and following invoicing, the costs are reimbursed by the UP IRO. No financial limits apply, travel costs are reimbursed in full in accordance with law. Staff are required, however, to strive for economical use of the means (discounted airfare, accommodation with the host institution etc.)
After the monitoring visit, the staff is required to submit a detailed report on the negotiations taken and specifically on the terms agreed in line with the recommended outline, see the Report on the Preparatory/Monitoring Visit.
Preparation and printing of information materials, preparation of the website
The programme grants also serve to fund the preparation and printing of information materials for outgoing and incoming students. These materials can be printed or electronic (web pages).
In terms of contents, they should largely include information about studying at the department/faculty, programme courses including annotations, requirements, and bibliography. Unless these are materials designed specifically for Erasmus+ students, the faculty is expected to share the costs.
Language training of outgoing students
Unless the UP offers a relevant course, it is possible to hold language training for students applying for programmes abroad, for example field-specific language training. The scope and contents of the course must meet the scope and terms of the respective mobilities.
The programme funds also serve to help the faculties/departments cover administrative costs related to student and staff mobilities (postal chargers, telephone, office supplies). The contribution varies each academic year and is set based on the number of outgoing students and academia.
The UP IRO administers the Erasmus+ programme and provides participants with services in the following areas in particular:
- Application processing - the IRO ensures the confirmation of admission by department, consults the proposed study plan with the department, submits the confirmation of admission to the student.
- Provision of Accommodation at halls of residence.
- Issuance of student ID card.
- Organization of the welcome week prior to every semester.
- Fostering of the student’s communication with the receiving department.
- In case of problems, IRO provides mediation between the student and the UP and/or the Centre for Accommodation and Dining (SKaM).
- Information about studies/traineeships abroad in the form of one-on-one consultations or briefing sessions for interested parties at faculties/departments.
- Information about partner institutions. Access to the catalogues of partner universities and the final reports of those who completed study mobilities and traineeships.
- Information about the steps made to secure a study mobility/traineeship.
- Contact between the student and the partner institution.
- Grant award and payment.
Academic employees, staff:
- Information about the range of activities in the programme.
- Aid in the drafting and entering into bilateral agreements including assistance with finding partners.
- Administrative support for departmental activities.