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British Council

Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Annex VI

Erasmus Operational Handbook for UK Higher Education Institutions Academic Year 2013-2014

Version: 2 Date of issue: 31 May 2013 British Council

Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Table of contents Page

General 2 Student study periods 11 Student work placements 21 Staff teaching 27 Staff training 32 Organisation of mobility (OM) 35 Intensive programmes 37

Financial control, audit and monitoring 38

Data dictionaries 42

British Council General 3 Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

This Guidance is Annex VI of your Erasmus Mobility Grant Agreement with the British Council as UK National Agency. The General section covers all Erasmus mobility. General

The Erasmus mobility contract (the Grant Agreement) and this handbook relate to the following activities - . Student mobility for studies (SMS) . Student mobility for work placements (SMP) . Teaching assignments (STA) . Staff mobility for training (STT) . Organisation of mobility (OM). Inter-institutional agreements Mobility between Higher Education Institutions (HEIs)

All Erasmus mobility between HEIs must take place as part of an inter-institutional agreement between HEIs each of which holds a valid EUC, except in the case of a work placement at an HEI. The inter-institutional agreement may be extended to cover cooperation between HEIs in the field of student mobility for placements, depending on the HEIs’ capacity. The final responsibility for student placements remains with the home HEI of the student as reflected in the Training Agreement. See Annex IV for minimum requirements for inter-institutional agreements.

All administrative arrangements for the management of mobility under an inter-institutional agreement must be reliable, transparent and easily managed. Such arrangements must also maximize the quality of mobility and the number of mobilities achieved.

Please note that Erasmus Mundus is covered by different arrangements. Mobility between HEIs and enterprises

For student placements, there is no need for an inter-institutional agreement between the sending HEI and the host eligible enterprise or organisation (which could be another HEI), as they will be legally bound by the individual student Training Agreement signed by the 3 parties involved and annexed to the placement agreement between the HEI and the student. See page 21 for definition of an eligible enterprise. Period of activity

Erasmus grants are awarded for mobility taking place during the period 1 June 2013 to 30 September 2014 for student mobility. Exceptionally, Erasmus student work placements which start before 01June 2014 can continue until 31 October 2014 at the latest, the grant being paid from the funds for the 2013/14 year. All student mobility must commence before 30 June 2014.

All staff mobility periods must be completed by 31 July 2014.

In all cases grants to students and staff must be paid before 30 September 2014.

The date for submission of the final report by the beneficiary HEI remains 31 July 2014. Eligibility Countries

In 2013/14 the following countries are eligible for mobility from the UK: British Council General 4 Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

. EU member states1: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain, Sweden, United Kingdom. This includes Canary Islands, Guadeloupe, Martinique, French Guiana, Réunion, Azores, Madeira . EFTA-EEA countries: Iceland, Liechtenstein, Norway, Switzerland . Candidate countries: Turkey, Croatia (expected to join the EU on 1 July 2013) Countries and territories not listed are not eligible for mobility from UK.

Campuses situated in countries not listed are not eligible.

Invited staff from an enterprise managed by a UK HEI may travel to the UK and its overseas territories. Please contact the NA if in doubt about eligibility of invited staff from an enterprise.

Erasmus University Charter (EUC)

There are three different types of charter: . The "Standard Erasmus University Charter (EUC)" for HEIs which wish to apply for Erasmus funding for student mobility for studies and for transnational mobility activities for staff, and/or act as a co-ordinator of a consortium applying for Erasmus intensive programmes, multilateral projects, networks or accompanying measures. . The "Extended Erasmus University Charter (EUCP)" (student placements only) for HEIs which wish to apply only for Erasmus funding for transnational student placements. . The "Extended Erasmus University Charter (EUCX)" (Standard Charter and student placements) for HEIs which wish to apply for activities covered by both the Standard and the Extended University Charter (student placements only). Higher education institutions and consortia

To be eligible to receive Erasmus mobility funds for standard student and staff mobility HEIs must hold a Standard Erasmus University Charter (EUC) as a minimum. For participation in work placement activity, HEIs must hold an Extended Erasmus University Charter as a minimum.

A HEI may apply for student grants via two different channels, using the relevant application form: . (in the case of either study or placements) directly to the NA as an individual HEI . (in the case of placements) via a consortium of which it is a member. Both channels may be used simultaneously for placements by an individual department or faculty. However, the HEI/department remains responsible for preventing double funding of a beneficiary when the two channels are used in the same academic year.

Student Placement Consortia that are not HEIs do not have to apply for an EUC but are required to obtain a Placement Certificate from the NA. Placement consortia will necessarily be working with HEIs, each of which must hold an EUC.

Participating HEIs and consortia must inform the NA if their HEI is involved in a merger or split. Mergers and splits

If an HEI holding an EUC is involved in a merger or split, or if their name changes, they should inform the NA as soon as details are known, specifying the type of merger, split or new name.

1 Plus overseas countries and territories: Greenland, New Caledonia and Dependencies, French Polynesia, French Southern and Antarctic Territories, Wallis and Futuna Islands, Mayotte, St Pierre and Miquelon, Aruba, Netherlands Antilles. British Council General 5 Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Grant awards

Erasmus grant awards are paid in euros and formalised through a Grant Agreement signed by the head of the sending HEI or consortium, or a staff member with appropriate delegated authority, and the British Council in its capacity as Erasmus NA. The Agreement details the payment arrangements as well as the bank account or sub-account to which funds will be transferred. Grant recipients may not benefit from any other European Community funding (for example, Comenius) for the same activity, even if this is across years. Under no circumstances may the grant give rise to a profit during the period of the Contract.

Following the introduction of new Financial Regulations across the EU from January 2013, HEIs must return signed Grant Agreements by 15th May. Failure to return signed Agreements on time may result in funds not being awarded for that year.

The NA analyses applications carefully to ensure that allocation of funds is fair and would pass scrutiny. Grants may be awarded for less than the amount applied for, but not more. The grants budget is allocated on the basis of: . Overall budget for grants . Applications from individual HEIs, as validated by the NA . Grant rates established by the NA, within EC maxima . Past performance: past data on numbers of different types of mobility overall and for each HEI; and past dropout rates for each HEI . Priorities for the year. HEIs must follow their own guidelines on obtaining best value for money when purchasing goods or services in relation to all Erasmus mobility activities.

The general conditions set out the arrangements and time limits for modification, suspension and termination of the Grant Agreement. HEIs which fail to meet their obligations may have their Agreements cancelled and/or be subject to financial penalties.

Amendments to Agreements take the form of a letter from the NA or a written amendment signed by both parties. Amendments or additional contracts will not make changes which call into question the decision to award the grant or be contrary to the equal treatment of applicants.

HEIs must submit both on-line applications and signed paper copies by the published deadline.

Failure to do so may result in funds not being awarded for that year. Setting of grant rates

From 2012, the NA will set all grant rates at the start of the year and these will not change.

Staff subsistence is paid at a set rate for each country, and travel costs are reimbursed up to € 500.

Student mobility grants will be divided into three bands by destination country. The grant rate for countries in each band will be set at the start of the year, as will rates for shorter work placements for students on short vocational courses, widening participation and travel to priority countries.

This means that there will be no increase in the monthly student mobility grant or in other grant rates at second allocation. Selection procedures

Procedures for awarding grants must be transparent, fair, equitable, coherent and documented. The HEI must take measures to prevent any conflict of interest in selecting individual beneficiaries. British Council General 6 Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

All requirements relating to selection, grant award criteria and procedures must be fully transparent, documented and made available to all parties involved in the selection process. Payment conditions

An initial pre-financing payment of 70% of the HEI’s grant will be made within 30 days of signature by both parties of the Grant Agreement with the NA, on condition that any debts are cleared, see below.

Before a second payment can be made the HEI must have paid out at least 70% of the initial pre-financing payment. The interim report is then regarded as a request for further payment.

The HEI will be required to send clear evidence that they have disbursed 70% of the initial payment, for example, a copy of an extract from the HEI’s financial system, or other suitable document agreed with the NA.

Within 60 days of the deadline for reporting, following submission of the Interim Report, a recovery order will be issued or second payment of funds will be made. Payment is subject to the following:  NA approval of the report, including the level of mobility requested  Evidence that 70% of the initial payment has been paid out  Payment of any debts to the NA or agreement to offset debt In the event of reduced mobility levels, the HEI may be invoiced for recovery of any unspent grant or the NA may offset any debt against payments. The maximum grant that can be paid to an individual student can be found on page 16. Grants paid to students (including supplementary payments) must not exceed this amount. If the HEI has an outstanding Erasmus debt, the NA may offset this against any new Erasmus payments due. If the HEI has any other outstanding debts due to the NA, this may delay the signature of any Erasmus Grant Agreements or the NA may offset the debts against any new Erasmus payments. The NA will give clear advance notice of an intention to offset debt. Bank accounts and currency It is the HEI’s responsibility to ensure that its designated bank account can receive the grant funds in euros. The NA shall not be responsible for any delay caused as a result of the bank account’s inability to receive any such payment(s). All reimbursements due to the NA from the beneficiary shall be paid in euros. The NA shall not be liable for any exchange rate loss incurred by the beneficiary in converting the grant payment into and out of other currencies. If actual costs, namely staff travel, are paid in sterling, the HEI must report them in euros using the monthly accounting rate established by the European Commission and published on its website applicable on the day of the transfer of the prefinancing payment from the NA to the HEI. The NA will inform the HEI of this rate. This also applies to student travel costs for students on short term work placements.

This does not affect payments paid at a fixed rate in euros, such as student mobility grants and staff subsistence payments. If the HEI chooses to make student grant payments and staff subsistence payments in sterling, it may use whichever exchange rate it chooses. The NA does not specify an exchange rate and does not require that the HEI informs us which exchange rate has been used since the NA pays the grant in euros at a flat rate and reporting is in euros. HEIs may wish to seek advice from their finance departments as to what would be the best approach for them.

Publicity

As part of the Agreement with the NA the HEI accepts that information may be published on the British Council Erasmus website regarding the name and address of the HEI, the amount of grant awarded and the activities to which the grants relate. British Council General 7 Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

The HEI also agrees to promote the programme and the mobility opportunities which it offers students and staff. This should include: . promotional talks by returning students at local schools, sixth form colleges or within the HEI and/or . production and posting of a promotional video to the HEI’s website or an appropriate external website. European Union support must be acknowledged in all publicity, using wording such as "with the support of the Commission of the European Communities within the framework of the LLP Erasmus Programme". The acknowledgement must be followed by a disclaimer stating that the content of the publication is the sole responsibility of the publisher and that the European Union is not liable for any use that may be made of the information. Supplementary allowances for students and staff with special needs

Additional grants are available for students and staff with special needs wishing to participate in Erasmus and where participation would not be possible without extra financial support. The allowances are offered in cases where severe special needs lead to mobility costs which exceed the maximum grant allocations allowed and which cannot be recovered from other sources. Students or staff who need to apply for a special needs allowance should do so via their home HEI, before the start of the mobility and no later than 30 November 2013. The sending HEI is responsible for ensuring that application forms are correctly completed, and providing evidence that the host knows of the special needs and the necessary arrangements are being made at the host to meet the person’s needs. The application must include a statement from a doctor or other authority confirming the special needs, its severity, its impact on the Erasmus mobility, additional requirements and additional costs to be met. A detailed estimate of costs is required.

The application should provide information on any other sources of financial support that the student/staff member receives and indicate why this is insufficient for the proposed mobility period.

If the application is approved the NA will specify a maximum supplementary allowance. On completion of the Erasmus period a final report of expenditure will be required. If the expenditure is less than the approved maximum an invoice for the return of such funds will be raised and the difference must be repaid to the NA.

The HEI should ensure that staff and students considering participation in Erasmus and planning their mobility are aware that they can apply for extra funding if they have special needs which will incur extra costs. The NA expects them to apply for funding before they travel, and they risk not being funded if they apply during or after their mobility. Agreements with beneficiaries

Before staff or student mobility has commenced, the HEI must ensure that each student or staff member has signed a hard copy agreement with their home HEI, formally accepting the grant and acknowledging the obligations associated with its acceptance.

The agreement must be retained as a record of the mobility. From 2013, students should keep hard copies of their agreements, while the HEIs may keep an electronic copy.

Scanned copies of documents with original signatures are therefore acceptable. However, each document must have been signed in hard copy and electronic (digital) signatures are not acceptable. Failure to sign and retain the agreement may result in the NA recovering the grant at a future audit. Standard agreements are at Annex V.9 and V.12 for staff and V.1 and V.5 for students. These texts must be used in full in agreements with students or staff. If the HEI wishes to incorporate the standard text into another document, that is acceptable, but the full text must be used. Any Agreement which British Council General 8 Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

differs from the standard in this way must be approved by the NA prior to its use. However, the NA aims to agree any changes which simply add to the standard agreement promptly

The NA recognises that it may be difficult to sign an agreement before the mobility, if:  the mobility starts early and documents are issued late by the NA  the information necessary for signing a student learning or placement agreement is not yet known. The NA therefore recognises that a delay of up to two months may be inevitable for either or both of these reasons, and this will be taken into account in the event of an audit. The NA expects HEIs to minimise possible delays, for example, if possible, by agreeing provisional learning or training agreements prior to departure, to be amended once a student has arrived at their host HEI. Delays longer than two months may be subject to adverse audit findings and the recovery of the grant. Record keeping

HEIs must keep the applications and signed grant agreements of all students and staff applying for Erasmus mobility until five years after the closure of the applicable grant agreement with the NA i.e. five years after the NA has approved the final report and any subsequent payment is made or recovery order settled. All documents relating to the disbursement of grants must be retained for five years after the closure of the Grant Agreement with the NA and must be available on request for inspection.

If the original document is digital, it may be stored in digital/electronic form. If it is paper based (for example, a signed Grant Agreement) it must normally be stored in paper format. If the NA is carrying out an audit the NA will inform the HEI of acceptable formats for documents: hard copy, digital or a scan of a hard copy. Interruption of an Erasmus period

In exceptional circumstances resulting in the interruption of activities affecting groups of students or staff, for example, a natural disaster or general strike by host HEI staff, the NA and the Commission will agree on the possible recognition of the cause of interruption as “force majeure2”. The NA will issue guidance to HEIs on the measures to be taken, such as acceptance of normally ineligible mobility durations and the possible resumption of interrupted mobility periods. Reimbursement of unspent grant

In the event of zero mobility, the NA will issue an invoice for reimbursement of the grant allocated.

In the event that the final student and staff mobility numbers are lower than contracted numbers the NA will issue an invoice for reimbursement of the difference in grant amount. If an HEI has an outstanding invoice for repayment of unspent grant, the NA may offset this against any new Erasmus payments due. Please see page 5 for more on debt. If a student or staff member is unable to fulfil the requirements of their Erasmus period abroad or if the period is less than the required minimum, the NA may ask for the funding to be reimbursed, including the OM grant. Early returners

If students or staff return to the UK without fulfilling the minimum requirements for duration of their activity, they may forfeit all funding. If they return before the planned end of their Erasmus activity but meet minimum duration requirements, they may be allowed to retain funding for the period they were away, at the discretion of the HEI.

2 Force majeure shall mean any unforeseeable exceptional situation or event beyond the contracting parties' control which prevents either of them from fulfilling any of their obligations under the Agreement, was not attributable to error or negligence on their part, and proves insurmountable in spite of all due diligence. Defects in equipment or material or delays in making them available (unless due to force majeure), labour disputes, strikes or financial difficulties cannot be invoked as force majeure by the defaulting party. British Council General 9 Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

If the early return was due to serious illness or force majeure, or there are other extenuating circumstances agreed by the NA, the NA may agree to the student or staff member retaining funding for the period of mobility. The HEI will need to submit evidence of the need for the early return (e.g. a doctor’s note for illness, or an explanation of the particular force majeure) if it wishes the NA to consider this.

All decisions regarding return of funds will be decided by the NA on a case by case basis. HEIs are asked to contact the NA with an explanation as soon as possible, if they wish periods of less than minimum duration for staff or student mobility to be considered for funding. Reporting Deadlines

The table below gives details of the dates by which all HEIs must submit reports to the NA.

Type of report Period covered Date due

To be completed by Erasmus contact

Interim Report – study Contracted period; to include all 14.02.2014 Interim Report – placement confirmed and provisional students/staff Interim Report – teaching 14.03.2014 Interim Report – training Final Report – study Contracted period; to include all 31.07.2014 Final Report - placement confirmed students/staff Final Report – teaching Final Report - training To be completed by individual (see Annexes V.4, V.8, V.11 and V.14)

Student reports – study Erasmus period abroad At end of Erasmus Student reports – placement period but not later than 30.09.2014 Staff reports – teaching Staff reports – training To be completed by Erasmus contact if requested by NA (to be provided by the NA if required)

Compliance with EUC Report Contracted period 30.09.2014 On-line reporting tools Reporting will be completed using the NA's reporting system; the NA will provide details of this. All data fields must be completed for all mobility before the deadline for final reports. However, at interim report stage the NA will indicate which fields are essential for the second allocation of funds, and therefore must be completed at this stage. The HEI may choose whether to complete other fields at this stage or at final report stage. Interim reports As above, before a second payment can be made the HEI must have paid out at least 70% of the initial pre-financing payment. The interim report is then regarded as a request for further payment. Before the second payment is made, the HEI will be required to send clear evidence that they have disbursed 70% of the initial payment, for example, a copy of an extract from the HEI’s financial system, or other suitable document agreed with the NA. The information submitted will be subject to audit.

HEIs must include all eligible mobility for the year in student and staff interim reports, in order to qualify for any change in their allocation and for a second payment. Interim reports must include details of all study periods, work placements, teacher visits and staff training visits that have taken place, or are expected to take place in the contracted period. It will not be possible for HEIs to increase the overall grant amount (for example by increasing the numbers or length of British Council General 10 Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

mobilities) after interim report. The NA does not issue any payments at final report stage, and HEIs will not receive Erasmus funding in addition to the 'total maximum amount' of the grant agreement and any amendments.

It is important therefore that HEIs report all mobilities as accurately as possible in the interim report, including those attracting Widening Participation or Priority Country payments. For example, if the interim report indicates a number of mobilities eligible for the Widening Participation payment, and final report gives a higher number, the HEI will not receive any additional payment to cover that increase. The same applies to Priority Country payments. It may be possible, however, to vire funds from other budget strands to cover the difference, should the 'total maximum amount' of the contract allow it. See below for more details of virement rules. Reporting data requirements: Students

By 14 February 2014 at the latest, HEIs must submit to the NA an interim student mobility report in the specified format. See pages 44 to 56 for data requirements.(to be inserted). Reporting data requirements: Staff

By 14 March 2014 at the latest, HEIs must submit to the NA an interim teacher and staff mobility report in the specified format. See pages 43 ff. for data requirements. Approval of reports and follow up

The NA will not issue receipts or statements of expenditure at interim report stage. The e-mail which HEIs receive summarising what they have reported when they submit the report will act as a receipt.

The NA strongly advises that HEIs download data for their own records before submitting it.

The NA will contact HEIs if there are any obvious anomalies in the data.

Reports will be approved by the NA within 30 working days of receipt, provided that any queries raised have been resolved. Payments or recoveries will be made within 60 days of receipt of the staff report provided that amended Grant Agreements are returned promptly.

Once reports have been approved, the NA will issue an amended Grant Agreement if there are changes to approved funding. When the amendment has been signed by both parties the NA will make further payments or raise an invoice as appropriate. Any part of the contracted funding uncommitted must be repaid to the NA and an invoice for the return of such funds will be raised. Virement HEIs may amend the number and type of mobilities within the maximum grant in their grant agreement with the NA, in line with the virement possibilities defined in the agreement. For 2013-14, virement is permitted as follows: • 100% of student mobility studies budget to placement • 100% of student mobility placement budget to studies • 100% of staff teaching budget to training • 100% of staff training budget to teaching • 100% of OM budget to student or staff mobility • 20% of staff mobility budget to student mobility • No transfer of student mobility budget to any other budget line. British Council General 11 Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Final reports Reporting data requirements: students and staff

Final reports must be submitted using the NA reporting system by 31 July 2014. The data requirements are set out in pages 43 ff. Ineligible expenditure and unspent funds

If the validation of the final report indicates that any expenditure is ineligible it will be disallowed and an invoice raised for the recovery of funds, or ineligible expenditure will be offset. If the validation indicates that any of the contracted funding remains unspent, an invoice for the return of funds will be raised and repayment must be made to the NA, or funds will be offset. Reporting on Compliance with the Erasmus University Charter

In addition to the technical data report, HEIs may be selected to submit a EUC Compliance Report. The NA will send selected HEIs the report format and further details. Forfeiture of funding

Submission of reports is a contractual requirement. If the HEI does not submit the interim or final report by the due date the NA reserves the right to reclaim all funding. Individual reports

When they return from their mobility, staff and students must complete the appropriate online individual report (available from 31 August 2013). It is the HEI’s responsibility to ensure that staff and students complete the reports. The NA will send HEIs a cumulative spreadsheet of reports from their students and staff on a monthly basis from October to December and fortnightly thereafter. If HEIs require reports from particular individuals, they may request these from the NA. Incoming Erasmus mobility

HEIs must make appropriate provision for the health, safety and security of incoming Erasmus students and staff in the same way as for any other visitor. This includes compliance with all relevant legislation.

The HEI must keep records of all Erasmus students hosted, that is, name, dates, and course or department. Exceptions

If with good reason an HEI cannot comply with any NA requirements, they should contact the NA as soon as possible. For mobility which is of less than the specified minimum duration, the HEI should contact the NA as early as possible, and briefly explain the reason for the shorter mobility in the ‘comments’ section on the mobility report. The NA reserves the right not to accept the justification offered. Means of redress If for any reason the HEI disagrees with a decision by the NA which affects them adversely, they should complete the form available from http://www.britishcouncil.org/erasmus-institutions-divisional- page.htm and submit it to the Erasmus Helpdesk [email protected] within 30 calendar days. The NA will acknowledge receipt within 3 working days and aim to resolve the problem within 30 working days if it concerns the grant, or for other queries, within 10 working days. If the HEI is not satisfied with the NA response, they can access the central British Council feedback system from

http://www.britishcouncil.org/erasmus-contact-us.htm British Council Students - 12 study Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Student mobility – study periods (SMS)

Erasmus grants may only be paid to students participating in an approved mobility programme under the HEI’s Erasmus University Charter and Inter-institutional Agreements between a UK HEI and partners in other participating countries. Eligible students

To be eligible, students must be . studying in the UK and formally registered at a UK HEI which holds an EUC in order to follow higher education studies leading to a recognised degree or other recognised tertiary level qualification, up to and including the level of doctorate or . enrolled in short term higher vocational education3 (in the UK this includes Foundation Degree and HND courses) at an HEI holding an EUC. Students must be enrolled at least in the second year of higher education studies.

Part-time students are eligible to participate in Erasmus providing they study full-time during their mobility period.

Students who have completed their higher education are not eligible to participate in Erasmus unless they are registered with the same or another HEI for postgraduate study. Period of activity

Erasmus grants for student mobility (study) are awarded only for mobility taking place during the period 1 June 2013 to 30 September 2014. All student mobility must commence before 1 July 2014.

In all cases grants to students must be paid before 30 September 2014. Duration of student mobility Erasmus mobility for study must be between a minimum of 3 months (or 1 academic term/trimester) and a maximum of 12 months. The period of time between the start and the end date of the mobility, without any rounding up or down, will be considered to be the duration of the mobility. Duration may be rounded up to the nearest quarter month for purposes of reporting and grant payments.

There must be documentary evidence of the duration of the mobility. The NA recommends that HEIs use the certificate of attendance issued by the host HEI as the primary evidence. The certificate of attendance may be supplemented by other supporting documents, e.g. where any additional time needs to be justified. Flight-related documentation such as booking records or boarding passes will not count as sufficient evidence. The NA will circulate a calculator for calculating duration of mobility, and a simple formula. HEIs are not required to calculate mobilities using this, although any method used should be as accurate. The NA therefore recommends that HEIs test the accuracy of their own methods for calculating the duration of mobilities against the spreadsheet. The NA is happy to review the method of calculation used, if the HEI wishes. Extension to original mobility period

An extension to the original mobility period may be agreed between the home HEI and the host as long as the following conditions are met:

3 Defined as post-compulsory education but sub-bachelor level courses which lead to the award of a ‘degree’ after 18 months/two years; vocationally oriented courses taken after completion of secondary education and leading to a degree on completion of two years (sometimes 1.5 years) study. This corresponds to the short cycle qualifications – approximately 120 ECTS – as described in the Framework for qualifications of the European Higher Education Area adopted in the Bologna Ministerial Conference of Bergen. Neither Bachelors nor Masters degrees may be considered short term higher vocational education. British Council Students - 13 study Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

. the agreement is made and arrangements completed in advance of the scheduled completion date of the original Erasmus placement . the extension follows immediately after the current Erasmus period. There should be no gaps (holidays and HEI closures are not considered gaps.) If there is a gap, justification needs to be made by the home HEI and approved by the NA. No study period, including any extension granted, may exceed 12 months or extend beyond 30 September 2014. Academic fees

No university fees (for tuition, registration, examinations, access to laboratory and library facilities, etc.) may be paid at the host HEI. However, small fees may be charged for costs such as insurance, student unions, the use of miscellaneous material such as the photocopying of academic material, and use of laboratory products on the same basis as these are charged to local students.

HEIs may not request any payment or charges from outgoing students in connection with the organisation or administration of the Erasmus mobility period.

HEIs must inform the NA of any cases where an HEI seeks payment of academic fees, administrative or management charges from students on Erasmus mobility. Fee waiver

In England and Northern Ireland, fees will be waived for first degree students who are eligible for student support arrangements (under either the old or new fee regime) and spend a full academic year abroad as an Erasmus student. For old fee regime students, the fee will be met in full by the HEFCE. For new regime students, HEFCE will meet a proportion of the fee. For further details, please see advice from HEFCE at www.britishcouncil.org/erasmus-institution-funding

The definition of a complete academic year for this purpose is at least 24 weeks (excluding weekends and the usual holidays).

For Wales, HEFCW has confirmed that, as in the previous year, for 2013-14 there will not be a specific allocation for the Erasmus fee-waiver. The amount that has previously been allocated for the fee-waiver will be absorbed into the new Public Investment Fund. It will then be for HEIs to decide whether or not they wish to spend part of their overall allocation on encouraging and supporting participation in Erasmus. For the Welsh Government approach, see http://wales.gov.uk/publications/accessinfo/drnewhomepage/dr2013/janmar/addysg/la0157/?lang=en For Scotland, the Scottish Funding Council has confirmed that for 2013-14, arrangements for the fee- waiver for all eligible students attending HEIs in Scotland will remain unchanged. For the most up to date guidance from the Funding Council, see http://www.sfc.ac.uk/web/FILES/Circulars_SFC112012/SFC112012.pdf Grant status of students and national schemes

All students’ entitlements to national grants or loans for study at their home HEI must be maintained during their Erasmus period abroad. Entitlement must not be discontinued, interrupted, or reduced while they are studying in a participating country and receiving an Erasmus mobility grant.

HEIs may not reduce the amount of Erasmus mobility grant paid to students who are eligible to apply for national grants and/or loans. Students who do not qualify for national support may still qualify for Erasmus support.

International students who receive grants or loans when studying in the UK should continue to do so if they undertake an Erasmus period abroad. British Council Students - 14 study Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Eligible student mobility activity

Grants can be awarded only for the following activities abroad: . full-time undergraduate or postgraduate studies, including thesis preparation (but excluding research activities not specifically forming part of a course of studies), leading to a recognised diploma or degree, at an EUC-holding partner HEI . a combination of a period of study and placement. It is possible to combine a period of placement with a period of study in a single mobility period abroad. Single period means that: a) the placement must take place under the supervision of the receiving HEI where the student will carry out his/her study; b) the two activities must take place in consecutive periods. Priority countries

Priority should be given to recruiting eligible students for mobility to the following countries: Bulgaria, Croatia, Cyprus, Czech Republic, Estonia, Greece, Hungary, Latvia, Lithuania, Malta, Poland, Romania, Slovakia, Slovenia and Turkey.

Students travelling to priority countries will be awarded a supplementary grant, see page 15. This includes students selected for an Erasmus period in their country of origin.

Lowest priority should be given to students wishing to undertake an Erasmus study period in their country of origin or citizenship. The sending HEI should draw to the attention of the prospective host HEI that ‘return to home country’ students are being proposed. Priority subjects

HEIs should consider the promotion of mobility in the following subjects when selecting students: Education and Teacher Training; Medicine; Natural sciences; Mathematics and Informatics; Engineering. Widening participation HEIs are asked particularly to encourage students to participate in Erasmus who come from groups which are under-represented in the programme.

For 2013, a supplementary grant may be paid to undergraduate and postgraduate students from households with annual incomes of £ 25,000 or less.

The NA suggests that, for students from outside the UK, decisions on entitlement to the widening participation supplement are made on the same basis as the £ 25,000 threshold above. That is, if the student is entitled to extra payments based on national or regional criteria for disadvantage, and can provide evidence of this, they may receive the widening participation supplement. However, it is ultimately at the discretion of individual HEIs how they use the payment for these students, referring to any measures already taken within the HEI to ensure parity of treatment and provided that decisions are based on transparent processes.

This allowance may be paid to students with a disability, who may also apply for extra funding if this is essential to their participation in Erasmus programme, see page 6.

The NA expects that HEIs will provide the supplement to all students within the eligible group.

The NA would expect that administration of the supplement is embedded into Erasmus processes, and suggests that students are asked to identify themselves on their Erasmus application forms (or subsequently) and this is then checked with the registry. The students should be clear that their widening participation data, in common with other data, will be reported to the NA.

The Commission requires that HEIs report on payments made to individual students, including any widening participation supplement. Student Mobility reporting formats reflect this. The NA recognises and respects HEI concerns about confidentiality and takes measures to ensure that data is secure. British Council Students - 15 study Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

In the event of audit, HEIs would need to provide evidence that a student receiving the grant is eligible under the rules outlined above, and that they have been chosen according to clear, transparent processes supported by documents.

Full recognition

Before any student starts an Erasmus study period, the HEI must be satisfied that the programme of study is acceptable for the degree or diploma the student is currently working towards.

Only periods of study which are part of the student's curriculum are eligible. Full recognition must be awarded, preferably by using ECTS credits. The host HEI should therefore provide a full transcript, see http://ec.europa.eu/education/lifelong-learning-policy/doc/ects/guide_en.pdf

See also the EuroPass website: www.uknec.org.uk/ It is at the HEI’s whether to report a mobility (and allow the student to keep the grant) if a student does not gain all the planned credits for the mobility. Selection criteria

HEIs may set selection criteria, including academic performance, knowledge of the working language of the host country/used in the host organisation, motivation, etc., so long as these are fair, transparent and applied in a coherent and consistent manner.

See also page 4, Selection procedures. Agreements with beneficiaries

Before student mobility has commenced, the home HEI must ensure that each student has a signed hard copy agreement with the HEI, formally accepting the grant and acknowledging the obligations associated with its acceptance The standard student agreement for study is at Annex V.1. This text must be used in full in agreements with students or staff. If the HEI wishes to incorporate the standard text into another document, that is acceptable, but the full text must be used. Any Agreement which differs from the standard in this way must be approved by the NA prior to its use. However, the NA aims to agree any changes which simply add to the standard agreement promptly.

The first part of the Agreement must be signed by the student and HEI before the start of the mobility. The NA recognises that it may be difficult to sign the full agreement before the mobility, if the information necessary for signing a student learning agreement is not yet known.

The NA therefore recognises that a delay of up to two months may be inevitable for this reason, and this will be taken into account in the event of an audit. The NA expects HEIs to minimise possible delays, for example, if possible, by agreeing provisional learning or training agreements prior to departure, to be amended once a student has arrived at their host HEI.

The NA will request a list of students whose learning or training agreements have been signed after departure at interim report stage.

Delays longer than two months may be subject to adverse audit findings and the recovery of the grant.

Erasmus Student Charter

The HEI must issue each student with an Erasmus Student Charter before the study period commences. (See Annex V.3: Erasmus Student Charter). British Council Students - 16 study Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Learning Agreement

The Student Agreement must be accompanied by a student Learning Agreement. The Learning Agreement must comply with the minimum requirements set out at Annex V.2 and must be signed by the host HEI, the home HEI and the student. If this is impossible, a provisional agreement should be in place before the student departs. The Learning Agreement must be finalised and formalised within two month of the student’s arrival. Any subsequent changes to the Learning Agreement which become necessary must be formally agreed by all three parties and executed promptly.

Upon satisfactory completion of the mobility period, the host HEI must provide the student with a transcript completed in accordance with the Learning Agreement.

Credit for, or recognition of, studies undertaken by the student at the host HEI may be withheld only if the student fails to achieve the level of academic attainment required by the host HEI or otherwise fails to satisfy the agreed conditions required by the participating HEIs for recognition. (See Annex V.2: Model student agreement incorporating the Learning Agreement).

The student keeps the Learning agreement with the original signatures, the sending and receiving institutions must keep a copy or a scan Student report

Upon return from the Erasmus period, the student must submit their individual electronic report. (See Annex V.4: Student study final report form). Submission of the reports is an EC requirement for all Erasmus students. The reports will be available from 31 August 2013. Student mobility grants

Student mobility grants are a flat rate grant calculated at a monthly rate. Grants are a contribution towards the costs of the planned Erasmus mobility period. For 2013, the grant rate is set at the beginning of the year and will not change after interim reporting. All students should be paid at the appropriate rate.

Eligible students will be awarded the grant as indicated below. Only one supplementary payment for travel to a priority country and one supplementary payment for widening participation can be made per student in any one year, regardless of the number of mobilities they undertake.

Country Placement Supplementary Supplementary Supplementary allowance Allowance Allowance Monthly grant Short-term Priority country Widening vocational work participation placements

BAND 1 Bulgaria, Romania € 275

BAND 2 Croatia, Cyprus, Czech Republic, Estonia, Greece, Hungary, € 315 €250 and up to Latvia, Lithuania, Malta, Poland, €300 for Slovakia, Slovenia, Turkey € 400 € 500 receipted travel BAND 3 Austria, Belgium, Denmark, expenses Finland, France, Germany, Iceland, € 375 Ireland, Italy, Liechtenstein, Luxembourg, Netherlands, Norway, Portugal, Spain, Sweden, Switzerland

The maximum student grants per month, specified by the Commission, are shown in the following table. Total payments, including supplementary payments, when averaged across the months spent British Council Students - 17 study Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

on the Erasmus mobility, must not exceed these monthly maxima. In some cases this may mean reducing the monthly grant rate.

For reporting purposes, please report the duration of mobility and the supplementary allowances paid, adding a comment if the monthly grant has been reduced to avoid exceeding maxima. The NA will automatically check that maxima have not been exceeded. EC maximum monthly student grant rates Code Host Country Maximum Monthly rate AT Austria 680 BE Belgium 640 BG Bulgaria 401 CH Switzerland 939 CY Cyprus 536 CZ Czech Republic 539 DE Germany 607 DK Denmark 858 EE Estonia 484 EL Greece 607 ES Spain 625 FI Finland 764 FR France 743 HR Croatia 591 HU Hungary 507 IE Ireland 698 IS Iceland 648 IT Italy 682 LI Liechtenstein 939 LT Lithuania 464 LU Luxembourg 640 LV Latvia 476 MT Malta 526 NL Netherlands 666 NO Norway 939 PL Poland 493 PT Portugal 544 RO Romania 445 SE Sweden 759 SI Slovenia 573 SK Slovakia 512 TR Turkey 525 UK United Kingdom 860

Proof of payment

All payments may be subject to audit by the NA or other bodies. If there is an audit, the HEI will be asked to provide proof that the grant has left the HEI’s bank account. Failure to do this may result in the NA recovering the grant. British Council Students - 18 study Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Problems due to bankruptcy of airlines If a beneficiary has incurred extra necessary costs (such as accommodation costs) due to the collapse of an airline, the NA expects any additional costs to be met by the airline or covered by the individual’s travel insurance. The NA may be able to meet these costs on the basis of force majeure, within the maximum grant, provided that they cannot be reclaimed from the airline or from the insurance provider. The beneficiary would need to provide proof of the additional costs, and proof that they cannot be covered by the individual’s insurance and the airline. If the beneficiary cannot leave the UK due to the collapse of the airline, it may be possible to adjust the duration of the mobility, within the grant awarded to the HEI. Erasmus Intensive Language Courses (EILCs Applications, Funding and Fees

EILCs are specialised courses in the less widely used and less taught languages organised in the countries where these languages are used as teaching languages at HEIs, to prepare students for their Erasmus period abroad. EILCs may take place in the following countries for languages in brackets: Belgium (Dutch), Bulgaria (Bulgarian), Croatia (Croatian), Cyprus (Greek), Czech Republic (Czech), Denmark (Danish), Estonia (Estonian), Finland (Finnish and Swedish), Greece (Greek), Hungary (Hungarian), Iceland (Icelandic), Italy (Italian), Latvia (Latvian), Lithuania (Lithuanian), Malta (Maltese), the Netherlands (Dutch), Norway (Norwegian), Poland (Polish), Portugal (Portuguese), Romania (Romanian), Slovakia (Slovak), Slovenia (Slovenian), Spain (Basque, Catalan, Galician and Valencian), Sweden (Swedish), Switzerland (Italian) and Turkey (Turkish).

Students apply through the Erasmus office at their home HEI, which is responsible for forwarding the applications by e-mail to the organising HEI with confirmation that the applicant has been selected for an Erasmus placement. Details of courses and application forms are available from http://ec.europa.eu/education/erasmus/doc1300_en.htm . The country of the EILC must be the same as the country of the main mobility. The home HEI decides on its own application deadline for EILCs.

The home and EILC host HEIs are together responsible for selection of students. The EILC host has final responsibility for selection.

A student mobility grant may be awarded to students for attending an EILC from the HEI’s SM budget. The grant is paid for the duration of the EILC of between 2 to 6 weeks. If the EILC course is run at the same time as the Erasmus period, the grant is not available; however there may be circumstances when a supplementary EILC grant may be approved, when there are extra costs involved in participating in an EILC.

A time gap is allowed between the end of the EILC and the start of the main mobility. This gap should not be included in the total recorded mobility period. Please enter dates of the two periods under “comments” when reporting.

The Erasmus student grant for participation in the EILC and the EILC period must be recorded in the study or placement agreement.

Erasmus students should not be charged a fee for participation in an EILC. However, fees may be charged for other services for which Erasmus students are normally asked to pay.

HEIs may use their Organisation of Mobility funding to support attendance on language courses. Eligibility for EILCs

Only students selected for an Erasmus period in the host country may be funded to participate in an EILC.

Courses are held at beginner and/or intermediate level. Students whose main subject of study is the language of the EILC are normally not eligible for participation and in any case do not receive a grant. British Council Students - 19 study Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

If a student fails to undertake their planned Erasmus period the NA may request partial or full reimbursement of the EILC grant. Reporting

Participating students must fill in the EILC “Final report for students” provided by the host.

The duration of EILC must be added to the duration of the Erasmus period when completing the interim and final reports. Should this result in an Erasmus period in excess of the maximum eligible period stated at Duration of student mobility above, written approval must be obtained from the NA. If attendance at EILCs is reported but the HEI does not have evidence that the student attended the EILC, the NA will disallow this period of the mobility and will recover any grant that has been paid. Supplementary allowances for students with special needs

Additional grants are available for students and staff with special needs wishing to participate in Erasmus and where participation would not be possible without extra financial support. See page 6, Supplementary allowances for students and staff with special needs. Multiple Erasmus periods

The total duration of all Erasmus grants received during a student’s higher education may not exceed 24 months. Transition period

Taking into account the grants awarded under the predecessor programmes Socrates and Leonardo da Vinci II, the following rules apply: . if a student has had one grant for a study period under Socrates they can be awarded a grant for a placement under the LLP . if a student has had one grant for a placement under the Leonardo da Vinci II programme they can be awarded a grant for a study period under the LLP. Combined/Integrated periods

Students may combine a study period with a work placement under the auspices of the same host HEI, and providing the two activities are consecutive, this may be considered a single Erasmus mobility. The duration of the combined period is between 3 and 12 months. This means that it is possible, for instance, to combine 1 month of placement and 2 months of studies. For combined periods counted as a single mobility, the placement activity must . take place under the auspices of the inter-institutional agreement between the sending and receiving HEIs . be supervised by the host HEI. Multiple periods

A student may have multiple mobilities to different host HEIs in the same or different countries, as follows:

 one study and one work placement period in the same or different years or  two study periods in the same or different years or  two work placement periods in the same or different years.

Students can thus only carry out two single Erasmus mobilities in total.

The mobility period in each location must be at least three months (except for students on shorter HE vocational courses) unless there is a strong academic justification (or in the case of placements, British Council Students - 20 study Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

professional justification) for a shorter period. In this case, the total mobility period should not be less than three months.

In cases where a student undertakes a study period and a separate work placement, or two study periods or two work placements, the periods must be treated separately and recorded as two distinct mobilities, unless they are under the auspices of the same host. Where a student undertakes two separate mobilities in the same year, as outlined here, these must be consecutive insofar as the academic arrangements at the HEIs allow (i.e. there must be no gaps between the end of the activity in one HEI/country and the start of the activity in the other).

Longer gaps may be allowed when placements are involved if this can be justified. Interruption of a study period

If a student has to interrupt his/her Erasmus study period abroad due to an individual case of 'force majeure'4 before the minimum mobility period is finished, the student may have a second chance for Erasmus mobility on the following conditions: . the new mobility period shall be of the same type as the interrupted one (study or placement) . a new learning/training agreement must be signed . reporting is done separately for each of the mobility periods. If a student has to interrupt his/her Erasmus study period abroad due to an individual case of 'force majeure' after a period which is longer than the minimum mobility period, the student cannot benefit from a second stay abroad.

Shorter mobilities should be referred to the NA for approval. Students on Erasmus Mundus (EM) Masters Courses

As from the academic year 2010/2011, European students are eligible to apply for an Erasmus Mundus scholarship to participate in one of its joint programmes (at masters or doctoral level).

A student enrolled in an Erasmus Mundus joint programme may apply for an Erasmus study grant provided he/she . has not received an Erasmus Mundus scholarship and . has not benefited from an Erasmus study grant before. When applying for an Erasmus grant as an Erasmus Mundus Masters Course student, all Erasmus rules have to be respected as set out below. . The HEI where the student is registered is responsible for awarding the Erasmus grant . The HEI must use the same selection timetable and procedures for EM Masters Course Students that it uses for all eligible students . The host HEI is not allowed to charge fees to the EM Masters Course student . A tuition fee required for participating in an EM Masters Course is not in conflict with the Erasmus rules providing the fee is strictly linked to the Masters Course itself. No fees can be applied for mobility required by the Masters Course . Each student has a signed agreement and has formally accepted the grant and acknowledged the obligations associated with its acceptance, before the grant is transferred to the student. (See Annex V.1: Model agreement for students) . Each student should be issued with an Erasmus Student Charter before the study period commences. (See Annex V.3)

4 Force majeure shall mean any unforeseeable exceptional situation or event beyond the contracting parties' control which prevents either of them from fulfilling any of their obligations under the Agreement, was not attributable to error or negligence on their part, and proves insurmountable in spite of all due diligence. Defects in equipment or material or delays in making them available (unless due to force majeure), labour disputes, strikes or financial difficulties cannot be invoked as force majeure by the defaulting party. British Council Students - 21 study Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

. Upon return from the Erasmus period, the student must provide an electronic report using the standard form. (See Annex V.4: student study final report form). Under Erasmus Mundus, bilateral agreements are satisfactorily covered in the form of "Consortium Agreement" (or "Memorandum of Understanding") that must be endorsed by all participating universities and guarantees the full recognition of the joint programme by each of the partners.

In order for a postgraduate course to be an Erasmus Mundus one, all partners must offer an academically integrated course as well as full recognition of all mobility offered to students. Therefore the learning agreement requirements are considered to be fully satisfied in Erasmus Mundus courses. Students from Luxembourg

Particular conditions relating to students from Luxembourg no longer apply as of 2011-12. Reporting on Student Mobility for Study

See page 8 for details of Erasmus mobility reporting requirements. Zero grant students

Zero grant students may undertake Erasmus work mobility, at the discretion of their HEI. These students must fulfil all Erasmus criteria as outlined in this guidance and other documents, but receive no Erasmus mobility grant. They are eligible for all other benefits of Erasmus.

HEIs are advised to report all students to whom they hope to give a grant as full grant in the interim report. Any whom the NA cannot fund at second allocation may be reported as zero grant at final report. British Council Students - 22 placements Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Student mobility – work placements in enterprises, training and research centres and other organisations (SMP)

Erasmus grants for work placements can only be paid to students who are registered in higher education HEIs which hold an Extended Erasmus University Charter (EUCP or EUCX).

For work placements, the host enterprise shall comply with the definition of “Enterprise” to be eligible 5.

The following types of organisation are not eligible as host organisations: . EU HEIs and other EU bodies including specialised agencies (website: www. ec.europa.eu/institutions/index_en.htm ) . organisations managing EU programmes (such as National Agencies) in order to avoid possible conflict of interests and/or double funding . diplomatic representations (embassies or consulates) of the student’s home country (i.e. the country of their home HEI, and their country of origin or citizenship). If the placement takes place in a representation or public institution of the home country of the student (e.g. cultural institutes, schools) you will need to indicate on the Placement Agreement the additional transnational benefits the student will obtain as compared to a similar placement in the country of his or her home institution

An HEI can in some cases be the 'host enterprise' for a student placement, if the student does not go for a study period but for work experience. Therefore, a valid inter-institutional agreement between participating HEIs is not required, and the host HEI is not required to hold an EUC.

There is no distinction between mandatory or voluntary placements and both are eligible activities under the Erasmus Mobility Agreement. Eligible students

To be eligible, students must be: . studying in the UK and formally registered at an HEI which holds an Extended EUC, in order to follow higher education studies leading to a recognised degree or other recognised tertiary level qualification, up to and including the level of doctorate or . enrolled on short term higher vocational education6 (in the UK includes Foundation Degree and HND courses) at an HEI holding an Extended EUC. In addition, for placements, students in their first year of study are eligible. Students who have completed their higher education are not eligible to participate in the Erasmus programme unless they are registered with the same or another HEI for postgraduate study.

Part-time students are eligible to participate in Erasmus placements providing they work full-time during their mobility period. Period of activity

Erasmus grants are awarded only for mobility taking place during the period 1 June 2013 to 31 October 2014 for student work placement mobility. All mobility must commence before 1 July 2014. In all cases grants to students must be paid before 30 September 2014.

5 Enterprise means "all undertakings engaged in economic activity in the public or private sector whatever their size, legal status or the economic sector in which they operate, including the social economy". 6 Defined as post-compulsory education but sub-bachelor level courses which lead to the award of a ‘degree’ after 18 months/two years; vocationally oriented courses taken after completion of secondary education and leading to a degree on completion of two years (sometimes 1.5 years) study. This corresponds to the short cycle qualifications – approximately 120 ECTS – as described in the Framework for qualifications of the European Higher Education Area adopted in the Bologna Ministerial Conference of Bergen. Neither Bachelors nor Masters degrees may be considered short term higher vocational education. British Council Students - 23 placements Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

A student work placement may continue beyond the period of the Erasmus Mobility Agreement, but must in such cases end on or before 31 October 2014. For example a placement running from March to October 2014 extends into the new programme. Mobility periods that fall into this category must be fully funded from the 2013/14 allocation made to the HEI and reported in the 2013/14 final report due on 31 July 2014. Duration of student mobility Erasmus mobility for work placements must be for a minimum of three months (or one academic term/trimester) and a maximum of 12 months. Duration may be rounded up to the nearest quarter month.

Placements for students on short term higher vocational education courses may be for two months. The period of placement may be interrupted by enterprise holidays, with the grant paid during this period. The period does not count towards the minimum duration. There must be documentary evidence of the duration of the mobility. The NA recommends that HEIs use the certificate of attendance issued by the host organization as the primary evidence. This may be supplemented by supporting documents, e.g. where any additional time needs to be justified. Please see page 11 for further guidance on calculation of duration of mobility. Extension to original placement period

The home HEI and host organisation may agree an extension to the original placement provided that: . the agreement is made and arrangements completed before the scheduled completion date of the original Erasmus placement . the extension follows immediately after the current Erasmus period. There should be no gaps. (Holidays and organization closures are not considered gaps.) If there is a gap, then justification needs to be made by the home HEI and approved by the NA. No work placement, including any extension, may exceed 12 months or extend beyond 30 October 2014. Academic fees The HEI may not request any payment or charges from outgoing students in connection with the organisation or administration of the Erasmus mobility period. The HEI should inform the NA if an organization seeks payment of fees, administrative or management charges from students on Erasmus mobility. Fee waiver

See page 12 for details of the fee waiver in England, Northern Ireland, Wales and Scotland. Grant status of students and national schemes

See page 12. Eligible student placement activity

Grants for student placements can be awarded only for the following activities abroad: . full-time placements recognised as a part of the student’s programme by the home HEI . a combination of a period of study and placement. It is possible to combine a period of placement with a period of study in a single mobility period abroad. Single period means that: a) the placement must take place under the supervision of the receiving HEI where the student will carry out his/her study; b) the two activities must take place in consecutive periods. Priority countries

See page 13 British Council Students - 24 placements Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Lowest priority should be given to students wishing to undertake an Erasmus placement in their country of origin or citizenship. The sending HEI should draw to the attention of the prospective host that ‘return to home country’ students are being proposed. Priority subject areas

See page 13. Widening participation HEIs are asked particularly to encourage students to participate in Erasmus who come from groups which are under-represented in the programme.

For 2013, a supplementary grant may be paid to undergraduate and postgraduate students from households with annual incomes of £ 25,000 or less.

See page 13 for more details on Widening Participation. Full recognition

The home HEI must give full recognition for the placement period. For periods of placement which are part of the student's curriculum, full recognition must be awarded wherever possible by using ECTS credits, see http://ec.europa.eu./education/programmes/socrates/ects/index_en.html In the case of a period of placement that is not part of the curriculum of the student, the HEI must provide recognition at least by recording the period in the Diploma Supplement or, if this is not possible, in the student’s transcript. Students must complete their placements to the standards of the host organisation in order for it to be fully recognised. See also the EuroPass website: http://www.uknec.org.uk/ if a student does not fulfil these requirements, the HEI can use discretion as to whether to count the mobility and allow the student to keep the grant. Selection criteria

See pages 4 and 14. Agreements with beneficiaries

Before student mobility has commenced, the home HEI must ensure that each student has a signed a hard copy agreement with the HEI, formally accepting the grant and acknowledging the obligations associated with its acceptance. Electronic (digital) signatures are not acceptable. The agreement must be retained as a record of the mobility. Failure to sign and retain the agreement may result in the NA recovering the grant. If for any reason it is impossible to sign the agreement before commencement of the mobility, the HEI must be able to provide adequate justification to the NA.

The standard student agreement for placements is at Annex V.5. This text must be used in full in agreements with students undertaking placements. If the HEI wishes to incorporate the standard text into another document, that is acceptable, but the full text must be used. Any agreement which differs from the standard in this way must be approved by the NA prior to its use. The NA aims to agree any changes which simply add to the standard agreement promptly. The Agreement should be accompanied by the Training Agreement, signed by all parties. The first part of the Agreement must be signed by the student and HEI before the start of the mobility. The NA recognises that it may be difficult to sign the full agreement before the mobility, if the information necessary for signing a student learning agreement is not yet known. British Council Students - 25 placements Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

The NA therefore recognises that a delay of up to two months may be inevitable for this reason, and this will be taken into account in the event of an audit.

The NA expects HEIs to minimise possible delays, for example, if possible, by agreeing provisional training agreements prior to departure, to be amended once a student has arrived at their host. The NA will request a list of students whose learning or training agreements have been signed after departure at interim report stage.

Delays longer than two months may be subject to adverse audit findings and the recovery of the grant. Please see pages 39-42 for more on audit requirements. The student keeps the agreement with the original signatures, the sending and receiving institutions have to keep a copy or a scan.

Training Agreements and Erasmus Quality Commitment

The Training Agreement includes the work programme, planned learning outcomes, mentoring arrangements, correspondence of the placement with the student’s studies, recognition to be awarded on completion, etc. The Training Agreement should where possible be agreed in advance by the home HEI, the host organisation and the student and must comply with the minimum requirements set out at Annex V.6. The training agreement may contain information on monitoring to be given by the partner HEI or the placement consortium co-ordinator in the host country. The Training Agreement should be finalised and formalised within two months of the student’s arrival. Any subsequent changes to the Training Agreement must be formally agreed by all three parties and executed promptly. Upon satisfactory completion of the mobility period, the host organisation should provide the student with a report of work completed in accordance with the Training Agreement.

Credit for, or recognition of, work undertaken by the student at the host organisation may be withheld only if the student fails to achieve the level of professional attainment required by the host organisation or otherwise fails to satisfy the agreed conditions required by the participating institutions for recognition. The Training Agreement must include the "Erasmus Quality Commitment" for student placements. The Erasmus Quality Commitment is the standard document which outlines the roles and responsibilities of the parties to the student placement. (See Annex V.6: Student Training Agreement.)

The student keeps the Training Agreement with the original signatures, the sending and receiving institutions must keep a copy or a scan Erasmus Student Charter

Each student must be issued with the Erasmus Student Charter before the placement commences. (See Annex V.3.) Student report

Upon return from the Erasmus period, the student must submit their individual electronic report. (See Annex V.8: Student Placement – final report form.) Student mobility grants

Student mobility grants are a flat rate grant calculated at a monthly rate. Grants are a contribution towards the costs of the planned Erasmus mobility period. For 2013, the grant rate is set at the beginning of the year and will not change after interim reporting. All students should be paid at the appropriate rate.

Eligible students will be awarded the grant as indicated below. Only one supplementary payment for travel to a priority country and one supplementary payment for widening participation can be made per student, regardless of the number of mobilities they undertake. British Council Students - 26 placements Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Country Placement Supplementary Supplementary Supplementary allowance Allowance Allowance Monthly grant Short-term Priority country Widening vocational work participation placements

BAND 1 Bulgaria, Romania € 275

BAND 2 Croatia, Cyprus, Czech Republic, Estonia, Greece, Hungary, € 315 Latvia, Lithuania, Malta, Poland, €250 and up to €300 for Slovakia, Slovenia, Turkey € 400 € 500 receipted travel BAND 3 Austria, Belgium, Denmark, expenses Finland, France, Germany, Iceland, Ireland, Italy, Liechtenstein, € 375 Luxembourg, Netherlands, Norway, Portugal, Spain, Sweden, Switzerland, Turkey

The maximum permitted student grant per month is shown in the table on page 16. Total payments, including supplementary payments, when averaged across the months spent on the Erasmus mobility, must not exceed these monthly maxima. In some cases this may mean reducing the monthly grant rate.

For reporting purposes, please report the duration of mobility and the supplementary allowances paid, adding a comment if the monthly grant has been reduced to avoid exceeding maxima. The NA will automatically check that maxima have not been exceeded. Supplementary grants for students on short-term work placements

Students undertaking short-term Erasmus work placements will receive additional supplementary allowances in order to offset the relatively high initial set-up costs. 1. For travel: up to 300 euros will be paid to each student. Payment will be made against receipted expenditure using the same exchange rate as for staff travel. Students must retain receipts for travel to and from the host country 2. Supplementary allowance of 250 euros: a one-off payment for each student to assist with the higher expenses relating to short-term accommodation. These additional amounts apply only to work placements with a minimum duration of two months and a maximum duration of 3 months being carried out by students registered for short-term vocational higher education courses (Foundation degree courses and HND-level qualifications). Students will also receive the standard Erasmus work placement grant based on the monthly rate shown above.

The exchange rate to be used is as for staff travel, see page 5, Bank Accounts and Currency. Proof of payment

All payments may be subject to audit by the NA or by other bodies. The HEI will be asked to provide proof that the grant has left the HEI’s bank account. Failure to do this may result in the NA recovering the grant. Erasmus Intensive Language Courses (EILCs) Students on placements in applicable countries are eligible for EILCs, see page 17 for details. Supplementary allowances for students with special needs See Page 6, Supplementary allowances for students and staff with special needs. Multiple Erasmus periods See page 18, Multiple Erasmus periods. British Council Students - 27 placements Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Interruption of a placement period If a student has to interrupt his/her Erasmus placement period abroad due to an individual case of ”force majeure”7 before the minimum mobility period is finished, the student may have a second chance on the following conditions: . the new mobility period shall be of the same type as the interrupted one . a new training agreement must be signed . reporting shall be done separately for each of both mobility periods. If a student has to interrupt his/her Erasmus work placement abroad due to an individual case of 'force majeure' after a period which is longer than the minimum mobility period, the student cannot benefit from a second stay abroad. Shorter mobilities should be referred to the NA for approval. British Council Language Assistants Students carrying out a Language Assistantship are entitled to a grant for an Erasmus work placement providing they meet the Erasmus eligibility criteria. Students are entitled to an Erasmus work placement grant even if they have previously received an Erasmus mobility grant for study. In addition: . Documentary requirements for Language Assistant students remain as for all Erasmus students: see page 23, Agreements with Beneficiaries. . British Council Language Assistant students are subject to the same rules as any Erasmus student with regard to tuition fees and the fee waiver Reporting requirements for British Council Language Assistant students are as for all Erasmus students. Further information on British Council Language Assistants is available at www.britishcouncil.org/languageassistants.htm Please note that the British Council Language Assistants scheme and Erasmus have separate procedures, both of which must be followed. Comenius Assistants Students are not eligible for Erasmus status whilst they are carrying out placements as Comenius Assistants, as Comenius and Erasmus are funded from the same EU budget, the Lifelong Learning Programme. HEIs are responsible for ensuring that the same student does not receive a Comenius and an Erasmus grant for the same placement period. Failure to do this may result in all Erasmus mobility funding being deemed ineligible. IAESTE Outgoing students who have a placement under IAESTE are eligible for an Erasmus grant provided that the placement fulfils all criteria for an Erasmus placement. Reporting requirements See page 8 for full Erasmus mobility reporting requirements. Zero grant students Zero grant students may undertake Erasmus work mobility, at the discretion of their HEI. These students must fulfil all Erasmus criteria as outlined in this guidance and other documents, but receive no Erasmus mobility grant. They are eligible for all other benefits of Erasmus.

HEIs are advised to report all students to whom they hope to give a grant as full grant in the interim report. Any whom the NA cannot fund at second allocation may be reported as zero grant at final report.

7 Force majeure shall mean any unforeseeable exceptional situation or event beyond the contracting parties' control which prevents either of them from fulfilling any of their obligations under the Agreement, was not attributable to error or negligence on their part, and proves insurmountable in spite of all due diligence. Defects in equipment or material or delays in making them available (unless due to force majeure), labour disputes, strikes or financial difficulties cannot be invoked as force majeure by the defaulting party. British Council Staff- 28 teaching Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Staff mobility – teaching A teaching assignment may be: 1. to or from an HEI which holds a standard EUC, with which a valid Inter-institutional Agreement exists 2. undertaken by incoming staff of an eligible enterprise (see page 21) invited to the UK HEI. In these cases the mobility is managed by the HEI. The selection of teachers or staff from enterprises to undertake teaching assignments should be based on a short "Teaching programme" submitted by the teacher or enterprise staff member. The essential elements of this should be: objectives and added value of the mobility, content of the teaching programme, expected results. The partner HEIs must agree the visiting teacher’s teaching programme in advance. They are responsible for the quality of the mobility period. To ensure the participation of the greatest possible number of teachers, priority must be given to teachers working abroad for the first time. Eligibility criteria

To be eligible, teaching staff must be employed by an HEI holding an EUC or employed by an eligible enterprise. Teaching must take place in an HEI holding an EUC. Teachers involved in Erasmus Mundus (EM) Masters Courses

Erasmus eligible teachers are entitled to Erasmus Mobility teaching grants for teaching assignments in EM Masters Courses according to standard Erasmus rules. Period of activity

Erasmus grants for staff mobility are awarded only for mobility taking place during the period 1 June 2013 to 31 July 2014.

Grants to staff must be paid before 30 September 2014. Duration of teaching period

Staff must deliver at least 5 hours of teaching (i.e. at least one day). A minimum duration of 5 working days is strongly recommended to provide a meaningful contribution to the teaching programme and international academic life at the host HEI. Shorter periods must be exceptional. The maximum duration is 6 weeks.

For teaching periods of 5 days or less weekends or holidays falling in the period of the stay abroad are not usually considered for support, unless they are used as working days (or for travel). In such cases the teaching programme should demonstrate that teaching activities have been undertaken for the period reported. Staff mobility grants

Mobility grants for staff are provided as contributions towards subsistence and travel. Staff subsistence costs are calculated by the NA on a flat rate basis. Travel costs are calculated on the basis of receipted expenditure. At the HEI’s discretion, in addition to teaching days, UP TO two days travel time may be included in subsistence payments. Travel days are not included in the calculation of minimum duration. Travel costs may cover travel from the point of departure to the host, but do not include local travel during the mobility. The NA will pay subsistence rates given in the tables below to HEIs. The NA will use these rates when calculating and paying grants.

HEIs choose how to pay staff subsistence: for example, HEIs may choose to pay against receipted expenditure, at the rates given below or at a different flat rate on condition that the payment does not exceed British Council Staff- 29 teaching Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

the maximum defined in the table. Any surplus staff mobility funding must be used on Erasmus and in line with Erasmus guidelines, for example to subsidise travel to more expensive destinations or on extra mobilities. Any such expenditure should not be declared on HEIs’ reports and will not count for calculation of OM payments.

The table on the following page shows the flat rate subsistence that will be paid. British Council Staff- 30 teaching Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

weekly, Country Code 1 day 2 days 3 days 4 days 5 days 6 days 7 days 8 days 9 days 10 days 11 days 12 days 13 days 14 days weeks 3 - 6 Belgium BE 136.00 272.00 408.00 544.00 680.00 816.00 952.00 1,006.40 1,060.80 1,115.20 1,169.60 1,224.00 1,278.40 1,332.80 152.00 Bulgaria BG 88.00 176.00 264.00 352.00 440.00 528.00 616.00 651.20 686.40 721.60 756.80 792.00 827.20 862.40 98.40 Czech Republic CZ 120.00 240.00 360.00 480.00 600.00 720.00 840.00 888.00 936.00 984.00 1,032.00 1,080.00 1,128.00 1,176.00 134.40 Denmark DK 184.00 368.00 552.00 736.00 920.00 1,104.00 1,288.00 1,361.60 1,435.20 1,508.80 1,582.40 1,656.00 1,729.60 1,803.20 206.40 Germany DE 128.00 256.00 384.00 512.00 640.00 768.00 896.00 947.20 998.40 1,049.60 1,100.80 1,152.00 1,203.20 1,254.40 143.20 Estonia EE 104.00 208.00 312.00 416.00 520.00 624.00 728.00 769.60 811.20 852.80 894.40 936.00 977.60 1,019.20 116.80 Greece GR 128.00 256.00 384.00 512.00 640.00 768.00 896.00 947.20 998.40 1,049.60 1,100.80 1,152.00 1,203.20 1,254.40 143.20 Spain ES 136.00 272.00 408.00 544.00 680.00 816.00 952.00 1,006.40 1,060.80 1,115.20 1,169.60 1,224.00 1,278.40 1,332.80 152.00 France FR 160.00 320.00 480.00 640.00 800.00 960.00 1,120.00 1,184.00 1,248.00 1,312.00 1,376.00 1,440.00 1,504.00 1,568.00 179.20 Ireland IE 152.00 304.00 456.00 608.00 760.00 912.00 1,064.00 1,124.80 1,185.60 1,246.40 1,307.20 1,368.00 1,428.80 1,489.60 170.40 Italy IT 152.00 304.00 456.00 608.00 760.00 912.00 1,064.00 1,124.80 1,185.60 1,246.40 1,307.20 1,368.00 1,428.80 1,489.60 170.40 Cyprus CY 120.00 240.00 360.00 480.00 600.00 720.00 840.00 888.00 936.00 984.00 1,032.00 1,080.00 1,128.00 1,176.00 134.40 Latvia LV 104.00 208.00 312.00 416.00 520.00 624.00 728.00 769.60 811.20 852.80 894.40 936.00 977.60 1,019.20 116.80 Lithuania LT 104.00 208.00 312.00 416.00 520.00 624.00 728.00 769.60 811.20 852.80 894.40 936.00 977.60 1,019.20 116.80 Luxembourg LU 136.00 272.00 408.00 544.00 680.00 816.00 952.00 1,006.40 1,060.80 1,115.20 1,169.60 1,224.00 1,278.40 1,332.80 152.00 Hungary HU 112.00 224.00 336.00 448.00 560.00 672.00 784.00 828.80 873.60 918.40 963.20 1,008.00 1,052.80 1,097.60 125.60 Malta MT 112.00 224.00 336.00 448.00 560.00 672.00 784.00 828.80 873.60 918.40 963.20 1,008.00 1,052.80 1,097.60 125.60 Netherlands NL 144.00 288.00 432.00 576.00 720.00 864.00 1,008.00 1,065.60 1,123.20 1,180.80 1,238.40 1,296.00 1,353.60 1,411.20 161.60 Austria AT 144.00 288.00 432.00 576.00 720.00 864.00 1,008.00 1,065.60 1,123.20 1,180.80 1,238.40 1,296.00 1,353.60 1,411.20 161.60 Poland PL 104.00 208.00 312.00 416.00 520.00 624.00 728.00 769.60 811.20 852.80 894.40 936.00 977.60 1,019.20 116.80 Portugal PT 120.00 240.00 360.00 480.00 600.00 720.00 840.00 888.00 936.00 984.00 1,032.00 1,080.00 1,128.00 1,176.00 134.40 Romania RO 96.00 192.00 288.00 384.00 480.00 576.00 672.00 710.40 748.80 787.20 825.60 864.00 902.40 940.80 107.20 Slovenia SI 128.00 256.00 384.00 512.00 640.00 768.00 896.00 947.20 998.40 1,049.60 1,100.80 1,152.00 1,203.20 1,254.40 143.20 Slovakia SK 112.00 224.00 336.00 448.00 560.00 672.00 784.00 828.80 873.60 918.40 963.20 1,008.00 1,052.80 1,097.60 125.60 Finland FI 168.00 336.00 504.00 672.00 840.00 1,008.00 1,176.00 1,243.20 1,310.40 1,377.60 1,444.80 1,512.00 1,579.20 1,646.40 188.00 Sweden SE 168.00 336.00 504.00 672.00 840.00 1,008.00 1,176.00 1,243.20 1,310.40 1,377.60 1,444.80 1,512.00 1,579.20 1,646.40 188.00 UK UK 184.00 368.00 552.00 736.00 920.00 1,104.00 1,288.00 1,361.60 1,435.20 1,508.80 1,582.40 1,656.00 1,729.60 1,803.20 206.40 Iceland IS 144.00 288.00 432.00 576.00 720.00 864.00 1,008.00 1,065.60 1,123.20 1,180.80 1,238.40 1,296.00 1,353.60 1,411.20 161.60 Liechtenstein LI 208.00 416.00 624.00 832.00 1,040.00 1,248.00 1,456.00 1,539.20 1,622.40 1,705.60 1,788.80 1,872.00 1,955.20 2,038.40 232.80 Norway NO 208.00 416.00 624.00 832.00 1,040.00 1,248.00 1,456.00 1,539.20 1,622.40 1,705.60 1,788.80 1,872.00 1,955.20 2,038.40 232.80 Switzerland CH 208.00 416.00 624.00 832.00 1,040.00 1,248.00 1,456.00 1,539.20 1,622.40 1,705.60 1,788.80 1,872.00 1,955.20 2,038.40 232.80 Croatia HR 128.00 256.00 384.00 512.00 640.00 768.00 896.00 947.20 998.40 1,049.60 1,100.80 1,152.00 1,203.20 1,254.40 143.20 Turkey TR 112.00 224.00 336.00 448.00 560.00 672.00 784.00 828.80 873.60 918.40 963.20 1,008.00 1,052.80 1,097.60 125.60 Note: the figures for lengths of 8 to 13 days are worked out by taking the difference between the Wk 1 and Wk 2 figures and dividing by 7 to get a daily figure. Lengths of 15 days or more are worked out by taking the figure from Wks 3-6 and dividing it by 7 to get a daily figure. British Council Staff- 31 teaching Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

The maximum grant for travel costs is € 500. Travel costs may include local travel from the point of departure to the destination. The HEI can request an exception from the NA for higher costs for long distance travel e.g. to French external territories. Payments for travel will be made on the basis of receipted expenditure. Subsistence payments will be made on the basis of evidence of time spent teaching. HEIs may be asked to provide proof of travel and length of mobility, e.g. boarding passes, flight tickets, confirmation from the host HEI of duration of stay. Confirmation of duration of stay must be signed by the host at the end of the Erasmus period, confirming the activity undertaken and start and end date. Up to two days spent travelling may be included in subsistence payments. If actual costs, namely staff travel, are paid in sterling, they must be reported in euros using the monthly accounting rate agreed by the European Commission and published on its website applicable on the day when the grant agreement is signed by the NA. All staff travel costs, including those incurred before the agreement is signed by the NA, should be converted at the European Commission’s monthly accounting rate applicable on the day when the grant agreement is signed by the NA. The NA will inform the HEI of this rate. This also applies to student travel costs for students on short term work placements. Proof of payment

All payments may be subject to audit by the NA or other institutions. If there is an audit, the HEI will be asked to provide proof that the grant has left the HEI’s bank account. Failure to do this may result in the NA recovering the grant. Supplementary allowances for staff with special needs

See Page 6, Supplementary allowances for students and staff with special needs. Agreements with beneficiaries

Before staff mobility commences, the home HEI must ensure that each staff member has a signed hard copy agreement with the HEI, formally accepting the grant and acknowledging the obligations associated with its acceptance. Electronic (digital) signatures are not acceptable. The agreement must be retained as a record of the mobility. Failure to sign and retain the agreement may result in the NA recovering the grant. If for any reason it is impossible to sign the agreement before commencement of the mobility, the HEI must be able to provide adequate justification to the NA.

The standard staff agreement for teaching is at Annex V.9. This text must be used in full in staff agreements. If the HEI wishes to incorporate the standard text into another document, that is acceptable, but the full text must be used. Any agreement which differs from the standard in this way must be approved by the NA prior to its use. The NA aims to agree any changes which simply add to the standard agreement promptly. Please see page 6 for more on agreements with beneficiaries and pages 39-42 for more on audit requirements. Staff teaching programme Prior to departure, the home and host HEIs or host enterprise should formally agree the teaching programme, by exchange of letters or electronically. Minimum requirements for the teaching programme are at Annex V.10. Evidence must be kept that this has been agreed prior to departure, and any amendments must also be formally agreed and retained. Confirmation of teaching period There must be documentary evidence of the duration of the mobility period. At the end of each teaching period abroad the host HEI must confirm the duration of stay. Failure to provide this may result in recovery of the grant in the event of an audit. Teaching report Upon return from the teaching period, the teacher or staff member must submit their individual electronic report with the main results. (See Annex V.11: Staff teaching final report form). British Council Staff- 32 teaching Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Reimbursement of unspent grant

If a staff member is unable to fulfil the teaching requirements of their Erasmus period abroad the HEI should inform the NA who will decide whether the grant can be retained The NA may ask for the funding to be reimbursed. Reporting

See page 8 for full Erasmus mobility reporting requirements. Invited staff from an enterprise

Incoming invited staff from an enterprise may be involved in teaching or staff training within a UK HEI. HEIs receive OM funding for invited staff from enterprises. To attract OM funding, the HEI needs to be able to provide a certificate of attendance (or a copy) as evidence that the invited staff have participated. British Council Staff - 33 training Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Staff mobility – training Staff training is an option for all staff and can involve teaching or non-teaching staff: . going to another HEI . going to an enterprise. Within the broad objective of staff training this action encompasses three types of mobility: 1. Mobility of staff of an HEI going to an enterprise. The purpose is to allow the beneficiaries to learn by transfer of knowledge and to acquire practical skills. The activities can include: language training, seminars, workshops, courses and conferences. However, these activities should not represent the majority of total Erasmus-funded training days per sending HEI per year. 2. Mobility of administrative and other non-teaching staff from an HEI going to a partner HEI. The purpose is to allow the beneficiaries to learn from the experiences and good practices of a partner HEI and to improve the skills required for their current job. The main activity is a short stay in the partner HEI that may include a short secondment period, job-shadowing scheme, study visit, etc. 3. Mobility of teaching staff in an HEI going to a partner HEI for the purpose of receiving training. As at 1. above the activities may include language training, seminars, workshops, courses and conferences. These activities should not represent the majority of Erasmus funded training days per sending HEI per year. Formal periods of practical training, short secondments, etc. should account for the majority of the activities carried out. Selection of staff is based on a "work plan" submitted by the applicant, which has been endorsed by both the home and host institution or enterprise. The essential elements of the work plan should cover overall aims and objectives, expected results in terms of training or learning, activities to be carried out and, where possible, a detailed programme for the period abroad. Particular attention should be paid to potential conflicts of interest for applicant staff dealing with Erasmus mobility. Both HEIs are responsible for the quality of the period abroad. Eligibility criteria

To be eligible, staff involved in staff training must be employed by an HEI holding an EUC. If the host organisation is an HEI, it must also hold an EUC. Period of activity

Erasmus grants for staff mobility are awarded only for mobility taking place during the period 1 June 2013 to 31 July 2014.

Grants to staff must be paid before 30 September 2014. Duration of training period

The duration of the training period must be from 5 working days to 6 weeks. Shorter stays are allowed in the case of attendance of seminars, workshops and conferences. However, the HEI must provide full justification in any case where the duration is less than five days, with specific attention to the content and relevance for the staff concerned. Otherwise the NA may disallow the mobility. These activities should not constitute the majority of Erasmus-funded training days for the HEI.

In the case of training for five days or less, weekends or holidays falling in the period of the stay abroad are not considered for support, unless they are used as working or travel days. In such cases the work plan should demonstrate that training activities have been undertaken for the period reported. Staff mobility grants

Mobility grants for staff are provided as contributions towards subsistence and travel. British Council Staff - 34 training Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Staff subsistence costs are calculated by the NA on a flat rate basis. Travel costs are calculated on the basis of receipted expenditure. At the HEI’s discretion, in addition to training days, UP TO two days travel time may be included in subsistence payments. Travel days are not included in the calculation of minimum duration. The NA will pay the subsistence rates given in the tables on pages 29 and 30 . The NA will use these rates when calculating and paying the grant. The maximum grant for travel costs is € 500. Travel costs may include local travel from the point of departure to the destination, but do not include local travel during the mobility. The HEI can request an exception from the NA for higher costs for long distance travel e.g. to French external territories. Payments for travel will be made on the basis of receipted expenditure.

Please see pages 27-28 for more details of staff mobility grants. Proof of payment

All payments may be subject to audit. An HEI will be asked to provide proof that the grant has left the its bank account. Failure to do this may result in the NA recovering the grant. Supplementary allowances for staff with disabilities

See Page 6, Supplementary allowances for students and staff with special needs.

Agreements with beneficiaries

Before staff mobility commences, the home HEI must ensure that each staff member has a signed hard copy agreement with the HEI, formally accepting the grant and acknowledging the obligations associated with its acceptance. Electronic (digital) signatures are not acceptable. The agreement must be retained as a record of the mobility. Failure to sign and retain the agreement may result in the NA recovering the grant. If for any reason it is impossible to sign the agreement before commencement of the mobility, the HEI must be able to provide adequate justification to the NA. The standard staff agreement for training is at Annex V.12. This text must be used in full in staff agreements. If the HEI wishes to incorporate the standard text into another document, that is acceptable, but the full text must be used. Any agreement which differs from the standard in this way must be approved by the NA prior to its use. The NA aims to agree any changes which simply add to the standard agreement promptly. Please see page 6 for more on agreements with beneficiaries and pages 39-42 for more on audit requirements. Staff training programme Prior to departure, the full training programme must be agreed formally by the home and host HEI or enterprise, by exchange of letters or electronically. Minimum requirements for the training programme are at Annex V.13. Evidence must be kept that this has been agreed prior to departure, and any amendment must also be formally agreed and retained. Confirmation of training period

There must be documentary evidence of the duration of the mobility period. At the end of each training period abroad the host must confirm the duration of stay. Failure to provide this may result in recovery of the grant in the event of an audit. Training report

Upon return from the training period, the staff member must submit their individual electronic report on the main results. (See Annex V.14: Staff training final report form). Reimbursement of unspent grant

If a staff member is unable to fulfil the requirements of their Erasmus period abroad the NA may ask for the funding to be reimbursed. British Council Staff - 35 training Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Reporting

See page 8 for full Erasmus mobility reporting requirements. Invited staff from an enterprise

See page 32 regarding invited staff from an enterprise. British Council Organisation 36 of Mobility Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Organisation of mobility (OM)

An OM grant is awarded to eligible HEIs which have outgoing student and/or staff mobility and/or incoming staff from enterprise. Student Placement Consortia may only participate in organising student work placements in enterprises and will therefore be paid OM for this activity only.

The OM grant is a contribution to the costs of organising Erasmus staff and student mobility, including that of incoming invited staff from an enterprise. It is based on actual number of mobilities, including staff, students and invited staff from enterprises, so the final amount an HEI receives will not be known until the final reports for student and staff mobility have been submitted and approved by the NA. The grant will be calculated using the scales indicated below.

Number of mobilities Student mobility, staff mobility and invited staff of an enterprise

1-25 € 280 26-100 € 230 101-400 € 170 401+ € 150 The initial payment of the OM grant will be made following signature of the Agreement with the NA. This will be allocated on the basis of the number of mobile students and staff in the initial allocation. Allocations to new participating HEIs will be based on a realistic forecast of outgoing students and staff.

A further OM allocation may be made after receipt of the interim student and staff mobility figures. Any additional OM grant will be calculated on the basis of numbers of outgoing students and staff or incoming staff from enterprise as reflected in the amended grant agreement.

If the final outgoing student and staff mobility is below the final contract mobility then the HEI may be asked to refund part of the OM funding.

Provided that the final outgoing mobility is not zero, a minimum grant of €500 will be paid. In addition, if actual numbers are within 10% of anticipated (contracted) numbers, the full OM grant will be paid. Higher than contracted mobility will however not result in an increased OM grant.

If there is no outgoing mobility or incoming mobility from enterprise, the final OM grant amount will be zero. Use of OM funding

The HEI may decide how the OM grant is to be used, provided it is used on activities related to mobility and that the HEI observes the Commission’s and NA’s rules as laid out in this manual and the Grant Agreement with the NA.

HEIs are encouraged to allocate a proportion of their OM funds for the award of bursaries to students whose financial circumstances might otherwise make it difficult for them to participate. Documentary evidence relating to the selection of students receiving such bursaries must be retained. OM and insurance

Insurance costs for students cannot be covered by OM. Students can cover insurance from their Erasmus grant if not covered otherwise. The sending HEI must verify that outgoing students are informed in advance about the situation in the host country in terms of insurance and have sufficient insurance coverage for their entire Erasmus period. OM and preparatory visits

OM grants can be used to cover "preparatory visits" to partner HEIs which hold an EUC, to explore and establish an inter-institutional agreement. British Council Organisation 37 of Mobility Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Eligible OM activity Any cost which is related to activities in support of student and staff mobility, both incoming and outgoing, is eligible for funding except for insurance. Eligible OM activity includes: . preparation, monitoring and evaluation of outgoing and incoming student and staff mobility . arrangements to ensure the quality of student placements in enterprises . academic and organisational arrangements with partner HEIs including preliminary and monitoring visits . visits to prospective partner institutional holders of an EUC with a view to establishing new inter-institutional agreements . selection and support of mobility of individuals . language preparation of Erasmus students and staff . production and distribution of information material linked to Erasmus mobility . organisation of feedback from returning students and staff . activities related to the implementation of European Credit Transfer System (ECTS) . activities related to the implementation of the Diploma Supplement . publicising the Erasmus programme. British Council Intensive 38 programmes Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Intensive programmes

An Erasmus Intensive Programme (IP) is a short programme of study (two to six weeks of subject related work) which brings together students and staff from higher education HEIs in at least three participating countries in order to: . Encourage efficient and multinational teaching of specialist topics which might otherwise not be taught at all, or only in a very restricted number of universities; . Enable students and teachers to work together in multinational groups and so benefit from special learning and teaching conditions not available in a single HEI, and to gain new perspectives on the topic being studied; . Allow students and staff who may not be able to take part in Erasmus main mobility to undertake a short mobility period . Allow members of the teaching staff to exchange views on teaching content and new curricular approaches and to test teaching methods in an international classroom environment. HEIs receive funding to cover organisational costs, subsistence and travel costs of participants.

There are separate procedures covering IPs, including an IP Handbook which gives fuller information for successful applicants.

An IP lasts two to six weeks and can be a one-off activity or repeated for two or three consecutive years. It may not consist of research activities or conferences, but should provide something new in terms of learning opportunities, skills development, access to information, etc. for the participating teachers and students.

The IP project is undertaken by a minimum of three eligible Higher Education institutions coming from three participating countries at least one of which must be an EU member state. All higher education institutions participating in the IP must hold the Erasmus University Charter. The IP is coordinated by one HEI on behalf of all the partners.

A minimum of 10 students from countries other than the host must take part, and enough teachers to ensure active participation.

Applications are submitted annually to the National Agency in the country coordinating the IP, by the coordinating HEIs. They are assessed by two or three external assessors. Reporting

The coordinating HEI submits a full narrative and financial report to its NA, see IP Handbook.1 Deadlines

Activity Date

Application 2013 08.03.2013 Intensive programme implementation 1 September 2013 to 31 August 2014 Report One month after the end of the IP; 30 September 2014 at the latest For further information please see http://www.britishcouncil.org/erasmus-intensive-programmes.htm British Council Data 39 dictionaries Erasmus mobility handbook 2012/13 May 2012

Financial control, audit and monitoring

Financial monitoring

The NA is required under its contract with the European Commission to undertake checks of the financial control and eligibility of mobilities undertaken as part of the contracts issued to HEIs as well as qualitative monitoring of the mobility activity.

Monitoring includes checking the evidence that grants have been used in accordance with the rules and requirements of the grant and mobility agreements. Types of Audit and Monitoring Controls a) Final report checks

The NA checks all final reports to make sure that the data complies with requirements. This may lead to a recovery of unutilised grant. b) Desk Checks

The NA will carry out desk checks on a percentage of mobility contracts each year, based on a random sample.

Desk checks entail the sampling of documentation relating to staff and student mobilities. Any HEI selected for desk check will be required to submit the evidence by post to the NA. HEIs selected for a desk check will be notified after they have submitted their final report. c) Visits

The NA is also required by the European Commission to undertake audit and monitoring visits to a representative sample of HEIs each year to ensure that their management of the Erasmus Programme is satisfactory and within the general terms of the Erasmus University Charter. There are three types of visit which can be undertaken by the NA or other agencies:  On the Spot Checks (NA only)  Systems Checks (NA only)  Ad hoc Audit Visits (NA or other agencies). On the Spot Checks

On the spot checks relate entirely to the financial aspects of the Erasmus programme at the HEI for a particular year, and will seek to ensure that the amounts claimed for individual mobilities in relation to the agreement for that year are supported adequately by the documentation held by the HEI.

The HEIs subject to on the spot checks are chosen at random. Typically, on the spot checks last one day and require the time of the Erasmus Coordinator and his/her staff. Systems Checks

Systems checks relate to the qualitative aspects of programme management, and the effectiveness and impact of the programme as well as the financial aspects.

HEIs are selected for systems checks visits on the basis that they have had no randomly selected systems check, desk check or on the spot check in the last three years. The NA is required to carry out a limited number each year.

During the systems check visit the NA would expect to speak to the Vice Chancellor, or other representative of senior management, the Erasmus Co-ordinator and his/her staff as well as some Erasmus students. British Council Data 40 dictionaries Erasmus mobility handbook 2012/13 May 2012

Two members of staff of the National Agency will attend, one to cover the qualitative aspects and one the financial aspects. The visit will last one day. Ad hoc Audit Visits

Ad hoc audit visits may be undertaken by the European Commission, the European Court of Auditors, the UK National Audit Office or the NA’s own Internal Audit and/or Compliance Teams.

The European Commission, the European Court of Auditors and the National Audit Office operate on a short timescale because of the limited amount of time they have to complete their work and may request a visit at very short notice. The NA has more flexibility in arranging ad hoc visits.

The European Commission, the European Court of Auditors and the National Audit Office have their own method of planning visits and the NA is only informed of the HEIs they intend to visit when they announce a visit.

The NA will identify HEIs for ad hoc visits on the basis of the amounts of funding awarded, issues arising from previous reports or other information received from the HEI. Documentary evidence

For those HEIs selected for an audit visit of any kind, the NA will request evidence or certified copies of evidence for all of the mobility related expenditure being reviewed. The following documents or their HEI equivalent must be retained: . Student Mobility – study and placements:  inter-institutional or bi-lateral agreement (where applicable)  evidence that student is registered with the HEI and eligible for Erasmus  signed student model ( or HEI equivalent) agreement, including the learning agreement or training agreement  proof of grant payment, e.g. bank account extract or proof of receipt of funding by student  proof of attendance on an EILC  copy of the certificate of attendance or equivalent signed and stamped by the host institution or placement provider after the Erasmus period, confirming the activity undertaken and start and end date of the Erasmus period  copy of the transcript from the host HEI or record of work from the organisation  student final report  evidence of eligibility for widening participation supplement, if applicable. . Staff Mobility - teaching and training:  inter-institutional or bi-lateral agreement (where applicable)  evidence that the staff member is employed by the HEI and eligible for Erasmus  signed staff model (or Institution equivalent) agreement including approved teaching programme/training programme (formerly work plan) or equivalent documentation  for reimbursed travel expenses, an expenses claim form and relevant receipts of expenditure or equivalent documentation. (From 2011/12, staff mobility is funded on the basis of flat rate daily subsistence payments rather than actual claimed costs, plus reimbursed travel costs)  documents confirming the period of teaching/training signed and stamped by the host at the end of the Erasmus period, confirming the activity undertaken and start and end date  staff final report. . Invited staff from an enterprise  Certificate of attendance . Evidence of the reason for shorter mobilities including, for students, that the NA has approved any return home before the end of the minimum period British Council Data 41 dictionaries Erasmus mobility handbook 2012/13 May 2012

Documentary evidence of expenditure must be kept for five years after the last payment or recovery between the HEI and the NA in relation to any agreement and, in line with UK statutory requirements, for a period of seven years from the tax year in which the transactions occurred.

Scanned copies of documents with original signatures are acceptable. However, each document must have been signed in hard copy and electronic (digital) signatures are not acceptable. The student keeps the agreement with the original signatures, the sending and receiving institutions have to keep a copy or a scan Mobility records should be reconciled with accounting records. This will help provide evidence that grants have been disbursed correctly in the event of an audit. Reasons for recoveries

The NA will recover grant funds if any of the following is found during an audit: . missing bi-lateral/inter institutional agreements . student or staff member ineligible for mobility . missing mobility agreement or one which is unsigned, signed after student has started his/her mobility or signed after payment received (but see paragraph below) . missing mobility agreement for staff mobility . no teaching or training agreement for staff mobilities . no independently produced proof of attendance by the host institution/work placement confirming the student or staff member’s period of mobility . no evidence that the student was paid their grant for the period of his/her mobility.

The NA will not recover grant funds but will seek assurances from the HEI improvements will be made if: . no agreed learning or training agreement is in place for the mobility . no final record of academic achievement is in place . the individual report is missing.

If a student mobility agreement was not signed before the start of the mobility, but there is evidence that the HEI tried to get the student to sign the mobility agreement and the student was unable to do so for good reasons, the NA will normally allow this as an exception and not recover the funds. Evidence would include emails to the student reminding them that they must sign and return the agreement. In most cases however the NA would expect the mobility agreement and a draft learning agreement to be in place before the mobility commences.

Some flexibility may also apply with regard to signing staff mobility agreements, although the NA considers these to be easier to administer than student agreements.

Recoveries on student mobilities will be based on the amount deemed ineligible for a student mobility (e.g. a number of months times the agreed rate per month) or staff mobility (the exact amount of expenditure deemed ineligible as a result of testing).

Feedback from audit visits carried out by the NA

At the end of a visit the HEI will receive informal feedback and the opportunity to provide missing information.

The NA will give formal feedback in the form of a draft visit report, taking into account any initial comments from the HEI following the examination of documents provided, within 30 days of the visit.

The HEI will have 30 days to respond to the draft report during which time the NA will accept missing information or other explanations as necessary. British Council Data 42 dictionaries Erasmus mobility handbook 2012/13 May 2012

Repayment of grant monies

The NA will request reimbursement of any funds that have been overpaid or incorrectly reported. The NA will not enter into an agreement for future years with the institution until the outstanding amounts are repaid. Practicalities for audit visits carried out by the NA

The Erasmus co-ordinators at HEIs selected for visits will be contacted in advance to agree a date and will be advised of areas to be covered. A sample list of mobilities to examine will normally be given in advance of the visit.

To aid the process the HEI should prepare copies of the documentation supporting the mobilities. Means of redress

If for any reason the HEI disagrees with a decision by the NA which affects them adversely, they should complete the form available here http://www.britishcouncil.org/erasmus-institutions-divisional-page.htm and submit it to the Erasmus Helpdesk [email protected] within 30 calendar days..

The NA will acknowledge receipt within 3 working days and aim to resolve the problem within 30 working days if it concerns the grant, or for other queries, within 10 working days. If the HEI is not satisfied with the NA response, they can access the central British Council feedback system from

http://www.britishcouncil.org/erasmus-contact-us.htm British Council Data 43 dictionaries Erasmus mobility handbook 2012/13 May 2012

Data requirements

This section outlines data requirements for online reporting, previously contained in annexes to the Grant Agreement. Data requirements for student mobility – study and placements

The following information is automatically recorded by the Online Reporting System:  Home institution Erasmus code  EUC No.  Record number  Age  Total number of ECTS credits  Total Erasmus grant. Letters in left hand column refer to columns in reporting spreadsheet.

Fields 1 to 18 are mandatory for all Student Mobility 1 Home Institution The Erasmus ID code of the Sending Institution of the student. (auto) Format: String of characters (up to 13) from the list of Erasmus ID Codes. UK Home Institutions should be presented as “UK”, a single space, a maximum of 7 letters for the area and a maximum of 3 numbers for the numerical designation of the institution. “UK *******###” Examples: “UK LONDON015”, “UK CARDIFF01” 2 Mobility Type The type of mobility the student will be undertaking. (A) Format: A choice of S (Study Period), P (Work Placement), or C (Combined) only. 3 HUSID Alphanumeric code from HESA. (B) Format: Alphanumeric code with the prefix “UK” and the 13 digit numeric code from HESA. “UK#############” 4 Surname The family name of the student. (C) Format: Free text up to 60 characters. 5 Forename The first name/names of the student. (D) Format: Free text up to 60 characters. 6 Date of Birth The date of birth of the student. (E) Format: Two digits for day/month and four for year, separated by a slash “/“. dd/mm/yyyy. Examples: “01/01/1985”, “21/02/1991” 7 Gender The gender of the student. (F) Format: Either F (Female) or M (Male) only. 8 Nationality The nationality of the student. (G) Format: A two-character code which corresponds to the list of ISO Country Codes. If code is "XX" (other), then an entry in the comments field is required. Examples: “UK”, “IE”, “ES” 9 Subject Area The subject studied by the student at their Home Institution. (H) Format: The most specific code available from the ISCED Codes list. Examples: “140”, “2122”, “3”, “80” 10 Title of Degree The title of the degree course of the student (I) Format: Free text of up to 255 characters. 11 Level of Study The study level of the student at their home institution. (J) Format: A one-character code of either 1 (First Cycle; Bachelors), 2 (Second Cycle; Masters), 3 (Third Cycle; Doctoral) or S (Short Cycle; Foundation) only. 12 Prior Study Number of (completed) years of HE study by the student prior to their period abroad. (K) Format: Integer between 1 and 20 if Study or Combined placement. British Council Data 44 dictionaries Erasmus mobility handbook 2012/13 May 2012

Integer between 0 and 20 if Work Placement. Cannot be zero if Study or Combined. 13 Language of Was the student taught or did they carry out their training in the language of the host country? (U) Teaching/Training Format: A choice of Y (Yes) or N (No) only. 14 Host Language The language in which the student undertook their mobility. (O) Format: Two characters corresponding to the list of ISO Language Codes. 15 Linguistic Has the student attended a language course in connection with their Erasmus mobility? (L) Preparation Format: A choice of EC (EILC), HS (Host), HM (Home) or NN (None) only. 16 Previous Previous participation in Erasmus programme. Indicates whether the student has received an (M) Participation Erasmus grant prior to this one and for which type of mobility. Format: A choice of N (No), S (Study), P (Placement) or M (Mundus) only. 17 Qualification Indicates whether the student will obtain a qualification at the host institution. (V) Received Format: A choice of D (Double), J (Joint), O (Other) or N (None) only. 18 Mundus Is this grant for an Erasmus Mundus student? (N) Format: A choice of Y (Yes) or N (No) only.

Fields 19 to 23 must be completed for all outgoing Erasmus Study and Combined periods 19 Host Country The country where the student spent their Erasmus period. (P) Format: Two characters corresponding to the list of ISO Country Codes. Examples: “ES”, “FR”, “IT” 20 Host Institution The Erasmus ID code of the Receiving Institution of the student. (Q) Format: String of characters (13 max.) in the list of Erasmus ID Codes. If the first part of the code (“D ”) is one letter, leave two spaces; if two letters ("CZ "), leave one space; if three letters ("LUX"), leave no space. The second part (“BARCELO”, “PARIS”) should be a maximum of seven characters. The third part should follow the second with no spaces and be a maximum of three characters (“42”, “007”). Examples: “B BRUXEL01”, “SF HELSINK01”, “IRLDUBLIN22” Note: The list can be found at: http://eacea.ec.europa.eu/llp/erasmus/documents/list_holders/euc_for_the_academic_year_2012- 2013.pdf 21 Duration Study The duration of the period - in months - that the student spent abroad, including EILC period. (R) Period Format: Numerical value of two decimal places between 0.00 and 12.00, in increments of 0.25. Examples: “3.00”, “5.25”, “8.50”, “10.75” 22 Study Start Month Date on which the study period commenced, including EILC period. (S) Format: Date format reporting month and year: mm/yy Examples: “10/12”, “01/13” 23 ECTS Credits Number of ECTS credits anticipated for period. (T) Study Format: Positive number between 0 and 90, of up to two decimal places. Examples: “30”, “60.0”, “90.00”

Fields 24 to 32 must be completed for all outgoing Erasmus Work and Combined placements 24 Placement The country where the student spent their Erasmus placement. (W) Country Format: Two characters corresponding to the list of ISO Country Codes. Examples: “ES”, “FR”, “IT” 25 Enterprise Name The name of the host company/organisation. (X) Format: Free text (Latin characters) up to 255 characters. Not BC Language Assistant. If language assistant, please input full name of school. 26 Size of the Size of the host company/organisation. (Y) Enterprise/ Format: A choice of S (Small; 50 or less staff), M (Medium; 51 to 250 staff) or L (Large; more organisation than 250 staff) only. 27 Placement Sector The sector of work of the host company/organisation. (Z) Format: A single letter corresponding to the list of NACE Sector Codes (Annex 12). Examples: “A”, “B”, “F”, “P”, “R” British Council Data 45 dictionaries Erasmus mobility handbook 2012/13 May 2012

28 Duration The duration of the placement - in months - that the student spent abroad, including EILC period. (AA) Placement Period Format: Numerical value of two decimal places between 0.00 and 12.00, in increments of 0.25. Examples: “3.00”, “5.25”, “8.50”, “10.75” 29 Placement Start Date on which the work placement commenced, including EILC period. (AB) Month Format: Date format reporting month and year: mm/yy Examples: “10/12”, “01/13” 30 ECTS Credits Number of ECTS credits anticipated for placement. (AC) Work Format: Positive number between 0 and 90, of up to two decimal places. Examples: “30”, “60.0”, “90.00” 31 Consortium Alphanumeric string of 20 characters; Agreement Number between NA and HEI if the Work Agreement Placement is administered through a consortium. (AE) Number 32 BC Language Is the student a British Council Language Assistant? (AF) Assistant Format: A choice of Y (Yes) or N (No) only.

Fields 33 to 38 to be completed if appropriate 33 Short Duration Reason student participated in the program for less than three months. (AI) Reason Format: If the student Length Study is less than 3.00, cell must contain either S (Short Term Work Placement), T (University Term less than 3 months) or X (Other). 34 Travel costs Euro value of Travel costs up to €300; applies only to short-term vocational work placements of (AG) less than 3 months 35 Supplement Euro value of supplement of €250; applies only to short-term vocational work placements of less (AH) than 3 months 36 Disability Disability grant. (AJ) Supplement Format: Currency in Euro. Positive number of up to two decimal places. Examples: “500”, “804.5”, “9057.35” 37 Widening Is this student paid the Widening Participation supplement? (AD) Participation Format: Y (Yes) if applicable. 38 Comment Any additional comments/explanations (AK) Format: Free text up to 255 characters British Council Data 46 dictionaries Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Data requirements for staff mobility - teaching and training

The following information is automatically recorded by the Reporting System:  Home institution  EUC No.  Record number.  Staff flat rate subsistence payment

Fields 1 to 14 are mandatory for all Staff Mobility 1 Mobility Type The type of mobility being undertaken. Format: "TM" (Teaching Mobility), "ST" (Staff Training) or "IE" (Invited staff from (A) an Enterprise) 2 Surname The family name of the staff member. (B) Format: Free text up to 60 characters. 3 Forename The first name/names of the staff member. (C) Format: Free text up to 60 characters. 4 Gender The gender of the staff member. (D) Format: Either F (Female) or M (Male) only. 5 Nationality The nationality of the staff member. (E) Format: A two-character code which corresponds to the list of ISO Country Codes. If code is "XX" (other), comment is required. Examples: “UK”, “IE”, “ES” 6 Mobility Start Date on which the mobility commenced. (F) Month Format: Date format reporting month and year: mm/yy Examples: “10/12”, “01/13” 7 Language of The language used in the Host Country. (G) Teaching or Format: Two characters corresponding to the list of ISO Country Codes. Training Examples: “ES”, “FR”, “IT”, “DE” 8 First Visit Is this the staff member's first mobility funded by Erasmus? (H) Format: A choice of Y (Yes) or N (No) only. 9 Country of For TM and ST, the country where the staff member spent their Erasmus period. (I) Host For IE, the home country of the staff member. Institution or Sending Format: Two characters corresponding to the list of ISO Country Codes. Enterprise Examples: “ES”, “FR”, “IT” Length 10 Teaching/ Duration of the teaching/training in days (excluding travel). Training (J) (days) Format: Integer (no decimals) between 1 and 42. 11 Travel Days Number of travel days; up to two can be reported. (K) Format: Integer (no decimals) between 0 and 2. 12 Length Duration of the teaching/training in hours. Teaching/ Training (L) (hours) Format: Integer number (no decimals). Minimum of 5. 13 Seniority The experience level of the staff member. (M) Format: A choice of J (Junior; less than 10 years of teaching experience), I (Intermediate; between 10 and 20 years of teaching experience) or S (Senior; more than 20 years of teaching experience) only. 14 Travel Overall travel costs excluding disability funding. (AC ) Format: Currency in Euro. Positive number of up to two decimal places. Examples: “54.52”, “312.68”, “450” British Council Data 47 dictionaries Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

Fields 15 to 18 must be completed for all Teaching Mobility and Invited Staff from an Enterprise 15 Home Subject Area The main subject area taught at their Home Institution. (N) Format: The most specific code available from the ISCED Codes list. Examples: “140”, “2122”, “3”, “80” 16 Host The Erasmus ID code of the Receiving Institution of the staff member. (P) Institution Format: String of characters (13 max.) in the list of Erasmus ID Codes. If the first part of the code (“D ”) is one letter, leave two spaces; if two letters ("CZ "), leave one space; if three letters ("LUX"), leave no space. The second part (“BARCELO”, “PARIS”) should be a maximum of seven characters. The third part should follow the second with no spaces and be a maximum of three characters (“42”, “007”). Examples: “B BRUXEL01”, “SF HELSINK01”, “IRLDUBLIN22” Note: The list can be found at: http://eacea.ec.europa.eu/llp/erasmus/documents/list_holders/consolidated_table_2007- 2011_final_web_14_04_2011.pdf 17 Host Subject The main subject area taught at their Host Institution. (Q) Area Format: The most specific code available from the ISCED Codes list. Examples: “140”, “2122”, “3”, “80” 18 Level of The teaching level at the staff member's Host Institution. (R) Teaching Format: A choice of 1 (First Cycle; Bachelors), 2 (Second Cycle; Masters), 3 (Third Cycle; Doctoral), S (Short Cycle; Foundation) or M (Multiple Cycles) only.

Fields 19 to 23 must be completed for all Staff Training Mobility 19 Category of The category of work of the staff member at their Home Institution. (S) Work Format: A choice of I (International Office), F (Finance), G (General Admin and Technical), T (Academic Staff), S (Student Information), C (Continuing Education) or O (Other) only. 20 Type of Type of activity carried out by the staff member at the host institution/enterprise. (T) Training Format: A choice of W (Workshop), T (Training), S (Job Shadowing) or O (Other) only. 21 Host The name of the host institution/enterprise, or the Erasmus ID code if Institution.. (U) Enterprise Format: Free text (Latin characters) up to 255 characters, or see 16: Host Institution 22 Size of Host The size of the host institution/enterprise. (V) Enterprise Format: A choice of S (Small; 50 or less staff), M (Medium; 51 to 250 staff) or L (Large; more than 250 staff) only. 23 Type of Host The sector of work of the host institution/enterprise. (W) Enterprise Format: A single letter corresponding to the list of NACE Sector Codes. Examples: “A”, “B”, “F”, “P”, “R”

Fields 24 to 27 to be completed for all Invited Staff from an Enterprise only 24 Name of The name of the sending company/organisation. Sending Format: Free text (Latin characters) up to 255 characters. (X) Enterprise 25 Category of The category of work of the staff member at their sending company/organisation. Work at the (Y) Sending Format: A choice of M (Manager), R (Researcher/Teacher/Trainer), T Enterprise (Technical) or A (Administrative) only.

26 Size of The size of the sending company/organisation. British Council Data 48 dictionaries Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

(Z) Sending Format: A choice of S (Small; 50 or less staff), M (Medium; 51 to 250 staff) or L Enterprise (Large; more than 250 staff) only.

27 Type of The sector of work of the sending company/organisation. (AA Sending Format: A single letter corresponding to the list of NACE Sector Codes. ) Enterprise Examples: “A”, “B”, “F”, “P”, “R”

Fields 28 and 29 to be completed if appropriate 28 Supplement Disability grant. (AB for Severe Format: Currency in Euro. Positive number of up to two decimal places. ) Disability Examples: “500”, “804.5”, “9057.35” 29 Comment Any additional comments/explanations (O) Format: Free text up to 255 characters

Staff subsistence will be worked out by the system. British Council Data 49 dictionaries Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

i Country codes Afghanistan to Lichtenstein Code Country Code Country AF AFGHANISTAN EC ECUADOR AX ALAND ISLANDS EG EGYPT AL ALBANIA SV EL SALVADOR DZ ALGERIA GQ EQUATORIAL GUINEA AS AMERICAN SAMOA ER ERITREA AD ANDORRA EE ESTONIA AO ANGOLA ET ETHIOPIA AI ANGUILLA FK FALKLAND ISLANDS (MALVINAS) AQ ANTARCTICA FO FAROE ISLANDS AG ANTIGUA AND BARBUDA FJ FIJI AR ARGENTINA FI FINLAND AM ARMENIA FR FRANCE AW ARUBA GF FRENCH GUIANA AU AUSTRALIA PF FRENCH POLYNESIA AT AUSTRIA TF FRENCH SOUTHERN TERRITORIES AZ AZERBAIJAN GA GABON BS BAHAMAS GM GAMBIA BH BAHRAIN GE GEORGIA BD BANGLADESH DE GERMANY BB BARBADOS GH GHANA BY BELARUS GI GIBRALTAR BELGIUM Please state in comments box which BE area of Belgium: Dutch, French or German GR GREECE speaking BZ BELIZE GL GREENLAND BJ BENIN GD GRENADA BM BERMUDA GP GUADELOUPE BT BHUTAN GU GUAM BO BOLIVIA, PLURINATIONAL STATE OF GT GUATEMALA BQ BONAIRE, SAINT EUSTATIUS AND SABA GG GUERNSEY BA BOSNIA AND HERZEGOVINA GN GUINEA BW BOTSWANA GW GUINEA-BISSAU BV BOUVET ISLAND GY GUYANA BR BRAZIL HT HAITI IO BRITISH INDIAN OCEAN TERRITORY HM HEARD ISLAND AND MCDONALD ISLANDS BN BRUNEI DARUSSALAM VA HOLY SEE (VATICAN CITY STATE) BG BULGARIA HN HONDURAS BF BURKINA FASO HK HONG KONG BI BURUNDI HU HUNGARY KH CAMBODIA IS ICELAND CM CAMEROON IN INDIA CA CANADA ID INDONESIA CV CAPE VERDE IR IRAN, ISLAMIC REPUBLIC OF KY CAYMAN ISLANDS IQ IRAQ CF CENTRAL AFRICAN REPUBLIC IE IRELAND TD CHAD IM ISLE OF MAN CL CHILE IL ISRAEL CN CHINA IT ITALY CX CHRISTMAS ISLAND JM JAMAICA CC COCOS (KEELING) ISLANDS JP JAPAN CO COLOMBIA JE JERSEY KM COMOROS JO JORDAN British Council Data 50 dictionaries Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

CG CONGO KZ KAZAKHSTAN CD CONGO, THE DEMOCRATIC REPUBLIC OF THE KE KENYA CK COOK ISLANDS KI KIRIBATI KOREA, DEMOCRATIC PEOPLE'S REPUBLIC CR COSTA RICA KP OF CI COTE D'IVOIRE KR KOREA, REPUBLIC OF HR CROATIA KW KUWAIT CU CUBA KG KYRGYZSTAN CW CURACAO LA LAO PEOPLE'S DEMOCRATIC REPUBLIC CY CYPRUS LV LATVIA CZ CZECH REPUBLIC LB LEBANON DK DENMARK LS LESOTHO DJ DJIBOUTI LR LIBERIA DM DOMINICA LY LIBYAN ARAB JAMAHIRIYA DO DOMINICAN REPUBLIC LI LIECHTENSTEIN Lithuania to Zimbabwe LT LITHUANIA SM SAN MARINO LU LUXEMBOURG ST SAO TOME AND PRINCIPE MO MACAO SA SAUDI ARABIA MACEDONIA,THE FORMER YUGOSLAV REPUBLIC MK SN SENEGAL OF MG MADAGASCAR RS SERBIA MW MALAWI SC SEYCHELLES MY MALAYSIA SL SIERRA LEONE MV MALDIVES SG SINGAPORE ML MALI SX SINT MAARTEN (DUTCH PART) MT MALTA SK SLOVAKIA MH MARSHALL ISLANDS SI SLOVENIA MQ MARTINIQUE SB SOLOMON ISLANDS MR MAURITANIA SO SOMALIA MU MAURITIUS ZA SOUTH AFRICA SOUTH GEORGIA & SOUTH SANDWICH YT MAYOTTE GS ISLANDS MX MEXICO SS SOUTH SUDAN FM MICRONESIA, FEDERATED STATES OF ES SPAIN MD MOLDOVA, REPUBLIC OF LK SRI LANKA MC MONACO SD SUDAN MN MONGOLIA SR SURINAME ME MONTENEGRO SJ SVALBARD AND JAN MAYEN MS MONTSERRAT SZ SWAZILAND MA MOROCCO SE SWEDEN MZ MOZAMBIQUE CH SWITZERLAND MM MYANMAR SY SYRIAN ARAB REPUBLIC NA NAMIBIA TW TAIWAN, PROVINCE OF CHINA NR NAURU TJ TAJIKISTAN NP NEPAL TZ TANZANIA, UNITED REPUBLIC OF NL NETHERLANDS TH THAILAND AN NETHERLANDS ANTILLES TL TIMOR-LESTE NC NEW CALEDONIA TG TOGO NZ NEW ZEALAND TK TOKELAU NI NICARAGUA TO TONGA NE NIGER TT TRINIDAD AND TOBAGO NG NIGERIA TN TUNISIA NU NIUE TR TURKEY NF NORFOLK ISLAND TM TURKMENISTAN MP NORTHERN MARIANA ISLANDS TC TURKS AND CAICOS ISLANDS British Council Data 51 dictionaries Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

OM OMAN TV TUVALU PK PAKISTAN UG UGANDA PW PALAU UA UKRAINE PS PALESTINIAN TERRITORY, OCCUPIED AE UNITED ARAB EMIRATES PA PANAMA UK UNITED KINGDOM PG PAPUA NEW GUINEA US UNITED STATES PY PARAGUAY UM UNITED STATES MINOR OUTLYING ISLANDS PE PERU UY URUGUAY PH PHILIPPINES UZ UZBEKISTAN PN PITCAIRN VU VANUATU PL POLAND VA VATICAN CITY STATE PT PORTUGAL VE VENEZUELA, BOLIVARIAN REPUBLIC OF PR PUERTO RICO VN VIET NAM QA QATAR VG VIRGIN ISLANDS, BRITISH RE REUNION VI VIRGIN ISLANDS, U.S. RO ROMANIA WF WALLIS AND FUTUNA RU RUSSIAN FEDERATION EH WESTERN SAHARA RW RWANDA YE YEMEN BL SAINT BARTHELEMY ZM ZAMBIA SAINT HELENA, ASCENSION AND TRISTAN DA SH ZW ZIMBABWE CUNHA KN SAINT KITTS AND NEVIS XX OTHER: COUNTRY NOT KNOWN LC SAINT LUCIA MF SAINT MARTIN (FRENCH PART) PM SAINT PIERRE AND MIQUELON VC SAINT VINCENT AND THE GRENADINES WS SAMOA British Council Data 52 dictionaries Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

ISCED codes: fields of education and training Code Description Code Description 0 General Programmes 145 Training for teachers with subject specialisation 1451 Secondary teaching 1 Education 1452 Teacher Training theoretical subjects 10 Basic/broad, general programmes 1453 Teacher Training: Foreign Language Teaching 1010 Basic programmes 146 Training for teachers of vocational subjects 1011 Broad, general programmes 1461 Teacher Training arts and crafts 1012 Arts and Crafts 1462 Teacher Training commercial subjects 1013 Music 1463 Teacher Training music 1014 History 1464 Teacher Training- nursing 1015 Religion/Ethics 1465 Teacher Training -physical training 1016 Civics 1466 Teacher Training- technical subjects 1017 Mother Tongue 1467 Driving instructor training 1018 Foreign Language 1468 Training of instructors at companies 1019 Mathematics 1469 Training of trainers 1020 Physics 147 Teachers Adult Education 1021 Chemistry 2 Humanities and Arts 1022 Biology 21 Arts 1023 Geography 210 Arts (broad programmes) 1024 Environmental Education 211 Fine arts 1025 Health Educ 212 Music and performing arts 1026 Sports 2121 Music and Musicology 1027 New Technologies 2122 Performing Arts 1028 Economy and Business 213 Audio-visual techniques and media production Design (Graphic Design, Industrial Design, Fashion, 1029 Vocational Subjects 214 Textile) 1030 Other basic programmes 215 Craft skills 1031 General programmes with no special subject emphasis 22 Humanities 14 Teacher training and education science 220 Humanities (broad programmes) Teacher training and education science (broad 140 221 Religion/theology programmes) 1401 Teacher training, general 222 Languages and Philological Sciences 1402 Practical pedagogical courses, general 2221 Modern EC Languages 141 Teaching and training 2222 General and comparative literature 142 Education science 2223 Linguistics 1421 Didactics 2224 Translation, Interpretation 1422 Education science 2225 Classical Philology 1423 Educational assessment, testing and measurement 2226 Non-EC Languages 1424 Educational evaluation and research 2227 Less Widely Taught Languages 1425 Pedagogical sciences 2228 Regional and Minority Languages 143 Training for pre-school teachers 2229 Others - Languages and Philological Sciences 1431 Early childhood teaching 223 Mother tongue 1432 Preprimary teacher training 224 History, philosophy and related subjects 144 Training for teachers at basic levels 225 History and archeology 1441 Class teacher training 226 Philosophy and ethics 1442 Home language teacher training 227 History of Art 1443 Primary teaching 1444 Teacher training for children with special needs

3 Social sciences, Business and Law 443 Earth science British Council Data 53 dictionaries Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

31 Social and behavioural science 4431 Geography, Geology 310 Social and behavioural science (broad progs) 4432 Geography 311 Psychology 4433 Environmental Sciences, Ecology 312 Sociology and cultural studies 4434 Geology 313 Political science and civics 4435 Soil and Water Sciences 314 Economics 4436 Geodesy, Cartography, Remote Sensing 315 Social Work 4437 Meteorology 316 International Relations, European, Area Studies 4438 Oceanography 317 Anthropology 4439 Others - Geography, Geology 318 Development Studies 46 Mathematics and statistics 32 Journalism and information 461 Mathematics 321 Journalism and reporting 462 Statistics 3211 Radio/TV Broadcasting 4621 Actuarial Science 322 Library, information, archive 48 Computing 3221 Documentation, Archiving 481 Computer science 3222 Museum Studies, Conservation 4811 Artificial Intelligence 34 Business and administration 482 Computer use 340 Business and administration (broad programmes) 5 Engineering, Manufacturing and Construction 3401 Business Studies with languages 52 Engineering and engineering trades 3402 Business Studies with technology 520 Engineering and engineering trades(broad progs) 341 Wholesale and retail sales 521 Mechanics and metal work 342 Marketing and Sales Management 522 Electricity and energy 3421 Public Relations, Publicity, Advertising 523 Electronics and automation 343 Finance, banking, insurance 524 Chemical and process 344 Accounting and taxation 525 Motor vehicles, ships and aircraft 345 Management and administration 5251 Aeronautical Engineering 3451 Industrial Relations and Personnel Management 54 Manufacturing and processing 3452 Tourism, Catering, Hotel Management 540 Manufacturing and processing (broad progs) 346 Secretarial and office work 541 Food processing 347 Working life 542 Textiles, clothes, footwear, leather 38 Law 543 Materials (wood, paper, plastic, glass) 380 Law 544 Mining and extraction 3801 Comparative Law, Law with Languages 58 Architecture and building 3802 International Law 581 Architecture and town planning 3803 Civil Law 5811 Architecture 3804 Criminal Law, Criminology 5812 Interior Design 3805 Constitutional /Public Law 5813 Urban Planning 3806 Public Administration 5814 Regional Planning 3807 European Community/EU Law 5815 Landscape Architecture 3808 Others - Law 5816 Transport and Traffic Studies 4 Science, Mathematics and Computing 582 Building and civil engineering 42 Life science 5821 Materials Science 421 Biology and biochemistry 6 Agriculture and Veterinary 4211 Microbiology, Biotechnology 62 Agriculture, forestry, fishery 422 Environmental science 620 Agriculture, forestry, fishery (broad programmes) 44 Physical science 6201 Agricultural Economics 440 Physical science (broad programmes) 6202 Food Science and Technology 441 Physics 6203 Tropical/Subtropical Agriculture 442 Chemistry 621 Crop and livestock production 4421 Biochemistry 622 Horticulture

623 Forestry 85 Environmental protection 624 Fisheries 850 Environmental protection (broad programmes) 64 Veterinary 851 Environmental protection technology British Council Data 54 dictionaries Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

640 Veterinary 852 Natural environments and wildlife 641 Animal Husbandry 853 Community sanitation services 7 Health and Welfare 86 Security services 72 Health 860 Security services (broad programmes) 720 Health (broad programmes) 861 Protection of persons and property 721 Medicine 862 Occupational health and safety 7211 Psychiatry and Clinical Psychology 863 Military and defence 7212 Public Health 9 Personal skills 7213 Medical Technology 90 Personal skills 722 Medical services 9010 Argumentation and presentation 723 Nursing, Midwifery, Physiotherapy 9011 Assertiveness training 724 Dental studies 9012 Communication skills 725 Medical diagnostic and treatment technology 9013 Cooperation 726 Therapy and rehabilitation 9014 Development of behavioural capacities 727 Pharmacy 9015 Development of mental skills 76 Social services 9016 Job seeking programmes 761 Child care and youth services 9017 Public speaking 762 Social work and counselling 9018 Self esteem skills 8 Literacy and numeracy 9019 Social competence 8 Services 9020 Time management 80 Literacy and numeracy 9021 Physical Education, Sport Science 801 Basic remedial programmes for adults 9022 Leisure Studies 802 Literacy 9023 Home Economics, Nutrition 803 Numeracy 9024 Nautical Science, Navigation 81 Personal services 9025 Others in Other Areas of Study 810 Personal services (broad programmes) 9999 Nuclear and High Energy Physics 811 Hotel, restaurant and catering 9999 Astronomy, Astrophysics 812 Travel, tourism and leisure 813 Sports 814 Domestic services 815 Hair and beauty services 84 Transport services 840 Transport services

ii `ISO language codes

BG Bulgarian IT Italian CS Czech LV Latvian DA Danish LT Lithuanian NL Dutch MT Maltese EN English NO Norwegian ET Estonian PL Polish FI Finnish PT Portuguese FR French RO Romanian DE German SK Slovak EL Greek SL Slovenian HU Hungarian ES Spanish IS Icelandic SV Swedish GA Irish TR Turkish XX Other Economic Sector Codes

NACE1 Description British Council Data 55 dictionaries Erasmus operational handbook 2013/14 Version 2. Date of issue 31 May 2013

A Agriculture, forestry and fishing

B Mining and quarrying

C Manufacturing

D Electricity, gas, steam and air conditioning supply Water supply, sewerage, waste management and remediation E activities. F Construction Wholesale and retail trade; repair of motor vehicles and G motorcycles H Transportation and storage

I Accommodation and food service activities

J Information and communication

K Financial and insurance activities

L Real estate activities

M Professional, scientific and technical activities

N Administrative and support service activities

O Public administration and defence; compulsory social security

P Education

Q Human health and social work activities

R Arts, entertainment and recreation

S Other service activities Activities of households as employers; undifferentiated goods- T and services- producing activities of households for own use U Activities of extraterritorial organizations and bodies

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