Higher education projects

This section is for Erasmus+ project managers and coordinators in higher education and offers advice and guidance on how to run, manage and report on your Erasmus+ higher education student and staff mobility and partnership projects. For further details on applying for funding visit the higher education funding page.

When travelling outside the UK, we advise you and your institution to consult the Foreign and Commonwealth Office (FCO) website for foreign travel advice. You can also find some general guidance on our travel and accommodation webpage.

Guides

Operational Handbook

The KA103 Operational Handbook 2018 - version 1 (771 KB)  is now available. It is an important document for all higher education Erasmus+ coordinators as it provides detailed information to support institutions running the Erasmus+ programme. You can still access the KA103 Operational Handbook 2017 - version 5 (715 KB) and the KA103 Operational Handbook 2016 - version 2 (814 KB). 

The Key Action 107 ICM Operational Handbook 2018 - version 1 (684 KB) is now available for International Credit Mobility (ICM) projects. You can still access the 107 ICM Operational Handbook 2017- version 5 (688 KB) and the Recommendations on the inclusion of HE students and staff with physical, mental or health-related conditions in Erasmus+" (867 KB) is also an extremely useful document provided by the European Commission, which includes key recommendations, promotional guidance, and student and staff selection. HEIs may also find the Association for Higher Education Access and Disability's (AHEAD) document on 'A Guide to Disclosure' informative.

Universities UK International (UUKi) 2018 Gone International report compares the academic and employment outcomes of undergraduate students that spent time abroad as part of their degree with those that did not. It also analyses student profiles including mobility participation and impacts for disabled students, students from low-participation neighbourhoods, part-time students, students who are care-leavers, students who are first in family to go to university and mature students. 

Agreements

Inter-institutional agreements

All Erasmus+ mobility between institutions in Programme Countries must take place as part of an inter-institutional agreement (108 KB) between institutions, which should all hold a valid Erasmus Charter for Higher Education (ECHE), except in the case of a traineeship at an institution. The inter-institutional agreement may cover cooperation between more than one institution. For student and staff mobility with Partner Countries, Partner Country hosts do not need to hold an ECHE, so the principles of the ECHE are incorporated into the partner inter-institutional agreement (95 KB).

Student Charter

HEIs must issue each student with the 2018 Erasmus+ Student Charter (854 KB) before the mobility period commences, as an annex to the Learning Agreement. This Charter lists the rights and obligations for Erasmus+ participants.

Learning agreements 

The student, the home higher education institution (HEI) and the host must sign a Student Learning Agreement. Whenever possible, this should be signed before the mobility commences. 

2018/19 Forms

For student study learning agreements (same form applies for KA103 and KA107):

For student traineeships learning agreements (different forms apply for KA103 and KA107):

For staff mobility agreements (same form applies for KA103 and KA107):

You may find this summary of changes to the participant documentation helpful.

2017/18 Forms

For student study learning agreements (same form applies for KA103 and KA107):

For student traineeships learning agreements (KA103 only):

For staff mobility agreements (same form applies for KA103 and KA107):

2016/17 Forms

For student study learning agreements (same form applies for KA103 and KA107):

For student traineeships learning agreements (KA103 only):

For staff mobility agreements (same form applies for KA103 and KA107):

It is no longer necessary to keep the guidelines attached to the learning agreements when the documents are exchanged. In this case, HEIs could make the guidelines available on their website where they would be easily accessible to their students and staff.

Grant agreements

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

2018/19 Forms

For students and staff for Key Action 1 – Mobility between Programme Countries projects (KA103):

For students and staff for Key Action 1 – Mobility between Programme and Partner Countries projects (KA107):

2017/18 Forms

For students and staff for Key Action 1 – Mobility between Programme Countries projects (KA103):

For students and staff for Key Action 1 – Mobility between Programme and Partner Countries projects (KA107):

2016/17 Forms

For students and staff for Key Action 1 – Mobility between Programme Countries projects (KA103):

For students and staff for Key Action 1 – Mobility between Programme and Partner Countries projects (KA107):

The participant Grant Agreements provide the minimum text issued by the European Commission (EC). Institutions cannot remove text, unless it is highlighted in blue or yellow, but institutions can add clauses and text if necessary.

Download the Guide on Amendments to the Beneficiary Grant Agreement (600 KB) from the should answer most if not all of your questions on amendments to KA107 projects, including which changes are possible with and without an amendment, and information on the form and timing of amendments. 

Additional Support (Disability & Special Needs)

The Erasmus+ Funds for Students and Staff with disabilities grant is an additional support fund that is paid in addition to the approved grant amount of your main project. It is designed to support students and staff with disabilities who are on the Erasmus+ programme at your institution. Higher Education Institutions that have selected students and/or staff with disabilities can apply to the UK National Agency (NA) for additional grant support in order to cover the supplementary costs for their participation in mobility activities. Funding is available for Key Action 103 and Key Action 107. More information is available on pages 40 and 42 in the 2018 programme guide.

Areas that could be eligible for Erasmus+ Funds for Students and Staff support linked to your Erasmus+ mobility, according to individual needs, include but are not limited to:

  • Mental health mentoring via Skype
  • Additional costs for adapted rooms
  • Note takers
  • Flights for treatment that cannot be taken overseas
  • Adapted accommodation
  • Travel assistance
  • Medical attendance
  • Supportive equipment
  • Adaption of learning materials
  • An accompanying person

The UK NA assesses each application based upon the applicant’s requirements, the supporting evidence provided and the costs requested. We cannot guarantee that your application will be funded. We can only provide additional funding for costs that occur during the period of the mobility. Therefore, applications must be submitted in good time before the commencement of the mobility. Any request for funding that falls outside of your agreed mobility period must be justified via Section 4 of the application form.

The UK NA is currently accepting applications for the 2017 and 2018 calls. If you would like to make an application, please read the guidelines in the Additional support application form (87 KB). We can accept applications via email and post. All applications must be fully signed by the applicant and the person submitting the application on the applicant’s behalf.

By no later than 30 days after the end of the mobility, the applicant will need to submit an Additional support financial report (74 KB) detailing the actual costs incurred. Please read the guidelines in the financial report before completing it.

Please note, we can only accept applications from a Higher Education Institution coordinator who is managing an Erasmus+ mobility. Students cannot directly apply for funding from the Erasmus+ funds for students and staff with disabilities; if you are a student you should contact your Higher Education Institution's Erasmus+ coordinator.

Further reading

"Recommendations on the inclusion of HE students and staff with physical, mental or health-related conditions in Erasmus+" (867 KB) is also an extremely useful document provided by the European Commission, which includes key recommendations, promotional guidance, and student and staff selection. HEIs may also find the Association for Higher Education Access and Disability's (AHEAD) document on 'A Guide to Disclosure' informative.

Universities UK International (UUKi) 2018 Gone International report compares the academic and employment outcomes of undergraduate students that spent time abroad as part of their degree with those that did not. It also analyses student profiles including mobility participation and impacts for disabled students, students from low-participation neighbourhoods, part-time students, students who are care-leavers, students who are first in family to go to university and mature students. 

National Agency and EC forms

New Coordinator Contact Form

If the project coordinator changes during the project, we need to be informed as soon as possible, even if the change is temporary. Please complete the Project Contact Form (285 KB) to let us know of the changes and to add additional contacts. You can indicate on the form whether you would like the new contact(s) to be added to our mailing list. 

New Legal Representative

If the Legal Representative changes during the project duration, we need to be informed as soon as possible via the change of data form to reduce the potential delay of Grant Agreements. A letter of appointment will also be required as evidence that the newly appointed Legal Representative has the legal authority to sign on behalf of the institution. Using the same documentation, you will also need to notify the Erasmus Charter for Higher Education (ECHE) team at the European Commission so they can update the contact person of your institution’s ECHE.

Short Duration Request Form

Any mobilities that do not meet the minimum duration required must be approved by the UK National Agency. This 2018-19 Short Duration Request Form (74 KB) allows an official submission for a short duration request for the National Agency to approve. Supporting documents are also required in the assessment. The form and supporting documents must be emailed to us. You can still access the 2017-18 Short Duration Request Form (71 KB).

Online Tools

Visit our IT tools page for an overview of the European Commission's online tools and further support and guidance materials.

Online linguistic support (OLS)

For more information about the OLS language assessment and language courses, these ‘virtual tours' have been created by the European Commission (EC) for help with assessment and courses:

The EC has also produced a promotional guide for OLS (611 KB) with links to useful tools and information on the OLS Tool.

The UK National Agency has also produced an OLS Presentation.pdf (2 MB)

OLS for refugees

The European Commission is now offering Online Linguistic Support  licences for refugees. The Erasmus+ OLS is available, free of charge, to around 100,000 refugees. Participation in the OLS for refugees is voluntary and refugees are not required to be registered to follow a study or training programme at the Erasmus+ beneficiary institution/organisation.

Erasmus+ beneficiaries taking part in the "OLS for refugees" initiative can receive OLS licences for instruction purposes by requesting "operators’ licences" from the UK National Agency. The allocation process is as flexible as possible and based on mutual trust: a proof of refugee status is not required. General information can be found here. Licences can also be allocated to ‘operators’ at beneficiary institutions to enable them to access the OLS system for instruction and support purposes.

If your institution would like to participate with the initiative, please complete this OLS for refugees request form (49 KB) and return it to the Erasmus+ helpdesk. Please see the second tab for definitions.

Mobility Tool+

Visit our IT Tools page for an overview of the European Commission's online tools including Mobility Tool+ and further support and guidance materials.

Distance Calculator

The distance calculator is designed for organisations taking part in the Erasmus+ Programme to calculate travel distances for grant support to individuals.

Student Traineeships

The Erasmus Intern site is an integrated market place which provides an online portal where companies and organisations can publish their internship offers and search for interns, and where students who want to do an internship abroad can share their profiles as well as search and apply for internship vacancies.

Staff Training

The integration and promotion of staff training courses at universities across Europe project, 'IMOTION', is an online platform with centralised information about staff training events organised in Europe. The platform will help higher education institutions with the promotion of staff training events, it will help those organising job shadowing to find appropriate people and also enable staff to find the appropriate training or job shadowing they are looking for.

Grade Conversion Tools

The Egracons (European Grade Conversion System) project is a Lifelong Learning project (2012-2015) co-funded by the European Commission aiming to facilitate exchange mobility by working out a conversion system based on ECTS grade conversion tables as recommended in their 2015 ECTS Users’ guide.

Reporting

Final reports

In addition to the data you report on students and staff in the Mobility Tool+, from the 2014/15 Call year you will also be asked to complete a narrative report on your mobility activity. We have produced the 2015 KA1 HE Final Beneficiary Report Guidance document (581 KB) to help colleagues in the higher education sector produce their Final Beneficiary Reports and the European Commission (EC) has produced a short video: 

The EC now requires beneficiaries to report qualitatively on mobilities and their participants, using the template they provide. Much of the report will be pre-populated with the quantitative and other information that you have previously added into the Mobility+ Tool. You will be asked to make comments on the information presented. The objective of this final report is to give beneficiaries the chance to stress the quality of their project implementation and for the National Agencies (NA) to get a better picture of both the quantitative and qualitative aspects of the implementation. This report will also support HEIs in identifying their strengths and areas for improvements.

The Final Beneficiary Report can now be downloaded from the ‘Reports’ tab of Mobility Tool+.  The Grant Agreement allows for financial penalties in exceptional cases as a result of Final Beneficiary Report assessment but the NA will do everything possible to support you in your final report and is organising guidance for you. Please refer to Annex III of your Grant Agreement for more information on the assessment of final reports and financial penalties.

The Final Beneficiary Report must be completed within 60 days of the project end date. HEIs are able to begin completing their narrative report prior to their mobility data being completed, as the Mobility Tool+ automatically updates the report with any changes to the mobility data.

Higher education workshops

In June 2018, the UK National Agency held three workshops for higher education Erasmus+ coordinators – in London (7 June), Edinburgh (20 June) and Manchester (26 June).

The workshop agenda was designed primarily for the benefit of new coordinators and/or staff that have recently become involved in managing Key Action 1 projects. Below are the main presentations:

In July we also held a workshop on International Credit Mobility (ICM) in London (5 July 2018). You can review the main ICM workshop presentation (2 MB).

Promotion and Dissemination

Dissemination is a term used by the European Commission in many of its documents and simply means to spread widely. All projects are encouraged to share (or disseminate) the successes of their project. This means that even after your project finishes the successes can still have an impact in the future. Important information about dissemination can be found in Annex II of the Erasmus+ Programme Guide. For more information please visit our Promotion and dissemination page.

Erasmus+ logo

All organisations running an Erasmus+ project agree to promote the programme to their staff and learners and to disseminate the results of Erasmus+ activities. Any materials or digital products produced to promote the Programme must use the European Commission's Erasmus+ logo and publicly acknowledge the support received from the European Union. For logos and guides on how to use them please see the promotion and dissemination page. 

Erasmus+ Project Results Platform

The Erasmus+ Project Results Platform (EPRP) offers a comprehensive overview of projects funded under the programme and highlights best practices. The European Commission platform is a useful tool in disseminating the outcomes of your project and makes available any tangible resources and outputs.

We would encourage you upload your project results regardless of which Key Action your projects is funded under to disseminate your successes. However please note for Key Action 2 projects it is compulsory to upload your project results as stated in your grant agreement. 

Who should I contact?

If you have any questions about this activity, please contact the British Council by email or telephone: 0292 092 4311.